Hosting Rights of Ittf-North American Events

BID DOCUMENT

Invitation to bid for:

HOSTING RIGHTS OF ITTF-NORTH AMERICAN EVENTS

ABOUT THE DOCUMENT

The hosting rights of the following events from 2014 - 2016 are now available and open for bidding:

-2014 ITTF - North America Cup

-2014 ITTF - North America Championships

-2015 ITTF - North America Cup

-2015 ITTF - North America Championships

-2016 ITTF - North America Cup

-2016 ITTF - North America Championships

-2016 North America Olympic Qualifications

These top continental events are sanctioned by the International Table Tennis Federation and North America Table Tennis Union, and will be a valuable addition to your sporting calendar for the year. For more information, please visit

We would like to invite all interested cities and organisations to bid for the hosting rights of each individual event. Please indicate which event(s) you are bidding for on page 3.

If you would like to bid for more than 1 event:

-To bid for a multi-year event (eg. 2014-2016 North America Cup), please submit 1 bid document.

-To bid for different events (eg. North America Cup and North America Championships), please submit 1 bid document per event.

To submit your bid, please complete this bid document form and attach any additional documents or information, such as hosting rights fees, which will help you in your bid.

Please try to give as much details as possible to improve your bid. It is fine if certain fields cannot be answered, but the more detailed the bid the better chance of a successful bid.

Deadline

31 October 2013 for events in 2014

31 October 2014 for events in 2015

31 October 2015 for events in 2016

Please note – Multiple year/Event bids will be considered

Please send all documents by email to:

Mr. Steve DAINTON

Mr. Dejan PAPIC

1. INTRODUCTION

Event Name
Please delete accordingly.
Please note that 1 bid document is for 1 event type only.
To bid for different events (eg. North America Cup and North America Championships), please submit1 bid document per event / ITTF – North America Cup
ITTF-North America Championships
North America Olympic Games Qualifier
Proposed Date
(DD MMM to DD MMM YYYY)
ITTF – North America Cup
- 2 Days
ITTF-North America Championships
- 3 Days
North America Olympic Games Qualifier
- 3 Days (to be organized before April 15th, 2016)
Place
City, Country
Hosting Rights Fees / US$
Organization
Is your organization affiliated with official table tennis body?
If yes, please state Affiliated National/Provincial Association
(Table Tennis)
Contact Person
Position
Telephone
Email

2. VENUE GENERAL INFO

Venue Name
Address
Nearest City
Nearest Airport
Contact Person
Position
Telephone
Email
Proposed Date For Venue Inspection
DD MMM YYYY
Spectators Capacity
Minimum 1,000 / Permanent Seating
Temporary Seating for additional capacity
Type Of Seats
Wheelchair Access
Parking Capacity
Internet Capacity
Is there air-conditioning?
If yes, will it affect play in the playing area and training area?

3. EVENT GENERAL INFO

Participation Capacity
(Hospitality etc.)
ITTF – North America Cup
- Approximately 60 participants and officials
ITTF-North America Championships
- Approximately 190 participants and officials
North America Olympic Games Qualifier
- Approximately 55 participants and officials

4. HOSTING GOALSEVENT IMPACT

1. HOSTING GOALS
What are your goals and motivations for hosting the event?
What do you want to achieve by hosting this event?
How do you think this event can help you achieve your ultimate goal?
2. EVENT IMPACT & LEGACY
What are the impacts of the event on local & regional Table Tennis development – players, event organizational skills etc?
What are your main legacy plans for this event?
What other events or activities do you intend to organize to continue the momentum?

5. EVENT VENUE REQUIREMENTS

1. PLAYING AREA
Area
Minimum:
ITTF – North America Cup
- 2 Showcourts
ITTF-North America Championships
- 1 Showcourt & 7 Regular Competition Courts
North America Olympic Games Qualifier
- 1 Showcourt & 2 Regular Competition Courts / Area (square metres) / m x m
Number of Showcourts
(20m x 10m each)
Number of Regular Competition Courts
(14m x 7m each)
Lighting
Minimum 1,000 Lux
Flooring
Wooden Subfloor preferred
Audiovisual / Current Set-up
Please detail number of screens, audio system etc.
Plans to temporarily upgrade AV capacity for event(if applicable)
Are there any windows or doors that can disturb players?
Yes/No. If yes, please detail plans to cover the windows or doors.
Wireless Internet
Yes/No. If yes, please indicate connection speed
2. TRAINING AREA
Training Area must be separated from Competition Area (separate hall/partitioned)
Area size
Minimum:
ITTF – North America Cup
- 4 Training tables- Approximately 400sqm
ITTF-North America Championships
- 6 Training tables- Approximately 600sqm
North America Olympic Games Qualifier
- 4 Training tables- Approximately 400sqm / m x m
Lighting
Minimum 1,000 Lux
Flooring
Wooden Subfloor preferred
Wireless Internet
Yes/No. If yes, please indicate connection speed
Is training area separated or partitioned?
Please indicate with “x”. / Separate Hall
Partitioned
3. CONTROL DESK
Location
Control desk is for officials who need full visibility and access to the playing area.
For example: in the main gym, above main gym but with visibility and easy access to courts etc.
Area size / m x m
Internet / Wired Internet / Upload Speed
Download Speed
Wireless Internet / Upload Speed
Download Speed
4. COMMENTARY BOX/DESK
Location
Please see attached TV Guide for more information on Commentator’s position requirements
Area size / m x m
Wireless Internet
Yes/No. If yes, please indicate connection speed
5. PLAYERS’ AREA
Player’s Lounge / Area Size / m x m
Refreshments Provided
Changing Rooms / Number For Men
Number For Women
Wireless Internet
Yes/No. If yes, please indicate connection speed
6. TECHNICAL OFFICIALS AREA
Referee and Umpire’s Lounge / Area Size / m x m
Refreshments Provided
Racket Control Room / m x m
Ball Selection Area / m x m
Wireless Internet
Yes/No. If yes, please indicate connection speed
7. MEDIA AREA
Draw & Press Conference Room / Area Size / m x m
Capacity
Number of people it can fit
Audio Visual Provided
At least 1 projector and screen required.
Mixed Zone / Area Size / m x m
Backdrop Size
Minimum 2m height, minimum width 4m. / m HT x m
Easy Access for Media?
Easy Access for Players Leaving Playing Hall after Match?
Wireless Internet
Yes/No. If yes, please indicate connection speed
Media Lounge / Area Size / m x m
Refreshments Provided
8. VIP AREA
VIP Box/Section
VIP Section for watching of matches / Capacity
Location
VIP Lounge / Area Size / m x m
Refreshments Provided
Lounge Linked to VIP Box Seats?
Please indicate with “x”. / Direct link
Easy Access
No easy/direct access
Wireless Internet
Yes/No. If yes, please indicate connection speed
9. OTHERS
What other relevant facilities are there?
Restaurant, Exhibition Space etc. Please indicate size and capacity.
Prize Presentation
Medals and Trophies are required to be made for all events. / Backdrop Size
Minimum 2.5m higher than Podium height, minimum width to cover the width of Podium. / m HT x m
Podium Size?
Minimum space for individuals/teams as required by event. / m HT
m Width
m Depth
Cordoned Area for Media?
Waiting Area for Athletes and Prize Presenters?

6. VENUE & MATCH PRESENTATION

Dressing up the venue is important for the event to look professionally run to spectators as well as TV audiences. In this section, please outline your plans to dress up the venue.

1. FIELD OF PLAY
Lighting
(Eg. Spotlight on TV Table only, while other areas are kept dark etc.)
Music
(Eg. Professional DJ, Volunteer to control music etc.)
Entertainment between Matches
(Eg. Cheerleading, dances, songs, contests, engagement with spectators etc)
Dress Up
(Banners, backdrops, etc)
Screens
(Eg. Scoring, “Live” broadcast etc.)
Others
2. OUTSIDE FIELD OF PLAY
Results Board
(Digital/Non-digital)
To keep spectators updated on the event status.
Dress Up
(Banners, backdrops, signs, posters etc)
Others

7. TRANSPORT AND HOSPITALITY

1. TRANSPORT
Shuttle service between hotel and airport
Briefly estimate the number of buses, bus frequency and bus capacity.
Will there be a welcome person at the airport?
Shuttle service between hotel and venue
Briefly estimate the number of buses, bus frequency and bus capacity.
2. HOSPITALITY
Hotel Name
Stars
Address
Contact Person
Position
Telephone
Email
Distance to venue / Distance In Km
Time In Hrs & Mins
Distance to airport (km) / Distance In Km
Time In Hrs & Mins
Capacity / Single Rooms
Double Rooms
Triple (or more) Rooms
Meeting Rooms available?
Package Price/Room
What is the price of a standard room and what does it include? Eg. breakfast, lunch, dinner.
Welcome desk in lobby?
Yes/No. If yes, how many days and the opening hours per day.
Possibilities to put information board in hotel lobby?

8. TV PRODUCTION & BROADCAST

Will TV production be done by a TV Production company or a Host Broadcaster?
Please provide details such as company name, experience, etc.
Number of Cameras
Number of Matches Planned for TV Production
Minimum production of Semi Finals and Finals
Local/Regional TV Broadcast Secured?
Please provide details such as broadcast hours, name etc.
TV Production can be costly if not bartered for TV rights. Please contact the ITTF if more information is required

9. MEDIA & PROMOTIONS

Please outline your promotional and media plans (prior to event and during event)
Will there be a dedicated Press Officer?
How many photographers will be available?
Please note that photos have to be named and uploaded by FTP after every match, or when there is a break between matches.
Local/Regional TV Broadcast Secured?
Please provide details such as broadcast hours, name etc.

10. SUPPORTING PARTNERS

If you already have supporting partners to help your bid, please indicate them below.

Company Name& Details / Support Role
(Eg. Grants given, Transport sponsored, Subsidized Flights etc.)

11. BUDGETS

Please use US$ where possible, but if you require or prefer to budget and account in another currency, please state clearly the currency proposed.

Currency: ______

INCOME
Area / Budget / Your Comment
Ticket Sales
Indicate how you arrive at this figure
Sponsors
Indicate how you arrive at this figure
Local, state or national government support
Indicate how you arrive at this figure
Programme sales and advertising
Indicate how you arrive at this figure
Other (specify)
Please explain
TOTAL
EXPENDITURE
Area / Budget / Your Comments
Stadium – rental, staffing, utilities (electricity etc), venue staff/security
Include hire of stadium for at least 2 days before the first day of play and all associated cost
Transport
Costs must cover transport of all players, officials, medias and VIPs to/from airport,hotels, halls, practice facilities, official receptions and ceremonies.
Referee, umpires
Include cost of accommodation, national travel and any daily allowance
Other Personnel
Staff, Volunteers etc
Promotion & Marketing
Indicate forms of promotion & marketing envisaged
Hospitality & Catering
Administration
Include all costs involved in preparing for event; consider meeting costs, communications, stationery etc.
TV Production
Other (Please specify)
TOTAL

12. OTHER DOCUMENTS

Please remember to attach your other supporting documents.

Thank you for completing this document. Please submit your bid, including this bid document form and attach any additional documents or information that will help you in your bid) by email to:

Mr. Steve Dainton

Mr. Dejan PAPIC

Deadline

1 October 2013 for events in 2014

1 May 2014 for events in 2015

1 May 2015 for events in 2016

International Table Tennis Federation

Marketing and Asia Pacific Headquarters

352 Tanglin Road #02-04/05, Singapore 247671

Tel: +65 6473 8022Fax: +65 6473 8033

Website: ITTF.com

Facebook: Facebook.com/ITTFWorld

Twitter: @ITTFWorld

YouTube: YouTube.com/ITTFChannel

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