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2016 - 2018

NatioNal Judo ChampioNships / ChampioNNat NatioNaux

JUDO CANADA EVENTS 2016 – 2018Judo Canada is pleased to present this

National RFP for its yearly National Open Championshipsfrom 2016 to 2018.

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N a t i o n a l O p e n C h a m p i o n s h i p s f r o m 2 0 1 6 t o 2 0 1 8

Judo Canada is pleased to present this National RFP for its yearly National Open Championships from 2016 to 2018.

Tourism bureaus, Provincial Sport Organizations and/or Clubs are invited and encouraged to put forward one of the following bids:

i) a one (1) year bid for the year of their choosing (2016 preferred, 2018 considered and conditional if an inclusive 3 yr bid is received);ii) a two (2) year consecutive bid for the years 2016 and 2017; iii) a three (3) year inclusive bid for 2016, 2017 and 2018 period.

NATIONAL RFP PURPOSES• Find a home for the National Open Judo Championships from 2016-2018• Increase the quality of event services to provide an enhanced experience for all participants.• Ensure greater viability through increased involvement by tourism groups, hotel associations, groups & properties as well as municipalities.

• Develop & foster relationships with our provincial member organizations, tourism bureaus, hotel associations, groups & properties and city officials.

EVENTS ORGANIZATIONOnce Judo Canada will choose the host City/Cities, the federation will work directly with its National Tournament Commission as well as the Provincial member organization to strike an event-specific organizing committee to run these events. The City / Tourism Bureau is not responsible for the organization, simply for the submission of the proposals.

NATIONAL RFP DECISION MAKING PROCESSWhen choosing the location for the Open National Championships, Judo Canada will consider several important factors:

1. Financial incentives being offered in each bid coming from the City, the Tourism Bureau, Hotel Associations and/or properties, the Provincial government, local event sponsorship opportunities.

2. Reductions in our budgeted hard costs, especially facility rental charges, seating, technology and decor.

3. Transportation services provided (shuttles from hotels to venue, if needed, and/or airport to hotels).

4. Travel allowances during negotiation phase, if needed, for site visits.

5. Travel allowances for yearly pre-event site inspections from Judo Canada event staff.

6. Services for outsourcing local suppliers, developing media relations and building strong communications campaigns.

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3 NATIONAL OPEN JUDO CHAMPIONSHIPS 2016, 2017 & 2018

DESCRIPTION

This is a national event that includes team selection and participation divisions. This is an open event for all Judo Canada’s competitors and therefore does not require a pre-selection for participation. It is done on 3 days of competition (with 3 days of training camp after the competition) and has a banquet & dance at the completion of the competition, BUT before the training camp.

• DATES: Option 1: 3rd week of May (holiday weekend) Option 2: June or July holiday weekends Option 3: 2nd week of January

• DURATION: 3 days of competition (Friday, Saturday & Sunday)• SET UP: Wednesday 4PM• TEAR DOWN: Sunday, at the end of competition day *(if the training camp will be held off-competition site)

• Over 800 room nights• Over 650 athletes, coaches, officials, delegates• Around 500 spectators• Awards banquet for 440 people

VENUE – see 3D plan on page 10-11 (may be subject to change)

The minimum space required for tournaments that can be conducted on 4 competition areas in a row, the minimum size of the venue is: 56m x 28 m (184’ x 92’) (NOTE: DOES NOT CONSIDER TIERED SPECTATOR SEATING OF AT LEAST 1000 individuals, this is EXTRA REQUIRED as per diagram)

• CONTEST AREAS: 4x 16 x 16 meters (53’ x 53’) (if in a row configuration) • GENERAL OVERVIEW OF REQUIREMENTS IS AVAILABLE FROM 3D PLAN• SPECTATOR SEATINGS: Bleachers for 1000• TECHNOLOGY NEEDS:

` Internet access (dedicated) with at least a minimum speed of 10mb up-load; ` Wi-Fi in venue for 30+ simultaneous connections; ` Variably spaced power outlets for (scoreboards, laptops, video replay systems); ` 4 independent circuit (15 amps each); ` 1 circuit for photocopier (20 amps)

• WARM UP AREA: Minimum of 30 * 20 meters (99’ x 66’) ` Must be within venue or located very close by (would need sound and screen from main venue)

• SET UP: Wednesday 4PM• TEAR DOWN: Sunday end of day• VENDORS & SPONSORS BOOTHS : at entrance (at least 2000 square feet) with 4 tables of 6’ x 2’ and 2 chairs per booth – typically 4 booths.

• 1 Lunch / Coffee Break room for referees, VIPs and volunteers ` From 8AM for morning coffee (Friday-Sunday) ` From 11:30AM-2:45PM (Friday-Sunday) ` For 130 people rotating. Seating for 40 ` Capacity to serve hot meals

• 1 Lounge for officials (Friday-Sunday) for 20 people (tables & chairs)• 2 Changing rooms both men & women (no need if venue is the hotel)• 2 Doping test rooms: team rooms with washrooms for doping testing (male & female with each room containing 2’ x 6’ tables with 3 chairs)

• Complimentary parking & Wi-Fi for webcasting

2015 BID PACKAGE

In awarding a bid, Judo Canada may also consider: • Ease of travel for participants to reach the event destination; • Adequate hotel availability; • Capacity of the Provincial member organization to host the events.

HOTEL PARTNERSHIP & SITE LOCATORAlthough Judo Canada does not have a formal existing National partnership with any hotel group, the Federation has worked with several major chains in the country, such as Hilton, Marriott and Sheraton as well as with independent properties. Judo Canada is open to all properties bidding and would entertain multi-year proposals and/or developing a partnership that would be beneficial for all organizations involved.

Judo Canada has elected to work with MAKO Corporation as both its consultant and site locator. Therefore, all hotels should quote a 10% commissionable rate to MAKO, as well as include all the concessions mentioned below in the National RFP Requirements section.

NATIONAL RFP REQUIREMENTSThe bid should include the following information:

• A list of the events the City is bidding to host in which year(s).• A financial offer letter from the Tourism Bureau.• A breakdown of what assistance the City is offering Judo Canada, through all grants available (city, tourism, provincial government).

• Any other items the bid may include (i.e. tickets to attractions, welcome receptions etc.)• All hotel proposals should at least include:

` Hotel name, group affiliation and complete address; ` Distance to & from the proposed venue, which should ideally be walking distance if not in the hotel; ` Number, type & rate (for up to 4 people) for bedrooms as per each event’s requirements; ` Listing of meeting rooms as per each event’s requirements; ` Mandatory concessions: a rebate between 10$-15$ for Judo Canada, free rooms, free room nights

linked to nights sold, Wi-Fi, upgrades, membership points and/or status linked to entire event; ` Additional concessions: free parking, breakfast and/or discounts on meals in hotel, shuttle buses etc. ` Other incentives – financial and/or bonus points – due to the multiplicity of the events; ` Detailed contact information for your key contact in the bid process.

NATIONAL RFP TIMELINESParties interested in submitting a bid are asked to send a brief email outlining their intention to submit a bid no later than 29 August 2014. This email should be sent to rebecca@makocorpo.com.

The final bid proposals must be submitted no later than 30 September 2014.

Once bids are received on or before 30 September 2014, JJudo Canada will make any follow-ups required. Their target date is 31 October 2014 to make the official announcement for the three (3) events.

NATIONAL RFP SUBMISSIONSAll inquiries, requests for any additional information, and all bid information should be submitted to Rebecca Khoury at rebecca@makocorpo.com.

All proposals should come in an electronic version at the above email.

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2015 BID PACKAGE

HQ HOTEL – Meeting space requirements

Activity Size (s.f.) Days set up

OFFICE 1200 WEDNESDAY – MONDAY

ACCREDITATION 1400 THURSDAY 10:00 – 16:00

WEIGH IN MALES 400

WEIGH IN FEMALES 400

REFEREE MEETING 1400 THURSDAY 16:30 – 18:00

COACHES MEETING 1400 THURSDAY 20:30 – 22:00

DOPING CONTROL FRIDAY – SUNDAY 16:00 – 22:00 Only if venue is in the hotel

BANQUET 440 ppl SUNDAY 18:30-24:00

2 x 6’ tables with 16 chairs, Wi-Fi access, water station for 15

Wooden floor platform 2 tables and 3 chairs Wi-Fi access

WEDNESDAY-SATURDAY (24hr access required)If venue is outside of hotel – room is only

needed on the Wednesday

WEDNESDAY-SATURDAY (24hr access required)If venue is outside of hotel – room is only

needed on the Wednesday

Wooden floor platform 2 tables and 3 chairs Wi-Fi access

Theater style 50 Wi-Fi accessLarge screen Coffee & tea service Water station

Theater style 50 Wi-Fi accessLarge screen for projection Water station

Round tables, dance floor, stage, raised stage with podium

2 guestrooms(male / female)

4 x 6’ tables with 16 chairsWi-Fi access

HQ HOTEL – Hotel bedrooms requirements

• Ideally, breakfast should be included• Complimentary Parking (self-park) & Wi-Fi • Transport provided to and from venue, if venue is further then 10 minutes walk• Special Event Meals for budget pricing• Pricing around the 110-120$ for the participants for the single-double occupancy

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DAYS WED THUR FRI SAT SUN MON TUES TOTAL DOUBLES 120 145 155 130 130 50 50 780SINGLES 10 15 15 15 12 4 4 75

TOTAL 130 160 170 145 142 54 54 855

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CAD VIEW W INFO RECAP

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3 NATIONAL OPEN JUDO CHAMPIONSHIPS 2016, 2017 & 2018

• Minimum size of the venue is: 56m x 28 m ( 184’ x 92’ ) NOTE: DOES NOT CONSIDER TIERED SPECTATOR SEATING OF AT LEAST 500 INDIVIDUALS, THIS IS EXTRA REQUIRED AS PER DIAGRAM ):

• 4 contest areas of 16 x 16 meters ( with an additional meter required if the contest areas are adjoining to each other )

• Other areas: administration, VIP and podium area• Seating in bleachers for 1000• Technology needs: ` Internet access ( dedicated ) with at least a minimum speed of 10mb up-load; ` Wi-Fi in venue for 30+ simultaneous connections; ` Variably spaced power outlets for ( scoreboards, laptops, video replay systems ); ` 4 independent circuit ( 15 amps each ); ` 1 circuit for photocopier ( 20 amps )• WARM UP AREA of minimum of 30 * 20 meters ( 99’ x 66’ )

` Must be within venue or located very close by ( would need sound and screen from main venue )

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JUDO CANADA

212 – 1725 St. LaurentOttawa, Ontario, Canada

K1G 3V4

Telephone:(613)-738-1200

Toll free:1-(877)-738-JUDO

(in Canada only)Fax:

(613)-738-1299

Email:info@judocanada.org

www.judocanada.org