National Street Hockey Championships The Redwood Cup RFP - Play On! 2018

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National Street Hockey Championships The Redwood Cup RFP - Play On! 2018
Play On! 2018
National Street Hockey Championships
       The Redwood Cup RFP
National Street Hockey Championships The Redwood Cup RFP - Play On! 2018
Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

Table of Contents

1 / Introduction                                                                                            Page 02

2 / Rights Holder

3 / Obligations                                                                                             Page 05

4 / Bid Procedure

5 / Bid Rules                                                                                               Page 06

6 / Bid Evaluation                                                                                          Page 08

Appendix 1 – Fact Sheet                                                                                     Page 09

Appendix 2 – Bidding Community Obligations                                                                  Page 14

Appendix 3 – Bid Application To Be Returned To Play On!                                                     Page 22

Appendix 4 – Hotel Forms (One Per Hotel)                                                                    Page 26

Appendix 5 – Preliminary Budget                                                                             Page 27

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National Street Hockey Championships The Redwood Cup RFP - Play On! 2018
Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

1 / Introduction

Play On! Canada is extending the opportunity for Canadian municipalities to bid on the rights to host the Play On! 2018
National Street Hockey Championships, known as the Redwood Cup. Celebrating its 15th anniversary season since the
inception of the program, this is a premier destination event expected to attract tourism from across our nation and
generating national exposure for the host community.

2 / Rights Holder

2.1 Play On! Canada

Play On! Canada is a not for profit organization that governs the largest street hockey event in the world. The organization
claims the (now generally accepted) rules to 4on4 street hockey as its intellectual property. It is presently seeking national
sport recognition with Sport Canada, as there is currently no recognized national sport organization overseeing street
hockey.

Recently, the International Olympic Committee expressed its interest and future intent in a “move to street sports with more
youth and urban appeal.” Street hockey is a street sport that has future Olympic potential.

Play On! is Canada's largest annual participatory sports festival. It holds the Guinness World Record as the world’s largest
street hockey tournament. In its largest season (2014), it operated events in twenty-two communities, attracting over 6,000
teams, 42,000 participants and an estimated 300,000 spectators. It has an active database of nearly 100,000 participants.
Based on its controlled database, if it were a recognized national sport organization, it would be one of Canada’s ten largest.

Play On! 4on4 street hockey festivals provide opportunities for individuals of any gender, age or skill level to play one of
Canada’s most culturally iconic sports in a highly organized format. Since the program’s inception in 2003, a total of 167
Play On! events have been held attracting well over 2 million participants and spectators.

Each Play On! event provides a unique outdoor sports experience created on a foundation of teamwork, collaboration, and
community involvement/support. The program celebrates Canadian culture and sport, encouraging widespread
participation in a wholesome recreational activity to an audience that includes, yet reaches far beyond, the existing hockey
establishment.

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National Street Hockey Championships The Redwood Cup RFP - Play On! 2018
Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

            “There is no way that we could ever communicate completely the intangibles that this event provided,
            but one of the most obvious impacts was that it instilled a sense of community pride.”

            – Rick Allwright, YASTA (Yarmouth Area Tourism Association)

2.2 Description of Event

The Redwood Cup is the name of the trophy that is presented to the winners of the National Street Hockey Championship,
and also the name used in the marketing communication for that event.

Going forward, it is desirable for the national championship event to take place in August, after qualifying tournaments have
been held in May and June, but before NHL and CHL training camps begin. It features the top teams from across the
country that have qualified as winners or finalists in eight separate age divisions. [hyphenated to the right is our best
estimate of the number of teams that might attend this event in each division under best case scenario circumstances. The
exact number of teams that attend the event will be a function of the following: i) location, ii) timing of event, iii) timing of
announcement, iv) prizes, v) broadcast inclusion, vi) welcome banquet & other entertainment.]

• Elite Male (19+) – 60 Teams
• Elite Female (19+) – 16 Teams
• Contenders Co Ed (19+) – 16 Teams
• Grinders Male (19 & Under) – 16 Teams
• Enforcers Male (17 & Under) – 32 Teams
• Enforcers Female (17 & Under) – 16 Teams
• Snipers Male (15 & Under) – 32 Teams
• Legends Male (35+) – 24 Teams

Winners of the Elite Male and Female divisions of this tournament receive a cash prize, as well as a replica Redwood Cup.
Their names are also engraved on the original trophy, which stands 49" (124.5cm) tall and is made of solid redwood with
plated sterling silver. Heavier than the Stanley Cup, the Redwood Cup weighs over 63 lbs (28.6 kg)! It was previously
displayed in the Hockey Hall of Fame. With tens of thousands of players annually competing in one of the Play On! qualifying
tournaments across the country, the Redwood Cup is one of the most sought after trophies in the world that literally any
enthusiastic and talented team can win.

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Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

In 2018, with an ideal location and all supporting elements (banquet, live broadcast, entertainment options, cash prize) in
place, the Redwood Cup tournament could attract 150-200 teams. This equates to an estimated 1,050-1,400 participants
and 2,100-2,800 spectators who would travel to the host community. More teams may attend depending on location and
timing. Subject to funding availability, the opportunity exists for this tournament to receive a dedicated two-hour live
broadcast of the event to a national audience.

Each team travelling to the event has historically included an average of 7 players and 13 spectators, for a total average
group size of 20 individuals per team. Irrespective of Canadian location, if the supporting elements are in place, we
anticipate attracting a minimum of 100 teams to this event in 2018. Therefore, the estimated minimum number of travelers,
including teams, staff, referees, broadcast crew, and tournament sponsors would be approximately 2,000 people. Since
teams will be funding their own travel to this event, the exact final number of teams that attend will be affected by the
location, timing of event, timing of announcement, prizes offered, and overall event activities.

The tournament would ideally take place directly on city streets although the location may also utilize some parking lots. It
would require four days of full street (and/or parking lots) closure.

Day 1 (Wednesday) - event set-up
Day 2 (Thursday) - tournament competition
Day 3 (Friday) - tournament competition
Day 4 (Saturday) - final playoff rounds including optional broadcast of the championship finals

The event would be entirely cleaned up by midnight on Saturday.

One (1) 105 ft x 40 ft street rink would be constructed for every 10 teams that attend the event. If 100 teams attend, there
would be 10 rinks constructed. If 200 teams attend, there would be 20 rinks constructed. For initial planning purposes, it is
estimated that 1800 ft of continuous (or proximal; could be four sides of a city block, for example) street space (curbed, flat,
smooth without cracks or potholes) would be required for this event. Additional space would be required for Play On! event
trailers, broadcast trailer/equipment, master scoreboard and sponsor activations.

The proposed timing of the 2018 event is Aug 15 – 18, 2018 although specific dates would be negotiable.

2.3 Supporting Elements

In addition to the street closures required for the National Championship tournament, it is desirable that the bid committee
have the facilities and the capability to host an appropriate Welcome Banquet for all participants. The banquet is an
important opening ceremony to the event, and should be seen as an opportunity for the host committee to showcase its
community culture, local cuisine and live entertainment. The bid should include all costs associated with this banquet. The
banquet should include a meal and cash bar and should be hosted on the Wednesday evening, from 5:00 p.m. – 7:30 p.m. It

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Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

is anticipated that approximately 500 people will attend. The banquet should allow time for a welcome message to be
delivered by local municipal authorities, (Mayor, MP, etc.) prominent event sponsors, and the Commissioner of Play On!
Canada.

The bid should also include, if possible, a prominent live entertainment option for the Friday night and/or Saturday
afternoon. Live entertainment will help drive food and beverage sales and engage a broader spectator audience from the
local community. Artist fees and any subsequent ticket sales to any live entertainment events hosted as part of the
Redwood Cup will be the responsibility of the local organizing committee. The two Play On! Canada trailer/stages and Play
On! audio system can be utilized as the stages for this live entertainment at no charge to the local organizing committee.

3 / Obligations

3.1 Mandatory Commitments

The following mandatory commitments from a bidding community are required:

• Bid application with answers to all questions and all requested appendices;
• Commitment letters signed by bid institutions stating the type of support they will offer for the event;
• Letters of support from the municipality and/or province;
• Bid communities accept that their responses to the bid application be made public at the discretion of Play On! Canada.

4 / Bid Procedure

The process of selecting the host community is focused on one primary objective: to select the most ideal community to
host the 2018 National Street Hockey Championship (the Redwood Cup). Play On! Canada reserves the right not to award
the event to any bidding communities if they so decide.

Sept. 20, 2017
Play On! Canada opens candidature for the Play On! 2018 National Street Hockey Championship (the Redwood Cup) by
circulating the RFP to potential bidding communities disseminated through the Canadian Sport Tourism Association. Play
On! Canada is a member of the CSTA.

Oct. 20, 2017
Deadline for potential bidding communities to send their Letter of Interest to Play On! Canada. Play On! Canada informs all
bidding communities which have forwarded a letter of interest that from this point forward, Play On! will respond to individu-
al questions by potential bidding communities by sending responses to all bidding communities.

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Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

Dec. 15, 2017
Deadline for bidding communities to send their final bid document to Play On! by filling out the Bid Application (see APPEN-
DIX 3).

Dec. 18, 2017
Play On! Canada informs each bid community if their bid has met the mandatory commitments and if their bid is acceptable
or not.

Jan. 8, 2017
Play On! Directors study the various bid proposals and score each section of each bid application (see Section 6).

Jan. 22, 2017
Proposed announcement of winning bid / selected host community.

5 / Bid Rules

5.1 Confidentiality

Confidential information is defined as any document marked “confidential” and which requires secure storage and limited
reproduction and distribution. Potential bidding communities should not use the information for any purpose other than to
prepare their bid for the National Street Hockey Championship. Confidential information should not be transmitted to parties
not involved in the process, including members of the media.

5.2 Guiding Principal

Play On! Canada believes the procedures for determining the host community, from the initial expression of interest in the
bid to the selection of the host community, should be based on an open dialogue and fair process for all bidding
communities. This process shall be conducted in an ethical manner, including but not limited to the following qualities:
fairness, openness, transparency, equity and respect for all bidding communities.

5.3 Bid Document

An electronic copy of the bid must be submitted. The numbering within the bid application must be maintained. The
questions posed in this document, as well as the applicant’s responses, must be included in the bid application submitted to
Play On! Canada.

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Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

5.4 Communication

Potential bid communities must address all questions electronically to

Matthew Boyle
Director of National Operations
m.boyle@playon.ca

and

Scott Hill
Commissioner
shill@playon.ca

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Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

6 / Bid Evaluation

The Play On! Bid Evaluation Committee will be comprised of three staff members. Each staff member will review each bid
application and score each section individually.

           “On a scale of one to 10 – 10 being good – the Redwood Cup was a 20”

           - Jim MacLeod, Deputy Mayor, Yarmouth

                                                                                                          Weighting %

1         Background                                                                                      5

2         Support and Partnerships                                                                        15

3         Location & Facilities                                                                           15

4         Competition                                                                                     2

5         Finance                                                                                         --

5.1       Event Funds                                                                                     25

6         Communication, Hosting Services and other Activities                                            --

6.1       Communication Plan                                                                              2

6.2       CrossIron Mills (Parking Lot, 42 Rinks)                                                         2

6.3       Other Activities Related to the Event: Welcoming Banquet, etc.                                  10

7         Operation                                                                                       --

7.1       Accommodation                                                                                   12

7.2       Airport (including shuttle if necessary)                                                        5

7.3       Local Transportation                                                                            1

8         Legacy                                                                                          3

9         Overall Bid Presentation                                                                        3

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Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

Appendix 1 - Fact Sheet

The last Redwood Cup National Championship held under a structure as proposed in this document was held in Yarmouth,
Nova Scotia in 2013. For information on Yarmouth’s experience with that event, contact Rick Allwright, rallwright@yasta.ca

• The 2018 edition is proposed to take place August 15-18, 2018, however, other dates may be considered.

• The National Championship is planned and operated by the Play On! Canada national office under the direction of Scott •
• Hill, Commissioner, in cooperation with the Host Committee. Matthew Boyle, Director of National Operations, will • • •
• oversee the bid process.

• The Redwood Cup will gather 700-1,400 athletes from an expected minimum of 100 Canadian communities across 10 •
• provinces.

• Coverage of the Play On! National Championship is expected to be broadcast at the national level. Total coverage of the •
• previous Redwood Cup event held under the structure as proposed herein attained two hours of live broadcast airtime in
• Canada. A sample previous broadcast of this event can be seen here:
• http://www.cbc.ca/player/Sports/Hockey/ID/2409171311/

• Press coverage of the National Street Hockey Championships is expected to generate two articles per day during the • •
• event and one per week prior to the event with national exposure.

• The event website at the last edition reached 221,700 unique visitors.

• The number of spectators from outside the host city normally expected to attend the Play On! National Championship • •
• event is 1,300 – 2,600, depending on the number of teams that attend.

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Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

Appendix 1A – Site Map

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Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

Appendix 1B - Sample Operational Schedule

Operational Schedule

MONDAY
11:00AM – PLAY ON! EVENT TRAILER ARRIVES

TUESDAY
9:00AM – 5:00PM – PLAY ON! STAFF MEETING/EVENT RUN-THROUGH

WEDNESDAY
6:00AM – ROAD CLOSURE BEGINS (BY CITY)
6:00AM – ROAD TO BE SWEPT (BY CITY)
8:00AM – 8:00PM – EVENT SET UP
8:00PM – 6:00AM (THURSDAY) – OVERNIGHT SECURITY
2:00PM – 10:00PM – PLAYER CHECK IN
5:00PM – TBA – OPENING CEREMONY / WELCOME BANQUET

THURSDAY
8:00AM – 8:00PM – COMPETITION
8:00PM – 6:00AM (FRIDAY) – OVERNIGHT SECURITY

FRIDAY
8:00AM – 8:00PM – COMPETITION
8:00PM – 6:00AM (SATURDAY) – OVERNIGHT SECURITY

SATURDAY
8:00AM – 6:00PM – COMPETITION
9:00AM – 10:00AM – U15 FINALS
10:00AM – 11:00AM – U17 FEMALE FINALS
11:00AM – 12:00PM – U17 MALE FINALS
12:00PM – 1:00PM – U19 FINALS
1:00PM – 2:00PM – CONTENDERS CO-ED FINALS
2:00PM – 3:00PM – LEGENDS (35+) FINALS
3:00PM – 4:00PM – CELEBRITY GAME
4:00PM – 5:00PM – WOMEN’S ELITE FINALS
5:00PM – 6:00PM – MEN’S ELITE FINALS
6:00PM – 11:00PM - CLEAN UP
11:00PM – ROADS RE-OPEN
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Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

Appendix 1C - Economic Impact (STEAM) Highlights: Summary of Visitor Spending -
Redwood Cup Event 2014, Kingston, Ontario

The purpose of this study was to estimate the economic impact of visitor spending at the 2014 Redwood Cup Event, held on
August 22-24, 2014 in Kingston, Ontario. For a full copy of the Economic Impact Report please email m.boyle@playon.ca.

• There were 123 teams total. Play On! conducted over 100 event surveys which asked participants to comment on their
 • estimated spending while attending the event.
• The combined expenditures of visitors, event operations, and capital expenditures as a result of hosting the Redwood Cup
• at Play On! Kingston were estimated to reach $907,022 in Kingston.
• The event is estimated to have generated $1,006,336 in GDP in Ontario (net economic activity), of which $655,659
 • occurred in Kingston.
• A total of $480,112 in wages and salaries were paid in Kingston, with an additional $186,094 paid throughout the rest of
 • Ontario; supporting an estimated 18.7 jobs in the city, and an additional 2.9 jobs in other areas of the province.
• In summary, the spending supported an estimated $2,040,862 in economic activity in Ontario, of which $1,369,903
 • occurred in Kingston.
• The event supported $481,300 in taxes; of which $213,465 accrued to the federal government. Additionally, $186,320 in
 • tax revenue was supported in the province with $81,515 in municipal taxes supported, of which $66,658 accrued in
 • Kingston.

Appendix 1D - Sample Broadcast Logistics

Note that a national broadcast is anticipated but not guaranteed unless the minimum bid is secured. The following are
logistical elements required for a national broadcast:

• Parking space for a 53ft production trailer
• Parking space for a 35ft satellite truck
• Parking space for a 20ft trailer generator
• At minimum, one (1) 8ft x 8ft riser (1ft high)
• At minimum, one (1) 16ft x 16ft riser (1ft high)
• One (1) scissor lift
• Space for bleachers for spectators
• Bleachers to hold up to 1500 spectators

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Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

The following is the minimum number of cameras for a national broadcast:

• One (1) 32ft jib camera
• One (1) center rink camera with a wide angle lens
• Two (2) corner cameras
• Three (3) handheld cameras

A national broadcast would also include the following:

• A high profile on site host
• Two (2) play-by-play commentators

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Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

Appendix 2 - Bid Community Obligations

1. General Information

The bidding community must demonstrate its desire to host the Play On! National Street Hockey Championships and that it
is capable of hosting such an event, in terms of location, timing, and a committed and capable local organizing committee.

2. Support and Partnerships

Please note that in order to be considered, a host proposal will require the collaboration between a Tourism Authority,
municipality, downtown business association (if applicable) and the local hotel community. Play On! requires one project
lead and one point of contact with each of the Tourism Authority, the municipality and the hotel partner(s). It also requires
one designated project lead for the entire project.

The following City services must be provided at no cost to Play On! Canada as part of the bid:

• All permits (i.e. there should be no charge to the event organizers for permit applications);
• Road usage (i.e. there should be no charge to the event organizers for use of the street or parking lot venue);
• Street sweeping/paving (i.e. there should be no charge for repairing or repaving of roads. In order to ensure quality of play
• this must be a flat and smooth asphalt location with suitable drainage. It is acceptable for minor cracks and potholes to
 • be patched up if necessary in advance of the event. Under no conditions should the location present a risk to players in
 • terms of sticks being caught in asphalt or ankles being turned due to cracks or potholes);
• Closing of the street to be implemented by the city at no cost to Play On! Canada;
• Detour signage, including traffic signage, created or used to communicate road closure and detour route in advance of
 • and during the event provided by the city;
• Access to water supply provided by the city;
• Waste management including trash cans, recycling bins, one 20 cubic yard dumpster, and one 20 cubic yard recycling
 • container provided by the city;
• If the city prescribes need for any additional city services for its own purposes, preferences, or to maintain its own bylaws
• (e.g. a requirement for paid duty policing to manage traffic), these services shall be provided at no cost to Play On!
• Canada. These services should not be expected to be paid from bid funds.

3. Location / Facilities

There are three possible venue options for this event. They are:

A. All rinks will be built on a street location in a high profile area.
B. Rinks will be built on a combination of street and parking lot space in a high profile area.C. All rinks will be built in a
parking lot space in a high profile area.

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Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

As this is a street hockey program, in order to increase the awareness and build the profile for the event, it is STRONGLY
PREFERRED to use a high profile, on-street location. Play On! will consider all three venue options. However, to reflect the
street preference, each option will be graded differently according to the following scale:

• Option A may receive a grade of 15 out of 15
• Option B may receive a grade of 12 out of 15
• Option C may receive a grade of 9 out of 15

Footprint Requirements:

Option A:

Playing surfaces will be held right on the street. Footprint requirements are:

• 1800 ft.* (675m) of continuous street space is required in order to house the 15 +/- street rinks (each rink approx. 105 ft. x
• 45 ft.) that would be constructed directly on the street for this event.

Street must be:
• Flat, clean and well maintained (no large cracks or potholes)
• Between 40 ft. and 55 ft. in width* at all points, with 45 ft. being an ideal width
• Curbed, or at least mostly curbed, on each side
• Bordered by large sidewalks on either side to allow for fans to watch as well as foot traffic
• Well drained. If it rains, there cannot be any pooling water that will affect play and safety.
• Be in a high profile location (i.e. downtown setting)
• Closed with no interruptions, from curb to curb, for the duration of the event. Street cannot be opened to traffic during •
• the event.

Feature rink area:
• Must include 8,000-10,000 sq.ft.*of adjacent green space for tournament headquarters and event sponsor activation
• Must identify the location of the “feature rink” where the championship games will be held
• Feature rink can ideally be surrounded by bleachers for spectator seating

*All measurements are approximate and should be used as a guideline.

Option B:

Rinks will be held in a combination of on-street space and parking lot space in a high profile area. Footprint requirements for
the street portion are as outlined in Option A. Note that since fewer rinks will be right on the street, the length of the street

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Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

required can be reduced accordingly. The footprint requirements for the parking lot space are as follows:

• As a rule of thumb, each rink requires 6,500 sq. ft. of space. This accounts for space between rinks to separate adjacent
• rinks and provide room to walk between rinks safely.
• Parking lot surface must be flat, clean and well maintained (no large cracks or potholes).
• Parking lot must drain well. If it rains, there can’t be any pooling water that will affect play and safety.
• Parking lot closure must be full and complete (with no interruptions) for the duration of the event. Parking lot cannot be
• opened to traffic during the event.
• 8,000 - 10,000 sq. ft.* of adjacent green space for tournament headquarters and event sponsor activation
• Must identify the location of the “feature rink” where the championship games will be held.
• The rink can ideally be surrounded by bleachers for spectator seating.

*All measurements are approximate and should be used as a guideline.

Option C:

All rinks to be held in a parking lot location. Footprint requirements are as outlined in Option B above (parking lot section).

4. Competition

Play On! Canada will be responsible for competition administration including but not limited to: scheduling, allocation of
officials, recording of results, and general tournament management.

Play On! Canada will require approximately 25 quality referees to be available for the entire event. Some of these referees
will need to be sourced locally. Valid accreditation will be a valuable asset. However, Play On! will provide additional training
as Play On! has its own unique set of rules. Play On! requires one point of contact who will help source local referees,
volunteers and liaise with the local hockey community on Play On! Canada’s behalf.

5. Finances

Play On! Canada reserves the right to approve all event sponsors and media partners. Funding for the bid can come from
the city, province, federal government, regional or local tourism organizations, Economic Development agencies, as well as
the hotel community. Corporate sponsors who do not operate in the following categories may also be approached to be a
“local presenting sponsor” of the event. The areas of financial services, automotive, telecommunications, beverage,
sporting goods or hardware retail, hockey industry, courier, fruit smoothie, rail, airline and apparel industries are covered or
expected to be covered by exclusivity contracts with Play On! Canada and may not be approached to be “local presenting
sponsors”. All team revenues and local sponsorship revenues will be split 60/40 in favour of the Host Municipality / Host
Committee.

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Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

The final budget from Yarmouth 2013 will be shared with all qualified applicants later in the process. Please refer to
Appendix 5 for relevant budget line items.

The Host Committee may utilize resources and local partnerships to provide operational requirements. The Host
Committee’s obligations for event expenses include, but are not limited to the following items:

Banquet
• The Host Committee must pay all banquet-related expenses including but not limited to the following:
o Food
o Venue
o Live Entertainment
o Decor

Bleachers
• The Host Committee must provide and pay for bleachers that seat a minimum of 1000 spectators in the feature rink area
(outdoors)

Facility
• The Host Committee must provide an appropriate event venue at no cost to Play On! Canada. See Appendix 2.3 for
• further information.

Portable Toilets
• The Host Committee must provide and pay for all portable toilets required for the event.
• Number of portable toilets must comply with municipal & event regulations.

Elite Division Championship Purse
• The Host Committee must provide a minimum championship purse of $50,000 for the Elite Division Champions.

Legends, Grinders, Enforcers, and Coed Championship Prizing
• The Host Committee must provide and pay for significant prizing for all other divisions.

Generators
• Play On! Canada will provide six 5000W-6000W generators. The Host Committee must provide and pay for additional
• generators if required.

Tents
• Play On! Canada will provide one 20 ft x20 ft and two 20 ft x10 ft tents. The Host Committee must provide and pay for
• additional tents if required.

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Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

Fencing
• The Host Committee must pay for the rental of 8 ft construction fencing. This fencing is used for the backdrop behind
• each net to keep the ball in play.
• 14 panels are required for each rink, however rinks may share back drops if they are on a street. Approximately 1800
• linear feet of 8 ft fencing would be required for a 15 rink event.

First Aid
• The Host Committee must provide and pay for adequate first aid on-site at all times while games are being played.

Ice
• The Host Committee must provide and pay for an ice chest containing bags of ice. This ice is utilized for the thirst station
• and first aid.

Insurance
• Play On! Canada will supply the liability insurance certificate prior to the start of the event upon request of the Host
• Committee.
• The Host Committee is responsible to secure and purchase event cancellation insurance to protect against the Redwood
• Cup or any other ancillary events being cancelled for seen or unforeseen reasons.
• The Host Committee is also responsible for obtaining content insurance for all Redwood Cup related supplies, awards
• and materials shipped in advance and stored on-site.

Live Performance
• The Host Committee may choose to incorporate a live music aspect to the event. All costs associated with the
• performance must be covered by the Host Committee.

Nets
• Play On! Canada will provide nets required for each rink. The Host Committee may be required to purchase two nets to
• use on the feature rink for the championship games.

Officials
• The event will require approximately 25 quality referees.
• The Host Committee is responsible for the travel and compensation of these officials. The recommended salary for
• officials is $300, plus travel expenses.
• Play On! Canada will assist with referee recommendations from regional qualifying tournaments.

Photography/Videography
• The Host Committee to provide and pay for at minimum one event photographer and one videographer.
• Play On! Canada must have full rights to the images/footage to use in promotions and on social media.

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Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

Printing
• The Host Committee must pay for all printing requirements. Printing may include but is not limited to schedules, maps,
• score sheets, etc.

Two-way Radio Rental
• The Host Committee must provide and pay for the rental of two-way radios for all staff during the event.

Redwood Cup Preparation/Engraving
• The Host Committee must pay for the preparation and engraving of the Redwood Cup.

Replica Redwood Cup Creation
• The Host Committee must pay for the creation of replica Redwood Cups for the champions of each division.

Referee Apparel
• The Host Committee must provide and pay for referee apparel. Each referee should receive a minimum of a golf shirt,
• t-shirt and windbreaker/rain jacket.

Security
• The Host Committee must provide and pay for on-site overnight security.
• Approximately 32 hours will be required (8 hours x 4 nights)
• The Host Committee will be responsible for sourcing and paying for on-site police if required by the municipality.

Shipping
• The Host Committee must provide and pay for the shipping of the Play On! 53 ft stage trailer from Southwestern
• Ontario to the host community.
• This stage trailer is the focal point of the event and carries many supplies required to put on an event. The stage trailer
 • may also be utilized for live entertainment.

Signage
• The Host Committee must provide and pay for signage and on-site pageantry. Signage may include but is not limited to:
• feature rink board decals, flags, scrim, rink banners (112” x 32”, 8 oz vinyl), large presentation cheque, boulevard banners, •
• etc.

Sound System
• Play On Canada will provide basic sound equipment in order to broadcast music throughout the event. The Host
• Committee must provide and pay for additional sound equipment if required during live entertainment performances.

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Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

Staff Apparel
• The Host Committee must provide and pay for staff apparel. Each staff member should receive a minimum of a golf
• shirt, t-shirt, sweater and windbreaker/rain jacket.

Volunteer Apparel
• The Host Committee must provide and pay for volunteer apparel. Each volunteer should receive a minimum of onet-shirt.

Whistles/Stopwatches
• The Host Committee must provide and pay for all stopwatches required (approximately 50 stopwatches). Play On!
• Canada will supply all whistles required by Officials.

Marketing Expenses
• The Host Committee must provide and pay for all regional marketing for the event. Marketing expenses may include but
• are not limited to: digital/mobile advertising, newsprint and radio media buy, television promotion, social media
• advertising, etc.

Broadcast
• Broadcast is optional but encouraged.
• Play On! Canada will manage broadcast logistics at an expected cost of $100,000 + Tax

6. Communication, Hosting Services and other Activities

6.1 Communications

An adequate communication plan is required to engage the community and build excitement for both locals and tourists
visiting the community.

6.2 Hosting Services (VIPs and Sponsors)

Participants and their friends/families, Play On! staff and event sponsors should enjoy the hospitality of the community, e.g.
player discounts at restaurants/tourist attractions, tournament participant incentives, site seeing/excursions for tournament
participants.

6.3 Other Activities Related to the Event

Opening Ceremony / Welcoming Banquet (Mandatory):

• A banquet hall (expected attendance: 500) for check-in and welcome banquet

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Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

• It is expected that the host committee will take the lead role in planning and delivering the opening ceremony / welcome
• banquet as an important task in order to present the unique cultural aspects of the host community. The expectation is
• that food will be served as part of this banquet event, with a cash bar available.

Other (Optional):

• Any other activities used to showcase the uniqueness of the community, attract more spectators from the surrounding
• region or enhance the event in general are welcome and encouraged. However, as these activities are above and beyond
• the tournament, a greater financial investment by the bidding community will be required to cover the added costs of
• such activities. For example, in Yarmouth 2013, CCMA Male Artist of the Year Dean Brody performed live during the event,
• drawing greater crowds from throughout the region. It was a free concert for participants and spectators.

7. Operations

7.1 Accommodations

Hotel Requirements:
• Host city must have enough hotel rooms in close proximity to the event site to house all event staff (15), broadcast
• production staff if applicable (50) and tournament participants/supporters (estimated 600 room nights for 4 nights –
• approximately 2400 total room nights).
• Play On! requires an exclusive hotel partnership with at least one and up to a maximum of four (4) marquee hotels with
• the understanding that the participants/supporters travelling from more than 200 km away are strongly encouraged to
• stay at the host hotels. The host hotel(s) will be recognized as and receive all the benefits of being a full event partner
• (including feature during national broadcast) in exchange for:
• 100 total (i.e. 25 per hotel) complimentary room nights (including complimentary parking and internet) to be used during
• the calendar year at the sole discretion of event organizers (used exclusively by event staff; some rooms may be utilized
• during advance visits)
• $750 (per hotel) in-hotel food credit (no alcohol) for use by event organizers (per hotel)
• A competitive (fair market) rate for tournament participants/spectators
• One complimentary Premium Executive Suite for 7 nights (tournament headquarters)
• Hotel(s) assistance in receiving and securely storing some event assets that will arrive during event week. Items will
• include items such as boxed apparel, rink banners, prizes, balls and electronics.

7.2 Airport

Host City must be reasonably accessible by nearby airport.

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Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

            “To the best of our knowledge, based on 58 non local teams attending, a total of 1132 room nights
            were sold throughout the Yarmouth and Acadian Shores region. Taking into account that there was
            some billeting, some house rentals and a few other unknown accommodations.”

            – Rick Allwright, YASTA (Yarmouth Area Tourism Association)

7.3 Local Transportation

If there is significant distance between the event site, the hotels and the facilities for check in, welcoming banquet and
closing awards banquet, a local transportation plan may be required. Ideally, the event location will be in close proximity to
the host hotel(s).

Appendix 3 - Bid Application To Be Returned To Play On!

Bidding communities will submit a proposal (in writing via electronic email attachment) to Play On! Canada –
Attn: Matthew Boyle m.boyle@playon.ca and Scott Hill shill@playon.ca.

Note: There is no formal application form. However, comprehensive bids are encouraged. Bids must also:

• Be submitted as a single PDF document
• Be less than 3MB
• Be less than 12 pages (not including maps, pictures and letters of support)

Bidding communities will be evaluated by Play On! Canada on the basis of each of the topics below. Please see Section 6
(Bid Evaluation) for more information.

1. Background

1.1 Please describe your bidding community.
1.2 Please outline the meteorological climate for the proposed event date.
1.3 Please outline sporting events and non-sporting events that your bidding community has recently hosted.
1.4 Please comment on your community’s desire to host this event and the potential local support that the tournament can
•   expect. Will the community rally around this event and join in the festivities?
1.5 Please describe your hockey community.

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Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

2. Support and Partnerships

2.1 Have you received or do you expect to receive any commitments from various local, regional, provincial or federal
•   governments, organizations or institutions?
2.2 Who will lead and sit on the Host Committee? Who will be the main points of contact should your community be
•   awarded this event?
2.3 Do the city services comply with or exceed Play On!’s expectations?

3. Location / Facilities

3.1 Does the existing competition site comply with or exceed Play On!’s requirements?
3.2 Will the competition site require paving/repairs and if so, is there confirmation of funding and a confirmed construction
•   timetable?
3.3 Please include a map of the area which shows the proposed event site and applicable detours.
3.4 Distance between event location and host hotels?
3.5 Proposed location of welcome banquet?

4. Competition

4.1 Which member of your local organizing committee will be the contact to help source local referees and engage the
•   local hockey community?
4.2 Who will be the contact to help source local volunteers who may be required to assist as scorekeepers, timekeepers,
•   production assistants, banquet hosts, etc.?

5. Finances

5.1 Does your bid meet or exceed the operational requirements? Please outline your plan on how you will provide each of
•   the items listed in Appendix 2 Section 5.

6. Communication, Hosting Services And Other Activities

6.1 Please outline your communication plan factoring in the communication obligations. More specifically, how
•   can you ensure strong spectator support for the event?
6.2 What type of services to the media can you provide during the event?
6.3 What type of hosting services are available to our participants and their friends/families?
6.4 What potential activities could be offered to the players and their friends/families during periods when they are not
•   participating in the event?
6.5 Please elaborate on the facilities that are available to host Play On! Canada’s check in/welcoming banquet, and Play On!

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Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

    staff meeting and event run through (approximately 30 will attend this meeting).
6.6 Please elaborate on how the bidding community will make each of these other activities memorable to all the
•   participants and unique to the bidding community.
6.7 Do you plan to include any additional activities such as a high profile musical artist to compliment the tournament?

7. Operations

7.1 Do your accommodation facilities comply with or exceed Play On!’s requirements and what type of services do you
•   intend to provide at the various accommodation sites?
7.2 Where is the closest airport located?
7.3 Please outline your local transportation plan, if applicable. This is not required if hotels are within walking distance of
•   the event site.

8. Legacy And Conclusion

8.1 What impact do you expect this event to have on your community?
8.2 Why should we select your community to host this event?

            “The Yarmouth and Acadian Shores region has benefited from this event in ways that are hard to
            describe yet so easy to see. Over a three-day period, this event changed attitudes, put a smile on
            everyone’s face and showed this community that together we can do anything.”

            – Gil Dares, Yarmouth

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Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

Appendices

Please include the following appendices:

• Appendix A - Bidding community site map with all venue locations
• Appendix B - Competition site street plan and photos
• Appendix C - Commitment letters from funders, Tourism Authority, municipality and hotel partners
• Appendix D – Accommodation forms (one per hotel) and photo. Hotel form is supplied in Appendix 4
• Appendix E – Preliminary Budget. Budget line items are supplied in Appendix 5

           “The Redwood Cup did something for this community that we will never be able to put a price tag on: It
           gave our citizens hope and pride when they needed them the most. In the 30 years I have lived here I
           cannot recall anything that has had such a positive impact on our community.”

           – Gil Dares, Yarmouth

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Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

Appendix 4 - Hotel Forms (One Per Hotel)

Play On! Canada is extending the opportunity for Canadian municipalities to bid on the rights to host the Play On! 2018
National Street Hockey Championships, known as the Redwood Cup. Celebrating its 15th anniversary season since the
inception of the program, this is a premier destination event expected to attract tourism from across our nation and
generating national exposure for the host community.

General Information
Hotel name:                                                       Owner:

Address:

Telephone:                                                        Web site:

Opening year:                                                     Last Renovation:

Capacity
                                               Capacity           Booked                     Costs + tax (without breakfast)

Single (1 bed)

Double (1 bed)

Twin (2 beds)

Triple (2 beds)

Quad (2 beds)

Junior suite

Suite

Presidential suite

Characteristics
No. of Stars (Rating):                                                        No. of Meeting Rooms (also incl. total square metres):

No. of Restaurants:                                                           No. of Bars:

Services Available in the Rooms:

Services Available in the Hotel:

Outdoor Space for Temporary Structures (details and square metres):

Distance (km) to airport:                                                                             No. of minutes:

Distance (km) to downtown:                                                                            No. of minutes:

Distance ( km) to competition site:                                                                   No. of minutes:

Parking (no. of spots):                                               Cars:                           Buses:

Pick up / Drop off (no. of spots available):                          Cars:                           Buses:

Distance from public transportation stops:

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Play On! 2018 National Street Hockey Championships – The Redwood Cup RFP

Appendix 5 - Preliminary Budget

Revenue

Municipal Government
Provincial Government
Grants
Tourism Agency
Economic Development Agency
Local Corporate Sponsorship
Fundraising
50/50
Team Registrations
Total

Expense

Banquet
Bleachers
Facility
Portable Toilets
Elite Division Championship Purse
Legends, Grinders, Enforcers, and Coed Championship
Prizing
Generators
Tents
Fencing
First Aid
Ice
Insurance
Live Performance
Nets
Officials
Photography/Videography
Printing
Two-way Radio Rental
Redwood Cup Preparation/Engraving
Replica Redwood Cup Creation
Referee Apparel
Security
Shipping
Signage
Sound System
Staff Apparel
Volunteer Apparel
Whistles/Stopwatches
Marketing Expenses
Broadcast
Total
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