FEI Championships Bid Guide...FEI Championships Bid Guide 4Introduction Events are the lifeblood of...

FEI Championships Bid Guide

FEI Championships Bid Guide 2

Would you like to be part of the FEI Family?

Now you can by organising an FEI Championship!

Table of Contents

Introduction p 04

A / What FEI Championships can you apply for? p 06

B / Basic Conditions p 08 C / Bidding Process p 10

D / Organisational Requirements p 12

D/1 Legal Requirements p 14

D/2 Financial Requirements p 14

D/3 Commercial Requirements p 18

D/4 Press Requirements p 21

D/5 Broadcast Requirements p 21

D/6 Sport Requirements p 23

Contacts for further information p 25

Annex I / FEI Championships Application Form p 26

FEI Championships Bid Guide 3FEI European Championships 2015 Bid Guide 01


Introduction

Events are the lifeblood of sport. Competitions are the principal purpose behind hard training and preparation for many sports actors such as athletes, horses or coaches.

A primary mission of the FEI is to advance the orderly growth of equestrian sport worldwide by promoting, regulating and administering humane and sportsmanlike international competitions.

In order to streamline the existing process and to build the bidding process to a higher standard the FEI feels that a new approach for the FEI Championships Allocation Process is necessary.

This document is a guide that aims to provide National Federations (hereinafter “NF”) and Organisers (hereinafter “OC”) with the framework for organising a FEI Championships.

It has been produced in order to help NFs and OCs examine and understand the FEI requirements when organising FEI Championships. This guide will help you to make informed decisions about what is expected and why. It is intended to make you consider the relevant areas and key questions, as a means of guiding you in your FEI Championships planning process.

The present document deliberately excludes the following FEI Championships and Finals such as:

(i) FEI World Equestrian Games™;(ii) FEI World Cup™ Series and FEI Nations Cup™;(iii) FEI European Championships for the category of Seniors;

You can find more information about the above mentioned Events by contacting:

FEI Legal Counsel, Francisco P. Lima at [email protected]

To stage successful and unforgettable FEI Championships can be one of the most rewarding experiences. However, to achieve this, the work and commitment needed from the parties involved should never be underestimated.

This bidder document:

(i) Describes the basic Legal, Financial, Sport, Commercial, Press and Broadcast requirements to organise FEI Championships.(ii) Includes the key dates of the bidding process.(iii) Explains the principal sporting and non-sporting benefits derived from the organisation of FEI Championships. (iv) Contains templates that will guide you in the preparation of your bid.

Take your time and join us for an unforgettable experience!

mailto:bidding.championships%40fei.org?subject=


FEI Championships are official international equestrian competitions in which athletes compete either individually or in teams representing their country, conducted in compliance with FEI Rules and Regulations and organised by NFs and OCs for:

(i) Any of the 7 FEI Disciplines:

(ii) Different categories of athletes:

Seniors: Athletes aged 18 or older.

Young Riders: Athletes from the beginning of the year they reach the age of 16 until the end of the year they reach the age of 21.

Juniors: Athletes from the year they reach the age of 14 until the end of the year they reach the age of 18.

Pony Riders: Athletes from the year in which they reach the age of 12 until the end of the year they reach the age of 16 for Jumping, Eventing and Dressage.

Children: Athletes from the year they reach the age of 12 until the end of the year they reach the age of 14.

Veterans: Ladies from the year in which they reach their 45th birthday and gentlemen from the year in which they reach their 49th birthday.

(iii) For a clear geographical area:

WorldContinentalRegional

The significant variety of FEI Championships will allow you to chose the Championship that better fits your needs. To consult the list of all FEI Championships available to bid you will find a continuously updated table at the following link:

http://www.fei.org/events/application-to-host-fei-championships-and-finals

The FEI is willing to discuss proposals from you and accept, when possible, a certain degree of flexibility to allow you to maximise the benefits of hosting FEI Championships. In case you would like to organise joint FEI Championships for different disciplines and/or categories please contact the FEI to express your proposal to the following email: [email protected]

Within the framework established in this document, potential FEI Championships bidders are encouraged to develop imaginative proposals that can enhance the scope, presentation and marketing of FEI Championships.

A. What FEI Championships can you apply for?

Jumping

Endurance

Dressage/ Para-Equestrian Dressage

Vaulting

Eventing

Reining

Driving/ Para-Equestrian Driving

http://www.fei.org/sites/default/files/file/EVENTS/Application%20to%20host%20FEI%20Championships/FEI%20Championships%20Finals%202012-2020.pdf

mailto:[email protected]


B. Basic Conditions

MAIN BENEFITS FOR THE OC AND THE NF

By organising an FEI Championship the OC and the NF will:

>> Be part of the equestrian family worldwide;

>> become an important player in the equestrian field;

>> acquire an invaluable experience and knowledge that will allow you to apply for more complex FEI Championships, FEI Finals or FEI Games at a later stage such as FEI World Cup™ qualifiers and Finals, FEI Nations Cup™, FEI European Championships for Seniors and ultimately the FEI World Equestrian Games™;

>> promote, foster and enhance the development of the equestrian sport;

>> benefit from branding opportunities;

>> enjoy important sponsorship opportunities; and

>> generate local, regional, national and international media coverage for the hosting region, city and venue.

Moreover, an FEI Championship can be the catalyst for a big success; it is the chance to introduce the sport to new people, increase profile, funding, facility provision, influence and prestige. The significant variety of FEI Championships will allow you to chose the Championship that better fits your needs to deliver an international top class event.

RIGHTS OF THE OC

The basic rights of the OC are:

>> Sponsorship and branding opportunities for sponsors;

>> national television broadcast rights (excluding any internet, mobiles and new media rights and copyrights);

>> revenues from ticketing sales;

>> the right to use “FEI” name and logo from the day of the signature of the Host Agreement until 6 months after the last day of the FEI Championships; and

>> merchandising rights in coordination with the FEI, before and during the FEI Championships.

OBLIGATIONS OF THE OC

The basic obligations of the OC are:

>> To purchase and/or maintain insurance policies covering at a minimum third party liability, legal protection against payment for damages and spectator insurance, including FEI’s agents and FEI Officials;

>> to perform and discharge each of its obligations under and/or pursuant to the Host Agreement between the FEI, the NF and the OC; and

>> to comply with all applicable laws, ordinances and regulations governing the Championships.


C. Bidding Process

The OCs of FEI Championships are selected through a formal bidding process that is described below.

TIMELINE AND FINAL ALLOCATION

The FEI Bureau decides on the final allocation of FEI Championships during its spring meeting. The exact date will be confirmed and published by the FEI on a yearly basis.

Allocation Time:

(i) FEI World Championships: 3 years before the Championship is due to take place.(ii) Continental 1 and Regional FEI Championships: 2 years before the Championship is due to take place.

Deadlines for application:

NFs must apply no later than 1 December of the year preceding the allocation of the relevant Championship by the FEI Bureau or any other date decided by the Secretary General.

EXAMPLE: if you wish to apply for the FEI European Eventing Championships for Young Riders and Juniors 2015, the allocation by the FEI Bureau will take place, in principle, in spring 2013 so you must send your application to the FEI by 1 December of 2012 at the latest 2.

BIDS SUBMISSION

All bidders are required to submit the FEI Championship Application Form (see Annex I) only and exclusively through their respective NF.

EVALUATION

The FEI and the relevant Technical Committee will evaluate each bid and may eliminate bids that do not match the chosen FEI Championships concept or bids whose qualifications do not fulfil FEI’s criteria for an FEI Championship host.

Sometimes the FEI and/or the relevant Technical Committee might ask the OC and the NF to officially present their bids. Should that be the case, the OC and the NF will be informed in advance.

ALLOCATION

All FEI Championships are allocated by the FEI Bureau based on recommendations made by the relevant Technical Committee and by the FEI. The FEI Bureau has the final authority for the allocation of FEI Championships.

Once the FEI Bureau has taken a decision NFs will be officially informed by the FEI.

1 Except European Championships in the category of Seniors.2 See Article 106 FEI General Regulations.


STEPS

1 / FEI Championships Application Form

2 / Acknowledgement of receipt

3 / Host Agreement sent to NF

4 / Signed Host Agreement sent back to FEI

5 / Evaluation of bids

6 / Final decision by FEI Bureau

7 / Confirmation to NF

DESCRIPTION

The OC, through its NF, send the complete FEI Championships Application Form (see Annex I) to the following email address: [email protected]

The FEI acknowledges receipt of the application

The FEI provides the NF with the relevant Host Agreement to be signed by the NF and by the OC

The OC and the NF must sign the Hosting Agreement and send it back to the FEI

FEI and Technical Committees evaluate bids and make recommendations to the FEI Bureau

The FEI Bureau takes its final and official decision

The FEI confirms allocation made by the FEI Bureau

TIME

1 December of the year preceding the allocation of the relevant Championship at the latest

As soon as the FEI receives the FEI Championships Application Form in time

As of 1 December of the year preceding the allocation of the relevant Championship

Before the allocation decision takes place (usually in spring each year; Exact date to be confirmed by FEI on a yearly basis)

As of January of the year of the allocation and before the spring Bureau meeting

Spring (Exact date to be confirmed by the FEI on a yearly basis)

Once the Bureau decides on the allocation

D. Organisational Requirements

You will find below the minimum requirements to be met by the OC for the organisation of FEI Championships.

The exact requirements will be defined in the Host Agreement to be signed by the FEI, the OC and the NF.

The following basic requirements to organise FEI Championships are described herein:

>> D/1 Legal >> D/2 Financial>> D/3 Commercial>> D/4 Press>> D/5 Broadcast>> D/6 Sport

BIDDING PROCESS



D/1 Legal Requirements

D/2 Financial Requirements

A Host Agreement where the exact rights and obligations of the parties will be defined will be concluded between three parties before the FEI Bureau decides on the official allocation:

(i) The FEI;(ii) The OC;(iii) The NF (as financial guarantor of the OC’s financial obligations).

It is important to note that the OC and the NF must sign the Host Agreement before the FEI Bureau decide on the allocation (which will take place in spring each year). The Host Agreement will be provided to the NF and to the OC by the FEI Legal Department. The signature of the Host Agreement (including initials on each page) by the OC and by the NF must be done within the relevant allocation time. Without signatures the bid will not be considered for allocation by the FEI Bureau.

The validity of the Host Agreement will be subject to the decision on the official allocation of the FEI Championships by the FEI Bureau and the subsequent signature of the Host Agreement by the FEI.

An example of the legal requirements can be found at the following link:

http://www.fei.org/events/application-to-host-fei-championships-and-finals

The following costs may be incurred when organising FEI Championships:

1. HOSTING FEE

The FEI may or may not require a Hosting Fee depending on the FEI Championship. For more information please contact the FEI at: [email protected].

2. FEI CALENDAR REGISTRATION FEES

(i) CHF 500: Applicable for all FEI Championships published in the FEI Calendar and approved by the FEI Secretary General. Exceptions: Lower level Events3 CHF 300

(ii) CHF 1,000: Addition to the Calendar received after the deadline. This amount may not be requested for FEI Championships allocated once the deadline for registration of the FEI Calendar has already expired. Exceptions: Lower level Events CHF 300

(iii) CHF 500: Modification to the FEI Calendar approved by the FEI Secretary General.

3. FEI ORGANISING DUES

The OC shall pay the regular FEI Organising Dues as approved by the FEI General Assembly. Such dues shall be payable after the FEI Championships after receipt of an invoice from the FEI. Organising Dues will be charged on the basis of the total amount of prizes in cash and in kind convertible into cash according to the scale shown below:

(i) 4.7% on amounts up to CHF 149,999(ii) 4.2% on amounts from CHF 150,000 to 249,999(iii) 3.0% on amounts from CHF 250,000 to 499,999(iv) 2.5% on amounts from CHF 500,000 to 799,999(v) 2.0% on amounts from CHF 800,000 to 999,999(vi) 1.0% on amounts above CHF 1,000,000

3.1. ORGANISING DUES FOR MULTI-DISCIPLINE FEI CHAMPIONSHIPS

Organising Dues for multi-discipline FEI Championships will be based on the “combined prize money of all disciplines”.

3 For definition of “Lower level Events” refer to FEI General Regulations.

http://www.fei.org/sites/default/files/file/EVENTS/Application%20to%20host%20FEI%20Championships/Legal%20Provisions%20FEI%20Championships_20Feb12.pdf



3.2. FEI WORLD CHAMPIONSHIPS

Same scale as mentioned above in FEI Organising Dues with the following minimum organising dues:

(i) CHF 500: for the discipline of Vaulting. (ii) CHF 1,750: all other disciplines.

3.3. FEI CONTINENTAL CHAMPIONSHIPS

Same scale as mentioned above in FEI Organising Dues with the following minimum organising dues (in CHF):

YOUNG RIDERS JUNIORS PONIES

Jumping 1,000 750 500Dressage 1,000 500 500Eventing 1,000 500 500Driving - - 500Endurance - - -Vaulting - - -Reining - - -

3.4. MINIMUM ORGANISING DUES

The following minimum fees will be imposed for FEI Championships without prize money or with a prize amount lower than CHF 8,900:

(i) CHF 500: for all disciplines (ii) CHF 500: for Lower level Events

4. MEDICATION CONTROL FEE FOR NFS IN GROUPS I AND II

The medication control fee will be levied on all FEI Championships in Groups I & II on the basis of the total amount of prizes in cash and in kind, by discipline, convertible into cash according to the scale shown below:

(i) 3.5% on amounts up to CHF 100,000(ii) 2.0% on amounts from CHF 100,000 to 200,000(iii) 1.0% on amounts above CHF 200,000

4.1. MINIMUM MEDICATION CONTROL FEE

The following minimum fees will be imposed for Events without prize money or with a prize amount lower than CHF 17,150:

(i) CHF 600: for all disciplines

4.2. FEI WORLD CHAMPIONSHIPS

(i) CHF 600: for the discipline of Vaulting(ii) CHF 1,750: all other disciplines

4.3. FEI CONTINENTAL CHAMPIONSHIPS

Same scale as mentioned above in Medication Control Fee for NFs in Groups I and II with the following minimum Medication Control Fee (In CHF):

YOUNG RIDERS JUNIORS PONIES

Jumping 1,000 750 600Dressage 1,000 600 600Eventing 1,000 600 600Driving - - 600Endurance - - -Vaulting - - -Reining - - -

5. ADDITIONAL INFORMATION

The FEI recommends that OCs belonging to NFs within Regional Groups I and II should charge athletes CHF 12.50 per horse and per FEI Championship in order to contribute towards the OC’s total cost of the Medication Control Fees level based on prize money. NF’s will be invoiced by the FEI for the total amount due.

More information about the applicable FEI Financial Charges can be found at the following link: http://www.fei.org/fei-financial-charges.

http://www.fei.org/fei


6. PRIZE MONEY

Depending on the FEI Championships the OC may be obliged to offer prize money in cash. For some of the FEI Championships prize money in cash is not allowed by the applicable FEI Rules and Regulations.

For more informaiton contact the relevant department.

7. ENTRY FEE

In some FEI Championships the OC is allowed to charge a reasonable entry fee to Athletes, only if cash prizes are awarded.

For more information contact the relevant department.

8. EXPENSES

8.1. ATHLETES, GROOMS AND CHEFS D’EQUIPE

The expenses to be covered for Athletes and grooms depends on the FEI Championships you want to organise.


8.2. FEI STAFF MANAGEMENT AND FEI OFFICIALS

In general, accommodation and meals, only if confirmed by the FEI prior to the FEI Championship, shall be covered by the OC for:

(i) The President of the FEI or representative;(ii) the FEI Secretary General; (iii) the Chair of the relevant FEI Technical Committee, if not officiating; (iv) the FEI Director of the relevant discipline, or a replacement nominated by the FEI; (v) FEI General Counsel or 1 Legal Counsel;(vi) the FEI Broadcast Coordinator (only if international broadcast coverage is produced); and(vii) 1 FEI staff member.

The OC shall cover the accommodation, meals (3 a day) and all travel cost of the FEI Officials appointed for the FEI Championships.

All expenses for all the persons listed above to be covered from the day prior to the Horse Inspection until the day after the last competition of the Event4. (Example: if the Horse Inspection is held on Thursday and the last competition is held on Sunday, accommodation must be provided from Wednesday night to Sunday night inclusive, and meals from Thursday until breakfast Monday morning).

If the situation necessitates, and it is requested by the FEI, the OC must provide transportation during the Event for the President and Members of the Ground Jury, Appeal Committee, Chief Stewards, Veterinary Commission, Technical Delegate(s), and Course Designer(s).

8.3. OTHER EXPENSES

Depending on the FEI Championships the OC will be obliged to:

(i) Provide free of charge the stabling and fodder for the horses from the day before the Horse Inspection until the day following the FEI Championships.

(ii) Pay for the agent and Veterinary fees for entering and leaving the frontier of the organising country and/or the show grounds.


8.4. FEI TECHNICAL VISITS

If requested by the FEI because it is deemed necessary to check the organisation of the FEI Championships, the OC shall meet the expenses for travel, accommodation and meals for FEI technical pre-visits (including technical pre-visit of the FEI Broadcast Coordinator, if applicable) before the FEI Championships takes place.

4 Except for NOS disciplines for which the OC is required to cover only a maximum of 3 of the abovementioned FEI Staff Management and FEI Officials.


D/3 Commercial Requirements

1. OFFICIAL TITLE OF THE FEI CHAMPIONSHIPS

The FEI will communicate to the OC the official title of the FEI Championships. The OC will have the obligation of using the official title and also the right and the obligations to use the FEI trademark(s) and logo(s) as described below for the promotion and the advertisement of the FEI Championships.

The official title of an FEI Championship is composed of different parts:

“FEI acronym + (Open, if applicable) geographical mention + discipline + Championships + category + year”

An example of an official title is:

“FEI European Jumping Championships for Young Riders and Juniors 2013”

2. FEI TRADEMARK(S) AND LOGO(S)

The FEI will license the OC the use of the FEI trademark(s) and logo(s) free of charge until 6 months after the Championships.

>> FEI Corporate Logos: Shall be used on all printed material and on any website set up for the FEI Championships by the OC5.

>> FEI TV Logo:

The exact permitted use of these logos are defined in the FEI Brand Guidelines (document available at: http://www.fei.org/commercial_activities/branding), which provide that these logo(s) may be used in either colour or black and white. No deviation from these guidelines by way of adaptation or alteration is acceptable.

The following design elements, and any design elements which bear or are intended to be used in connection with the use of FEI trademark(s) and logo(s) for the FEI Championships will require the FEI’s previous written approval:

(i) Cover of the FEI Championships programme, daily programmes/updates, magazine and any similar publications, if any;(ii) all advertisements, posters and promotional brochures;(iii) all FEI Championships related documents and materials such as, by way of example but not limited to: start-, standings- and result lists,

analysis lists, Horse Inspections lists, interim scores, etc.;(iv) all accreditations6, passes and invitations;(v) any tickets; (vi) any backdrops used for press conferences and interviews (with the FEI logo(s) in central positions);(vii) all positions of the FEI logo(s) on the OC’s website (with a link to FEI’s official website(s));(viii) all templates for press releases (both digital and print); and(ix) any other relevant item produced for publication.

POSITIVE VERSION

POSITIVE VERSION

NEGATIVE VERSION

5 In the event a new brand identity is developed, such identity shall be used and shall replace the FEI corporate logo and/or FEI TV logo, provided the OC is given sufficient time to

implement such new identity. The FEI will inform the OC in due time of such new identity, if applicable. An updated FEI Brand Guidelines would then be made available by the FEI to the OC.6 The following statement shall be included in any accreditation created for the FEI Championships: “The right holder of the present accreditation acknowledges and agrees to be bound by

any FEI Rules and Regulations including but not limited to the FEI Anti-Doping Rules for Human Athletes and by the FEI Equine Anti-Doping and Controlled Medication Regulations”.

http://www.fei.org/commercial_activities/branding

http://www.fei.org/commercial_activities/branding


Such elements shall be sent to the FEI to the following email: [email protected]. The FEI will respond to such submissions in 15 working days. Lack of response from the FEI within such time may be interpreted by the OC as approval, limited solely to that given specific design element.

The Licensing and Merchandising rights of the Championships may be subject to a separate agreement between the OC and the FEI which will define their respective rights and duties related to the exploitation of such rights.

3. FEI CHAMPIONSHIPS LOGO

If the OC wishes to develop a logo for the FEI Championships, it will need to seek the written approval of the FEI and follow FEI guidelines in the development of such a logo. The OC shall submit the design of the FEI Championships logo to the FEI for its written approval prior to production.

The FEI shall respond to such submission in 15 working days, unless otherwise specified by the FEI. Lack of response from the FEI within such time may be interpreted by the OC as approval, for only the specific design element submitted and nothing more.

Where an approval is given (whether actually given or deemed to be given) the OC shall ensure that the relevant material accurately conforms in all respects to the approved artwork.

Once it has been developed, the FEI Championships Logo shall be used by the OC where applicable.

The OC shall be fully responsible for all costs arising therefrom. The OC shall be fully liable for all costs arising from any failure by it to conform to the FEI requirements and for the rectification or reproduction of faulty materials.

4. FEI CHAMPIONSHIPS (AND/OR EVENT) WEBSITE

If requested by the FEI, the OC shall design and operate a dedicated website for the Championships in collaboration with the FEI. The FEI reserves the rights to provide the OC with a website template to be used for such purpose. The OC shall be responsible for meeting related costs.

5. FEI TRAILERS

Should the OC be equipped with a giant video screen and/or Closed Circuit Television (CCTV), FEI corporate trailers provided free of charge by the FEI shall be shown at least three times in total per day of the Event.

6. OFFICIAL PROGRAMME

The OC shall edit and publish an Official Programme. The OC shall offer 2 full page 4-colour advertisements (if colour is available) free of charge to the FEI. In addition the FEI will provide the OC with a foreword by the FEI President and photo to be featured prominently in the programme.

7. PRE-CHAMPIONSHIPS ADVERTISING

A well planned and executed pre-championships advertising campaign is vital to the success of the FEI Championships.

Extensive advertisement, campaigning and continued public relations activities should generate a great deal of positive promotion for the OC, the NF, the FEI, the FEI Championships and the commercial partners prior to the Championships.

The NF, the OC and the FEI shall collaborate proactively in the promotion of the FEI Championships. For such purpose and if requested by the FEI, the NF and the OC may produce a detailed plan for the promotion and presentation of the FEI Championships. The OC shall send it to the FEI at least 6 months prior to the start of the FEI Championships.

The objectives of the plan referred to above shall be to promote and present the FEI Championships in the period prior to and during it to the highest possible standards and to the widest possible public so as to procure the maximum attendance at the FEI Championships and the maximum awareness of the FEI Championships by the people of the host country and elsewhere.

8. FEI CHAMPIONSHIPS PROMOTION

In cooperation with the OC and in a specific format to be agreed upon by the parties, the FEI shall have the right free of charge to place certain high visibility items for the FEI and/or its commercial partners, in a prominent position and within camera view (if broadcast is available) with the aim of promoting the visibility of the FEI Championships, including but not limited to FEI boards, FEI flags and FEI start and finish line gates. If the FEI intends to exercise such right, it will provide such items to the OC free of charge.

9. ON-SITE PROMOTION

If requested by the FEI prior to the Championships, acting reasonably and in good faith, the FEI shall have the right to use an area at the venue of the FEI Championships to erect a promotional booth or tent therein, at FEI’s cost, to advertise and promote the FEI and (subject to relevant data protection legislation) capture data from attendees at the Event in this area and use the same for the purposes of advertising and/or promoting the FEI. The FEI shall have the right to select the relevant area for the same in priority to any other third party. The size of such area shall be agreed between the FEI and the OC in good faith (both acting reasonably), it being agreed that the area’s space shall be provided to the FEI free of charge. Subject always to the approval of the OC in each case, the FEI shall further have the right to undertake marketing initiatives in public areas of the Event outside of such area.

If requested, the FEI shall also have the right to an area at the Event venue for an FEI broadcasting studio. It being agreed by the FEI and the OC that the area’s space shall be provided to the FEI free of charge.



10. FEI TV PROMOTION

The OC shall:

(i) Grant the FEI strict exclusivity for FEI TV with regards to the promotion and execution of any video streaming services (in particular on the official FEI Championships and/or Event website and in all official Event related publications).

(ii) Perform the following either whenever an FEI Championships and/or Event related website is launched or whenever it starts to communicate FEI Championships or Event related information on an existing website and for the entire term of the Host Agreement:

>> A Place the FEI TV logo or any other FEI TV related clickable banner the FEI might deliver in a prominent and consistent size and position on each page of the OC’s official FEI Championships and Event webpage with a permanent link to the FEI TV official website.

>> B Place 1 permanent visible FEI TV related text news (including clickable FEI TV logo with a permanent link to the FEI TV official website) covering all broadcast related information to be featured in the news section of the OC’s official FEI Championships and Event website not later than 1 month prior to the FEI Championships and for each individual live broadcast (including a clickable FEI TV logo and internet broadcasting schedule with a permanent link to the FEI TV official website).

>>C Integrate the FEI TV logo or banner or any other FEI TV related clickable banner the FEI might deliver (text plus – if online – clickable logo with a permanent link to the FEI TV official website) in a minimum of two mailings or emailings per year of the OC to the entire database of the OC (FEI to provide relevant promotional items).

>>D If requested by the FEI, embed a designated FEI TV media player (dimension approx. 300 x 225 pixels) in a prominent position into a page of the official FEI Championships and Event website (FEI to deliver embedding code and to manage tool, content and related bandwidth) to be determined by the FEI.

All FEI TV related graphics design and relevant data/content will be provided to the OC by the FEI. The OC shall seek and obtain the prior written approval of the FEI before performing any of the above-mentioned actions. All the activities related to FEI TV shall be consulted with the FEI Commercial Manager: Christian Osterode, [email protected] or any other email address provided by the FEI.

11. FEI BRANDING

(i) FEI Flag and Boards

The OC undertakes to fly the FEI flag during the entire duration of the Event in a central and prominent position. The FEI flag will be provided free of charge by the FEI.

The FEI has the right to have 2 FEI boards in a prominent position and in a central TV camera position during the entire Event. The FEI shall inform the OC prior to the Event if such FEI boards will be produced and placed. The FEI boards will be provided free of charge by the FEI and the FEI will pay for the production costs (if the OC produces the FEI boards on behalf of the FEI, the costs must be pre-approved in writing by the FEI).

(ii) Boards for Dressage Fence / Judges’ Huts

When Dressage tests are performed, the FEI holds the sole rights for publicity on any Dressage arena fence. The boards for the Dressage fence will be provided by the FEI free of charge and the FEI will pay for the production costs (if the OC produces the FEI boards on behalf of the FEI, the costs must be pre-approved in writing by the FEI).

Publicity space may be acquired by the OC for presenting sponsors, according to the applicable provisions of the FEI Rules for Dressage Events by separate agreement (except for dressage rails and judges huts where only title sponsor can be advertised).

FEI boards will be provided by the FEI free of charge and must also be used on the judges’ huts. The FEI board designs will be provided to the OC in due course.

12. TITLE SPONSORSHIP

The FEI reserves the right to appoint a title sponsor for the FEI Championships, such that the FEI Championships would be officially referred to by the OC as “Title Sponsor + official name of the Championships” and the title sponsorship rights would be construed accordingly.

In case the FEI appoints a title sponsor for the FEI Championships, the FEI shall inform the OC in due time and consequently the OC shall deliver the relevant sponsorship rights. In such case, the FEI will contribute towards the financial obligations of the OC related to such sponsorship rights. If the FEI appoints a title sponsor for the FEI Championships, the Organiser may not allow a presenting sponsor for the FEI Championships.

The OC is not entitled to grant the title sponsorship status of the FEI Championships to any third party.

In the event that the FEI does not appoint a title sponsor 9 months before the start of the FEI Championships, the OC is entitled to grant the presenting sponsorship status of the FEI Championships to a third party subject to previous written approval of the FEI, such that the FEI Championships would be referred to by the OC as “official name of the Championships + presented by [Sponsor]”. The presenting sponsor will have neither promotional rights to appear on any FEI platform (including but not limited to the FEI official website) nor the right to appear in the official logo of the FEI Championships. For the avoidance of doubts, the OC cannot grant the presenting sponsorship status of the FEI Championships to a third company operating within the same product category of any FEI official partner/sponsor at the time of the FEI Championships. Finally, the OC shall not approach or enter into negotiation with an existing FEI sponsor and/or FEI partner without the FEI’s prior written approval.



Subject to the conditions set out in the Host Agreement between the FEI, the NF and the OC and according to FEI Rules and Regulations:

(i) The OC shall be free to sell advertisement spaces for the FEI Championships. The OC agrees that the advertisements in the competition arena shall comply with the advertisement principles of the FEI (document available upon request) and with all applicable FEI Rules & Regulations (in force at the time of the FEI Championships).

Should any advertisement not comply with any of the advertising principles and/or with the FEI Rules/Guidelines, the FEI shall be entitled to request from the OC to alter, replace or fully remove such advertisement.

D/4 Press Requirements

D/5 Broadcast Rights & Requirements

The OC shall make available to the press and the public all relevant information including timing, start lists and course plans (including heights, distances and time allowed), when applicable, well in advance of the start of the FEI Championships.

All information made available by the OC will include the FEI corporate trademark(s) and logo(s) as defined above.

During the FEI Championships, the OC shall transmit the results and the points standings to the FEI, wire services, news agencies and newspapers. The FEI will provide the OC with an email list.

The Organiser shall also publish the results live on-line on the Organiser’s website (if such website is available; and the Organiser shall mention that the results are “Provisional Results” until the results have been made official by the FEI). If the Organiser does not have a website for the Event/Championships, the Organiser shall make available the results immediately after the relevant competition.

The results must be communicated to the FEI immediately after the results are known to: [email protected].

The OC shall provide the FEI with a complete national and local press clipping report, free of charge, within 2 months of the Championships, at the latest.

According to the FEI General Regulations, all Broadcast Rights, including any internet and/or online rights, mobile devices rights and copyrights of the FEI Championships, are the property of the FEI.

The OC will have the obligation to make every reasonable effort to achieve national and/or local broadcast television coverage for the FEI Championships. For such purpose the FEI licenses to the OC free of charge the television broadcast rights for the domestic territory (excluding any internet and/or online and/or mobile rights).

Internet and/or online streaming rights can be granted to the OC on specific request and as long as they are vital in order to achieve national and/or local broadcast television coverage. In these cases any streaming rights will be limited to geo-blocked simulcast rights on the official main website of the television channel that has acquired the national broadcast rights and/or to catch-up rights for video on demand clips of a maximum total duration of 15 minutes per Championships, geo-blocked and available on the above described website only.

In the event national/local broadcast coverage could be achieved, the OC shall inform the FEI (FEI Commercial Manager Christian Osterode: [email protected] or relevant contact as provided by the FEI) in due time. The production of such broadcast coverage shall then comply with the FEI Broadcast Rights & Broadcast Requirements (document available upon request).

Any audio and/or video streaming services to be provided from the FEI Championships by the OC or any third party other than through a television channel that acquired the national broadcast rights to the event (as described above) shall be executed through FEI TV and according to the applicable technical requirements of FEI TV. All relevant information is available through FEI Commercial Manager Christian Osterode: [email protected] or relevant contact as provided by the FEI).

The FEI shall keep the exclusive right to place, sell and distribute the Broadcast Rights outside the OC’s national territory.

The OC shall provide the FEI with a complete broadcast evaluation report (including if applicable all broadcasting figures, all internet traffic figures of the FEI Championships’ and/or Event official website with viewers, visitors and subscribers) free of charge within 2 months after the FEI Championships.





D/6 Sport Requirements

Given the specificity that each discipline presents concerning the requirements below, it would be impractical to describe in this Bid Guide all details for each and every FEI Championships. For this reason we encourage you to consult the relevant FEI Rules and Regulations and contact the relevant sports department should you wish more detailed information.

1. CONDUCT OF FEI CHAMPIONSHIPS

Each of the competitions at the FEI Championships shall be conducted in strict compliance with the FEI General Regulations, and the applicable FEI Rules of the discipline and category of the FEI Championships, in force at the time of the FEI Championships.

All technical information regarding the selected FEI Championships such as dimensions of the competition arena, timing, Officials, etc. can be found in the relevant and applicable rules. For further information contact the relevant sports department.

2. FEI TECHNICAL VISITS

The FEI shall have the right to conduct as many inspections to the Venue as it deems necessary. The OC shall meet the expenses for travel, accommodation and meals of the FEI representative(s).

3. INFORMATION SYSTEM

The OC shall retain reputable data/timing services companies to provide an integrated computerised information system, including timekeeping as applicable and graphics for the use by broadcast if broadcast coverage is in effect. All data in a digital format as requested by the FEI. To the extent broadcast coverage is in effect, the FEI broadcast graphics must be used. The templates of the graphics will be supplied by FEI.

4. CEREMONIES AND PROTOCOL

Document available upon request.

5. ATHLETES AND HORSES IN-COMPETITION ANTI-DOPING TESTS

The OC should be able to provide, at a minimum and if requested by the FEI prior to the FEI Championships, the following:

(i) 1 staff member able to act as point of contact and coordinator for the Doping Control Officers. The contact name and details of this staff member to be communicated to the FEI two weeks prior to the Championships to the following address: [email protected] or any other email address as the FEI may provide.

(ii) 1 private room with one table, four chairs, pens and paper, as well as an appropriate amount of drinking water in sealed bottles, one private and clean bathroom/toilet.

The FEI will inform the OC in due time whether specific facilities will be required fo the horses in-competition anti-doping tests.

6. INFORMATION TO BE PROVIDED BY THE OC TO THE FEI AFTER THE CHAMPIONSHIPS

If requested by the FEI, the OC shall provide the FEI with a full report including, as a way of example but not only, the following information no later than one month after the Event:

(i) Number of tickets sold;(ii) per diem spending estimate per participant and attendants;(iii) official Event website viewers, visitors and subscribers;(iv) number of hotel rooms booked by participants and attendants; and(v) number of nights spent by participants and attendants.



Contacts for further information

For further information please contact the FEI for technical queries, competition queries or for any questions relating to the bidding conditions.

A. FOR QUESTIONS RELATED TO BIDDING PROCESS:

Francisco P. LimaLegal [email protected]

B. FOR QUESTIONS RELATED TO CHAMPIONSHIPS CONDITIONS:

(i) JUMPING

Deborah [email protected]

(ii) DRESSAGE AND PARA-EQUESTRIAN DRESSAGE

Anna [email protected]

(iii) EVENTING

Sandra [email protected]

(iv) DRIVING AND PARA-EQUESTRIAN DRIVING/ENDURANCE/VAULTING/REINING

Bettina De [email protected]







Annex I / FEI Championships Application Form

Name of FEI Championships

Name (full address)

Event or Championships Director

Experience (number of years)

Objective in applying for the Championships

Has applied for other Championships or is organising any other FEI Championships or equestrian competition at the same time? If yes please indicate the Championships

Indicate the FEI Championships organised to date and if having previously organised any FEI Championships, Finals or Games at any level

Indicate your proposed dates

Highlights, history of venue

Surface area of venue (size)

Dimensions & footing Competition Arena

Dimension & footing Practice Arena(s)

Spectator capacity

Usual spectator attendance to other International Competitions

Details hospitality facilities available:area, number of tables & seats, cost

Concept for trade stand area

Stables: location, number & size of boxes

Car parking capacity & location

Lorry parking capacity & location

Do you provide photos of the Competition Arena, Practice Arena, stables and facilities in general (stands, VIP areas, parking, etc.)?

FEI CHAMPIONSHIPS APPLICATION FORM

FEI CHAMPIONSHIPS

ORGANISER

PROPOSED DATES

VENUE

P 1 / 4


Accessibility (flights or trains per day)

Distance airport/train station to venue

For Athletes /Owners

For Grooms

For Officials

For Press

For VIP Guests

Indicate the total budget and specify the currency

Who will finance the Championships

Prize Money total Event

Prize Money International Classes

Prize Money Championship Classes

Trophies to be awarded

Transport allowance Horses, Athletes & Grooms

Meals for Officials, Athletes & Grooms

Entry Fee

Ticket Cost

Expected total attendance

Expected attendance per day

Guarantee

List of suppliers

Regional / National support for the Event

Will Accommodation and Meals be provided free of charge to Athletes and Chefs D’Equipe?

Will The OC contribute toward the cost of the travel of Horse? If yes, how much?

NEAREST AIRPORT/TRAIN STATION

HOTEL (NAME; DISTANCE FROM VENUE; * LEVEL)

TOTAL BUDGET (SPECIFY CURRENCY)

PROJECTED BUDGET (SPECIFIY CURRENCY)

PROJECTED REVENUE (SPECIFY CURRENCY)

FEI CHAMPIONSHIPS APPLICATION FORM P 2 / 4


TECHNICAL ASPECTS (WHEN APPLICABLE)

Will stabling and entry fees be charged per Horse and if so, how much?

Will food and bedding for Horses be provided free of charge? If not how much will be charged? Please provide details of type of bedding.

Sponsorship structure for the entire Event

Sponsorship structure for the Championships

Expected National & Regional TV coverage

Expected National & Regional Press coverage

TV host broadcaster (Name)

Number of journalists invited

Data + timing service company(ies)

International Classes in addition to Championship: type & Prize Money offered

Additional activities planned in mainArena throughout the Event

Social programme in connection with Event

Number of volunteers

Name

Name

Please provide description of the Cross Country (length – water jump – ground, hilly, etc)

Please provide information on the footing of the Dressage and/or Jumping arena and practice arenas

Name of the company responsible for the timing & results system

COMMERCIAL INFORMATION

PRESS & BROADCAST COVERAGE

COMPUTER SERVICE

PRELIMINARY TIMETABLE COMPETITIONS

COURSE DESIGNER

FOOTING EXPERT




LEGAL ASPECTS

Would any taxes or duties be levied on horses and/or equipment that are temporarily imported for the purpose of participating in the Championships? If so, are there any applicable exemptions? Please provide confirmation of the tax position from the relevant government tax authority.

(i) Please provide specific details on the statutes/regulations that apply to the temporary import/export of horses into your country for the purpose of competing at the Championships. What barriers to the import/export of horses need to be overcome?

(v) Is there any national Government legislation that regulates the use of veterinary medicines within your country? If so, please state what the legislation is and which Governmental department/agency enforces it?

(vi) Is there any national Government legislation relating to the detection of Medical and Doping substances in horses? If so, please state what the legislation is and which Governmental department/agency enforces it?

(vii) Please provide us with additional information related to national law that may affect the organisation of the FEI Championships in your country.

(ii) Please provide details of any quarantine requirements that apply to the importation of horses into your country.

(iii) Please provide details of the national veterinary authority responsible for equine welfare in your country.

(iv) Please have the relevant national/governmental veterinary authority in your country provide written confirmation that they have been consulted and are happy for the Championships to be staged. The written confirmation should also:

(i) set out the basis upon which horses may enter the country to participate in the Championships (and leave thereafter); and

(ii) provide details of the person who will act as the primary point of contact.

FEI Championships Bid Guide

Fédération Equestre InternationaleHM King Hussein I BuildingChemin de la Joliette 81006 LausanneSwitzerland

T / +41 21 310 47 47F / +41 21 310 47 60www.fei.org

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