Swiss Sailing LeagueGuidelines and Questionnaire

to Clubs willing to organize aSwiss Sailing League Act

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1 General1.1 Event Organization and FormatThe event belongs to the Swiss Sailing League Regatta Series, which is organized by the Swiss Sailing League Association (SSLA). The series represent the official Swiss national sailing leagues. The series consists of multiple events distributed over the calendar year. The events are organized by different Swiss Sailing Clubs in cooperation with the SSLA in different locations all over Switzerland. The race area shall be on Swiss lakes including the waters bordering Switzerland. Exceptions can be granted by the SSLA board.

1.2 Event TitleThe official title of the event will be defined by the Swiss Sailing League Association (SSLA). The respective title must always be used in relation with the event.

1.3 Event LogoThe Swiss Sailing League logos are available on the SSL Website and must be included with all communication and documentation. For proper use of the logos, please consult the guidelines available for download on the www.swiss-sailing-league.ch/information

1.4 Event DatesThe event dates will be discussed with all organising clubs in order to find a suitable and more or less “wind-safe” date for the events. A League event normally takes place from Friday to Sunday.

1.5 Bid processThe intent to provide a bid, without any requirement of form, shall be announced by no later than August 19th. The SSLA will then name an SSLA event coordinator as laid out under 3.2.3, which will assist the club during the development of the bid.

The bid for a 2017 Swiss Sailing League Act must be received by the SSLA as early as possible but no later than Friday 30th September 2016 at 12.00hrs.

During this process, SSLA may decide to visit the respective locations and discuss the bid in further detail with the club representatives.

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Event Title: Swiss Sailing League Act x/jjj <venue>

Possible Dates:

Likely wind and weather conditions:

2 EntriesAll entries to the SSL series will be organized by the SSLA according to the Notice of Race for the Super, the Challenge League or any other national sailing league. No wildcards will be available to the organising club.

3 The role of SSLA3.1 AuthorityOrganising authority according to the Racing Rules of Sailing (RRS) 89 of the series and any event therein is the SSLA. It works together with organising clubs for the respective events within the series.

3.2 SSLA ServicesThe SSLA will appoint an event coordinator who coordinates the event with the organizing club and is in charge of providing the following services provided by the SSLA to the event:

3.2.1 Financial SupportThe SSLA will provide the organising club with a financial support of CHF 3,000.00 – see chapter 12.1

3.2.2 Sailing Boats, Transport and Repair StaffAs laid out under chapter 7, the SSLA will provide the sailing boats needed for the events. This includes transport, spare parts and repair staff. The repair staff is responsible for all boat-related work and will need assistance provided by the club and the crews. See chapter 8.1 and 10 for further information.

3.2.3 SSLA Event CoordinatorThe appointed event coordinator will be responsible but not limited to the following tasks:

Support in developing a bid for the event – see 1.5 Approval of local sponsoring activities and coordination with SSLA sponsors. Acts as the principal race officer and works as a team with the local race officer. Coordination of jury with the Chief Umpire of SSLA, who will appoint the Jury. Providing the sailing instructions adapted to the event in coordination with the race officer

and the chief umpire. Execution of the event according to the rules and standards of the SSL Coordination of training slots Daily Briefings together with the Race Officer Providing and operation of the Race-Tracking System Scoring Internet / Online Content Communication / National Press Announcements Race Office together with the organizing club Support with bid for official (financial) support such as Sport Toto ….

For the above named queries, the event coordinator may require further assistance during the event. Please see chapter 12 and the org-chart in the attachment for further indications of possible support needed.

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3.2.4 Notice of Race / Sailing InstructionsThe Notice of Race as well as the Sailing Instructions are provided by the SSLA and their content is binding. No adjustments or amendments are allowed to be made by the race officer and the organizing club. Any request for adaptation, adjustments and amendments must be provided via the SSLA Event Coordinator to the SSLA Rules Committee, which will review them and if approved, undertake the necessary changes.

The course layout as defined in the Sailing instructions is attached and binding to the organizing club and race officer.

3.2.5 Marks / BuoysAll marks are provided by the SSLA as the colouring needs to be coherent during all events. Weights and ropes need to be provided by the organising club. Please see paragraph 10 for detailed description of the mark-laying material needed.

3.2.6 Race TrackingSSLA intends to provide a race tracking system. Trackers need to be placed on all sailboats, marks and the starting vessel.

3.2.7 FlagsThe SSLA will provide the flags needed for the jury-boats. All other flags need to be provided by the organising club.

3.2.8 Sponsors WallThe SSLA will provide a sponsors wall with the SSLA sponsors for the official ceremony’s including the price giving ceremony. The usage of this wall is mandatory. Local sponsors can be added to the wall (see 5.1.3)

3.2.9 Beach flags / promotional materialsBeach flags with the SSL logo will be provided. These flags need to be placed around the event location. If the SSLA is providing further infrastructure, this infrastructure should be placed around the event location.

4 The role of the organizing club4.1 AuthorityThe organizing club is responsible to organize an event of the SSL series according to the rules and guidelines applicable to the SSL. He is the organizer in the legal sense of the Swiss Civil Law. The organizing club has not right to act in behalf of the SSLA or to enter into agreements or liability in behalf of SSLA.

The signed bid document (this document) is part of the rules and guidelines governing an SSL Event.

4.2 Organization TeamThe organizing club names an organization team:

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Head of the organizing committee (Club):

SSLA Event Coordinator (SSLA) and principal race officer:

Marketing, Sponsoring, local communication (Club):

Social program – sailors’ night, spectators (Club):

Race Officer (to be approved by SSLA):

Beach Master (Crew change, motor boats) (Club):

Finances (Club):

…

4.3 SecurityThe club shall establish and implement a security concept for the event. A copy of the security concept shall be provided to the SSLA event coordinator no later than 8 days prior to the start of the event.

4.4 Social ProgramThe club shall organize a sailor’s night on Saturday after racing. Food and water to sailors and staff shall be provided free of charge. (We suggest that the budget for this should not exceed CHF 25.--/Person). Additional beverages and food (desserts) can be offered at a reasonable price to sailors and staff.

We recommend to offer a beer or a non-alcoholic beverage free of charge each day after returning to the harbor to the sailors (ask local beverage dealer for a sponsoring).

5 SponsoringThe organising club may develop a sponsoring concept for the event and acquire some event-sponsors. This concept must be reviewed and approved by the SSLA event coordinator.

5.1 Sponsoring Areas5.1.1 Main SailsOne slot on the main sails – on six boats - may be provided for an event sponsor. This sponsor must pay at least CHF 6,000.00. The SSL will receive CHF 1,000.00 to cover the production costs and the placement of the logos on all sails.

5.1.2 MarksIn case SSLA has no sponsors for the marks, the advertising space on the marks is available to event sponsors. Each mark will bear three signs; the logo is therefore visible from all sides.

5.1.3 Sponsors WallThe SSLA will provide a sponsor wall with the SSLA sponsors. Three slots on the wall are available to local sponsors. SSLA will produce the stickers with the local sponsor Logos and place them on the sponsor wall. The out of pocket costs for doing this will be charged to the event budget.

5.2 SSLA SponsorsSSLA Sponsors are entitled to present themselves at the event. The organizing club shall provide appropriate opportunities to the SSLA Sponsors. Details are to be agreed with the SSLA event coordinator.

5.3 RestrictionsThe SSLA has the right to reject a sponsor in the case that accepting this sponsor would constitute a breach of contract with an existing or potential SSLA sponsor.

Currently it is not possible to acquire an event sponsor who is active in insurances and chandlery. These restrictions may vary from time to time, therefore a good communication regarding the event sponsoring between the organising club and the SSLA event coordinator is mandatory.

6 Marketing and Media

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Head of the organizing committee (Club):

SSLA Event Coordinator (SSLA) and principal race officer:

Marketing, Sponsoring, local communication (Club):

Social program – sailors’ night, spectators (Club):

Race Officer (to be approved by SSLA):

Beach Master (Crew change, motor boats) (Club):

Finances (Club):

…

6.1 Media RightsAll image and moving image rights for the event are the property of SSLA although rights (subject to contract) may be given to the Organizing Committee, event sponsors and accredited media/broadcasters under the rules set by the SSLA.

SSLA must approve the advertising arrangements and will require its own branding to be displayed in suitable places.

6.2 Marketing, media and sponsorship supportThe Organizing Committee is expected to provide a media program that delivers regional coverage of the event. The SSLA event coordinator is responsible for guiding and approving the marketing, media and sponsorship of the Event in order to prevent any breach of an existing sponsoring contract of the SSLA – see chapter 5 for further details.

6.3 Marketing and media channelsThe SSLA will publish each a pre- and after-event press release. Further press releases may be organised and published by the organising club, mainly to cover the regional media.

Official media channels include but are not limited to the following:

Website Facebook Twitter YouTube Instagram National Media (Print, Broadcast, ...) distribution list

It is mandatory for the organising club to use links to the official SSLA-channels and it is not allowed to set up own sites/pages for an event without permission by the SSLA.

7 SailboatsThe events will be sailed on sixJ70 supplied and maintained by SSLA. SSLA may decide to use other boats if necessary.

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Description of media program:

8 Venue Facilities8.1 VenuesThe on-shore facilities should be located reasonably close to the racing area and have full facilities for competitors and officials (as set out below).

8.2 Racing Area Racing area shall allow for a windward/leeward course of 0.4 nm, ideally located in close proximity to the shore, to facilitate viewing of the racing.

The minimum depth must be such that the racing boats can get close to the shore with no impediment (Draught of a J70: 120cm). The racing area should be free of any commercial or recreational traffic.

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Provide map (google maps) of the venues, public transportation, parking and racing area:

8.3 On-shore facilities Official flagpole for signals ashore should be in or near the boat park(s). This can be the

starting vessel if moored in close proximity. Trailer parking for six boats eight days prior until eight days after an event. Ample space shall

be provided for the six boats to be rigged side by side and then be moved, with standing masts, to the water. Ideally boats can be slipped; craning is an option if possible with standing masts.

Parking slots for competitors and officials must be provided. An office for the jury and the event coordinator with WLAN internet connection and printing

facilities must be provided. This room shall have sufficient space for hearings/meetings with up to 10 people.

A race office / crew registration room must be provided. This room shall not be the same as the above mentioned room for jury and event coordinator.

A lockable room for SSLA material shall be provided. A lockable room to charge all radios, 15 tracking devices and further electronic equipment

must be available. This room may be one of the above mentioned. A nearby facility to host a casual social event for sailors and staff with a minimum of 100

people must be available. Location for price giving large enough to host all sailors independent of weather conditions

must be provided. These locations must allow for photos of the winner to be made in good light. The sponsoring wall must be located accordingly for the opening and closing ceremony.

Sufficient toilets/fresh water showers shall be provided for all male/female competitors registered.

Additional shade/shelter should be provided along the edge of the boat park area for teams/groups to relax if hot, wet or cold weather conditions are likely.

Rubbish collection containers shall be provided within all areas which include setting an example for recycling. These should be emptied daily.

Close proximity to public transportation.

9 Mooring FacilitiesThe racing boats should be moored as close as possible to the venue and close to each other at the same dock. Mooring for the umpire RIBs, race committee and other boats as indicated under section 10 should also be nearby.

Take precaution for the daily refuelling of the motor boats. This can be organised with canisters as well.

10 Official BoatsThe following boats are required:

10.1 Race Committee and UmpiresOne Starting vessel – This boat must have ample space to hold at least 5 people. A structure to hoist flags must be installed so that it is visible by all sailors on the course. The flags are preferably on sticks in order to be hoisted at once. A shelter for a computer workspace from sun and rain must be given and equipped with a 12v power supply. Sufficient anchors as well as ample lines are required.

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Description of Boat: (if conditions do not allow anchoring, describe how the position of the vessel is hold)

Two Mark-Laying boats. Each boat must hold a crew of three people. The windward mark-laying boat must be able to transport at least 4 fully inflated marks. The mark-laying equipment on both boats should allow for fast actions as adjustments to the course can occur in short succession and marks can be required to be placed within approximately 1-2 minutes. Therefore, enough weights must be available to set twice as much position on the windward part of the course as marks are available. This so called “blind-marks” will consist of a weight with the respective line marked by a fender. That allows setting a mark at this position in short time. Official marks are provided by the SSLA.

Two umpire boats (ribs). Rips of at least 5 metres in length and which shall be able to accelerate

quickly (at least 40hp) with a small turning radius. Wake should be as little as possible.

One Service boat (rib) A rib of at least 5 metres in length and which shall be able to tow a J-70 in windy conditions (at least 40hp). Wake should be as little as possible.

10.2 Press-/Photo BoatsPress Boats – sufficient boats (minimum one boat) for the number of registered journalists and photographers. Ribs of at least 5 metres in length and which shall be able to accelerate quickly (at least 40hp) with a small turning radius. Wake should be as little as possible. Dry storage space for cameras, etc. are required.

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Description of boat:

Description of boats:

Description of boats:

Description of boat:

Description of boats and procedure of crew change:

10.3 Crew-ShuttleAt least three crew-shuttle (ribs) are needed to provide an efficient way to change crews between races. The ribs must have at least 40hp. They must be able to hold 6 or more people and manoeuvre close to a moving sailboat without risk of damage.

In addition, a crew-platform (pontoon or boat) with ample space can be provided to have all crews on the water at any given time. Please indicate any other possibilities for an efficient crew change:

11 Program / Time Schedule11.1 Friday

08.00 Opening of race office 08.30 Start of training 13.00 Briefing (sailors) followed by first meeting with the umpires 14.00 First start

Last start is possible up to 30 minutes before sunset.

11.2 Saturday 08.00 Briefing (sailors) 09.00 First start approx..19.00 Sailors night - When wind conditions and progress in the race schedule

demand, this time might be re-scheduled. Please be aware that the Sailors night must be flexible time wise. (moving the sailors night to Friday is possible)

11.3 Sunday 08.00 Briefing – Mandatory for everyone as it is crucial to organise packing of

the boats after the event! 09.00 First start approx. 15.00 Last possible start

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Description of how waiting crews are transported to the racing area (max. time needed to the remotest intended race area)

Please describe what your club plans to organise for the Sailors night:

after returning to the harbour, sailboats are to be taken out of the water and prepared for street transportation. Sailors are required to help.

approx. 16.30 Price giving (only after all sailboats are ready to go)

12 StaffingPlease note that in addition to all the staff needed from Friday to Sunday, there will also be a minimum of four people needed on Thursday from 08.00 to 18.00 to support the boat service while preparing all the sailboats for the event. The boat service and this staff must be provided with beverages and food.

SSL will provide a boat warden and a SSLA event coordinator.

Please find a possible organizational chart for the staff requirements attached.

13 RadioThe following radios must be provided:

2x umpire (plus 1 spare) 1x repair boat 1x race committee (when more than one circle is provided, the race committee must be

equipped with one radio for each circle plus one spare device) 2x mark-laying 1x on-shore (Beachmaster) 1x crew-platform One radio for each crew-shuttle

Ideally three radio circles are provided: one for the race committee / mark-laying, one for the umpires and one for the crew-shuttle. The batteries should be able to run at least 12 hours.

14 Costs incl. accommodation and nutrition14.1 CostsAll costs except those specifically accepted by SSLA are to be covered by the organising club. The SSLA provides CHF 3,000.00 to help cover the budget.

The following costs must be taken into account:

Free accommodation in single rooms, meals and beverages for:o 4 juries (Friday – Sunday)o SSLA event coordinator (Thursday – Sunday)

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Please describe radio circuits, available radios (make) and how you intend to secure communication:

o SSLA Boat warden (Thursday – Sunday) All boats (except sailboats) Fuel Adequate insurance (except sailboats) Sailors night including food and welcome drink – all further drinks and food can be sold Prices for First to Third place; souvenir prices are appreciated Food and beverages for all staff (incl. SSLA event coordinator and boat warden). Please note

that the staff on the water might be out for 12 hours and really appreciates good refreshments. A warm option for lunch (can be transported with one of the supporting vessels) might be a good option depending on the weather.

14.2 BudgetPlease find a suggestion for a budget attached.

I/we agree to the terms and conditions of this document and commit to organize the event as detailed in this document.

Signature & Stamp

Klicken Sie hier, um Text einzugeben. Swiss Sailing League Association

----------------------------------------- ………………………………………………….

Klicken Sie hier, um Text einzugeben. Patrick Zaugg

President President

Attachments:

- Sample organizational chart- Sample budget- Course layout (binding)

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