Building a Winning BidBest Practices Presentation

April 28, 2014Orangeville, ON – Workshop

Agenda

1. Bid Process Experience and Expertise2. Benefits of Hosting Sport Events3. The Rights Holder4. The Bid Process5. Risk Management Tool Box6. Critical Success Factors7. Rights Holders Top Ten List8. Sport Event Bid Template (SEBT)9. Questions?

Bid Process Experience and Expertise

1999, 2003, 2006, 2009 IIHF World Junior Championship2006-07, 2008-10 CIS Men’s Basketball Championships2008-09 17U/18U Canadian Open Volleyball Championships1994, 2006, 2008 Ontario Summer Games2007-08 CIS Women’s Ice Hockey Championships2007 FIFA U-20 World Cup (Canadian Bid Process) 2007 18U Women’s Provincial Volleyball Championship2014 Commonwealth Games (Canadian Bid Process)2001 Canada Summer Games2000 Canadian Special Olympics National Winter Games1999, 2002 Memorial Cup1999, 2000 World League of Volleyball

Benefits of Hosting Sport Events

Legacies Infrastructure Sport

Economic Impact Hosting Expertise Volunteerism and Leadership Development Community Partnerships Community Profile and Visibility Community Quality of Life and Spirit

The Rights Holder

Governing bodies of a specific sport or multi-sport event / Games that hold the rights to a number of sport events and related activities

Multi-Sport Organizations, Single Sport Organizations, Like-Minded Organizations

Responsible for overseeing the bid process, awarding the event to a Host Community, and the overall management of the event

The Bid Process

Can be comprehensive and lengthy depending on the size and scope of the event

Can include several components – submission of bid document(s), in-person presentation(s), one or more site visits

Bid guidelines – details of the bid process, timelines, event, hosting standards, bid document requirements, selection process

Resource documentation – transfer of knowledge Proactive and strategic approach Bid Committees/Organizations

Risk Management Tool Box

1. Organizational Structure2. Operational Issues3. Financial Management4. Legal Compliance5. Insurance Coverage6. Alternate Dispute Resolution (ADR)

Risk Management Tool Box

7. Politics, Ethics, Morality8. Communications Network9. Crisis Management and Response10. Critical Path11. Transition Planning12. Exit Strategy

Critical Success Factors

Targeted and proactive approach Good research and networking Build a strong relationship with the rights

holder Be humble in your dealings with the rights

holder and don’t be afraid to ask questions Clear strategy and game plan Effective and efficient human resource,

financial, technology and time management Prepare and review a bid checklist; use CSTA

Resources

Rights Holder Top 10 List

1.Motivation to Host2.Host Community3.Partnerships4.Host Competition Venue(s)5.Marketing and Communications6.Business Plan7.Operational Plan8.Servicing the Athletes/Teams9.Atmosphere and Participant Experience10.Enjoy the Experience

The Bid Document

SECTION A – IntroductionSECTION B – Community OverviewSECTION C – Host Organizing Committee OverviewSECTION D – Business PlanSECTION E – Operational PlanSECTION F – Conclusion / SummarySECTION G – Appendices

SECTION A - Introduction

Letter of introduction and/or application form

Motivation to host the event and rationale supporting the bid initiative

Commitment to abide by the hosting standards established by the rights holder

Executive summary of key points – advantages, strengths, why select your community

SECTION B – Community Overview

1.Community Profile2.Government Support / Partnerships3.Community Support / Partnerships4.Community Achievements

B1 – Community Profile

Overview of the community Unique characteristics of the community

that may enhance the bid Weather profile Transportation networks Maps of key locations, sites and venues

B2 – Government Support / Partnerships

Government partnerships are critical to a successful bid and event (Municipal, Provincial, Federal)

Nature and extent of all government partnerships must be fully disclosed

Letters of commitment/support from all government partners confirming and detailing their partnership

Government relations

B3 – Community Support / Partnerships

Community partnerships are critical to a successful bid and event (cultural, educational, private sector, sport)

Nature and extent of all community partnerships must be fully disclosed

Letters of commitment/support from all community partners confirming and detailing their partnership

Community relations

B4 – Community Achievements

Community resumé is a critical part of any bid submission

Sport and non-sport events Local, Provincial, National, International Hosting capacity and history

participants/volunteers attendance figures profit/loss economic impact numbers

SECTION C – HOC Overview

Legal, governing and operating structure Organizational chart with roles and

responsibilities for leadership positions Key individuals committed to HOC

leadership positions with bios Mandate, vision, mission, core values, goals

and objectives Transition plans from Bid Committee to HOC

SECTION D – Business Plan

1.Finance2.Sales / Revenue Generation3.Marketing and Communications4.Human Resources5.Legacy Plan6.Economic Impact7.Critical Path

D1 – Finance Proposed event operating and capital

budgets as required Financial projections must be realistic and

achievable Focus on revenue validity and cost

efficiencies (VIK) Budget spreadsheets/worksheets Certified guarantor Deficit management plan

D2 – Sales / Revenue Generation

Self-generated revenue program Ticket sales plan Sponsorship sales plan Merchandising and licensing plan Fundraising plan

50/50 Silent and live auctions Special projects Donations program Grants program

D3 – Marketing and Communications

Framework to provide guidelines (target markets, objectives, messaging, etc.)

Advertising and Promotion Branding/Official Trademarks Design and Graphics Media and Community/Public Relations Photography / Video Publications / Website Signage and Pageantry

D4 – Human Resources

Volunteer and staff program plans Needs analysis, roles and responsibilities,

timelines Plan components – recruitment,

orientation/training, coordination, assigning/scheduling and recognition

Screening program

D5 – Legacy Plan Enhances support for sport, the Host

Community and the rights holder Non-financial and financial legacies Financial legacy – terms and conditions in

the management of these funds Non-financial legacy – facilities, sport

development, equipment, educational, promotional, etc.

D6 – Economic Impact

How will event impact economically on the Host Community?

Pre- and post-event economic impact studies using the Sport Tourism Economic Assessment Model (STEAM)

Include a customized economic assessment summary of the key findings, including any assumptions

D7 – Critical Path

Outline the timelines that key activities will be undertaken in the planning, organizing and staging of the event

Time period – from announcement of Host Community through to completion of the event

Transition stage details very important Project management software

SECTION E – Operational Plan

1.Sport Technical2.Host Competition Venues3.Athlete/Team Services4.Accommodations5.Food and Beverage Services6.Transportation Services7.Registration and Accreditation8.Security Services9.Information Technology

SECTION E – Operational Plan

10.Venue Management / Operations11.Media Services12.Hospitality and Protocol13.Ceremonies and Special Events14.Medical Facilities and Emergency Services15.Bilingual Language Services16.Environmental Services17.Warehousing, Storage and Procurement18.Risk Management

E1 – Sport Technical

Proposed dates for the event and the rationale for the proposal (exclusivity)

Event schedules (competition and practice)

Equipment, materials and supplies Coaches and officials Results program Test events

E2 – Host Competition Venues

Select venues that are athlete focused, technically advanced and will support a great event for all stakeholders

Description of facility(ies) Facility(ies) standards and layouts Facility(ies) set-up requirements Details of any facility(ies) contracts

E3 – Athlete/Team Services

Outline the essential and any special services that will be provided for the benefit of the athletes, coaches and officials participating in the event

Focus on the athletes/teams Comprehensive services Team hosts/liaisons

E4 – Accommodations

Proposed accommodations plan for all stakeholder groups

Location, capacity, on-site services Focus on the event’s participants,

particularly the athletes Details of any accommodations contracts

E5 – Food and Beverage Services

Proposed food and beverage services plan for all stakeholder groups

Location, capacity, on-site services Focus on the event’s participants,

particularly the athletes Details of any food and beverage services

contracts

E6 – Transportation Services

Plans for the movement of all stakeholders Athletes, coaches, managers and other

participants plus related sport equipment and materials

VIPs, media, officials, etc. Dedicated buses, dedicated vehicles,

shuttle service, cargo vans/trucks, etc. Emergency transportation requirements Parking requirements

E7 – Registration and Accreditation

Plans for registering and accrediting all stakeholders pre-event and during the event

Sufficient equipment, materials and resources to process the required number of registrations/accreditations at all times

Details for proposed Accreditation Centre (location, hours of operations, capacity, resources, etc.)

E8 – Security Services

Plans to ensure that all event stakeholders and spectators will be provided with adequate security for their health and welfare

Multi-tiered approach Principles of high visibility and quick

response Access control services Emergency and Crisis Management Plan

E9 – Information Technology

Plans to provide the information technology equipment and services required for the event

The acquisition, set-up and management of all IT devices, services and related infrastructures

Provide an efficient telephone and radio system that will connect all event operations

E10 – Venue Management / Operations

Plans for the efficient management of all venue operations

Set-up/fit-out, maintenance and take-down

Functional accessibility Game Day operations (competition

management and presentation) On-site services (athletes/teams, officials,

medical, etc.)

E11 – Media Services Media relations plan (pre-event, during

event, post-event) Provide all the media equipment and

service requirements Provide details of available media

resources (print, radio, television, Internet) Media Centre – location, size, resources Results Centre – location, size, resources Broadcast Centre – location, size,

resources (if applicable)

E12 – Hospitality and Protocol

Awards / Medal Ceremonies Families / Supporters Program Honoured Guests / VIP Program Services – accreditation, gift packages,

information kiosks, preferred seating / tickets, special events and receptions, transportation, etc.

Training – staff and volunteers

E13 – Ceremonies and Special Events

Opening and Closing Ceremonies Special Events – community, participants,

stakeholders Opportunity to expand the reach of the

event Engage both the ticket holder and the

non-ticket holder Non-sports partnerships

E14 – Medical Facilities and Emergency Services

Plans to provide for all of the medical needs of all stakeholders, including on-site at all venues

Describe the available medical facilities, resources and emergency services

Emergency Action Plan Medical staffing plans Design and implementation of the anti-

doping program at the event

E15 – Bilingual Language Services

Plans to communicate with and serve the event stakeholders and the public in both official languages

Comply with Canada’s Official Languages Act and policy requirements

Other languages with service requirements

E16 – Environmental Services

Rights holder may have developed program guidelines to follow

Outline plans to ensure that services delivered for the event will be environmentally attainable / sustainable

Environmentally responsible in all business practices in order to reduce the environmental footprint of the event

E17 – Warehousing, Storage and Procurement

HOC is responsible for the procurement and storage of all required equipment and goods for the event

Outline plans for a procurement and inventory management system (storage space and operating requirements)

E18 – Risk Management

HOC is responsible for providing the necessary financial, operating and legal safeguards for the event

Outline plans to assess, plan, manage and control all potential event liabilities

Legal compliance – know the regulatory environment

Mitigate risk with appropriate insurance coverages

SECTION F – Conclusion / Summary

Another opportunity to clearly spell out why the rights holder should award the hosting of their event to your community

Highlight the competitive advantages and/or strengths of your community and how you stand apart from the competition

SECTION G – Appendices

Allocated for any Appendices required to supplement the bid submission

Budget spreadsheets/worksheets, organizational charts, maps, venue layouts, letters of commitment and support, etc.

A GOLD MEDAL PERFORMANCE!

QUESTIONS???

Contact Information

Name: Bob O’Doherty

Email: bob.odoherty@rogers.com