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FIVB VOLLEYBALL WORLD LEAGUE 2015

REQUEST FOR PROPOSAL

for

HOST CITIES

Volleyball Canada – FIVB Volleyball World League 2015 – RFP

TABLE OF CONTENTS

Volleyball world league.................................................................................................................................................... 3

1 World league introduction............................................................................................................................................3

2 World league 2015 Format............................................................................................................................................3

3 Tournament Schedule...................................................................................................................................................4

Bid Process....................................................................................................................................................................... 4

4 Bid Manual....................................................................................................................................................................4

5 Bid Timelines.................................................................................................................................................................5

6 Host Responsibilities.....................................................................................................................................................5

7 Assessment Criteria.......................................................................................................................................................5

8 Bid Documents..............................................................................................................................................................5

9 Bid Information Request or Changes.............................................................................................................................6

Bid Package Details.......................................................................................................................................................... 7

10 Financial support...........................................................................................................................................................7

11 Proposed Costs..............................................................................................................................................................7

12 Local Organizing Committee..........................................................................................................................................7

13 Local Staff and Volunteers.............................................................................................................................................8

14 Host City Profile...........................................................................................................................................................10

15 Accommodations........................................................................................................................................................10

16 Food Services..............................................................................................................................................................11

17 Venue Requirements – Dates......................................................................................................................................11

18 Venue Requirements – Competition Venue................................................................................................................11

19 Venue Requirements – Rooms and Equipment...........................................................................................................12

20 Venue Requirements – Services and Amenities..........................................................................................................13

21 Media and Communications.......................................................................................................................................13

22 Television Support.......................................................................................................................................................13

Benefits of hosting.......................................................................................................................................................... 14

23 Local Visibility..............................................................................................................................................................14

Appendices.................................................................................................................................................................... 16

Provincial and Territorial Associations (PTAs)......................................................................................................................16

WWW.VOLLEYBALL.CA PAGE 2


VOLLEYBALL WORLD LEAGUEVolleyball Canada is currently searching for up to three host cities for the 2015 World League. These events would be organized and executed by Volleyball Canada in collaboration with the local organizing committee.

The Bid Package for these events can either be submitted by a Provincial/Territorial Volleyball Association (P/TA), a local volleyball club, a tourism agency, or an event promoter.

1 WORLD LEAGUE INTRODUCTION

Next summer, Team Canada will once again be competing in the prestigious FIVB Volleyball World League. The FIVB World League is unlike any other global competition in the world. Established in 1990, the FIVB World League is an annual men’s national team volleyball tournament that reaches all corners of the planet, offering millions in prize money, professional organization and worldwide TV coverage. The FIVB World League is synonymous with fantastic matches and top-class sport and entertainment.

The 2015 FIVB Volleyball World League will be the 26th edition of the annual men's international volleyball tournament, played by 28 countries.

The exact event dates and pool groupings will be determined at the World League Council meetings in November of this year.

2 WORLD LEAGUE 2015 FORMAT

Due to the success of last year’s competition, the ground breaking changes made to the competition ahead of the 2014 edition of the FIVB Volleyball World League – when the FIVB’s premier annual men’s volleyball event expanded from 18 countries to 28 for the first time ever – have been retained for the year ahead with seven pools of four teams.

Pools A and B feature the most successful countries in the 25-year history of the World. The makeup of the pools will be confirmed in the near future.

During the Intercontinental Round, Pools A to E will play according to a home and away system: six matches home and six away. Pools A and B make up Group 1 – six teams will play the Group 1 Finals for the World League title. Group 2 will contain Pools C, D, E and F including Canada. The Finals will be composed of four teams. The Group 2 Finals winner will qualify for the Group 1 Finals.

Finally, Pools F and G make up Group 3. Eight teams will compete in a round robin system with one host country per tournament, two rounds and six matches per team, and a Final with four teams.

Volleyball Canada is looking for one, two or three host cities to hold the World League matches in Canada. There is a possibility for a city to host more than one weekend of competition if all conditions are met.



3 TOURNAMENT SCHEDULE

The schedule is the same for all World League weekends. The venue must be available 2 days prior to the first competition day. Matches must take place on Friday and Saturday or Saturday and Sunday.

Day Activity1 Teams and delegate arrives

Team training Site set up starts

2 Completion of site set up Team training Meeting with supervisors Site inspection General Technical meeting

3 Team Training Competition day #1

4 Team Training Competition day #2 Start of the site take down

5 Completion of take down Teams and delegates depart

BID PROCESS

4 BID MANUAL

This Bid Manual is intended to familiarize the potential bidder with the World League events in Canada. It will outline the key requirements for hosting this event in your city.

In preparing their proposals, Bidders should consider how best to meet Volleyball Canada’s objectives for these events: Create an attractive and exciting entertainment event that will highlight our team, athletes and sport ; Maximize exposure of the event through the media, television and spectators at the event;

o Minimum of 4000 spectators for each match;o Prominent promotion and exposure in local and national media;o Strong television ratings for the broadcasted events

Ensure the ongoing sustainability of these events by operating a financially viable event, including achieving/exceeding the following targets:o $120,000 in ticket sales revenueo $125,000 in hosting grant supporto $25,000 in sponsorship revenue (or in-kind)

Ensure there is a legacy for the Host Community



5 BID TIMELINES

The following timelines have been established by Volleyball Canada for the bid process:

August 27th, 2014 RFP released September 22nd, 2014 A letter of intent must be received by Volleyball Canada (17:00 EST) October 31st, 2014 All bid packages must be received by Volleyball Canada (17:00 EST) November 1st - November 21st, 2014 The Bid Evaluation Committee will review and evaluate all bids November 22nd – December 7th, 2014 The Bid Selection Committee will choose the host cites Monday, December 8th, 2014 Volleyball Canada will communicate with the successful host cities

All bid documents must be submitted by the deadlines state above to Alan Ahac, Director of International Events. An electronic copy must be send by email to [email protected]

6 HOST RESPONSIBILITIES

The host would be responsible for the following:

Secure the proposed venue for the proposed dates and secure the most favorable costs and rates for utilization of the venue;

Secure maximal revenue for the event including municipal, provincial, regional hosting grants as well as local sponsorship;

If the host is not a P/TA, to establish a relationship with the Provincial/Territorial Organization to ensure their participation and support as a partner in the event;

Recruiting and supporting a local organizing committee and other volunteers as described in this document; Assisting Volleyball Canada in sourcing and supporting the local hotel and transportation providers; Engaging and servicing local media in the event so as to attain maximal media coverage; With the support and direction of Volleyball Canada, developing and executing a Marketing Plan for the event

that will result in maximal spectator attendance.

7 ASSESSMENT CRITERIA

Bids will be assessed according to the following criteria:

Venue compliance: the venue satisfies the requirements set out for host venues as set out in sections 17-20 and 22;

Financial: the proposed revenue commitment as set out in section 10 as well as the overall anticipated cost for the venue and host city (sections 11, 14-16)

Organizational capacity: the ability of the host to meet the organizational requirements for the event (sections 12-13);

Potential for maximal exposure: the potential of the host to ensure maximal exposure of the event in terms of spectator attendance, media coverage, etc. Bidders should demonstrate their potential to attract 4,000 spectators per match.


mailto:[email protected]


8 BID DOCUMENTS

Volleyball Canada requires the following bid documents to be submitted in accordance with the timelines listed above.

Letter of Intent

The Letter of Intent must include the following information, and should be submitted to show your interest and/or intent on bidding for one or both of the events.

Proposed Dates of Event(s) Host City Information

o Nearest Airport Proposed Competition Venue Letters of Support

o From Provincial or Territorial Volleyball Association (P/TA)o From the Venue Owner/Operatoro From the Host Municipality

Bid Package

The Bid Package must respond to the information detailed under the next section.

9 BID INFORMATION REQUEST OR CHANGES

If you have any questions or require any additional information about the FIVB World League of Volleyball, please direct them to:

Alan Ahac Mark EckertVolleyball Canada Volleyball CanadaDirector - International Events Executive DirectorTel: 778-386-6762 Tel: 613-748-5681 x225Fax: 613-748-5727 Fax: 613-748-5727Email: [email protected] Email: [email protected]





BID PACKAGE DETAILS

10 FINANCIAL SUPPORT

Hosting a World League event requires a contribution of financial support by the bidder. The Bid Package should include a list of available funding opportunities, including any municipal, provincial, and third-party grants that could be applied for. Please indicate if your organization has been a successful recipient of funding from these sources in the past.

Host cities must commit to a minimum of $125,000 of government funding per hosting weekend; this can be from municipal or provincial sources. Assuming that amount is achieved, a minimum of $25,000 will then be directed by Volleyball Canada towards local promotion initiatives for the event.

Private funding sources and sponsorships are accepted as long as they do not conflict with current Volleyball Canada partners and sponsors. Volleyball Canada must approve any private funding sources.

11 PROPOSED COSTS

All bidders must submit all proposed costs including:

Venue rental cost and all additional costs related to services charges, etc anticipated in use of the venue. This should include any fee schedule for supplemental time/materials costs charged for use of the venue.

Anticipated accommodations and room rental costs Food services costs Transportation Costs

Details on requirements for those areas are in the following sections.

12 LOCAL ORGANIZING COMMITTEE

In order to successfully plan and execute an event of this scale, an experienced and competent local organizing committee is required. The members of this committee should have some previous experience in the planning of volleyball events and/or other sporting events.

The committee should be made up of people with expertise and knowledge in a variety of different fields. The members can come from various organizations, including the Provincial/Territorial Association (PTA), local tourism board, local sport tourism agency, local volleyball clubs, local college or university volleyball programs, etc.

The following positions are ones that each local organizing committee is required to fill.

Event ChairThis person is the main point of contact between the local organizing committee and Volleyball Canada, and is responsible for submitting the bid and managing the rest of the committee members.



Court & Equipment Floor ManagerThis person is responsible for all technical aspects of the event, including the acquisition of facilities, competition equipment, and the set-up and tear-down of courts.

Volleyball Information System (VIS) ManagerThis person is responsible to help recruit, train and oversee the VIS volunteers. (NOTE: VIS is a required volleyball statistics system mandated for use at all international volleyball events.)

VIP ManagerThis person looks after the special guests and their needs. They are also responsible to oversee the welcome table at the venue.

Marketing and Promotion ManagerThis person is responsible for driving the communications and marketing strategies at the local level so as to create market awareness. They are the local contact for all promotional initiatives in the markets prior to the event. The Marketing and Promotion Manager will be responsible to and work with the Volleyball Canada Marketing Director.

Local Media ManagerThis person is in charge of generating media awareness for the event and for maximizing media coverage in the local market. They must also write press releases and ensure their distribution and uptake by local media. They are also the main PR contact in the region. This person is also responsible for the organisation of the press conferences. The Local Media Manager will be responsible to and work with the Volleyball Canada Media Director.

Volunteer DirectorThis person is responsible for the recruitment, training, and scheduling of all local staff members and volunteers, as well as finding a set-up and tear-down crew.

Referee ManagerThis person is responsible for assuring that the recruitment, scheduling, and transportation of the referees is taken care of.

13 LOCAL STAFF AND VOLUNTEERS

The local organizing committee will be responsible for the recruitment, training and scheduling of all local event staff and volunteers. These staff members and volunteers will work in a variety of capacities to ensure that the event is planned and executed to the standards of Volleyball Canada.

The following areas/roles are ones that we feel should be considered when creating a staffing plan:

• Field Of Play16 volunteers per sessionThe volunteers assigned to this task will be located in the general field of play. They will have the responsibility of assuring the games run smoothly. The 3-ball system, the moppers, the quick wipes, the ball shaggers, scoreboard operator and flag bearers are all included in this task.



• Set-Up/ Take Down10-12 volunteers per sessionThe volunteers assigned to this function will help set-up the court at the start of the event and take down the court at the end of the event.

• VIS8 volunteers per matchThe volunteers assigned to VIS will be responsible for keeping the match statistics with the international statistics program and will be supervised by the VIS managers. Prior knowledge of volleyball or strong keyboarding skills are an asset.

• Promotions12-14 volunteers per sessionThe volunteers assigned to this task will have the responsibility of selling competition programs and will lead the in-match entertainment, including games during time-outs, interviews with members of the crowd, handing out promotional material, etc.

• Team Services / HostIdeally at least 1 volunteer per teamThe volunteer will be assigned to the visiting team and must be fluent the team’s official language. They will accompany the team as much as possible during their stay, and be a liaison between the teams and the Organizing Committee.

• Transportation3-4 volunteers per dayThe volunteers assigned to this task will drive the minivans for the Control Committee, referees, and FIVB representatives. They must possess a valid driver’s license (verifiable at any time).

• Volunteer Services2-3 volunteers per sessionThe volunteers assigned to this task will be the volunteers’ volunteers. They will be responsible for the volunteers’ room along with checking in, distribution of t-shirt and accreditations.

• Other / Runner1-2 volunteers per sessionThe volunteers assigned to this task will be the jack-of-all-trades. They will be assigned tasks based on emergencies and other volunteers’ unexpected absences. As a national sport organization, Volleyball Canada is committed to offering services in both official languages. We recommend that a fluently bilingual staff member or volunteer be on-site at all times to help assure that this commitment can be met. This is especially important for the Eastern and Atlantic events; however there is always a chance that French-speaking teams or athletes are in attendance at events based in the western part of the country.

14 HOST CITY PROFILE



The Bid Package must include the following information about the host city:

Demographic Data Transportation Hubs (airports, highways, etc.) Closest International Airport Public Transportation Networks (trains, buses, etc.) Media Access (local, regional, national, etc.) Active Volunteer Community Tourist Attractions Any other additional information pertinent to the bid (not to exceed 10 pages)

15 ACCOMMODATIONS

The bid packages can detail a few options that satisfy the World League requirements as follow:

Rooms:

For the FIVB World League, the accommodations must be 3+ or 4 stars hotels. Around 65 rooms are needed - 30 singles and 35 doubles, broken up accordingly:

• Teams - 4 singles & 8 doubles per team x 2 teams• FIVB Delegates & Referees – 4 single rooms• VC Staff, Delegates & Organizing Committee – 10 doubles and 2 singles

Meeting Rooms:

• Preliminary Inquiry Room for the day before the competition, for a total of 10 persons, with 2-3 tables, 12 chairs, and power and internet capability.

• Technical Meeting Room for the evening before the competition, which would include seating for 30-40 persons with 8-10 tables, set up in classroom style.

• Team Video Rooms - two meeting/video rooms at the disposal of the teams, for their use for team preparation meetings. The room should be able to accommodate about min. 20 people.

• World League Operational Office also needs to be available at the hotel with computer, printer, photocopier and internet.

It is possible for the room for the Preliminary Inquiries could then be used for the Technical Meeting, and further used as video room for the duration of the event.

Volleyball Canada has a partnership with IHG and will prioritize the partner hotels when evaluating the options.

16 FOOD SERVICES



Food in sufficient quantity and of adequate quality for athletes must be guaranteed, according to the recommendations of the FIVB Medical Commission. Athletes will be guaranteed three healthy meals a day, plus a supplementary snack prior to the matches on competition days. Bidder should be aware that meal/snack times could be required at non-typical times and thus accommodations should be made for that possibility.

Sample menus from past events will be distributed to the potential hotels to ensure that they can offer similar items.

All meals for teams, FIVB Delegates and Referees as well as VC Staff and Organizing Committee members will be provided at the hotel, ideally with specific seating arrangements.

17 VENUE REQUIREMENTS – DATES

The FIVB has provided the following provisional Intercontinental Round Calendar. Canada will host three weekends among the ones listed below. The exact schedule will be determined in December 2014.

Team Canada will play on home soil for three weekends and away for three weekends. A weekend of competition includes two games. Bids are only being accepted for Rounds 1 through 6. In their proposals Bidders must describe any weekend they would NOT be able to host an event and may also describe any weekends which might provide a preferred circumstance for hosting in their community.

18 VENUE REQUIREMENTS – COMPETITION VENUE

For World League level of international volleyball competitions, the following venue technical aspects must be in place:

Minimum 4,000 capacity air-conditioned venue Ceiling height clearance of 12.5m Competition Flooring is Taraflex (Gerflor) on Sub-floor or Ice Deck Scoreboard with current set scores, previous set scores, time clock, set #, time outs and substitutions Sound System for music and announcer Internet/Wifi access throughout the venue Television capability (see section 22) Forklift Access, min. 5,000 lb Team Video Area with power above end of court Light intensity minimum 1500 lux (approx. 140 candle power)


Weekends Pools C, D & EJune 5-7 Round 1

June 12-14 Round 2June 12-21 Round 3June 26-28 Round 4

July 3-5 Round 5July 10-12 Round 6July 17-19 Final FourJuly 22-26 Final Six


VIP Seating area

19 VENUE REQUIREMENTS – ROOMS AND EQUIPMENT

In addition to meeting the venue requirement for the competition side of things, the required rooms and spaces include the following spaces:

2 change-rooms for Teams, with showers (with toilets & showers) 1 change-room for International Referees (with toilet & showers) 1-2 change-room(s) for National Referees (with toilet & shower) Press Conference & Press Working Room with internet connection and international phone lines Organizing Committee Operational Room with internet connection FIVB Supervisor Operational Room with internet connection and international phone line FIVB Lounge area Volunteer room Television Broadcasting Operation Room Medical Examination Room Anti-doping room VIP Reception Area

Equipment:

Forklift and operator Courtside sound system (music and PA operations) WiFi throughout the building Laundry machine Ice machine Refrigerator Minimum of 60 tables and 120 chairs Stanchions (for crowd control)

Others:

Security services Parking for staff and volunteers

20 VENUE REQUIREMENTS – SERVICES AND AMENITIES

Medical Services



Please indicate if the venue(s) have a permanent medical or first-aid room available on-site, or if a temporary medical area would need to be created. If it is a temporary medical area, please provide details and a location.

o Please indicate if this permanent room would be stocked with medical supplies, or if the host would be responsible for bringing in their own.

o Please indicate if ice would be readily available and what the process to get it would be.

Parking and Transportation Please indicate the number of parking spaces available at the venue(s). If there is a cost associated with these

parking spaces, please provide details. Include a venue map that outlines the location of each of the parking lots, along with the location of any

public transit stations or stops. Please outline the transportation plan for staff and officials (airport pick-up and drop-off, shuttle buses or vans

to transport referees to the venue(s), rental cars for staff, public transportation passes for referees, etc).

Technology Please indicate the type of internet services available at the venue(s), whether they are wireless or hard line.

o Indicate if the venue has a public wireless network, and outline any costs associated with accessing it. o Indicate if the venue has the ability to create a secure wireless network for staff and vendors.

Please indicate if the venue has a public address system in place that can be used for on-site announcements. Please indicate if there are any display screens or televisions on-site that could be used for announcements or

promotional opportunities.

21 MEDIA AND COMMUNICATIONS

Media InterestThe host is responsible for generating media interest for their event, including print, radio, television, and social media. Ideally, the local media would provide coverage for the duration of the event, from pre-event coverage during the host announcement, to on-site photos and stories during the event, to post-event coverage of the results and the impact on the local community and economy.

Volleyball Canada will pass along any event specific stories or local media interest to the host.

The event is to be promoted at all times as a Volleyball Canada property and referred to by its official and proper name, which is to be confirmed during the host announcement.

22 TELEVISION SUPPORT

All World League matches are required to be broadcast to both a national and international audience in accordance with FIVB standards. Volleyball Canada is responsible for engaging a Host Broadcaster to produce the television coverage. The Venue Host must ensure the venue can accommodate the requirements for the Host Broadcaster, including the accommodation of equipment and resources for production of the broadcast. This includes the ability for the venue to accommodate the camera and sound plan, TV announcer positions, broadcast crew, cabling and power, production truck/room and lighting. Bidders should describe their ability to meet accommodate the TV production requirements and any constraints that they may have in this regard.



If the Bidder can offer additional value in supporting the requirements of television coverage they should be outlined in their Proposal. Bidders should also advise if they have in-house capabilities to produce the television coverage.

BENEFITS OF HOSTING

23 LOCAL VISIBILITY

Visibility Description Visual

Courtside Banners Visibility on site and on television. Matches will be

broadcasted on a national TV station as well as in

other participating countries.

Commercials on TV Opportunity to obtain advertisement spots during

and prior to the broadcast of the matches.



Press Conference This host city could be involved in the launch of the

event which will be done with an official press

conference. Local personalities and key people will

be invited to address the media. Possibility to discuss

where this press conference will be held.

Ad in Event Program Full page ad in the events program.

Recognition over the PA

System

Public announcement during time outs and between

sets.

Press Room Logo on press room and mixed zone backdrops.

Visibility on Site Visibility on site. Possibility to hang banners outside.

Logo on directional signage.

Promotional Material Visibility on promotional material such as posters,

flyers, print ads, website, etc.

VIP Tickets VIP Tickets to be used by the host city

Others Volleyball Canada is flexible in what can be offered to

suit your needs.



APPENDICES

PROVINCIAL AND TERRITORIAL ASSOCIATIONS (PTAS)

As previously stated, each Bid Package must have the approval and/or support of the Provincial or Territorial Association (PTA) in order to be accepted. If the PTA is submitting the bid, the must have approval from their Board of Directors. If a third-party organization is submitting the bid (e.g.: a local volleyball club, a tourism agency, an event promoter, etc), they will require the support from their PTA.

Contact InformationVolleyball Alberta11759 Groat Road. Edmonton, Alberta, T5M 3K6Tel: (780) 415-1703 / Fax: (780) 415-1700 / E-mail: [email protected] BC Harry Jerome Sports Centre, 7564 Barnet Highway, Burnaby, BC, V5A 1E7Tel: (604) 291-2007 / Fax: (604) 291-2602 / E-mail: [email protected] Manitoba 412-145 Pacific Avenue, Winnipeg, Manitoba, R3B 2Z6Tel: (204) 925-5783 / Fax: (204) 925-5786 / E-mail: [email protected] New Brunswick 900 Hanwell Rd, unit 13, Fredericton, New Brunswick, E3B 6A3Tel: (506) 451-1346 / Fax: (506) 451-1325 / E-mail: [email protected] and Labrador Volleyball P.O. Box 21248, St. John's, NF, A1A 5B2Tel: (709) 576-0817 / Fax: (709) 576-7493 / E-mail: [email protected] Volleyball AssociationSport North Federation, Box 11089, 4908 49 Street, Yellowknife, NT, X1A 3X7Tel: (867) 669-8396 / Fax: (867) 669-8327 / Email: [email protected] Nova Scotia5516 Spring Garden Rd., Halifax, Nova Scotia, B3J 3G6Tel: (902) 425-5450 / Fax: (902) 425-5606 / E-mail: [email protected] Nunavut NCC Bldg. Box 440, Baker Lake, Nunavut, Nu X0C 0A0Tel: (867) 793-3301 / Fax: (867) 793-3321 / E-mail: [email protected] Volleyball Association 304-3 Concorde Gate, North York, Ontario, M3C 3N7Tel: (416) 426-7316 / Fax: (416) 426-7109 / E-mail: [email protected] PEIBox 302, Charlottetown, PEI, C1A 7K7 Tel: (902) 569-0583 / Fax: (902) 368-4548 / E-mail: [email protected] Québec 4545 Pierre de Coubertin Ave, P O Box 1000, Succ. M, Montreal, Quebec, H1V 3R2Tel: (514) 252-3065 / Fax: (514) 252-3176 / E-mail: [email protected] Volleyball Association 1750 McAra Street, Regina, Saskatchewan, S4N 6L4Tel: (306) 780-9250 / Fax: (306) 780-9288 / E-mail: [email protected] Yukon4061-4th Avenue, Whitehorse, Yukon, Y1A 1H1Tel: (867) 633-4599 / Fax: (867) 667-4237 / Email: [email protected]



http://www.volleyballyukon.com/


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http://www.vnb.nb.ca/


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