Presented by Rébecca Khouryrev. 30/04/2012

BID PACKAGE

KARATECANADA EVENTS2014-2017

Karate Canada 4545 Pierre-de-Coubertin

CP 1000 Succ MMontreal QC H1V 3R2

www.karatecanada.org

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Karate Canada is pleased to present you with this bid package for our National and International events from 2014-2017.

The purpose of this bid package is to:• Encourage Cities across Canada to submit bids for hosting these events.• Provide interested Cities with information on these events and their economic impact.• Outline Karate Canada’s decision-making process.• Provide insight on what factors will be considered within the decision making process.

Cities are invited and encouraged to put forward one inclusive bid for multiple events over this four-year period.

Ideally altogether or two (2) groupings could be done: the Tournaments & the Trainings.

Our goal in producing this bid package is:• TobeginrelationshipswithTourismgroups,HotelAssociationsandCityofficialsthat

have not been included in this process in the past.• To draw attention to the vast numbers of hotel rooms being bought by our association on

a quadrennial basis.• To increase the quality of our event services and viability through increased involvement

by Tourism groups, Hotel Associations and Municipalities.

Who will organize these events and what are you asking us to submit?We are not asking your City to put together an organizing committee or get involved directly in the hosting of these events. Rather, once we have made the decision of which City will host each event, we willworkdirectlywithourNationalEventsCommitteeandProvincialsectiontostrikeanevent-specificorganizing committee.

How will Karate Canada make their decision?When setting our event calendar for 2014-2017, Karate Canada will consider a variety of

“non-karate” factors that will impact our decision. They may include but are not limited to:1. Financialassistancebeingofferedforeachevent(orideallythegroupofevents)from

the City, the Tourism Bureau, Hotel Associations & the Provincial government.2. Reductions in our budgeted hard costs, especially facility rental charges.3. Transportation services (such as buses being provided from hotels to venue, when

applicable, and/or airport to hotels).4. Travelallowancesforpre-eventsiteinspectionsfromKarateCanadastaff.5. Services for outsourcing local suppliers, developing media relations and building

strong communications campaigns.

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

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Preferred Hotel Partnership with Starwood PropertiesAlthough Karate Canada does not have a formal existing National partnership with Starwood Hotels, we do hold a Platinum Organizer membership and we would favor continuing our work with their properties across the country.

In Cities where there is no Starwood property, the title of Host hotel will be available for that event only.

We ask that Cities provide additional hotel information in their bid including:• Hotel name and distance from the proposed venue (ideally walking distance if not in the Hotel).• Number of rooms available for the proposed event.• Proposed rate for each hotel (up to 4 per room) including at least a10% commission for Karate Canada;

as well as any other inclusions (i.e. free parking, breakfast, shuttle bus etc.)

Bid RequirementsYour bid should include the following information:

• A list of the events your City is bidding to host in which year(s).• AbreakdownofwhatassistanceyourCityisofferingKarateCanada.• Any other items your bid may include (i.e. tickets to attractions, welcome receptions etc.)• A list of hotel properties, preferable Starwood, along with requested hotel info listed above.• Detailed contact information for your key contact in the bid process.

Bid SubmissionsAll bid information should be submitted to Olivier Pineau at olivier@karatecanada.org.

Bid TimelinesCities interested in submitting a bid are asked to send a brief email outlining their intention to submit a bid no later than May 31, 2012. This email should be sent to olivier@karatecanada.org.

ThefinalBidproposalsmustbesubmittednolaterthanJune 30, 2012.

Decision ProcessApanelofKarateCanadastaffwillbecompilingtheevent schedule for 2014-2017 based on the factors outlined in this package. This panel will include but not be limited to our Executive Director, President, Event Committee Chair and Tournament Director.

Once bids are received on or before June 30, 2012 the panel will meet, make any follow-up phone calls required, make a short list, introduce our PSOs into ourprocessandmakefinaldecisionsnolaterthanSeptember 14, 2012.

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Karate Canada Detailed Event Table 2014-2017Adetailedlistofthedatesandspecificsforeachoftheseeventsfollows.Thisisabriefdescription of each event.

OUR TOURNAMENTS

4 KC National Championships - JanuaryThis is our national event for our team selection purposes. All our provincial branches have a team selection and then participate in the Canadian selection. It is done on three days of competition over 5 days of travel and ends with an awards banquet.

• Yearly, the 3rd week of January• Event is 3 days: Friday, Saturday, Sunday• Between 900-1100 room nights (from Monday to Monday)• Over450athletes,coaches,officials,delegates• Between 500-1500 spectators

2 International Events (North American Cup) – MarchThis is an international event for the North American region, which encompasses Canada, Mexico and the USA and usually is done over one day of competition and 4 days of travel.

• In 2014 and 2017: 3rd week of March• Rotates to Canada every 3 years• Event is 1 day: Saturday (might become a 2 days event)• Between 225-340 room nights (from Thursday to Sunday)• Over230athletes,coaches,officials,delegates• Between 500-800 spectators

OUR TRAININGS

4 KC First National Training Camps (FNTC) – FebruaryThese events need to occur either in Quebec or Ontario, as this is where the majority of our national team athletes reside.

• Yearly, the 3rd week of February• Event is 3 days: Friday, Saturday, Sunday• Between 60-85 room nights (from Thursday to Sunday)• Over50athletes,coaches,officials,delegates

4 KC Junior First National Training Camps (JrFNTC) – JulyThese events need to occur either in Quebec or Ontario, as this is where the majority of our national team athletes reside.

• Yearly, the 1st week of July• Event is 3 days: Friday, Saturday, Sunday• Between 95-120 room nights (from Thursday to Sunday)• Over80athletes,coaches,officials,delegates

4 KC AGM/Summit – October to December (varies with the international calendar)This event combines administrative matters and technical and/or high performance seminars. It usually is scheduled from the Thursday evening for our executive board and goes until Sunday afternoon, open to all our participants for the technical seminars.

• Yearly, in the Fall or beginning of Winter • Event is 3 days: Friday, Saturday, Sunday• Between 60-85 room nights (from Thursday to Sunday)• Over150athletes,coaches,officials,delegates

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Notes when reviewing the detailed event tables:1. Participation and visitor numbers are estimates only based upon historical data. Karate

Canada makes no guarantees to the host City regarding the number of participants. Numbers may be slightly higher or lower than estimates.

2. The numbers of nights are estimated based upon the typical number of participants per room and the typical number of days a team would arrive early or stay after an event.

3. Karate Canada tries hard to thoroughly plan its schedule well in advance to avoid date changes or conflicts. We do however reserve the right to change the date of any competition. Typically any changes in date would be made at least 12 months out. Only in extreme cases would date changes occur within 12 months of the scheduled date.

KC First National Training Camps (FNTC)HQ HOTEL • Training room for Friday, Saturday and Sunday, minimum 3400 / 4000 square feet• Smaller room for presentations (ideally beside training space) for the three days, approx 1000 square feet• Ideally breakfast should be included• Parking & WIFI complimentary

FNTC

JrFNTC

DAYS THUR FRI SAT TOTAL

DOUBLES 15 20 20 55SINGLES 2 2 2 6

TOTAL 17 22 22 61

DAYS THUR FRI SAT TOTAL

DOUBLES 30 40 40 110SINGLES 2 2 2 6

TOTAL 32 42 42 116

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KC National ChampionshipsVENUE – see 3D plan (p.10)• Minimum of 23 000 square feet for:

• 4tatamisof12*12meters• frontarea–3stagesforofficials,technical,KarateCanada,tournamentdirector• podiumarea• seatinginbleachersfor1500• technologyneeds:47’’monitorsateachring+2–72’’monitorsforscheduleand1giantLEDscreenin

backofmainstage• Warm up area of minimum of 2 areas of 12 meters * 12 meters• Space for vendors and sponsors booths (1200 square feet)• VIP area (15 people)• Officialsarea(50people)• Volunteers area (50 people)• Change rooms / showers both men & women• Parking & WIFI – complimentary

Note: The venue should have room for the event to grow by 2016 onwards.

What for? How big? (s.f.) From when? ‘til when? How do we set up?

OFFICE 900 Tuesday Sunday Ushape 9 tables

ACCREDITATION 1200 Tuesday Thursday Ushape 12 tables

WEIGHIN 900 Thursday Thursday Dancefloorsection(4’*4’), Separator & 2 tables, 4 chairs

VIP COCKTAIL 1000 Wednesday 8:30PM Wednesday 11PM 6 high round tables Wine & tapas

TRAINING 2000 Wednesday Saturday Mats 12 * 24 meters

PRESENTATION 1200 Wednesday 8AM Wednesday 10AM Ushape 20 tables Thursday 8AM Thursday 10AM

TECHNICAL SEMINARS 1800 Wednesday 6PM Wednesday 8:30PM Mats 12 * 24 meters

DAN GRADINGS 1800 Thursday 9AM Thursday 5PM 6*6 meters, 2 tables, 6 chairs

OFFICIAL SEMINARS 1800 Thursday 6PM Thursday 9PM Mats 12 * 24 meters

BANQUET 400-500 pers. Sunday 6PM Sunday 11:30PM Round tables Buffetordinner

HQ HOTEL

• Hotel rooms estimate of double rooms:

• Ideally breakfast should be included• Parking & WIFI complimentary• Transport provided to and from venue, if venue is further then 5 minutes walk.

DAYS MON TUE WED THUR FRI SAT SUN TOTAL

DOUBLES 5 25 190 190 190 190 170 960SINGLES 4 6 8 8 8 8 8 50

TOTAL 9 31 198 198 198 198 198 1010

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NAKF North American CupsVENUE – see 3D plan (p.11)• Minimum of 15 000 square feet:

• 3tatamisof12*12meters• frontarea–3stagesforofficials,technical,KarateCanada,tournamentdirector• podiumarea• seatinginbleachersfor800

• Warm up area of minimum of 2 areas of 12 meters * 12 meters• VIP area (15 people)• Officialsarea(20people)• Volunteers area (50 people)• Change rooms / showers both men & women• Parking & WIFI – complimentary

Note: The venue should have room for the event to grow by 2016 onwards.

What for? How big? (s.f.) From when? ‘til when? How do we set up?

OFFICE/ ACCREDITATION 1200 Thursday Sunday Ushape 8 tables

WEIGHIN 900 Friday Friday Dancefloorsection(4’*4’), Separator & 2 tables, 4 chairs

TRAINING 2000 Thursday Friday Mats 12 * 24 meters

HQ HOTEL

• Hotel rooms estimate of double rooms:

• Ideally breakfast should be included• Parking & WIFI – complimentary• Transport provided to and from venue, if venue is further then 5 minutes walk.

DAYS THUR FRI SAT TOTAL

DOUBLES 75 75 75 225SINGLES 5 5 5 15

TOTAL 80 80 80 240

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KC AGM/SummitHQ HOTEL

What for? How big? (s.f.) From when? ‘til when? How do we set up?

OFFICE 900 Friday Sunday Ushape 9 tables

AGM 1200 Friday 6PM Friday 8PM Head tables with 8 chairs, podium. Theater style for 50.

WORKSHOPS 2 Rooms of 900-1200 Saturday AM & PM Sunday AM Head table with 4 chairs, podium. Round tables for 40-50 WORKING LUNCHES 2 Rooms of 900-1200 Saturday Sunday Head table with 4 chairs, podium. Round tables for 40-50 TRAINING FOR ATHLETES 3000 Saturday Saturday 2 surfaces of mats 12 * 12 meters

TRAINING FOR REFEREES 3000 Saturday Saturday 2 surfaces of mats 12 * 12 meters

TRAINING FOR ALL 4000 Sunday Sunday 3 surfaces of mats 12 * 12 meters

• Hotel rooms estimate of double rooms:

• Ideally breakfast should be included• Parking & WIFI – complimentary

DAYS THUR FRI SAT TOTAL

DOUBLES 10 25 25 60SINGLES 5 5 5 15

TOTAL 15 30 30 75

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KC National Championships• Minimum of 23 000 square feet for:

• 4tatamisof12*12meters• frontarea–3stagesforofficials,technical,KarateCanada,tournamentdirector• podiumarea• seatinginbleachersfor1500• technologyneeds: 47’’monitorsateachring+2–72’’monitorsforschedule

and1giantLEDscreeninbackofmainstage• Warm up area of minimum of 2 areas of 12 meters * 12 meters• Space for vendors and sponsors booths (1200 square feet)• VIP area (15 people)• Officialsarea(50people)• Volunteers area (50 people)• Change rooms / showers both men & women• Parking & WIFI – complimentary

Note: The venue should have room for the event to grow by 2016 onwards.

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NAKF North American Cups• Minimum of 15 000 square feet:

• 3tatamisof12*12meters• frontarea–3stagesforofficials,technical,KarateCanada,tournamentdirector• podiumarea• seatinginbleachersfor800

• Warm up area of minimum of 2 areas of 12 meters * 12 meters• VIP area (15 people)• Officialsarea(20people)• Volunteers area (50 people)• Change rooms / showers both men & women• Parking & WIFI – complimentary

Note: The venue should have room for the event to grow by 2016 onwards.

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www.karatecanada.org

Karate Canada 4545 Pierre-de-Coubertin

CP 1000 Succ MMontreal QC H1V 3R2