HOSTING MANUAL 2013-14 Edition
CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL 2013-14 Edition CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Contents PART ONE BACKGROUND MATERIAL--------------------------- 4 Introduction---------------------------------------------------------------------------- 5 Background---------------------------------------------------------------------------- 5 Canadian Collegiate Athletic Association------------------------------------- 6 Member Conferences---------------------------------------------------------------- 7 The Championships----------------------------------------------------------------- 9 The Teams------------------------------------------------------------------------------ 10 PART TWO THE BID----------------------------------------------------- 13 Bid Procedures----------------------------------------------------------------------- 14 Bid Criteria & Hosting Commitments----------------------------------------- 17 Bid Package--------------------------------------------------------------------------- 21 Bid Timelines------------------------------------------------------------------------- 23 PART THREE HOSTING THE SUCCESSFUL CHAMPIONSHIP 24 Host Committee---------------------------------------------------------------------- 25 Critical Path---------------------------------------------------------------------------- 26 Tournament Operations----------------------------------------------------------- 28 Finances & Insurance-------------------------------------------------------------- 51 Facilities -------------------------------------------------------------------------------- 54 Travel------------------------------------------------------------------------------------- 57 Accommodations -------------------------------------------------------------------- 59 Banquet & Ceremonies ------------------------------------------------------------ 62 2 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Marketing & Sponsorship--------------------------------------------------------- 69 Promotion & Media Coverage--------------------------------------------------- 72 PART FOUR POST CHAMPIONSHIP--------------------------------Post Championship----------------------------------------------------------------- APPENDICES---------------------------------------------- 3 86 87 89 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL PART ONE BACKGROUND MATERIAL INTRODUCTION-------------------------------------------------------- 5 BACKGROUND--------------------------------------------------------- 5 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION----- 6 MEMBER CONFERENCES----------------------------------------- 7 THE CHAMPIONSHIPS----------------------------------------------- 9 THE TEAMS------------------------------------------------------------- 10 4 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL BACKGROUND MATERIAL Introduction Bidding, obtaining, organizing and staging a Canadian Collegiate Athletic Association national championship can be a very rewarding experience for any institution. National championships are the CCAA's premier events, giving conferences a chance to showcase their top student-athletes. Hosting a national championship can provide the host community and institution with a lifetime of memories as well as other significant rewards, such as: a) promoting a greater awareness of your community and the unique talents and resources of local volunteers and sponsors; b) providing student-athletes from the host institution with a chance to match their abilities against the best in Canada, and, by doing so improve the long-term growth of the sport in the institution; and c) providing an opportunity to bring significant public exposure and financial rewards to your department, institution and community. The information found on the following pages has been developed to provide as much assistance as possible to institutions wishing to host a national championship. The information you will review is a reflection of CCAA's commitment to continue to provide guidance and leadership to all host committees interested in staging a national championship event. The information is intended to provide host committees with an outline of their roles and responsibilities. This document will be updated annually. Background To help continue the tradition of great events, the CCAA has developed this hosting manual. This document will answer common hosting questions and provide details on the various aspects of the Canadian Collegiate Athletic Association national championships. The purpose of this hosting guide is to make hosting information more accessible by putting all hosting practises together in one place. Contained within text boxes throughout the manual are exceptional practices from past hosts. These are not hosting minimum standards but ideas for you to consider if you have the wherewithal to do so. Information has been provided so that you can find what you need quickly and easily. Throughout the hosting guide, references to the Canadian Collegiate Athletic Association's Operating Code have been included to introduce you to some of the more formal procedures and guidelines involved in CCAA national championships. See CCAA web site www.ccaa.ca for annual Operating Code. Telephone and email addresses for all CCAA staff members are also online. 5 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Canadian Collegiate Athletic Association The CCAA is the national governing body for college varsity sport in Canada. The CCAA is the largest intercollegiate sport organization in Canada with 100 member institutions. OUR MISSION The Canadian Collegiate Athletic Association enriches the academic experiences of student-athletes by providing leadership, programs and services that foster development through high level competitive opportunities in intercollegiate sport. OUR VALUES We believe that intercollegiate sport enhances the total student educational experience. We foster the pursuit of academic success and athletic excellence We believe in collaboration and being a contributing partner in the development of sport in Canada We are committed to the principles of integrity, fair play, equity and diversity. GUIDING PRINCIPLES We are student-athlete-centered We promote respectful relationships We act with integrity and strong leadership We enhance our brand We are fiscally responsible Responsibility of CCAA in the Conduct of a National Championship The CCAA shall support national championships in the following way: Approve championship bids Determine the playing regulations and policies that guide the national champioship Provide hosting guidelines and minimum standards to host Assistance with circulation of information regarding the event; Assistance with promotion and public relations; Assistance with national media coverage; Assistance with securing national corporate sponsorship; Assistance with air travel arrangements; Assistance with the tournament's technical components; Assistance with distribution of results to media and CCAA member institutions; Providing on-site CCAA personnel to assist; Conduct an evaluation process of each championship to provide legacy to future hosts. 6 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Member Conferences The Canadian Collegiate Athletic Association was created by and is the embodiment of five (5) Member Conferences: The Atlantic Collegiate Athletic Association representing institutions in Nova Scotia, New Brunswick and Prince Edward Island; The Réseau du sport étudiant du Québec representing institutions in Quebec; The Ontario Collegiate Athletic Association representing institutions in Ontario; The Alberta Colleges Athletic Conference representing institutions in Alberta and Saskatchewan; PACWEST representing institutions in British Columbia. These associations are key partners in CCAA national championships. All institutional membership is held through recognized Member Conferences. Member Conferences send their teams to the national championships and approve all national championship hosting bids before they are sent to the CCAA. Responsibility of MCs in the Conduct of a National Championship Member Conferences shall provide a commitment regarding participation at national championships at the Annual General Meeting or December Semi-Annual Meeting prior to the events. Note: Invitational championships do not require conference commitment to date. Withdrawal of the commitment to participate will result in disbarment of that conference in the particular sport of not more than two (2) consecutive years after the tournament from which it withdraws and shall be subject to a maximum fine of $5000. If a conference withdraws from participation in a CCAA national championship in a particular sport, that conference must make an application to re-enter competition in that sport at the board of directors meeting 1.5 years prior to and be approved at the Annual General Meeting preceding the desired competition. Regional Championship Dates a) MCs select dates for regional championships, which allows a minimum of 9 days between regional championships and CCAA Level 1 national championships. MCs who do not allow this minimum of 9 days will be fined $500. All regional representatives who shall be competing in the national championships shall be declared by the member conference to the host and the CCAA Executive Director at least 9 days prior to the first day of competition. b) MCs select dates for regional conference championships, which allow a minimum of 8 days between regional conference championships and CCAA open national championships. MCs who do not allow this minimum of 8 days will be fined $500. The date that teams must send their registration to participate in an open championship is 8 days prior to the event. Recognizing Sanctions Conference convenors/MCs must report any infractions, suspensions, card, or other extenuating circumstances from their regional championships to the CCAA office and to the CCAA sport specific convenor immediately following their regional finals. Any suspensions placed upon a member team, individual player, or coach, by a member conference or provincial and/or national sport governing body 7 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL shall be recognized by the CCAA. Similarly, any sanction placed upon a member team, individual player or coach by the CCAA shall be recognized by member conferences and is expected to be respected by provincial and national sport governing bodies. Right of Refusal for Hosting a National Championship If the MC is offering that sport within their conference and decline their hosting agreement responsibility not less than 2 years prior to the event, then the championship shall be open for bids at the following CCAA semi-annual meeting. A conference who "passes" on their turn to host a sport according to the CCAA hosting grid will forfeit their chance to have a wildcard in that sport for that Championship. In the event that an MC provides written commitment for hosting a national championship, accepted by the CCAA Annual General Meeting and subsequently withdraws that commitment, that MC shall be subject to a fine of $2,500. The CCAA executive will determine the percentage of the $2,500 fine, if any that would be split between the CCAA and the new host. In the case of open championships, institutions are open to bid currently and West-East rotation is being developed. DVD/ Online Archived Video Exchange Policy for Men’s and Women’s Basketball and Volleyball Conference championship hosts are required to record the gold and if necessary bronze medal regional championship games for their first round opponent at nationals. 8 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL The Championships Canadian Collegiate Athletic Association holds a total of ten National Championships annually. They are in the following sports: Men’s Soccer Women’s Soccer Golf Cross-Country Running Badminton Men’s Volleyball Women’s Volleyball Men’s Basketball Women’s Basketball Curling These events are hosted at various times throughout the academic school year. However, from time to time deviations must be made for a wide variety of reasons. For example, when the Canada Games are held, the CCAA avoids holding national championships simultaneously with the Canada Games. For this reason, the dates of CCAA Badminton National Championships are generally moved ahead or back one week in the year of the Canada Summer Games. The hosting grid is updated bi-annually; see CCAA web site www.ccaa.ca for the current version. Hosting Grid Principles 1. The hosting grid will be reviewed annually and approved at the AGM particularly with semipermanent site allocations or withdrawal of conferences to host. 2. Each sport shall attempt to alternate hosts East to West each year. 3. Once a hosting assignment is completed on the grid: the MC will not receive the same sport hosting assignment for at least another two years. 4. No MC shall host more than 3 sports in any given year (i.e., women’s basketball and men’s basketball are considered 2 sports). 5. No MC shall sit out of the hosting grid for more than 1 consecutive year as assigned. 6. A semi-permanent site can be inserted into the hosting grid at anytime (upon approval at AGM). The CCAA shall receive semi-permanent (2 year) bids (2) years prior to hosting. Should no bids come forward, hosting responsibility will revert to the hosting grid. (See Article 9 Section 3 for Application for Permanent Site Host in CCAA Operating Code 7. A conference who "passes" on their turn to host a sport according to the CCAA hosting grid will forfeit their chance to have a wildcard in that sport for that championship. 8. Hosts have the flexibility at the time of bidding to choose either Saturday or Sunday as the championship final day in level 1 CCAA sports. 9 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL The Teams Team Selection Format 8-teams for Volleyball and Basketball Guiding principles for fill process for national championships Conference Champion earns one (1) spot. Host Conference earns one (1) spot -– which is normally filled by the Host Team. Exceptions include: - If the Host team wins the MC Championship title the host conference spot is filled by the second place team - At anytime, at the host’s request, the MC may recommend that the 2nd place team fill the host position when a host team is very weak Wild cards No conference may fill more than two (2) spots. All participants including wildcards are considered under the travel equalization formula. 8-teams for Soccer Guiding principles for fill process for national championships MC Champion earns one (1) spot. Host Conference earns one (1) spot -– which is normally filled by the Host Team. Exceptions include: - If the Host team wins the MC Championship title the host conference spot is filled by the second place team - At anytime, at the hosts request, the MC may recommend that the 2nd place team fill the host position when a host team is very weak Wild cards No conference may fill more than two (2) spots. All participants including wildcards are considered under the travel equalization formula. Golf and Cross Country Running Guiding principles for fill process for national championships Open golf championship will accept a maximum of 114 golfers consisting of 15 men's teams, 10 women's teams and 9 individuals who have met all the eligibility requirements for the event. Upon completion of the team registration process, individual entries will be accepted. Cross-Country Running will accept up to 25 men’s team and 25 women’s teams. Responsibilities of Participating teams to National Championships Prior to Championships: Conference champions shall supply to host convenors the following upon request: (i) player information (ii) team photograph (iii) institution logo 10 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Teams who attend national championships and who have not submitted the above information by the date required by the host may be subject to a $100 fine. Contact the national travel agency to finalize transportation. During Championships: All participating teams must identify a head of delegation, who will be an official representative of the institution/conference. The head of delegation’s responsibilities include but are not limited to: Ensuring all traveling representatives have reviewed the CCAA Code of Ethics/ Participating Team Responsibilities/ and have been made aware of the behaviour/ conduct expectations of the CCAA, the MC and their institution, both on and off the court (field) prior to, during and following the championship. Attendance, with the coaching staff, at the coaches meeting. Failure to attend shall result in a $100 fine payable to the CCAA. Providing to the host and host hotel front desk, a cell phone number at which the Head of Delegation can be reached for the duration of the championship. Actively assisting host and CCAA personnel with the orderly conduct of the national championship. It is required that institutions attending the event stay at the designated host hotel. Coaches must insist on being assigned to the same floor as their team when booking rooms. Bookings must be done before the host’s established deadline date. Teams who do not stay at the host hotel shall be subject to a fine of $500/ team. Provide adequate medical and liability insurance for participating teams and individuals via their respective institution or conference and in accordance with their institution or conference policy regarding insurance. Attend the coaches' meeting (coach and head of delegation) at the date and time announced. Failure to attend shall result in a $100 fine payable to the CCAA. Upon completion of the meeting and prior to the team’s first game, the coach must meet with his/ her student-athletes to clarify roles, responsibilities and obligations. As per the CCAA Code of Ethics provided at the coaches meeting. Participating teams must bring to the championships a cheque for their accreditation fees. This cheque is to be given to the host at registration/accreditation if not already received. Failure to do so may result in a fine of $100 to the offending institution(s). Teams and/or team representatives, as per host’s request, are required to attend the media conference, awards banquet and closing ceremonies. Failure to do so will result in a fine of $200 assessed to the offending team(s). Coaches are responsible for their student-athletes’ actions. Coaches and/or official college representatives must be available at all times to intervene if needed. If not in the vicinity of the team, a contact number must be left with the hotel front desk. Failure to do so may result in a $100 fine for the offending institution(s). 11 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL The CCAA does not permit the consumption of alcohol and or illicit drugs by teams, including coaches, at the CCAA competition site (includes golf course and club house for golf); during or prior to the CCAA national championship. Athletic Directors and/or college delegates are responsible to educate/ present the CCAA expectations of behaviour and conduct of all participants at CCAA national championships. The athletic director will outline athlete/coach decorum for all tournament activities including opening/closing ceremonies, awards banquet and proper behaviour at all venues. Student-athletes and coaches are expected to act responsibly as a representative of their institution and the CCAA. It is strongly recommended by the CCAA that there is no alcohol consumption in TEAM BEDROOMS. Institutions shall be held responsible for any damages, which have been proved to be caused by their representative, and/or associated persons during the national championships. The institutions shall be responsible for payment of any resulting costs. Institutions who do not reimburse damages shall be deemed members "not in good standing" Following the event: Submit the completed tournament evaluation form within two (2) weeks following the end of the national championships. Failure to do so shall result in the college (or, in the case of badminton, the regional coach) being assessed a $50 fine. 12 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL PART TWO THE BID BID PROCEDURES--------------------------------------------------- 14 BID CRITERIA - HOSTING COMMITMENTS------------------ 17 BID PACKAGE--------------------------------------------------------- 21 BID TIMELINES-------------------------------------------------------- 23 13 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL THE BID Bid Procedures The following steps will assist with the preparation of a bid submission: FEASIBILITY PHASE The initial step of any hosting endeavour is the feasibility phase. This phase allows the hosting group or organization to sit down and take a long hard look at the event and whether or not it makes sense to host it. The CCAA suggests forming a committee to perform this task, with members from a wide range of backgrounds to maximize expertise and experience. The committee should look at the event specifications (from the CCAA and the host committee's perspectives) and then examine each of these areas: Facilities, both existing and planned; Community infrastructure (transportation, accommodations, etc.); Human resources (staff and volunteers, including recruitment and screening); Finances (revenues and expenses). Your local tourism bureau can be of great assistance in preparing your bid. While each tourism bureau can offer different services, the following are some common services: Preparation of bid. Assist with a hotel search and rate summary. Assist with a ground transportation search and rate summary. Liaise with hotels and city officials. Provide event media assistance. Assist with promotion of the event on their website and calendar of events. Provide materials for promotion and event participants such as: maps of city, brochures of city, city pins, posters. In addition, getting the support of your city or local government for your bid will greatly assist the host committee in planning and hosting a cational championship. This can ensure that any services or products required from these departments are handled in a timely manner. BID PHASE The first step, the feasibility phase, should have convinced the host bid committee and the institution that it could host the event successfully. The bid phase should place the host bid committee in a position where it can convince their member conference and the CCAA that the committee and institution can host the event successfully. Support from the institution and conference is required and a letter of support from the institution’s president and the conference president will be required as part of the bid application. 14 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL The CCAA strongly urges host bid committees to make their intentions known to the CCAA at this point to allow the CCAA to assist the committee with its work. The following general principles will assist with the preparation of a bid submission; 1. CCAA national championships are the property of the CCAA. 2. National championships are contracted to event hosts. Hosts are in partnership with the respective MC and the CCAA in providing championships. The contract must provide enough flexibility for the host to operate a financially successful event, while at the same time protecting the interests of the CCAA and its partners. 3. Championships hosts will NOT be responsible for city-to-city travel costs of participating teams. These costs will be covered by the CCAA Travel Equalization program and by participating teams. (see Travel Policy Article 10 Section 3 in CCAA Operating Code) http://www.ccaa.ca 4. The championship format, game times and practise facility requirements can be found in the CCAA Operating Code (Article 13 Playing Regulations). Playing regulations are updated annually. 5. The CCAA endorses and enforces the use of French and English as its official languages. Please refer to Official Languages found in next section under Bid Criteria and Hosting Commitments or Article 7 Section 9 in the CCAA Operating Code Exceptional Practice – John Abbott – 2013 Men’s Basketball Area of Excellence: Preparations Ask your host teamstudent- athletes their expectations regarding a national championship. Their opinions regarding the banquet, souvenirs, etc. can be a helpful brainstorming session. The following are the steps that must be followed in submitting a bid for a CCAA national championship: 1. A MC wishing to host a CCAA national championship as per the host grid shall apply in writing through the workbook conference confirmation of hosting 2 years prior to the event. Note: in order to host a CCAA national championship in any sport, the host conference must have been a participant at the previous year’s CCAA national championship. 2. Potential hosts for CCAA national championships must submit their completed bid application package to their regional association for their review and approval. 3. All bids shall adhere to the hosting bid package and Criteria for Evaluation (see Appendix XXI) and must be forwarded electronically to the CCAA office by May 1st of each year for fall sports, for final approval at the Annual General Meeting; and by December 1st of each year for winter sports, for final approval at the Winter Board Meeting. Approval of a bid shall be by the voting membership, for a minimum of two (2) years hence. 4. Upon receipt bids will be circulated electronically to the bid selection committee. The bid selection committee will include: VP programs, national convenor, VP marketing and/or one executive member. 15 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL 5. The bid selection committee will review the bid using the Criteria for Evaluation (Appendix XXI). Bid selection committee conference calls will be set in December for winter Sports and May for fall sports. Bidding institutions representative(s) will be included on the call to answer selection committee questions and to highlight information. 6. The Bid Selection committee will then make a recommendation to the CCAA board of directors at the respective Winter Board Meeting (winter sports) or Annual General Meeting (fall sports) for ratification. 7. Championship hosts will be formally announced by CCAA following the respective Winter Board or Annual General Meeting. 8. Two copies of the CCAA/HOST agreement must be signed by the CCAA, the successful host institution’s president and athletic director immediately upon receipt. One copy is to be returned to the CCAA office. 9. The CCAA board of directors reserves the right to withdraw a hosting privilege if CCAA host does not comply with host responsibilities Unallocated CCAA national championships will be opened to formal host applications until June 1st, at which time the bid selection committee will review the applications received and make their recommendation to the CCAA board of directors for ratification. The CCAA will announce the hosts after the board meeting. If any CCAA national championships still remain unallocated, applications will be received on a first come, first serve basis, at which time the bid selection committee will review the application received and make their recommendation to the CCAA board of cirectors for ratification. The CCAA will formally announce the host. At its sole discretion, the CCAA board of directors has the right, after consultation with the bid selection committee, to move, change, or cancel any championship. CCAA national championships shall be awarded: To a CCAA member in good standing. With consideration of the overall quality of the formalized application package. With consideration of financial implications to all parties involved in the event. 16 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Bid Criteria & Hosting Commitments The following are the hosting criteria and commitments for a Canadian Collegiate Athletic association National Championship. The Host will be expected to sign a contract agreeing to these minimum criteria. The bid should indicate the bid committee's agreement and ability to meet these criteria. The CCAA is always seeking creative proposals that would serve to enhance the event’s image and increase the profile of the championship. All enhancements to these criteria will be considered in the bid selection process. Technical Facilities (competitive and training) and equipment as specified by the national sport governing body, must be exclusively available for practice and competition for the duration of the championship. Alternative plans in case of inclement weather must be in place for outdoor activities. Facility and access to facility must be suitable for televising. Information on hotels of comparable quality and proximity to the facility should be made available to participants. Recommend officials and media stay in separate hotel from teams. Host should also list restaurants and proximity to venues. Affordable transportation must be available (shuttle, rentals, etc.). Adequate facility to host awards banquet as well as the ability to attract sponsorship for it. Adequate facility for the coaches meeting. Adequate facility for drug testing. Availability of sufficient staff/volunteers, in order to effectively manage all areas of the championships. Access to qualified officials as stipulated in CCAA regulations (includes minor officials). Team competitive history, conference competitive history in sport. Geographic location - fiscal considerations re: travel costs Publicity and Public Relations: Host's strategies for promoting the championship. Production of poster and program. Adequate space for press conferences and availability of a media room. Proven media support Host must accept CCAA webcasting requirements Potential spectator base (potential gate). Proven community and fan support. Attendance history and potential. Profile of institution's program in the community. Host must provide service in both official languages (French - English) in particular at the ceremonies and a bilingual team host. Medical Necessary medical personnel. Necessary medical facilities and equipment. 17 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Financial (Financial Report attached to Bid Form) Provide budget (fundraising, grants etc.). Ability to meet financial responsibility of hosting (guarantees to CCAA and teams). Insurance coverage for the event. Operational/Administration Organizing committee structure includes institution and community involvement. Proven organizational expertise (past events). Corporate involvement. Community buy in, municipal support. Conference and Provincial Sport Organization support. Official's Association support. Athletic Directors or a host committee member hosting a national championship must attend the previous year’s national championship for the full duration of the event in the respective sport they are hosting. Some exceptions apply. Marketing The host must accept sponsorship policies and relevant CCAA licensing policies. All Grid and Semi-Permanent Site hosts will be expected to pay the CCAA an upfront licensing fee. All gate and sponsorship revenue will remain with the host. Licensing Fee Structure: Men’s basketball $7500 Women’s basketball $7500 Men’s volleyball $6000 Women’s volleyball $6000 Men’s soccer $2500 Women’s soccer $2500 The host will obtain the best production qualify to secure a video of the gold medal game. The host will purchase from CCAA souvenir supplier when one is available. The host will respect all national sponsors –approval from Marketing Committee The host will guarantee CCAA advertisement space in programs The host will guarantee complimentary tickets for sponsors The host will guarantee twelve (12) complimentary banquet tickets. CCAA will cover additional tickets, if requested. The host will guarantee minimum seating for championship medal game and championship play as follows: SPORT Men’s basketball Women’s basketball Men’s volleyball Women’s volleyball Men’s soccer Min. Seating for medal games 1000 750 750 750 250 Min. seating for other games 1000 500 500 500 250 Withdrawal of Hosting Privilege The CCAA Board of Directors reserves the right to withdraw a hosting privilege if CCAA host does not comply with host responsibilities. 18 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Breach of Hosting Agreement A fine may be assessed to any CCAA national championship host for any failure to adhere to the provisions of the CCAA hosting agreement. This may include but is not limited to: failure to service CCAA sponsorship agreements; violation of the official languages policy; failure to conform to hosting requirements regarding print and promotional materials etc. The fine shall be a minimum of $500/incident up to $2000/incident. Any host shall retain the opportunity to appeal the fine as per Article 7 Section 4 Item 4.16 Appeal of Fines. Official Languages The CCAA is committed to complying with the spirit and intent of Part IV of the Official Languages Act of Canada when offering or providing services to both its external and internal constituents. The policy applies to the CCAA and all its activities including national championships. In respect to national championships, the CCAA will ensure that the organizing committee has committee members and volunteers at the event that are able to communicate in both English and French. Materials, events, functions and other communications at national championships will be subject to the guidelines contained in the OFFICIAL LANGUAGES - HOSTING REQUIREMENTS. Basic information for bids and reports will be developed by the CCAA to streamline this process and reduce potential costs to hosts in meeting this language requirement. OFFICIAL LANGUAGES - HOSTING REQUIREMENTS The following is the minimum standard for each host resource and/or activity. Tournament Package/Event Bulletins Includes all championship information and details provided to institutions and participating teams; All tournament packages require translation Event Poster To be completely bilingual including: Event title and logo; Logo - Host must incorporate both CCAA and ACSC; Sport title, gender and month must be presented in both English and French; All location and time information; The Canadian Collegiate Athletic Association must be written in full in both official languages; and Title – To ensure consistency in both English and French, CCAA will establish specific titles for each CCAA national championship. Event Program To be completely bilingual including: All welcome messages; Cover; Schedule and information surrounding special events – tournament draw/schedule and related text; To ensure consistency in both English and French, CCAA has developed a glossary of terms for information surrounding tournament draw, schedule and special events; and 19 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Title – To ensure consistency in both English and French, CCAA will establish specific titles for each CCAA national championship. Opening/Closing Ceremonies Welcome and introductions Medal presentations Banquets/Receptions/Awards Ceremony Welcome and introductions; National anthem Invitations and banquet program Awards banquet scripts should be presented in both English and French. Team Hosts If teams are supplied with team hosts, the individual should speak the language of the institution’s choice. Web Site The website will be in French and English - to include, for example, the home page, contact information, directions, tournament draw/schedule, results, pre-championship information and press releases and general information. Items prepared for immediate presentation on the website such as game summaries and press releases during the championship may be excluded from this requirement, however, host institutions are encouraged to present this material in a bilingual manner where possible. To ensure consistency in both English and French, CCAA has developed a glossary of terms for information surrounding tournament draw, schedule and special events. Games/Matches National anthem; Announcers should announce teams in their preferred language All announcements should be bilingual, at the exception of play-by-play and/or time sensitive announcements. Ensure a bilingual member of the host committee be present at scorers table. Coaches Meeting The following documents are provided both in English and French: o Agenda o Official evaluation forms o Tournament evaluation forms o MVP All-Star forms To ensure that there is a bilingual Host committee member/or designate at meeting. Banquet Program All content on program cover. Schedule of events Award titles (i.e Coach and player of the year etc.) 20 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Bid Package The selected criteria must be addressed in complete detail in a typewritten electronic bid proposal and will be used in evaluating all Host Applications. See Appendix XXI for Criteria. The Bid Report must include the following information: Item 1 Championship and/or Event Indicate which championship the bid proposal is for. Include the year(s) being proposed. Indicate the proposed dates of the event as per CCAA Host Grid. Commitment to agree to the minimum host responsibilities outlines in Hosting Manual Item 2 Site of Championship Outline what support, if any, is being provided by the host city toward the proposed CCAA National Championship. Provide sport history in the community and explain how the bid will benefit this community. Provide information on any other government and/or corporate partners who will contribute to the success of the bid. Item 3 Host Organizing Committee Provide a brief summary of organizing committee. Outline the committee’s past hosting experience. Commitment to attend prior CCAA championship Item 4 Itinerary for event Provide a chart with date, time and location of each activity during the championships i.e. Coaches meeting, banquet games etc. Item 5 Promotion/Media Plan Detail ideas for revenue generation. Indicate any potential or secured sponsors, type of sponsorship (cash or in-kind). Identify how you plan to advertise/promote the event. Identify your communications plan for the media, the community, etc. Item 6 Operating Budget Provide a detailed proposed budget for the championship. Commitment to CCAA minimum guarantee (see Licensing Fee) Item 7 Special Events Identify your plans for the opening and closing ceremonies. Identify your plans for the banquet. Identify your plans for any other events at your championship (i.e. social activities, contests, tour, etc.). Commitment to Official languages requirements 21 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Item 8 Facilities Describe the specifications of each gym/field/course (dimensions, lighting, field/floor materials, scoreboard, fixed and portable signage) Detail the availability of practice facilities, secondary facilities. Describe the availability of ancillary services (team rooms, umpire/official change rooms, showers, laundry services, public address system, hospitality rooms/tents). Describe spectator facilities (seating capacity, shelter, washrooms, parking, concession stands). Provide details of available emergency medical facilities (on-site and off-site). Item 9 Event Staff Identify volunteer requirements (include numbers and duties). Commitment to official languages requirements Item 10 Food/Accommodations Identify the host hotel for teams. Include capacity, type of facility, room rates, banquet facilities, any special features and proximity to event, airport, restaurants, and shopping. Detail the types of restaurants, their proximity to the host hotel and average meal costs. Item 11 Transportation Identify the designated airport and its distance from the host hotel and event. The designated airport must be a major airport with numerous flights from around the country arriving and departing daily. Provide information on local transportation services and whether the host will provide transportation for the teams from and to the airport and to and from the host hotel and event. If teams are to make their own arrangement once on-site, the host must provide information on potential vehicle rental companies including name of company and prices to rent. Provide information on local transportation services for CCAA personnel, officials and All-Canadians travelling without teams from and to the airport and to and from the host hotel and event. Item 12 Letters of Support Required letters of endorsement and support include: a) MC President b) Institution President c) Athletic Director of Institution Other possible letters of support may include: PSO PSO Official’s Committee Government Officials 22 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Bid Timelines The ideal timelines for the grid bid process are: May 1st, two years prior to the championship (volleyball, basketball, badminton) — conferences commit to host and institutions make an "expression of interest" to the CCAA through the Spring workbook; December 1st two years prior to the Championship (soccer, golf, cross country running) — conferences commit to host and institutions make an "expression of interest" to CCAA through the Fall workbook; December 1st, one year and a half prior to the Championship — submit a formal bid to Canadian Collegiate Athletic Association (volleyball, basketball, badminton) May 1st, one year and a half prior to the championship — submit a formal bid to Canadian Collegiate Athletic Association (soccer, golf, cross country running) Make any changes suggested by the Bid Selection Committee and/or CCAA Board After being awarded a championship — work on attracting sponsors and partners, building the media promotion, planning, acquiring facilities & equipment, etc.; Host the event. Semi permanent site bid timelines are: The CCAA shall receive Semi-Permanent Site (2 year) bids two (2) years prior to hosting. Should no bids come forward or be awarded, hosting responsibility would revert to the hosting grid. On Dec. 1 National office receives an electronic copy of bid along with a $50.00 nonrefundable application fee for each sport applied for. Bids are circulated to the Bid Selection Committee, who undertake a thorough review of applications including, if necessary, inquiries and questions to applying institutions. Board is informed of Semi-Permanent site Bid and the Committee’s recommendation At April Executive Meeting - recommendations are made and put in workbook At June CCAA Annual General Meeting - recommendation presented to plenary. Guiding Principles for Selection of Permanent Site Maximum of 2 permanent sites/MC There shall be a balance of sites between east and west associations. When competing bids meet the criteria, preference would be given to the association which does not have a permanent site. Conferences shall submit only one bid per association per sport. A detailed host contract will be drawn up upon bid acceptance outlining host expectations and responsibilities. 23 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL PART THREE HOSTING THE SUCCESSFUL CHAMPIONSHIP HOST COMMITTEE-------------------------------------------------- 25 CRITICAL PATH------------------------------------------------------ 26 TOURNAMENT OPERATIONS---------------------------------- 28 Accreditation------------------------------------------------------------Awards--------------------------------------------------------------------CCAA On-Site Personnel -------------------------------------------Ceremonies--------------------------------------------------------------Championship Draw--------------------------------------------------Coaches Meeting-------------------------------------------------------Doping Control----------------------------------------------------------Game operations-------------------------------------------------------Game procedures------------------------------------------------------Grievance/Protest------------------------------------------------------Hospitality----------------------------------------------------------------Host/Hostess------------------------------------------------------------Injury reporting---------------------------------------------------------Medical Services-------------------------------------------------------Officials--------------------------------------------------------------------Photography-------------------------------------------------------------Playing rules-------------------------------------------------------------Practice times-----------------------------------------------------------Security--------------------------------------------------------------------Volunteers----------------------------------------------------------------- 28 30 34 36 36 36 37 37 38 38 40 40 41 41 43 43 44 44 45 45 FINANCES & INSURANCE---------------------------------------- 51 FACILITIES------------------------------------------------------------- 54 TRAVEL----------------------------------------------------------------- 57 ACCOMMODATIONS------------------------------------------------ 59 BANQUET/CEREMONIES------------------------------------------ 62 MARKETING & SPONSORSHIP---------------------------------- 68 PROMOTION & MEDIA COVERAGE---------------------------- 71 24 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL HOSTING THE SUCCESSFUL CHAMPIONSHIP Host Committee A strong host committee is probably the single most important factor in the success or failure of an event. What starts as a hosting bid committee will evolve into a host committee once the CCAA accepts the bid. The hosting bid committee needs to have a sound foundation in the sport or event hosting or, ideally, both. The best host committees are those that work as a united team and whose members bring a wide range of backgrounds and experiences to the table. For example, having Someone with experience in travel and tourism industry in charge of accommodations and/or local transportation can be helpful. Someone with a sales or marketing background can make the difference in developing and implementing your marketing and communications plan. Someone with experience in banking or finance can help keep your finances in order. Someone with experience in dealing with or who has connections with the local government can often cut through a great deal of "red tape" at city hall. If you cannot attract all the expertise you need to actually sit on your host committee, you can still have these people involved as advisors. What should the host committee's structure look like? Again, that depends on the circumstances and the people involved. A sample committee structure is in Appendix I. A host chair is named, normally it is the athletic director of the institution hosting. The host chair acts as the executive officer of the tournament. The host chair is the primary contact with the CCAA before, during and after the championship. All communication and supplies (medals, plaques, banners, etc.) will be sent to the host chair for the host committee. When recruiting your committee members, it is essential to select one chairperson for each area of responsibility. Committee members cannot be involved in the championship as a coach, manager and/or player. Once a championship is awarded, the host chair is to provide the CCAA executive with updates on the status of plans at the preceding Annual General Meeting. The Host Chair shall submit to the CCAA by May 1 / December 15 a written report and an Authorized Financial Statement (signed by the Chief Accounting Officer of the host institution) comprising a statement of revenues and expenses prescribed in the national championship report. An athletic director or a host committee member must attend the previous year’s national championship for the full duration of the event in the respective sport they are hosting. The costs for this person’s attendance will be covered by a travel equalization payment by the CCAA. The host chair shall attend a conference call with the national sport convenor and the CCAA national office a minimum of twice prior to the national championships to make progress reports. 25 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Critical Path Once the hosting committee and its various subcommittees are in place, a detailed critical path (with estimated timelines) should be developed for the preparation phase, the final preparation phase, during the event and the post-event phase. This is the plan that will allow the host committee to accomplish the wide variety of tasks that must be completed to ensure a successful hosting experience. PREPARATION PHASE The hosting agreement with the CCAA must be signed. A contract checklist of host obligations is also provided to the host at the time the contract is forwarded Some of the other major undertakings include: establishment of committee/subcommittee roles and responsibilities; development of a marketing plan and ticket sales plan; recruitment of sponsors, suppliers and other partners; development of media campaign including acquiring media partners and submission to the CCAA for approval; accommodations planned and arranged; development of volunteer recruitment, screening and training plan, plus work plans for volunteers and subcommittees (with on-going monitoring of work plans); book all required facilities; attend conference call with CCAA three months and one month prior to event plus more (see Appendix II for a more detailed list). Exceptional Practice – Douglas College – 2012 Men’s Soccer Area of Excellence: Marketing Description: We recruited the institution's in-house marketing, communications departments. We created a “theme” for the Championship that was incorporated into all aspects of promotion. This included videos, posters, website, newspaper ads, onsite signage, souvenir materials a free youth soccer clinic and more. Results: The consistent look and feel of our marketing materials was immediately identifiable and created a brand awareness and support of the event in the local community. FINAL PREPARATION PHASE The last phase before the event actually begins is a continuation of the preparation phase, called the final preparation phase. In this phase, last minute details are completed, tasks that could not be done earlier are accomplished and anything that "slipped between the cracks" is handled. A host committee that is very well organized will have a shorter list in this phase but will still have a fair number of tasks to perform. Some of the tasks in this phase are: develop comprehensive tournament information package (see Appendix IV) develop scripts for ceremonies, banquet; scripts for banquet, game scripts, public service announcements (PSAs) and closing ceremonies) final work on championship program and banquet program, 26 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL organize, train and develop schedules for event staff, minor officials, awards committee, etc.; book photographer; arrange and finalize plans for emergency medical services; protocol matters (such as invitations to ceremonies, banquet, etc.); attend a conference call with the CCAA 1 month prior to the event plus more (see Appendix III for a more detailed list). DURING THE EVENT PHASE During the event, the implementation of the various plans developed during the planning and final planning phases should provide smooth operation of the event. When things do go wrong (and some usually do), the host committee should be able to deal with any matters not previously anticipated. The most common issue is inclement weather in the case of soccer, golf and cross country running. A plan must be in place to deal with this matter. POST-EVENT PHASE After the event, the host committee should review all aspects of the event and provide valuable feedback and information to the CCAA. Also, if the hosting agreement is a multi-year one, the review should be the first step in the next year's preparations. Other post-event tasks: Thank you letters to sponsors and dignitaries Volunteer Appreciation Event Thank you letters to volunteers Payment of bills and settlement of accounts Final written report to CCAA 27 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Tournament Operations The CCAA will assist you in planning your event. The information in this section will assist you in the planning process. It is listed in alphabetical order for your ease of use. Unforeseen problems and the problems associated with inclement weather may challenge your host committee. Your host committee is the key at these times. If you are open with the participants, use common sense and try to be as flexible as possible you will get past the problems and find solutions that work for all. In the end, when all the planning is done, it will be up to you, your host committee, your event staff and your community to make the event an unforgettable one for all the participants, and for your community too. ACCREDITATION/ REGISTRATION It is important for the host to assess the reasons for accreditation and design a system to meet those challenges. Any accreditation system should be both cost effective and easy to administer. Accreditation should be considered for the following groups: Team members; Core committee members; Volunteers; VIPs; Media; Sponsors; Officials; Other. The accreditation desk should be available throughout the duration of the event and the host should anticipate last-minute requests. The host should include accreditation information in the championship package. The host may charge a maximum of $50 per participant as an accreditation fee, $60 for cross-country running. Accreditation includes a ticket to the CCAA National Championship Awards Banquet, tickets to all games/ matches and access to appropriate tournament amenities (Hospitality rooms; VIP seating, etc.) Participating teams will receive a maximum number of team / institution personnel accreditations: Golf – 8 for men’s teams; 6 for women’s teams Cross Country – 8 for one team; 16 for two teams Soccer – 25 Badminton – 15 Volleyball – 20 Basketball – 20 28 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL For any extra traveling with their teams, the host will determine the cost and what it would include. This notice must be given to the host by the assigned deadline in Championship information package. (see APPENDIX VI) Exceptional Practice – St. Lawrence College – 2008 Cross Country Running Area of Excellence: Accreditation tags Accreditation tags were provided to all participants complete with their name, school, picture and championship schedule was placed on the back. Results: This made the nametag important. It also made it much easier to know the entire schedule as it was with you all the time. Exceptional Practice – John Abbott – 2013 Men’s Basketball Area of Excellence: Information submission Teams submitted photos, videos and forms via DropBox rather than by email or fax. Results: Easier to manage incoming information and view bouncebacks REGISTRATION KITS: A registration kit should be provided to each head coach, the officials, major assigning official, CCAA VIPs, and award committee members as they arrive. This kit should include the following information: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. Copy of CCAA Sport Specific Regulations; Copy of CCAA Code of Ethics. Copy of CCAA Participating Team Responsibilities Championship schedule; Practice schedule; Agenda for coaches meeting; Transportation schedule for event and airport shuttle etc.; An events calendar for the duration of the championship; Area map including directions to the event, restaurants, local points of interest, emergency centres, and the accommodations; First Aid and medical services during the championships (i.e. procedures for obtaining the services of a doctor, physiotherapist, massage therapist, chiropractors, etc.); Laundry and equipment repair services available; Championship passes/accreditation; Banquet ticket(s) or accreditation cards/badges Host committee contact list with phone numbers (ideally on a laminated card, perhaps the back of the championship pass); Opening and closing ceremonies information; Pre-game protocol; Hospitality information; Pre-Tournament Press release; Souvenir information. 29 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL WELCOME KITS: Welcome kits for all participating athletes, coaches, VIPs, media and sponsors. They are an important aspect of the Championship. These kits can go a long way in making the participants feel special and appreciated. While most host committees will attempt to be original in designing their own kit, the following items could be included: 1. 2. 3. 4. 5. A souvenir program An events calendar for the duration of the championship Area map including directions to the event, restaurants, local points of interest, emergency centres, and the accommodations Pre-tournament press release; Gifts (i.e. Sponsor's promotional items, Championship memento, pens, writing pads, samples of various products (shampoo, etc.), water bottle, coffee mugs, small towels, bags, coupons for local restaurants, key chains, snacks, etc.) AWARDS All-Canadian, Coach and Player of the Year Awards: These awards are selected prior to the Championships and are presented at the CCAA National Championship Awards Banquet during the championship. Men’s Golf - 10 All-Canadians Women’s Golf - 6 All-Canadians Cross-Country Running - 20 (10 men; 10 women) Men and Women’s Soccer - 11 All-Canadians Badminton - 8 All-Canadians (4 men; 4 women) Men and Women’s Volleyball - 10 All-Canadians Men and Women’s Basketball - 10 All-Canadians One (1) Coach and Player of the year is awarded per championship (No Player of the Year awards for golf or cross-country running) The CCAA office will provide the host with the names and award information forms 7 days before the banquet. The names of winners should be listed in the championship program along with the player and coach nominees. The host committee is responsible for preparing a short script with information provided on the award form for each All-Canadian presentation. Awards will be sent from the CCAA office to the host with arrival (1) one day before the banquet. Only the awards of those All-Canadians who plan to be in attendance for the banquet will be sent. The CCAA office will work in coordination with the host committee and the All-Canadian institutions to confirm attendance numbers. The host may provide additional contra to accompany the award. 30 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Announcements (i.e., press releases) for All-Canadian, Player of the Year and Coach of the Year Award recipients shall be released by the CCAA simultaneously with the announcement at the respective awards banquet. Host and Championship Banners: The CCAA office will provide the host with the 3’ X 6’ championship banner and host banner, six (6) weeks before the championship. At closing ceremonies each championship team and each championship host will be presented with the official CCAA banner. Hosts are encouraged to display the banners during the banquet and at the venue during the championship. Bronze, Silver and Gold medals: CCAA medals shall be awarded to individuals (players, coaches, support staff) on championship, runnerup and third place winning teams in official national championship tournaments. For badminton only: The gold medal is awarded to the winner(s) and the winner (s') coach. The silver and bronze medals are awarded only to the athletes. The following number of medals shall be ordered and paid for by the National Office: Gold Men's Basketball Women's Basketball Women's Volleyball Men's Volleyball Badminton Men's Soccer Women's Soccer Golf X- Country Running 20 20 20 20 21 25 25 15 30 196 Silver Bronze Total 20 20 20 20 8 25 25 15 23 176 20 20 20 20 8 25 25 15 23 176 60 60 60 60 37 75 75 45 76 548 All medals will be shipped to the host six (6) weeks prior to the event for presentation at the closing ceremonies. The host shall return all unused medals to the national office. Championship Trophies: At closing ceremonies each championship team will be presented with the official CCAA national championship trophy. Men's Golf Women's Golf Men's Soccer Women's Soccer 31 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Badminton - men's singles “The Jim Matchett Memorial Trophy” - women's singles - men's doubles - women's doubles - mixed doubles Women's Volleyball Men's Volleyball Men's Basketball Women's Basketball Player of the game Awards: A player of the game from each team shall be chosen by the championship awards committee for each match of the tournament in soccer, volleyball and basketball. A gift will be provided to each winner immediately following each match. Dignitaries, sponsors, committee members or All-Canadian or Coach of the year recipients in attendance at the event without their team are encouraged to present awards. The host committee provides the gifts/awards. All- Star Team(s) and MVP Awards: The host committee will be responsible for supplying the all-tournament team contra. CCAA will provide individual awards. The first and second All-Stars team members and the tournament MVPs shall receive a standard all-tournament plaque. The CCAA office shall be responsible for ordering the awards and sending them to the respective hosts. The awards selection committee of the national championship selects "without prejudice to geography" the best players, at their normal position, in the tournament. Coaches may be asked for input into their player of the game selections after each game. MVP and All-Star team selection forms can be found in Appendix VIII. Committee members select potential all-stars after every game; Committee will meet prior to final day to select potential players to watch during the remaining games. During the final day, the committee members should be meeting with each other to continue the elimination process and select the All-tournament team. The recommended First and Second All-Star team awards distribution is as follows, but discretion is always left to the Selection Committee to recognize outstanding performances by competing athletes: Basketball (11 Players) Soccer (11 players) First Team M.V.P -.Gold Medal team (usually) All-Star - Gold Medal team All-Star - Silver Medal team All-Star - Bronze Medal team All-Star - 4th Place team All-Star - at large 3 players from Gold Medal team 2 players from Silver Medal team 1 players from Bronze Medal team 5 players at large 32 Second Team All Star 5th place All Star 6th place All Star at large All Star at large All Star at large CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL (*MVP is one of the above, usually from Gold) Volleyball (13 players) First Team M.V.P. - Gold Medal team (usually) All-Star - Gold Medal team All-Star - Silver Medal team All-Star - Bronze Medal team All-Star - 4th Place team All-Star - at large All-Star - at large Second Team All Star 5th place All Star 6th place All Star at large All Star at large All Star at large All Star at large Golf (10 players) 6 top individual male golfers 4 top individual female golfers Cross Country Running (28 runners) First team: 7 top male finishers; 7 top female finishers Second Team: 8-14 male finishers; 8-14 female finishers Fair play award: Championship Fair Play trophies have been donated for the following championship sports: - Men's Basketball – “Duncan McCallum Trophy” donated by PACWEST - Women's Basketball – donated by Medicine Hat College - Women's Volleyball – “Chuck Gullickson Trophy” donated by the OCAA - Men's Volleyball – “Mel Stelck Trophy” donated by Grande Prairie Regional College - Badminton – “Arlene Harle Trophy” - Men's Soccer – donated by the Alberta Soccer Officials Association - Women's Soccer – donated by Knud Peterson from Lethbridge College - Men’ s and Women’s Golf – Donated by PING Canada It is the responsibility of the championship tournament host to contact the current holder of the trophy at least one (1) month prior to the commencement of the tournament to make arrangements for the safe passage of the trophy to the host. Any expenses are to be paid by the current holder. Teams must forward the annual trophies to the host site(s) by the commencement of the national championship tournament. Teams/Institutions not complying will be fined $100. Guidelines for Fairplay Award: Fair play demonstrates attitudes and behaviours in sport consistent with the belief that sport is an ethical pursuit. It does not include acts of violence, cheating, drug abuse, or any form of exploitation in an effort to win. When elements such as these are introduced, the true competitive spirit is lost, and there remains no purpose for sport. The rules of fair play apply in all circumstances. Having a fair play attitude means that you not only play by the rules of the game, but also by the principles of sportsmanship, whether it is the first exhibition game, match, scrimmage of the season or the semi-final for the CCAA national championship. Fair play thrives with the right attitude, sportsmanlike behaviour and a positive environment. Criteria for Selection: The recipient shall: 33 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL be a participating team or individual at the CCAA national championship; have a respect for the rules and spirit of the sport in pursuit of excellence; respect the officials and show acceptance of their decisions; respect the opponent; exhibit sportsmanlike behaviours; maintain dignity under all circumstances. Selection Process The national convenor shall monitor play throughout the competition and along with the awards committee select the recipient. Coaches and teams may nominate a team/player after the first two (2) days of competition. The Convenor (sport specific) may also solicit the input of officials in the selection. Presentation of Award The recipient shall be announced and the award presented during the closing ceremonies/ awards presentations at the conclusion of the championships. Awards Committee The awards committee must be structured prior to the start of the championship. The host is responsible for the formation of the committee, composition one (1) chair plus two (2) or four (4) members. It’s important to have an odd number on the committee to avoid ties. The committee members should be approved by the national convenor. This committee is chaired by the CCAA national convenor and may include CCAA executive and/or staff members, regional convenors, head coaches who do not have teams in the event, or members from the community who have a proven knowledge of the sport. The awards committee is responsible for selecting Player of the Game Awards, All-Star Team awards and the Fair Play Award. CCAA ON-SITE PERSONNEL The will be CCAA personnel on site for the event to assist in the operation of the championship: the national convenor, CCAA executive representative or designate, CCAA future host and at times, CCAA staff. National Convenor's Role: Represent the CCAA at all functions including: meetings, banquets, ceremonies, press conferences Provide information regarding the major playing rules and clarification of items as they arise. Review the facilities prior to commencement of tournament. Conduct a pre-tournament meeting with host chair, head official and CCAA executive (last update before competition begins.) Review rules, assigning, game protocol etc. Chair the coaches meeting. Chair the protest/grievance committee in the absence of a CCAA executive representative. Chair the Awards committee. Act as a resource person for coaches, host and officials. Present for all matches Speak at the closing ceremony and participate in the presentation of awards. 34 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Presents awards at National Championship Awards banquet. In the absence of an executive representative or CCAA staff, speak on behalf of the CCAA at the banquet. Coordinates opportunities to speak with future host representative on site at the event. Review student-athlete and coach tournament evaluation forms. Submit a post-championship report CCAA Executive Representative: Represent the CCAA at all functions including: meetings, banquets, ceremonies, press conferences In attendance for pre-tournament conference calls and if possible, on-site meeting with host chair, head official, CCAA national convenor (last update before competition begins.) Attendance for the coaches meeting and speaking on CCAA Code of ethics and participating team responsibilities Chairs the protest/grievance committee Member of the Awards Committee Present for all matches Speaks on behalf of CCAA at National Championship Awards Banquet/opening ceremonies and participates in the presentation of awards Presents awards at closing ceremonies. Assists the National Convenor and Tournament host in other capacities if required. CCAA Staff: Represent the CCAA at all functions including: meetings, banquets, ceremonies, press conferences In attendance for pre-tournament conference call and if possible, on-site meeting with tournament host, head official, CCAA national convenor (last update before competition begins.) In attendance for the coaches meeting and speaking on CCAA Code of Ethics and Participating Team Responsibilities in the absence of the CCAA executive representative. Takes minutes at Coaches meeting, if no host committee member has been assigned. Member the Protest/Grievance committee in the absence of CCAA Executive Representative. Member of the All-Star/Fair Play Committee Present for all matches Speaks on behalf of CCAA at National Championship Awards Banquet/opening ceremonies, in the absence of the CCAA Executive, and participates in the presentation of awards Presents awards at closing ceremonies. Assists the national convenor and host in other capacities if required. CCAA Future Host Representative: Attends all functions including: meetings, banquets, ceremonies, press conferences Shadows Tournament Chair during the championship and coordinates opportunities to speak with tournament committee members and the national convenor during the event. In attendance for pre-tournament conference call and on-site meeting with host chair, head official, CCAA national convenor (last update before competition begins.) In attendance for the coaches meeting and provides an update on future championship. May be a member of the Awards committee Present for all Championship matches and presents certain player of the game awards Accepts the future host banner at the Closing ceremonies. Assists the national convenor and host chair in other capacities if required. 35 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL CEREMONIES All scripting must be approved by the CCAA national convenor prior to the ceremony (See Appendix IX for sample banquet, game time and closing ceremony scripts). The Host shall be responsible for planning and delivering the following ceremonies: CCAA National Championship Awards Banquet/Opening Ceremonies Ceremonial Tip/Kick Closing Ceremonies Closing social is optional CHAMPIONSHIP DRAW The CCAA national convenor will provide the seeds and match ups to the host no later than 8 days prior to the event. The host will draft the schedule of the games and receive approval from the CCAA national convenor prior to circulating to participating teams. The national convenor will make every effort to accommodate your needs for first round scheduling provided they do not negatively impact all teams being treated fairly. In the event of inclement weather, the schedule may have to be changed. The CCAA national convenor has the final say on the revised schedule. However, he/she will consult with the host/technical committee, the teams and the umpires before making any decisions. COACHES MEETING The pre-championship Coaches Meeting is recommended to take place following the CCAA National Championship Awards Banquet. The host will provide a suitable meeting room (usually in the host hotel) that seats approximately 20 people for basketball, volleyball, soccer and golf, approximately 35 people for badminton and 100 for cross-country. In attendance will be the national convenor, the host committee chair, the major assigning official, the CCAA executive representative, head coaches, possibly assistant coach and head of delegation of each participating team and a minute taker. The national convenor shall chair the meeting. The head coach shall have the authority to speak on behalf of the team and must make decisions concerning their team. These decisions shall be binding. The head of delegation must also attend. At the meeting, announcements and decisions will be made affecting aspects of the championship. Non-attendance at the meeting shall not be an excuse for non-compliance. Teams that are not represented by their coach or representative shall be assessed a $100 fine payable to the CCAA. No challenge on the questions of eligibility shall be considered after the conclusion of the meeting. However, should subsequent information indicate that ineligible student-athletes have been used, the grievance and protest committee will have the authority to investigate, and if necessary, take appropriate action to penalize the team concerned. As part of registration, coaches must be supplied with coaches meeting package, which will include the following: An agenda. It is the responsibility of the convenor and host to tailor this agenda. (see Appendix X for sample agenda) 36 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Sport Specific Playing Regulations (see CCAA Operating Code Article 13 for Sport Specific Regulations) CCAA Code of Ethics (see CCAA Operating Code Article 7 Section 2) Responsibilities of Participating Teams at National Championships. (see CCAA Operating Code Article 8 Section 10) Student-evaluation and coach championship evaluation forms will be distributed electronically. (see Appendix XI for sample) DOPING CONTROL The Canadian Centre for Ethics in Sport (CCES) is a national, non-profit organization committed to a fair and ethical sport system through the promotion of doping-free sport, equity, fair play, safety and nonviolence. The CCES works closely with National Sport Organizations (such as the CCAA), athletes, coaches and others to promote and strengthen the positive values and rewarding experiences of sport. An important mandate of the CCES is the prevention of doping in sport. The CCES fulfils this mandate through a comprehensive approach involving research, education, advocacy, detection and deterrence. As part of this mandate, the CCES manages all aspects of doping control in Canada, including the appeal, arbitration and reinstatement systems that are in place to protect athletes' rights. The CCES may conduct in-competition doping control at the CCAA Level 1 Championships. See Facilities section, Drug Testing Facilities, for details. For more information regarding doping control procedures please consult the CCES website http://www.cces.ca/ or the Canadian Centre for Ethics in Sport (1-800-672-7775). GAME OPERATIONS The host shall make provisions to ensure that games start on time and run smoothly. The following are the responsibilities of the host committee: Ensure all staff and volunteers are in place and facilities are operational for each game; All personnel working on the game surface shall be dressed in such a fashion as to be easily recognized; Ensure event runs on time (warm up and ceremonies); Work with facility staff regarding emergency procedures; Use CCAA-approved score sheets for all games; Ensure all statistical personnel are in place and record all stats according to CCAA standards; Ensure an adequate supply of CCAA approved balls/shuttles are on hand for each game; Provide or arrange service for equipment repair (teams are responsible to pay for services used); Display signage at the facility entrance with the following information: rules of spectatorship. Rules to include: show appreciation for good plays made by either team; show respect for both teams and officials; violence or harassment in all forms will lead to ejection from the building; spectators may not go onto the game court/field or encroach on the sidelines; no air horns, loud speakers (megaphones) or laser pointers allowed. Ensure an adequate supply of refreshments (water and or sport drinks) for each game (teams and umpires); 37 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Arrange a user laundry service for the use of all teams and umpires. Exceptional Practice – Champlain College, St. Lawrence – 2006 Golf Area of Excellence: Food We supplied all golfers and coaches with boxed lunches prepared by the restaurant at the clubhouse. Results: It helped with pace of play since golfers did not have to stop for snacks after the 9th or 18th hole. GAME PROCEDURES Teams shall arrive at the designated venue at least forty-five minutes prior to the scheduled starting time of the game. The host committee shall select the warm-up music (family friendly) that will be used before every game in the Championship Tournament. The starting line-up shall be given to the Games Control Officer at least thirty minutes prior to the start of the game. The Games Control Officer will give copies to the official scorer and the game announcer. The list shall include the full first and last name of each player including all available substitutes, their uniform number and the playing position of the starting student-athletes. The Head Coach must print and sign their name. The host committee shall ensure that the announcer used at the championship tournament creates a fair and equal environment for both teams. Suggested announcements by ALL PA Announcers at All Games (minimum once per game): (Sample) “To our fans, (host institution), (host conference) and the CCAA are very happy to have your support during our games. We hope that this game provides you with an opportunity to encourage and support the home team, our visiting team guests and the officials. All of these individuals have put in great efforts to be able to participate – they deserve respect and to be treated with dignity. Good sports make good sport! Thank You.” Shall ensure as a minimum that the bilingual national anthem is sung or played at the opening of the event (at the start of the first game) and before each medal game. Recommended that it be played before each match/game. Please refer to A7, S9 Official Languages Host Requirements GRIEVANCE / PROTEST COMMITTEE All incidents must be reported even if no further action is required. Member conferences wish to be informed of all incidents involving their teams at national championships. Incident reporting may be for both on and off-field incidents. Head officials are responsible for forwarding the completed report to the convenor. The convenor shall convene a meeting of the Championship Discipline Committee. The Grievance/Protest Committee will be comprised of the national convenor, referee supervisor, one (1) Executive Member or national office ctaff. No members of the Grievance Committee shall have a team involved in that Championship. The executive representative or convenor on site shall name a replacement for any such member. A grievance or protest shall be lodged with the major official in charge of the game in which the controversy occurs, who shall note the protest on the game sheet. The game shall begin and/or continue until its conclusion. Exception for volleyball: If the protest is lodged in the middle of a game/match, it shall be delayed until resolution of the protest. The protest shall be dealt with 38 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL immediately. The committee shall meet to consider the validity of the grievance or protest and to render its decision. At the earliest possible time, and in any case less than one hour after the conclusion of the game to which the protest refers, the committee shall meet to consider the validity of the grievance or protest and to render its decision. Each team shall be requested to designate a representative to present to the committee their perspective of the dispute. Decisions, which may be rendered, include: 1. The protest /grievance is not valid; 2. The protest/grievance is valid, and; a. the game/match/competition shall be replayed, or b. the game shall be forfeited, or c. no contest (no points shall be awarded). All decisions of the committee are final, and shall be communicated in context to the Heads of Delegation for all teams participating in the championship. AGM decisions are not open to change or revision at championships. For probable breach of the CCAA Code of Ethics (see Article 7 Section 2 Code of Ethic in CCAA Operating Code) reported to the committee and/or observed by one or more of its members: The committee will: 1. Investigate the incident(s), 2. Interview the parties and witnesses separately and request written statements, 3. Deliberate privately once submissions are finished and take immediate action deemed to be necessary to ensure the orderly completion of the Championship, as per the following: by official verbal and written reprimand; by being placed on probationary status; by suspension from the championship. 4. Inform head of delegation of participating teams about the sanctions without naming the offending team. Interpretation: It is understood that intervention may take place prior to convening of the committee, as follows: (if an Executive Committee member is present, the role will fall to that person, if not the Convenor will be the designate) a) At any time during the competition with the designated institution representative, with the coach in the absence of the college representative. b) At the conclusion of a defined period of play during the competition. c) Following the game with the institution representative and/or the coach to advise of the convening of the Grievance/Protest Committee to review a reported incident. 5. File a written report to the CCAA Executive Committee within 15 working days for further review and action. 39 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL HOSPITALITY Hosts shall provide hospitality venues at both the venue and at the host hotel. Having current results and schedules at the host hotel can be a great service to all involved in the event. A room with refreshments should be provided for the tournament officials, the media, VIPs and team personnel throughout the tournament. A separate room should be provided for volunteers. Exceptional Practice – Lakeland College – 2013 Women’s Volleyball Area of Excellence: Officials’ hospitality Officials were regarded as the ‘ninth team’ and had a host dedicated to addressing their needs. Exceptional Practice – Lakeland College – 2013 Women’s Volleyball Area of Excellence: Fans hospitality With the host team in the gold-medal game, the visitor teams’s fans were expected to be heavily outnumbered. A member of the host committee identified the fans’ ringleader and offered to reserve an area in the stands as long as they arrived by a specific time. The fans were very appreciative of the gesture HOST/HOSTESS: A team host/hostess must be provided for each visiting team. Usually the team host/hostess meets the team at the airport on arrival and sticks close to the team all week. The team host/hostess provides information, direction and generally acts as a facilitator. French-speaking teams must have a Frenchspeaking team host/hostess. Information includes: itinerary, recommended restaurants, entertainment and sports events, taxi, doctor/dentist's telephone numbers, maps, details of tournament events such as the banquet, dance reception, assigned dressing room locations, details of opening and closing ceremonies, tours, coaches meeting, press conferences, shuttle bus arrangements, and departure details. The host committee must also make arrangements for non-participating All-Canadian athletes and Coach of the Year nominees who attend the championship; ensure they are provided with host/hostess, local transportation to events and activities. All-Canadians and Coach of the Year recipients and nominees should be included to participate on the all-star/ player of the game selection committee and/or carry-out other duties assigned by either the National Convenor or Host Committee. Exceptional Practice – Humber College – 2004 Women’s Volleyball Area of Excellence: Host and Hostesses Selected two Host/Hostesses for each team from Recreation Leadership Program. Developed a complete training guide and session philosophy – Asked them to be creative in making the Championships the most memorable event ever. Complete job description: Memorize names, airport greeting, hotel registration process, accreditation, practices, pre-game preparation, sit on bench during games, banquet, closing ceremonies, post game meals, and most importantly going beyond the call of duty. Dress them up in tournament gear – pride in event 40 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Results & Examples: By being with the team through every step, they become part of the team – cheered for their team even when playing Humber. Doing all the behind-the-scene preparations made it easy for the coaches to just coach. Example: pre-game preparation – Get the team room key and set up the team room – towels, locks etc. Get the bench ready for the game – straighten bench, water and Gatorade prepared, towels on chairs, souvenir on each chair. Their training package included restaurants and suggested sites to see in Toronto, including directions. We made a coach bus available to teams and almost every team went on a tour. Example: One host had connections with the Air Canada Centre and was able to get a team into a Raptor practice. One was able to secure a tour of the Sky Dome and Hockey Hall of Fame. CN Tower for almost all teams. The host and hostesses fed off each other’s spirit and began to compete for the most creative ways to make an impact. We provided them with a ‘creative’ budget to spend on their teams. (Team room decoration with balloons etc./ customized bracelets/ customized framed pictures of each athlete/ Other. It was the small things that made a difference – one coach mentioned that he was missing his favourite show, the host had his parents tape the show and gave it to him the next day.) The hosts and hostesses being so close to the teams could tell immediately if any problem had arisen so we could take care of it. Many hosts and hostesses became good friends and were invited to visit the teams in their conference. INJURY REPORTING The CCAA tracks injuries that occur at national championships. In order to do so, the Host Committee is required to complete the Injury Form (see sample Injury Report Form Appendix XIII) for each person treated by his or her staff. The national convenor will be responsible to ensure that the host committee is recording this information on a daily basis. The national convenor will collect all Injury Report Forms from the host committee prior to their departure from the event. These forms are to be included in the national convenor’s package that is returned to the CCAA at the end of the championship. MEDICAL SERVICES The host committee is responsible for supplying the services of medical personnel to be present during the playing of tournament games and a standby or on-call senior medical person (M.D.) at the designated hospital of the tournament site. Local hospitals or sports clinics can provide a list of qualified names of physicians and physiotherapists. The host shall coordinate the overall medical coverage and emergency services for the entire event. Following are the specific responsibilities of the host related to medical services: Coordinate first aid treatment at all facilities Determine which teams have medical personnel in attendance at the event and which athletes have medical conditions. Teams must complete the a Team Medical form as part of the Championship Information Package see Appendix VII Serve as liaison with individual team training staff Coordinate medical support system for specialty treatment needs Coordinate first aid system for volunteers and general public Arrange for ambulance and emergency personnel on call for all games Set up an emergency action plan at all facilities and events 41 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION Contract local hospitals in case of emergency treatments Provide a doctor and dentist on call for all games Massage/physiotherapy not mandatory but recommended 42 HOSTING MANUAL CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL OFFICIALS Refer to sport specific playing regulations for official qualifications, numbers and payment costs. The host, in conjunction with the CCAA and the respective regional and national sport organizations, will arrange for qualified officials who must be members in good standing in the referees' association and must be certified through the testing procedure established by their respective national sport organization. The assigning official or representative of the officials must attend the coaches meeting and the major assignor shall convene his own official’s meeting following the coaches meeting to ensure that all CCAA sport specific rules are conveyed to all participating officials. Major officials shall also meet with minor officials prior to tournament play to review technical regulations. The requisite complement of minor officials must be available for all games. Note: all minor officials/lines persons must be dressed appropriately and possess regulation equipment (i.e., flags). PHOTOGRAPHY The host shall make arrangements to have a photographer available throughout the event. The photographer shall be given the rights to sell photos throughout the event. The following are often the requirements for event photographers: Media conferences Action shots Opening and closing ceremonies Banquet and awards ceremonies All medal games (during and after) All host committees shall provide electronically colour photographs to the CCAA of the following: First place team group shot; Group or individual shots of the all-star team; Group or individual shots of all-Canadian, Player and Coach recipients. Minimum of ten action shots from different games and with different participating teams. All photographs must be properly labelled before being mailed to the CCAA on a CD or thumb drive. An official photographer is a must and should be a worthwhile revenue opportunity for the right person. It is standard practice that the host committee receives the above required photographs at no charge in return for naming that company the official championship photographer. The host committee may also negotiate to receive a small percentage of the photography sales. 43 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Exceptional Practice – Mount Allison University – 2008 Badminton Area of Excellence: Photography We had very good photography with two different individuals involved. Pictures during play were taken by a camera which did not “flash” so was not intrusive to the players. Pictures were copied to a DVD and projected onto a screen, which played throughout the CCAA National Championship Awards Banquet. Also, the individual who did the video of games was able to reproduce copies with the CCAA label and each category of play was individually identified and personalized with the individual names of those playing and the outcome/score of their match. The banquet program also had pictures of the tournament events. Results: A copy was given to each athlete as a keepsake from the event. PLAYING RULES All games of the CCAA National Championships shall be governed by the rules contained in the CCAA Operating Code (see CCAA Operating Code – Article 13 Sport Specific Playing Regulations) and the official rule book of the respective sport. PRACTICE TIMES The host shall establish a practice schedule for the competing teams before and, if necessary, during the tournament. A minimum of one practice session is to be on the site of the championship facility and participating institutions shall be notified well in advance of the details. The practice schedule will be included in the information package. Standard Practice Time Policy for Basketball & Volleyball: Pre Tournament: Practice times shall be assigned by the host committee in consultation with the national convenor based on arrival time, first game time and time zone differences with the host team taking the earliest available time. In Tournament: OPTIONS: 1) Practice times shall be assigned according to game schedule with preference given to teams who played the later time slot on the preceding day. 2) Practice times shall be assigned according to game times of the day one schedule with the higher ranked team having preference N.B. Teams may exchange practice times. Exceptional Practice – John Abbott – 2013 Men’s Basketball Area of Excellence: All-Canadian practice All-Canadians travelling without their team were given a slot on the practice schedule to scrimmage with studentathletes from other local CCAA institutions. This got them involved in the event, introduced them to the championship venue, and gave them something to do on the practice day. 44 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL SECURITY The host shall provide a security centre from which all security-related activities shall be coordinated. It shall be the responsibility of the host to provide for the safety of all: Participants Staff and Volunteers Officials VIPs General Public / Spectators Security shall also be provided in order to: Be present at the door/gates to watch who is entering the facility Be situated in the stands/ aisles for crowd control Control media and public access to player/ team areas Movement within specific areas restricted according to specific authorization Ensure the security of team equipment at all times during games, practices and storage VOLUNTEERS A well-organized and dedicated group of volunteers can make any championship a success. The CCAA suggests that all host committees screen their volunteers. The following is a list of volunteers other than your host committee members that may be required: Ball Retrievers Banquet staff Concessions staff Drivers Flag Bearers and placard carriers for Opening Ceremonies Game Announcers Groundskeeper/ games surface crew Head Statistician Hospitality Room/ Tent staff Master of Ceremonies (Opening and Closing Ceremonies, Banquet) Medical Assistance staff Newsletter editor Parking Attendants Runners Scoreboard operators Scorekeepers Security staff Set up and take down crews for the facilities Souvenir sales staff Statistics committee Team Hosts/Hostesses Ticket sellers Web master 45 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL It is recommended that in key volunteer positions and at key times that the host overlaps volunteer schedules to ensure that an adequate number of volunteers are available. The following sections outline the responsibilities of some key volunteers at a CCAA championship: Game Announcers A public address announcer must be available for all games. Whenever French-speaking teams are competing, all public address announcements must be conducted in English and French. The announcers are required to announce the student-athletes’ names, keep the scoreboard up to date (although it is nice to have an additional volunteer for this), and play the sponsor announcement tapes or read the sponsor announcement scripts (both the CCAA’s and the host's). Announcers can do as many games as they feel comfortable with. They shouldn’t do more than two in a row. Some announcing guidelines are as follows: 1. The game announcer serves the athletes and the crowd at the same time. 2. He/she is neutral and impartial (this role is most important). 3. Follows an etiquette: welcome the people each time a game begins; avoid continuous talk; use soundtracks at times; never says anything when play is on; makes special announcements only in between games/matches; does not show off, (speaks with usual voice and does not try to imitate anybody); remember, the announcer is not a play-by-play announcer or colour commentator; inquire on the correct pronunciation of difficult sounding names; does not express remarks about spectators and does not voice personal or irrelevant remarks; introduces any dignitaries present in the stands 4. Recognizes and thanks the CCAA sponsors who make these championships possible. The CCAA will supply the host with a script for Public Address Announcements (PAs) for our national sponsors and CCAA programs/events (see Appendix VI). These scripts must be read over the PA system during and between games at the championship. 5. If there is an intermission (such as in between games), the announcer announces clearly the time of the next game, who's involved and in what section. When the day's activities are over, he/she should announce the next day's program clearly. 6. Once the game has started, the announcer should not be replaced. 7. The announcer should request written material for announcements, which can be rewritten or corrected if necessary. 8. The announcer should speak slowly to overcome poor acoustics. 9. The announcer must report region when referring to a team. The Host team is called the "Host Team". 10. Tied or established records may be announced, but never during a game. 11. The announcer keeps up with the game spirit, and tries to be short and clear in his/her announcements. 46 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL 12. When time is called on the field, he/she avoids saying irrelevant things. (play music if it is available or maintain silence). 13. The minimum age of the announcer should be eighteen (18). 14. A bilingual announcer must be available in all games involving French-speaking teams. 15. Once the draw for the championship is confirmed, a schedule for the announcers should be developed and sent to each announcer prior to the championship. Exceptional Practice – MacEwan College – 2007 Women’s Basketball Nationals Area of Excellence: Announcing DVD intro of each team via a rear projection system set up at each bench. Produced by AV people when teams attended practice. It took 10-15 minutes to shoot after their practice. Results: Good promotion of each player and consistent information and pronunciation Games Control Officer The Games Control Officer assists the CCAA national convenor with game procedures during the championship. Although host committee members can do the tasks performed by the Games Control Officer, having one person designated in this role during the championship is very useful. They should be introduced at the coaches meeting so all team staff know who they are. Line up cards will be given to the Games Control Officer by the teams a half hour before the scheduled start time of the game. At this time, teams shall receive a game ball. The Games Control Officer ensures games start on time by monitoring the teams' warm-ups on the first day and by ensuring the grounds crew works in a timely fashion. The Games Control Officer will work with the major official to ensure that a sufficient number of game balls are available. In addition, they may supervise the ball retrievers. Press Release Editor This person must be able to produce a release within 30 minutes of a game’s conclusion. Computer skills and the ability to write clearly are both necessities. It is best to have a rough outline of the release produced ahead of time (essentially templates) so that a minimal amount of time is spent on the production side of things. This individual may also be your newsletter editor. The newsletter is usually produced late in the evening. A newsletter sponsor, due to the immense popularity of the newsletter, would be an excellent way of generating additional sponsorship dollars. Exceptional Practice – UNBSJ- 2003 Badminton Nationals Area of Excellence – Customer Service We put daily recaps and preview notes about the following day’s actions under the door of all those staying at the hotel who were connected to the CCAA Badminton Championships. We wanted everyone who was even remotely involved to feel like people knew they were in attendance and valued their presence. The goal was to have people fell like they were getting their morning newspaper – a comfortable ‘homey’ feeling that creates familiarity but excitement at the same time – everyone likes to see what is in the news. Results: We received excellent feedback on the initiative and have noticed that this practice is being done at other championships, even better. Office Manager 47 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL The office manager is the person in charge of keeping the office at the venue running like clockwork. The office manager is in charge of all photocopying, computer work, and distribution of information to the teams. The office manager should be adept at reading a score sheet and using a computer. The office manager’s primary task is to keep things running smoothly. Runners Several boys or girls should be selected as runners and properly identified. The runners can be used for: delivery of messages to press box or scorer's box; delivery of messages to and from the championship headquarters; chasing balls (it is important to retrieve balls - only a certain number are sent free to a committee). Relaying message between host committee members and/or CCAA personnel. Scoreboard Operators A separate individual may or may not be required to operate the scoreboard. If this volunteer is used, they can assist the scorekeeper and game announcer to track the plays in the field. Operators must be trained and a schedule should be developed as soon as the championship draw is official and sent to each person prior to the championship. 48 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Scorekeepers The one thing to note about scorekeepers is that they must NEVER work back-to-back games. If a scorekeeper needs some training or refreshing, a CCAA Championship is not the place for this to happen. It is best to train scorekeepers throughout the regular season, tournaments or regional playoffs. The scorekeepers must read their score sheets to the statistician. This way, they have immediate feedback on whether or not they are recording all of the required information. This is also an opportunity for them to find out why they are recording so much information. Staffing levels for scorekeepers vary because some people could keep score all day, whereas some people can only handle doing one game a day. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. A scorekeeper’s clinic should be held prior to the Championship. The minimum age of the scorekeeper should be eighteen (18). Having experienced and competent scorers will ensure reliable statistics. A schedule must be developed once the draw is official and sent to each scorekeeper prior to the championship. Have more than one official scorer and alternate them. Scorers should not score back-to-back games Use score sheets supplied by CCAA Use line-up cards supplied by the conference Ensure everything is recorded on score sheets, including all column extensions Games should be summed up, with the results given to the head statistician, immediately upon conclusion of each game. Immediately after the last game of the championship, all completed score sheets, standings and the computer program must be submitted to the CCAA national convenor. Statistics Chairperson The stats chair must become an expert on how to use the statistical software provided by CCAA. This implies that this person must be comfortable using computers, or at least have an expert within the committee. Any statistical group that does not have a strong computer user as the committee chair could fall apart at the seams if a significant problem occurs. As well as having technical skills, the stats chair must be able to read a score sheet. If there is any controversy over any of the score sheets, the stats chair must be able to resolve the matter his or herself. Otherwise, the credibility of the event and its statistics will be in doubt. Ultimately, the stats chair must be able to do all of the tasks required of his or her subordinates. They may not have to do them well, but they must be familiar with all the tasks in the event that an emergency replacement must be found. As far as overall staffing levels go, a rule of thumb is ½ to ¾ of a person per game. In other words, if there are going to be 13 games in your championship, then the Stats Committee will need anywhere from 7 to 10 volunteers. This number will drop significantly if you have access to people who take vacation time to volunteer for the championship. Volunteer requirements will also drop if you do not 49 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL have any extra tasks on your plate. In this situation, then you could probably get by with a quarter of the number of people that you have of games (13 games – 5 volunteers). Exceptional Practice – Fanshawe College –2004 Men & Women’s Soccer Nationals Area of Excellence: Technical Collection of stats for media and website game reports and the development of templates and assigned field supervisors assisted the organizing committee to report shot at the goal/ shots on goal/ total number of corners per team/ home and visitors’ ball possession time/ number of free kicks/ cautions/ dismissals. These templates were part of the final report. Reporting more statistics allows the spectator, reader or fan to gain a sense of which team dominated in certain aspects of the game was the objective of the exercise. Results: Was positive from the host committee’s perspective and was valuable for the website and for creating the game summary reports each supervisor prepared on the game for the media. It is very labour intensive and I believe no host has deployed these methods. Webmaster An experienced computer user is needed to populate the website and keep it updated. This will take a lot of time but it will be well received by the media and fans across the country. The website address should be included in all press releases and promotional material. The website provides an excellent way to communicate with teams prior to the event as well as fans who are unable to attend the event. The site is an excellent tool to update game results and highlights. It is consulted by a variety of people (media, parents, etc.). It is the responsibility of the host to update the website on a regular basis. A website template will be provided by the CCAA. The first draft of the website must be presented to the marketing coordinator at least 45 days prior to the start of the event. The host will have the following 15 days to update the site to meet the requirements set by the national office. The website will be launched and operational no later than 30 days prior to the event. During the championship, official results shall be posted no later than 60 minutes following the completion of each competition/game. At the conclusion of each game/competition and before commencement of play the following day 1 to 4 images (game/competition photos) shall be posted on the championship web site. All daily media releases should be posted on the website with a link and identification on the welcoming page to the media release section. Don't forget the final day! The results, including the final standings, must be posted on the website before tearing down the championship office. (Often hosts will delay the final update, due to the flurry of activity that is involved in wrapping up the championship. Anxious fans from across the country will contact CCAA looking for the final standings, and in the past it has taken days to track down this information.) The event webmaster should contact CCAA communications and events coordinator prior to the championship to discuss how to relay game and awards results immediately to the CCAA at the end of the championship. 50 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL The following sections give more detail to particular Tournament operations. Finances & Insurance HOST COMMITTEE FINANCIAL OBLIGATIONS The host committee is responsible for all costs associated with planning and staging the championship. The finance chair is generally responsible for the collection of all revenues and payment of all expenditures related to the event (before, during and after the event). An accurate record of accounts is extremely important. During the championship, the host committee is normally undertaking a number of operations. It is important that the finance chair coordinate with the respective committee chairs to collect revenues & expense items for each operation. Operation expenses include: Ground transportation from the nearest airport to the accreditation facility or accommodations site for officials and CCAA representatives; In the case of non-major centre hosts, either ground transportation from the arrival airport to the accreditation facility or accommodations site for teams, or a travel subsidy to the CCAA for air travel to the nearest airport (see travel section); Ground transportation for VIPs and officials from playing venues to accommodations; Ensuring all playing facilities meet CCAA requirements as detailed in Facilities section; Playing facility and practice rental costs; Extra balls/shuttles (Note: CCAA official ball sponsorship agreements may provide the host committee an allotment of balls for the championship); Medical personnel and related first aid equipment; Statisticians and related equipment; Working officials’ accommodations, per diems and banquet ticket (see sport specific playing regulations). Refreshments for athletes, officials and VIPs; Opening and closing ceremonies; Rental of flags for ceremonies; Production of tickets/passes/accreditation passes; Production of event program; Production of event poster; Website development and maintenance; Translation of information; Meeting room for pre-championship coaches meeting and officials meeting; Nightly hospitality room for coaches & officials; Purchase of comprehensive liability insurance (minimum of $5,000,000) and any other relevant insurance; Security for facilities; Hospitality and VIP room supplies, rentals and refreshments; Banquet Volunteer outfitting; Purchase and sale of event souvenirs and merchandise; 51 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Production and installation of any signage; Marketing and promotional expenses related to the event; Coaching of officials/referee clinics held in conjunction with the Championship; Licensing fee to be paid to the CCAA prior to the championship; Photographer expenses; All-Star awards and player of the game awards; The host committee is responsible for all costs associated with planning and staging the championship. CANADIAN COLLEGIATE ATHLETIC ASSOCIATION FINANCIAL OBLIGATIONS Provide the host with balls/shuttles as per official’s sponsorship agreements. Provide transportation for out-of-province officials. Provide championship medals for teams finishing first, second and third. Provide host and championship banners. Provide All Canadian, Player of Year and Coach of the year plaques. Provide all-tournament team and MVP awards. Supply Fair Play award trophies and championship trophies Production of signage Travel, accommodations and per diems for the national convenors and CCAA representatives. Officials’ game fees Provide host with 100% of gate and souvenir revenue Provide participating teams with travel subsidy to championship event. Provide All-Canadian and coach of the year nominees with travel subsidy to championship event FINANCIAL CONTROLS/REPORTING The host committee, in order to plan for and account for all financial aspects of the CCAA national championship, shall implement the following measures: Review and approve initial budget with CCAA. Develop and monitor accounting procedures. The host committee should keep a daily record of attendance at the championship, which is reported in the final report. Review and approve sponsorship contracts with CCAA Prepare financial reports and forward to CCAA by December 15 / May 1 The CCAA shall not assume any deficit incurred by the host committee. This responsibility lies solely with the host. The MC, institution and host committee should reach an agreement, prior to submitting a bid or hosting a CCAA national championship, in the event that the championship incurs a loss. FINANCIAL STATEMENT The host is to provide a final audited financial statement to the CCAA (see Appendix XIV) The final financial statements shall include: Balance Sheet, Income Statement and Allocation of Revenues. This includes Value in Kind donations and estimated value. 52 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL INSURANCE Prior to the execution and delivery of this agreement, the host shall provide proof of institutional coverage maintained throughout the event (from the first official day of practice to the official day of departure). A minimum of $5,000,000 in respect of comprehensive general liability insurance for bodily injury of death or any person or persons participating in, using or at the event venue(s) and any claims arising from such injury or death and for property damage to third parties. The CCAA shall be "additional insured" in any and all such policies of insurance described in section above, but only for their vicarious liability arising out of activities of the CCAA Hosts. The comprehensive general liability policy shall contain a cross liability and severability of interest clause. Written evidence in the form of a certificate of insurance shall be permanently deposited with the CCAA no later than ten (10) days prior to the first scheduled day of practice for the championships and shall contain an undertaking by the insurer not to cancel or limit the insurance coverage so described except upon ten (10) day's prior written notice to the CCAA. The Host shall ensure that all personnel employed by or on behalf of the hosts shall be covered by workers' compensation insurance where required by law and assume all liability for ensuring this obligation is met. The Host will indemnify and save harmless the CCAA, it's officers, directors, and employees from and against any and all expenses, damages, claims, suits, actions, judgments and costs however suffered or incurred by the CCAA arising out of or resulting directly or indirectly from the following: a) any act or omission of the hosts in connection with this agreement, b) any injury or damages suffered by any corporations, individual or individuals as a result of the staging of the event which shall include but not be limited to athletes, officials, coaches, members of delegations, spectators who are involved in any way with the staging of the championship. 53 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Facilities COMPETITION & TRAINING FACILITIES The Host shall provide regulation facilities and equipment as specified in the CCAA playing regulations. Aerosol air horns, loud speakers (megaphones) and laser pointers at the national championship venue are prohibited. It is the host’s responsibility to display signage at the facility entrance with this information. Practice facilities equal to the competition facilities shall also be made available, by the hosts, in equal time for each participating team wherever possible. The host committee should establish a practice schedule for the competing teams before and, if necessary, during the tournament. A minimum of one practice session is to be on the site of the Championship facility and participating institutions shall be notified well in advance of the details. The hosts shall provide for the event a minimum seating capacity for championship medal games/match and a minimum seating capacity for championship play. Host shall ensure that facilities are at their maximum spectator seating capacity with additional seating being brought into facility when necessary. The host will guarantee minimum seating for championship medal game and championship play as follows: SPORT Men’s basketball Women’s basketball Men’s volleyball Women’s volleyball Soccer Min. Seating for medal games 1000 750 750 750 250 Min. seating for other games 1000 500 500 500 250 SECURITY The host shall provide event staff during the championship to ensure the safety of players, spectators and officials. Event staff shall be present at the door/gates to watch all spectators/participants entering the facility. Event staff will be situated in the stands/aisles for crowd control. Signage should be posted to list rules of spectatorship. Rules should include: show appreciation for good plays made by either team; show respect for both teams and officials; violence or harassment in all forms will lead to ejection from the building; spectators may not go onto the game court/field or encroach on the sidelines; no air horns allowed. MEDICAL FACILITIES The Host shall ensure that a qualified physician will be on call and a qualified athletic trainer will be on duty for the duration of the championship. The host shall provide the official medical (emergency) protocol to participating teams prior to the start of the event and confirm in writing the names of the 54 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL on-site medical contacts. In the event of an injury, a report should be filled out and a copy sent to the national office. See Appendix XIII. DRUG TESTING FACILITIES The host shall provide the facilities required for drug testing to take place onsite at the championship. The doping control station should be in accordance with the criteria specified the Canadian Doping Control Regulation, however the doping control station may permit modifications, as long as security and chain of custody requirements for the sample collection session can be maintained. In the case of announced testing, please ensure that the event technical delegate contacts the CCES Doping Control Office at least one week prior to the event, so that the following information can be reviewed and/or confirmed: • qualified volunteers required to effectively conduct doping control • set-up of the doping control station and its location vis a vis the field of play • sealed beverages for the athletes • exact location the event is being held and necessary directions • time DCO should arrive on-site Individuals recruited as volunteers (chaperones) in doping control will be responsible for athlete notification, as directed by the DCO, and could also be asked to witness the passing of athlete urine samples. Generally one chaperone will be required for every athlete being tested. All individuals should meet the following criteria: a. Minimum age of 18 years b. Ability to communicate effectively (verbally and in writing) in English and/or French, as required to be able to carry out chaperone duties at the specific doping control sessions c. Must not be involved in the administration of the sport for which testing is being conducted; must also not be involved with the personal affairs of or be related to an athlete that may be required to provide a sample at the session d. Must have the following characteristics: Ability to follow directions or instructions Ability to work in stressful situations Ability to solve problems Respectful and professional behaviour Ability to maintain confidential information A chaperone who will be witnessing an athlete providing a sample must be the same gender as the athlete. The doping control station should be in accordance with the criteria specified below, however the DCO may permit modifications, as long as security and chain of custody requirements for the sample collection session can be maintained. The doping control station should be located in close proximity to the competition or training site. However, the station should be located away from heavy traffic areas in order to increase security. The station shall be clearly marked with signs. 55 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Wherever possible, the station shall be divided into three separate, but interconnected areas (preferably, but not necessarily, three rooms). These areas are: a) Waiting Room/Area This room or area should be large enough to accommodate athletes, representatives accompanying athletes, representatives of the CCES, doping control personnel, and security personnel. The room should have chairs or benches and tables and an adequate supply of sealed, non-alcoholic, noncaffeinated beverages. Security personnel should be located at the door to control access to the room. b) Doping Control Processing Room/Area Only doping control personnel, the athlete being tested and the representative of the athlete being tested and, if required, an interpreter shall be allowed access to this room or area. This room should contain a table, some chairs, a wash basin, collection vessels, pre-packaged kits, suitable material for sealing the containers, doping control documentation and writing supplies and materials, and a lockable cupboard, cooler, refrigerator, freezer or secure area for the storage of samples. This room/area is used for: i) Securely storing the doping control supplies and documentation; ii) Selection of collection vessels and pre-packaged kits by Athletes; iii) Processing and sealing of containers; iv) Packaging and storing of samples; and iv) Completing and processing doping control documentation. c) Lavatory Wherever possible, this room or area shall contain a sink and toilet and shall be connected to the doping control processing room/area. It shall be large enough for the athlete and chaperone to move freely. The organizing committee is responsible for providing suitable individually sealed beverages (nonalcoholic and non-caffeinated), as approved by the DCO, for the athletes who are being tested (a minimum of three beverages per athlete being tested is required). For more information about the CCES, Doping Control and Doping Control Procedures please consult CCES web site www.cces.ca or contact the CCES 1-800-672-7775. MEDIA-RELATED FACILITIES It is important that standings and results are distributed across the country quickly and effectively. Also of importance is the timely distribution of statistics within the host site by posting results and stats. The host shall provide an area for the media, which would include photocopier, telephone services, and internet service in order that the media can more effectively issue tournament data. Game results should be compiled by a media committee member and circulated to all participating team sites on a regular (at least daily) basis throughout the championship. 56 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Travel As a CCAA national championship host you will be welcoming teams from all across the country. While you are not responsible for arranging their air travel, you are responsible for ensuring they have a way (shuttle or rental vehicle options) to the host hotel when they arrive and transportation to the competition site for the duration of their stay. According to CCAA travel policy, non-major centre hosts are required to pay the CCAA a Travel Subsidy. When teams drive from the arriving airport to the host site, the host pays cost of ground transportation from the arriving airport to the host site. If teams are able to fly to a non-major host site the host pays a travel subsidy to the CCAA. The amount of the subsidy is the lesser amount of the following: the cost of bussing from the major centre airport to host site or the difference is cost of flying to the non-major centre airport compared to flying to the major centre airport. Arranging travel should not be complicated, provided that you have accurate travel information well in advance. The following describes specific considerations and procedures for the different groups you will be responsible for: Teams who stay in the host hotel: Arrange transportation from/to airport. (Participating teams shall be responsible for arrangements and cost when travel is less than 100km to host city.) Arrange local transportation to/from all games and events. Likely to arrive the day before banquet or competition starts and depart the day after the championship is completed. Officials: Arrange and pay for “in province” official travel Arrange and pay for local transportation from/to airport. Arrange and pay for local transportation to/from all games and events. Likely to arrive the day before the competition starts and depart the day after the championship is completed. CCAA Convenor/Executive and or Staff: Arrange for (CCAA pays) local transportation from/to airport. Arrange for (if necessary CCAA pays) local transportation to/from all games and events. Likely to arrive the day before competition starts and depart the day after the championship is completed. All-Canadians and Coach of the Year Nominee not travelling with their teams: Arrange for (institution pays) local transportation from/to airport. Arrange for (if necessary institution pays) for local transportation to/from all games and events. Likely to arrive the day of CCAA National Championship Awards Banquet and depart the day after the banquet or the day after the championship is completed. OTHER CONSIDERATIONS: In some cases teams may be required to arrive a day early or leave a day later due to unavoidable travel circumstances. In the event that this occurs, you are asked to assist the team in arranging accommodations for their extra night and provide transportation to the site as required. 57 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Because of the lateness with which teams qualify, flight arrangements may involve the team not traveling as a group. The host should make every reasonable effort to arrange transportation from and to the airport. In the event that a team travels by ground, please ensure that there is parking available for them both at the competition site and at the host hotel and directions are given to the competition site. The host committee must reserve a parking area close to the competition site for cars/ vans/ buses carrying the teams and/or CCAA personnel, guests and officials. Identification cards or stickers should be made available for these vehicles. It is not the responsibility of the host to provide transportation for any fans that may accompany teams. However, some hosts have sold shuttle passes to fans as a fundraiser. This is only possible when sufficient space is available. If vans or other vehicles are loaned or rented out to teams, dignitaries, officials, etc., the issue of insurance liability must be clearly spelled out and understood by all parties. It is suggested that a driver be assigned each team van. Ensure maps are included in the registration information provided to teams and delegates. Exceptional Practice – Humber College –2004 Women’s Volleyball Area of Excellence: Customer Service – Arrival Greeting Process Airport: Greeting committee at the airport comprised of at least two committee members and two hostesses. Approval from airport to put up welcome banner in baggage area. Greet each member of the team with a Hawaiian greeting (embroidered souvenir scarf around neck) given by hosts as first initial greeting ice breaker. Each coach is given a souvenir coaches bag with a binder of complete summary of events and details – it gives them a chance to review it before they come to the coaches’ meeting. Team photograph with the banner and team wearing their souvenir scarves. Coach bus waiting to transport them directly to the hotel. Hostesses go on the bus with them. Hotel: Greeting table at hotel with volunteer greeting personnel. Each member of the team given a souvenir backpack filled with toiletries and memorabilia. Coach given hotel keys and van keys. Teams pre-registered at hotel so hotel keys issued to Coach. Vans waiting at the hotel for Coaches/VIP. All Coaches were asked to scan licenses so all registration is done in advance. All rooms decorated with cling-on tournament stickers on mirrors and posters etc. Coaches’ rooms were given wine and fruit basket. Details set up for first practice and accreditation (Hosts/Hostesses part of the package). Results: 1) Stress-free transition for all teams upon arrival. 2) One-stop shopping for greeting, hotel registration and van issuing. 3) Welcoming environment with the Host/Hostesses getting involved as an important part of the process. 4) MAKE AN IMMEDIATE IMPACT of going the extra mile. Exceptional Practice – Champlain College –St. Lambert – 2012 Cross-Country Running Area of Excellence: Rental Vehicles Teams arriving at the airport were shuttled to the host hotel, where they simply had to pick up and drop off their keys from a welcome desk in the lobby. 58 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Accommodations Good accommodation arrangements for all participants adds to the success of any championship. This success creates an early positive atmosphere. The host committee must reserve a quality host hotel at a competitive rate for participating teams, officials, CCAA representatives and potential All-Canadians and coach of the year nominees. In addition, teams who qualify late may miss the deadline for booking accommodations and may have no other option but to stay at a hotel other than the host hotel. Hosts should be aware of this and make every effort to accommodate teams who are not able to stay at the host hotel because of the lateness of qualifying by suggesting hotel in close proximity to the host hotel. TEAMS In general terms, teams expect good quality mid-priced accommodations. Remember that these teams spend a lot of money getting to the event. In regards to team accommodations, as a rule, the host committee is responsible for booking rooms. It is recommended that hosts block off a minimum of 8 rooms for each team up to a maximum of 12 per team for volleyball and basketball. For soccer it is recommended to block off a minimum of 10 rooms for each women’s team up to a maximum of 15 per men’s team. When the team’s requirement is known, the host can release any unnecessary team rooms. However, hosts must be aware that teams do not qualify until nine (9) days prior to the championship. One area of concern for host committees is the lateness with which teams qualify for the championships and the need for host hotels to release rooms that have not been booked. It is strongly recommended to prepare the hotel administration that teams qualify late and a later date for release of the rooms will be required. To ensure that teams will choose the host hotel, the hotel should be located close to the championship facilities and should be reasonably priced. The host hotel is intended to be for the teams first, not fans or families. Therefore, arrangements should be made with the hotel to ensure that only teams are booking the rooms blocked off by the host committee unless sufficient rooms exists for fans and family. First and foremost, the host committee should completely finalize accommodation for every team and special guests before making any bookings for fans. As a rule, the fans look after their own accommodation. It is required that institutions attending the event stay at the designated host hotel. Coaches must be assigned to the same floor as their team when booking rooms. Bookings must be done before the host’s established deadline date. Unless there is no vacancy before the established deadline, teams who do not say at the host hotel shall be subject to a fine of $500/ team. Security must be provided/ coordinated by the host at the hotel during the tournament closing night (11:00PM to 6:00AM). Institutions shall be held responsible for any damages, which have been proved to be caused by their representative, and/or associated persons during the championship. The institutions shall be 59 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL responsible for payment of any resulting costs. Institutions who do not reimburse damages shall be deemed members "not in good standing." Coaches are responsible for their student-athletes’ actions. Coaches and/or official college representatives must be available at all times to intervene if needed. If not in the vicinity of the team, a contact number must be left with the hotel Front Desk. Failure to do so may result in a $100 fine for the offending institution(s). The CCAA does not permit the consumption of alcohol and or illicit drugs by teams, including coaches, in the competition site and host hotel. It is also strongly recommended by the CCAA that there is no alcohol consumption in TEAM BEDROOMS. Athletic directors and or delegates are responsible to educate/ present the CCAA expectations of behaviour and conduct of all participants at CCAA national championships. The athletic director will outline athlete/ coach decorum for all tournament activities including opening/ closing ceremonies, awards banquet and all venues. Athletes and coaches are expected to act responsibly as a representative of their college and the CCAA. Past history has shown that these types of incidents do occur and that severe sanctions will be applied if these guidelines are breached at championships. The host must distribute a complete information package to each CCAA member in that sport at least six (6) week before the Championship. The package must include the host hotel information including prices and brochures. See Appendix IV for Championship information package. Exceptional Practice – Champlain College –St. Lambert – 2008 Men’s Basketball Area of Excellence: Accommodation The leadership of the City of Saint Lambert was instrumental in putting together the Guest Accommodation Program. Citizens of the community offered their homes to billet the parents of participating players who were from out-of-province. The hosts and the guests were then invited by the city to attend the CN-CCAA Banquet and to take part in other activities including the City of Saint Lambert Open House, the team’s first game and the DineAround Saint-Lambert Program. Results: This permitted guests to reduce their costs substantially but also created a greater awareness of the championship in the community. Friendships were also developed that will last longer than the championships. OFFICIALS Officials and CCAA representatives are usually booked in the same hotel as participating teams, with the exception of basketball. However, officials and CCAA represent should be separated from the teams (i.e. different floors). If the host wishes to use a different hotel for the teams, the CCAA must approve the arrangements. 60 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL As the host, you will be financially responsible for the officials and in some cases assignor’s accommodations (sport specific) from the day before the competition to the day after the competition ends. The number of officials assigned to each championship and normal room requirement is as follows: Badminton - 4 umpires and 1 National referee - 4 rooms Soccer (combined men’s and women’s competition – 14 to16 officials and 1 referee assessor – 7 to 8 rooms . Soccer (single competition) – 10 to12 officials and 1 referee assessor – 5 to 6 rooms Men’s and Women’s Volleyball - 6 Officials and 1 assignor - 5 rooms Men’s basketball – 12 Officials and 1 to 2 assignors – 7 rooms Women’s basketball – 12 Officials and 1 or 2 assignors – 7 rooms The officials can be booked two to a room (2 double or queen beds required) and the assignor receives their own room, except in the case when two assignors are attending then they share a room. In case the gender of the umpires is uneven, an additional room must be booked. Once all the umpires have been assigned, this additional room can be released. The CCAA national office will inform the host regarding the specific arrival/departure times of the officials that are flying to the event in order to confirm their accommodation reservations. CANADIAN COLLEGIATE ATHLETIC ASSOCIATION PERSONNEL CCAA personnel are usually booked in the same hotel as participating teams. As the host, you will be responsible for pre-booking the rooms for the personnel. The CCAA national office is financially responsible for the CCAA personnel’s accommodations and will make the final reservation for the personnel and arrange for direct billing. Accommodations will be required from the day before the competition to the day after the competition ends. The number of personnel assigned to each championship and normal room requirement is as follows: National convenor CCAA executive representative CCAA staff (possibly) CCAA future host The host should reserve three to four rooms for their use. The CCAA will contact the host to inform them who will be attending the championship. CCAA personnel will be booked one to a room unless otherwise specified. Once all the personnel have been assigned, if necessary the additional room can be released. 61 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Banquet/Ceremonies CCAA NATIONAL CHAMPIONSHIP AWARDS BANQUET/OPENING CEREMONIES At one point during the championship the host must provide a semi-formal evening dinner banquet known as the CCAA National Championship Awards Banquet for the student-athletes, team representatives, officials and CCAA personnel. This is intended to be a prestigious event honouring AllCanadians and Coach and Player of the Year Award winners. Some individuals have flown across the country to be at the event and receive their award so their accomplishments should be showcased. The host of a national championship may charge a maximum of $50 per participant ($60 for crosscountry running) as an accreditation fee. Accreditation includes a ticket to the CCAA National Championship Awards Banquet, tickets to all games/ matches and access to appropriate tournament amenities (Hospitality rooms; VIP Seating, etc.) see APPENDIX VI. Participating teams will receive a the maximum number of team / college personnel accreditations as follows: Golf - 8 for men’s teams; 6 for women’s teams Cross Country - 8 for one team; 16 for two teams Soccer - 25 Badminton - 15 Volleyball - 20 Basketball - 20 For any extra members traveling with their teams, the host will determine the cost and what it would include. This notice must be given to the host by the assigned deadline. The host can sell extra tickets to parents, local supporters, etc. as a fundraiser if space is available. The host is responsible for the assignor(s) banquet tickets. Free passes should be given to the team host/hostess. The CCAA is financially responsible for CCAA personnel and should be invoiced by the host following the championship. The host shall provide invitations and free passes for all Championship Event sponsors and CCAA national suppliers. Invitations and passes should also be sent to local institutions, athletic conference and local government dignitaries. The host must provide information about the banquet (including the menu) to teams in the information package provided a minimum of six (6) weeks before the championship. Teams must indicate the specific number of attendance by the deadline set by the host. Teams can either be asked to pay for their banquet tickets before arriving at the championship or payment can be made at accreditation the day before the banquet. The host makes this decision. The meal should be nutritious and plentiful, as these are athletes that will be competing the next day and this may be there best meal of the day due to travelling to the championship site. The banquet should be held the day before the start of the championship in golf, soccer, basketball, volleyball and badminton, the banquet should start between 6:00 - 7:00 p.m. and should end around 9:00 p.m. This 62 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL will allow teams to arrive in time for the banquet as well as leave early enough to get a good night's rest before competition starts the next morning. If the host for the banquet selects an alternative day, the CCAA must approve it. In the case of cross country running, the awards banquet is held at the conclusion of the event. An agenda should be prepared, but remember, now isn't the time for lengthy speeches. A master of ceremonies is required. Introduction of key people and dignitaries and one or two brief welcomes are acceptable. If any of the dignitaries are invited to speak, they must refrain from passing any political messages to the audience (remarks must be brief). Official language minimum standards for Banquets/Receptions/Awards Ceremony are Welcome and introductions; National anthem Invitations and banquet program Text of awards banquet should be presented in both English and French, if a francophone or bilingual member is a participant at the championship; and To ensure consistency in both English and French, CCAA has developed a bilingual lexicon (see Appendix XVII). The host should ensure that the correct protocol is followed at this function. CCAA personnel at head table (if one is set up) should be recognized. The following is a suggestion of head table(s) guests: 1. 2. 3. 4. 5. 6. 7. 8. 9. CCAA personnel Member of Parliament or representative Mayor or representative Major sponsors Conference president or representative Honorary chairperson (if applicable) Chair of host Committee Guest speaker (if applicable) Head officials’ assignor The CCAA National Championship Awards Banquet/ opening ceremony provides an opportunity to welcome the visiting teams, officials and spectators as well as give some recognition to sponsors and suppliers. Invitations and invitation list must be developed and sent out to all dignitaries requesting their participation in any of the ceremonies and/or special functions. National, provincial/territorial and local politicians often attend to extend a welcome and well-wishes to the participants. The CCAA executive member brings greetings on behalf of the CCAA. The president of the regional association or their representative will also provide greetings. Members of all participating teams at CCAA national championships must be in attendance at opening and closing ceremonies. Teams in violation will be subject to a $200 fine. Extenuating circumstances may be appealed to the Executive Committee. 63 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Awards Banquet Program Specifications: a) The size of the awards banquet program must be a minimum of 5.5” x8.5”. b) The schedule of events for the evening shall be included c) A list of the award nominees shall be included d) Jostens the “Official Supplier to the CCAA National Championship Awards Banquet” must be allotted space for a quarter page advertisement. e) Official language standards for the Awards Banquet Program are: • All content on program cover; • Schedule of events; and • Award titles (ie. Coach of the Year, Athlete of the Year, CCAA All-Canadians) Parade of Participants The teams’ procession is the beginning of the ceremony. All teams are to be present in semi-formal attire. Teams are usually preceded by a flag bearer who carries their provincial flag and/or a banner indicating the team name. It is the responsibility of the host to obtain the flags of each province. If hosting a men and women's championship simultaneously, have both provincial/territorial teams enter together. You should have a parade marshal to ensure the teams enter correctly. A band, piper or music over P.A. system usually leads the parade. The teams enter in order of protocol as decided by the host. A suggestion would be to have teams enter from west to east or vice versa. Teams from the host province/territory should be last along with the host team at the end. The dignitaries enter afterward. The suggested order of entry is: i) ii) iii) iv) v) vi) vii) viii) ix) x) xi) xxi) xxii) Band/Piper/Leader Canadian flag bearer CCAA national championship banner Team 1 led by flag bearer Team 2 led by flag bearer Team 3 led by flag bearer Team 4 led by flag bearer Team 5 led by flag bearer Team 6 led by flag bearer Team 7 led by flag bearer Team 8 led by flag bearer Dignitaries Host Committee The dignitaries normally include the CCAA Convenor, executive and staff, official assignor/assessor, mayor or Member of Parliament, sponsors, college president or vice president, host chair, guest speaker and a representative of the host member conference. 64 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL The Master of Ceremonies is usually a local radio or TV announcer (bilingual). It is proper protocol to ensure that the participating teams are welcomed in their official language. The format includes: i) ii) iii) iv) v) vi) vii) vii) Introduction of all participating teams, the officials and all dignitaries; The bilingual singing of "O Canada" (sung by local talent or a recording); Speeches (maximum duration - 3 minutes each); CCAA Executive member or convenor Mayor or MP College President or VP Provincial Association Host Chairperson Dinner Guest Speaker (15-20 minutes maximum – starts during dessert ensure head tables eat first) All-Canadian presentations (presented by national convenor and sponsor – if there is one) Player of the year presentation (presented by college dignitary and sponsor – if there is one) Coach of the year Presentations (presented by CCAA executive member and sponsor – if there is one) Ensure award winners remain at the front of the stage for group pictures to follow presentations. Any other CCAA board of directors and any other MC president in attendance should be acknowledged verbally. They do not have to be invited to present. Ensure a good microphone is available. A final test should be performed five (5) minutes before beginning. CCAA National Championship Awards Banquet/ Opening Ceremonies should be kept to 2 hours (maximum) concluding at 9:00 PM Exceptional Practice – John Abbott – 2013 Men’s Basketball Area of Excellence: Banquet Videos The banquet venue was set up with several large projection screens. Digital highlight videos provided byall teams highlighted each participating team, All-Canadian, Coach and Player nominee, which left an impression on all in attendance.. Exceptional Practice – John Abbott – 2013 Men’s Basketball Area of Excellence: Academic Recognition The highest academic achiever of each participating team was recognized during the banquet ceremony. OPENING TIP/KICK The opening ceremonies should be tied into the CCAA National Championship Awards Banquet, which is normally held the evening prior to the commencement of play. Prior to the first game/match of the tournament the bilingual Canadian anthem should be played or sung a ceremonial tip or kick take place 65 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL with a college or local dignitary. Only those teams participating in the game to follow the ceremonial tip/kick are required to be in attendance. The formality should take 10 minutes maximum. ATHLETES’ OATH Although not required, many hosts have incorportate the oath into the banquet or opening ceremony: Au nom de tous les competiteurs et competitrices, je promets de participer aux championats nationaux collegiaux de cross-country tout en respectant et en obeissant aux reglements qui governent l'esprit du sport, pour la gloire et l'honneur de nos equipes. In the name of all competitors, I promise that we will take part in these Colleges’ National Cross Country Championships, respecting and abiding by the rules that govern them in the spirit of sportsmanship for the glory and honour of our team. CLOSING CEREMONIES If a banquet is to be held after the closing ceremonies, often the closing ceremonies consist of nothing more than the medal presentations to the runners-up and the champions. If no banquet has been held previously, a more elaborate closing ceremony is required. An MC is required. It is strongly recommended that all participating student-athletes be present and dressed in their warm-ups or team apparel and that all athletes taking part in the closing ceremonies be dressed similarly and/or neatly. The CCAA convenor will want to thank the host committee, the sponsors and suppliers. It is recommended that the head assignor be involved in the closing ceremonies to present the Fair Play award. The following presentations should be organized. Order of presentations: i) Awarding Future Host Banner Next Approved Host Representative ii) All tournament and MVP awards – Corporate Sponsor and National convenor iii) Fair Play Award – Major Official/Assignor and CCAA executive member iv) Bronze Medals – CCAA Executive member and College dignitary v) Silver Medals - CCAA Executive member and College dignitary vi) Gold medals – CCAA President and National Convenor vii) Championship Trophy and banner CCAA President and National Convenor Official language minimum standards for Opening/Closing Ceremonies are: Welcome and introductions Medal Presentations As a rule, if he/she is present, the president of the CCAA makes the presentation of the championship trophy/plaque and the gold medals. 66 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL FINAL WORDS The chairperson of the host committee will be asked to say a few closing remarks. The closing ceremonies, like opening ceremonies, should be kept as short as possible. The national convenor will review the agenda for the ceremonies. The convenor must approve any additions or deletions. The host committee should make provisions for team pictures and pictures of the awards presentations for distribution to all medal-winning institutions and the CCAA archives at the national office. 67 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Marketing & Sponsorship MARKETING PLAN The host shall develop a marketing plan (identify the products, the potential sponsors for such products i.e. banquet, official ground carrier, official hotel etc., identify potential event sponsors and associated levels of sponsorship) in order to ensure maximum participation of the public and corporate sector. This plan is essential, as it will provide the framework for the host to develop an attractive package for potential sponsors and to attract spectators to watch the event. The corporate sector develops their budgets at least a year, if not more in advance, so the marketing plan should be developed as early as possible. All Hosts will be expected to pay the CCAA an upfront licensing fee. All gate and sponsorship revenue will remain with the host. Exceptional Practice – SAIT – 2005 Women’s Basketball Area of Excellence: Marketing: Having the marketing committee meet in the Spring of 2004 helped avoid some of the rush. The more time you have to brainstorm ideas, the better. Several ideas that worked well: Coca-Cola ran a Vend-to-Win promotion in 8 high schools to give away tickets to the event; We gave four different schools 25 Thursday tickets to give out; and 2 radio stations gave away tickets to help promote the event Results: We were able to attract people to the event that may not have attended otherwise SPONSORSHIP CATEGORIES Participation of sponsors at a CCAA national championship is left to the discretion of the organizing committee in cooperation with CCAA. Failing to secure all sponsor categories, the CCAA passes rights to the host. The host must contact CCAA to confirm sponsors and their status. Event Sponsors Categories for Level 1 championships: (i) Title Sponsor (one only) Minimum cash and contra: $10,000. (ii) Presenting Sponsor(s) (two maximum) Minimum cash and contra: $5,000. (iii) Major Sponsors (five maximum) Minimum cash and contra: $3,000. (iv) Associate Sponsors (ten maximum) Minimum cash and contra: $2,000. (v) Supplier (product to host) (vi) CCAA National Championship Awards Banquet a) Presenting Sponsor (two maximum) o Minimum $3,000 cash and contra b) Supplier (product to host) o CCAA approves rights only, all benefits to Host See Appendix XV for Event category obligation guideline. 68 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL It is, however, understood that under no circumstances can a sponsor be involved in any capacity that is in competition with any of CCAA's national sponsors unless the CCAA gives approval. Hosts will not enter into agreements with alcohol beverage companies for sponsorship of CCAA events in the categories of Title and Presenting. In all CCAA national championships, the CCAA reserves the rights to advertise its programs in any way, shape or form, and at all times during the staging of the championships. NATIONAL SPONSORS' RIGHTS The CCAA has entered into exclusive sponsorship and supplier agreements, which will have a positive impact on all CCAA national championships. As a condition of being awarded the rights to host, all parties agree that these agreements will be exclusive to the particular product categories. In addition, the CCAA reserves the right to the provision of other items related to its sponsors and suppliers and will advice the host accordingly. Because this is a CCAA national championship, the host committee must respect the CCAA’s national sponsors. It is important that these sponsors receive the complete support of all parties involved in the championship and that any advertising or promotions other than those conducted by the national sponsors must be cleared with the CCAA prior to any commitment being made. A list of national sponsors will be provided in host contract. While it is anticipated and understood that benefits from sponsors on a local, regional or provincial level may be more direct and greater in nature, the CCAA endeavours to continue to secure corporate sponsorship for the benefit of its entire membership. It is the responsibility of the host committee to uphold the CCAA's policy on protecting the rights of national sponsors. You must not, under any circumstances, provide visibility and support for any competitor of CCAA national sponsors through promotional activities (i.e. special events, sampling opportunities, etc.), promotional material (i.e. banners, flags, posters, etc.), or PA announcements, unless you have approval from the CCAA. Permanent signage (i.e. billboards, etc.) promoting competitive services and/or products must be removed or covered prior to the start of the national championships. National sponsor promotional material must be displayed in prominent areas. In addition the CCAA will supply the host with a script for Public Address Announcements (PAs) for National Sponsors. These scripts must be read over the PA system during and between games at the championship. (see Appendix IX) EVENT SPONSORSHIP The host shall be responsible for the development of a sponsorship package for corporate sponsors and Value-in-Kind (VIK) donations. (See Appendix XVI for outline on selling and packaging events). 69 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Sponsorship Committee The sponsorship committee will: Create a plan for acquiring local sponsorship that is non-conflicting with CCAA national sponsors. Secure lists of needs from all committees with the objective of securing donations for all equipment and event supplies. Communicate with other committees in regards to exposure commitments for sponsors/suppliers. Value-in-Kind (VIK Donations / Contra) In many communities, the corporate community is very receptive to supporting a major sporting event. Although some provide an unconditional cash donation, some may wish to provide funding to a specific activity within the championship or to provide Value-in-Kind (VIK) or product. Look for ways to solicit corporate assistance in those activities you are already committed to undertaking such as: banquet transportation costs such as buses and fuel courtesy cars computers printing all-star awards concession supplies opening ceremonies entertainment hospitality room supplies registration kit items special events and prizes souvenir program (sell ads) Exceptional Practice – Mount Royal College – 2006 Badminton Area of Excellence: Sponsorship Sponsorship: Putting together a professional sponsorship package (a folder with different sheets of paper for the various levels as well as a descriptive letter outlining our ‘ask’) and securing sponsors in the Spring of 2004 (the year before) was very successful. The sponsorship package utilized the suggestions from the CCAA guide – it was very helpful to have this to work from. One suggestion would be to add “program advertising” as a separate level of sponsorship. Results: We were able to secure a title sponsor, secondary sponsor, and had over 22 companies/ organizations partner for this event. We had many comments that the sponsorship package was professional and easy to use. 70 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Promotion & Media Coverage PROMOTIONAL PLAN There are a number of promotional opportunities available that will create great excitement and awareness for the championship. The host shall undertake the development of a promotional plan to ensure maximum exposure for the event. This may include: Ticket promotion Radio station and local TV talk shows Include a local media person on the host committee Poster display Banner display Event program production Onsite promotional booth during events Shopping centre displays and promotions Newspaper ads/supplement Website design and promotion Maximum seating capacity and overflow plan Advertising in local sporting goods stores Media conferences Advertising to local sport associations. To promote the championship, it is a good idea to place two large billboard ads in high traffic areas at least six months prior to the championship. Ask your sponsor to assist you with this effort. Also, place a large promotional sign at the host venue. While this is optional it will add substantially to the overall publicity for the event. Promotional material such as shirts, stickers, buttons, etc. will help promote your championship. You can use radio to promote this effort through give-aways, call in show, etc. The championships shall be promoted as the "CCAA (Specific Sport) National Championship(s)." The title sponsor for the event would appear before CCAA. Exceptional Practice - UNB-SJ - 2011 Women’s Volleyball Area of Excellence: Event Promotion Promotions and marketing went extremely well. We had eight of the most popular restaurants in Saint John on board as meal sponsors. This allowed us to place championship promotional ‘tent’ cards on each table in these restaurants for the final couple of weeks leading up to the championship. People read these cards while waiting for their food.We got word from the restaurant owners that these cards were creating a lot of interest for the championship. This was our most successful promotional tool. 71 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Exceptional Practice - NSAC - 2012 Men’s Basketball Area of Excellence: Gifts in Kind Partnered with local restaurants who sponsored a free meal for athletes. Positive word-of-mouth among teams ensured the restaurants received repeat business during the event. One stayed open late specifically for post-game meals. Exceptional Practice - Keyano College - 2009 Men’s Volleyball Area of Excellence: Special Events Community Support Ultimate Physical Education Class lead by women’s volleyball coaching Staff Invited four elementary schools to attend each of the Day 1 and Day 2 opening games Paired each school with a participation team Pre-event visit during art class to decorate T-Shirts and inform them about team Pre-event visit during gym class to introduce host team players, build interest etc. Introduced the students to some of the cheers and their WVB hosts Provided bus transportation from school to the venue Provided facility for one hour of phys-ed class (included volleyball and misc games) Provided lunch and free tickets to all volunteers, staff and students Provided teams with markers for autographs Provided photos of the crowd interaction throughout the school system to generate further interest Allowed free admission all weekend for kids with commemorative t-shirt Results: Increased fan attendance by 250 for each of the morning games Increased crowd interaction and noise level, considerably Total cost of about $1250 dollars was well worth the community investment We picked up $7500 in sponsorship specific to this initiative Exceptional Practice - Francois-Xavier-Garneau - 2011 Soccer Area of Excellence: Spectators Sponsors covered the cost of transportation for 1,300 local elementary and secondary students. Exceptional Practice – Capilano College – 2007 Women’s Volleyball Area of Excellence: Promotional Program ‘Send a Kid to the Nationals’ was a promotional program developed to achieve the following: Make the visiting teams feel welcomed by matching the team with a local elementary school to support them and attend their games. Each school adopted one team. Increase the attendance figures for the championship, especially for the preliminary games in the afternoon Provide an opportunity for elementary school children to watch top-level college volleyball in the hope of inspiring them to participate in sports and keep active. Some of the college teams were invited to speak and answer questions at their adopted school. This was a very positive experience for both the college athletes and the elementary school children. Results: The program was successful in meeting its goals. Several hundred children attended the afternoon games on the first day of competition, which augmented our attendance figures. The children made signs supporting their teams and filled the gym with cheers and excitement. We received very positive feedback from the staff of the elementary schools and the college teams about the program. I would encourage future hosts to consider doing this. It is a bit of work to organize the program but it is well worth it. 72 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL BANNERS The CCAA will supply the host with a national championship banner. These banners must be placed in high profile areas. All banners, including the host committee's banners, must be tightly secured and not to interfere with play on the field/ court/ course. The host committee must return these banners to the CCAA in appropriate packaging (rolled, not folded). All sponsor banners displayed at a CCAA national championship shall adhere to the following specifications. This applies to soccer, volleyball and basketball national championships. Hosts shall be responsible for purchasing the banners from the provider of their choice. Banner specifications: - Shape: Double sided ‘A’ Frame - Size: 6’ wide x 3’ long - Material: collapsible (to minimize athlete injury) - To be visible to: event attendees, webcast viewers and event participants PUBLIC ADDRESS ANNOUNCEMENTS The CCAA will provide public address announcements which must be read throughout and in-between all games. (see Appendix IX) Exceptional Practice – Mount Royal College – 2006 Badminton Area of Excellence: Event Operations – Announcer for Competition We were able to hire an exceptional announcer who was at the championships for the entire time. He would arrive 45 minutes before the first event of the morning and stayed approximately 15 minutes after the last competition of the day. We felt it was important to have the announcer there for the entire tournament in order to keep consistency with our game day presentation. It also allowed the competitors time to adjust to this new or different feature of a championships. Our announcer was knowledgeable in the sport of badminton and how a tournament was run. He knew when music should be played, when to make announcements and when there should be silence. Working closely with our game day supervisor on the script allowed him enough freedom to display his talents but stay within Cougar Athletics guidelines. It also gave us the ability to increase our exposure of our sponsors by making more public announcements. Results: We felt the addition of an announcer, which, to our knowledge, had not been part of a badminton tournament in the past, was a very positive experience for the athletes and coaches. This feature, without a doubt, enhanced our game day operations. TELEVISION AND RADIO RIGHTS Agreements with national radio or television media for the broadcast rights of championship games shall be negotiated exclusively with the CCAA. Proceeds from national radio and television broadcasts of any game of the championship shall be paid to the CCAA. Hosts may investigate the possibility of local or regional broadcasting of CCAA games but must involve the CCAA in all discussions. PROMOTIONAL MATERIAL The championships shall be promoted as the "CCAA (Specific Sport) National Championship(s)." The title sponsor for the event would appear before CCAA. 73 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL The CCAA must approve the design of any promotional material that identifies the Championship (e.g. posters, etc.) All championship letterhead must bear the official name of the championship (as supplied by the CCAA) as well as the official CCAA logo. Logos The national championship logo is created by the host institution (approved by the CCAA marketing and sponsorship coordinator) to provide a visual identity for the event, suitable for use on all promotional items. The CCAA office will provide each championship host with a file to be included in each championship logo for each sport. The host must include the file unaltered, in their championship logo design. The logo design will include the following pieces information: CCAA logo, sport name, national championship, host city, year and French/English translation of these items. Championships being hosted by francophone members will be provided with a French dominant design while Anglophone hosts will be provided with an English dominant design. No additional text may be included in championship logos. Keep in mind how the proposed logo will appear light on dark background (and the reverse) and in black/white A draft of the national championship logo shall be provided to the CCAA marketing and sponsorship coordinator at least 120 days in advance of the start of the championship. Any recommended changes must be made within the following 30 days so that the final logo approval can be made at least 90 days in advance of the start of the championships. Specifications: a) The logo should portray the sport; host area/region; gender of participants; and the CCAA (national nature of the sport), b) The use of the host institution “varsity logo” should be avoided unless it portrays the geographical area where the Championship is being held, c) The colours of the CCAA (red, white and black) would be preferred The host committee must incorporate the CCAA national championship logo into all championship advertising and promotional material (letterhead, templates for faxes, etc.). The CCAA and national championship logos must appear prominently on the website developed by the Host Committee for the championship. Posters The Host must produce a championship poster for the event to promote and publicize the championship to the broadest audience possible in a bilingual format, ensuring the inclusion of: a) Essential information regarding dates, times and host/competitive site location(s); and ticket prices, 74 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION b) c) HOSTING MANUAL The approved championship logo, Corporate names and logos as prescribed by formal CCAA and host institution agreements. Specifications: a) Size of poster: minimum of 11” x 17” and recommended size of 17” x 22”. b) Quantity of posters: Each championship host is required to produce a minimum of 2 posters per institution and distribute to each CCAA member as well as supplying the National Office with 10 copies. c) Corporate logos and names, as provided by corporate partners, must be presented unaltered (minimum 1” high, recommended 1½” high). d) Title and Presenter sponsors: Title sponsorship may be granted to a corporate partner meeting the agreed upon criteria (e.g., The Mazda CCAA Men’s Volleyball National Championship). This title should be carried on any and all collateral material associated with the championship but never more prominently than the CCAA image. The Presenter status may be granted to a corporate partner meeting the agreed upon criteria and should be presented on the poster along with the title sponsor but less prominently (e.g., Presented by Spalding). e) The CCAA office will provide each host with the required content (text) for the championship poster. This content will be provided completely translated and no other text shall appear on the championship poster. f) In addition, a PDF version of the championship poster must be provided to each CCAA member institution in order to have additional posters printed if they choose to do so. A draft electronic version of the championship poster shall be provided to the CCAA marketing and sponsorship coordinator at least 75 days in advance of the start of the championship. Any recommended changes must be made within the following 15 days so that the final poster approval can be made at least 60 days in advance of the start of the championships, and the poster can be distributed and displayed a minimum of 30 days before the event. Event Souvenir Program The host must produce a championship program to showcase the CCAA nation championship, its participants, the host college, the CCAA, our corporate partners and to provide a lasting souvenir for everyone involved. It should also serve to promote the sport, provide historical information and provide advertising revenue for the host institution. Specifications: a) The cover (minimum 8½” x 11”) should include: title of the event – including title and presenting sponsor logos; championships logo; dates of event and site location(s); CCAA logo and full association name (bilingual). The cover artwork and colours should co-ordinate with the poster and other promotional material. b) Advertising copy should be evenly distributed throughout the program and should not exceed 50% of the total copy. Ad copy for national sponsors, as specified in approved CCAA agreements, will be accommodated by the host institution. c) An Official Message from the CCAA president and our minister of sport canada will be featured in the first pages of the program. All other messages will appear at the discretion 75 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION d) e) f) g) h) HOSTING MANUAL of the host and could include the host institution’s president, athletic director, municipal mayor, and/or provincial Premier. The tournament draw/schedule should be carried in full with a list of seeding. Award winners such as All-Canadians, Player of the Year and Coach of the Year nominees and winners should be carried in the program with the sponsorship title where applicable (e.g., The CCAA 3M Coach of the Year). Pictures of award winners should be featured if available. Sport history should include highlights from the previous years; past champions and finalists; MVP and Coach of the Year winners; as well as CCAA graduates who have gone on to excel in the sport. Note: Graduate stories should be national in scope. Host institution information/promotion is permitted but should not exceed two (2) full pages. Official language standards for event program are: To be completely bilingual including: CCAA President and Minister of Sport Canada messages o All other welcome messages are highly recommended All content on program cover Schedule and information surrounding special events – tournament draw/schedule and related text; To ensure consistency in both English and French, CCAA has developed a glossary of terms. (See Appendix XVII) It is up to the host to determine retail price of the souvenir program. An event program may be another avenue for revenue generation for the host. This can be from sales of the program or through the selling of advertising space to local businesses. However, the host should avoid turning the program into largely an advertising publication. It should include information, stories, and photographs of each participating team. Contingency plans should be developed for these situations. The CCAA reserves the right to advertising space in the souvenir program for its programs, its sponsors and suppliers and may also include some articles specific to CCAA. The CCAA will inform the host committee by 60 days prior to the event regarding the amount of space required for the CCAA pages. The CCAA will provide the host an electronic copy of these pages. The CCAA is to approve all artwork and materials prior to production, including use, size and position of the CCAA logo and/or the national championship logo. Avoid printing too many copies of the program. Seven hundred and fifty (750) copies should be more than enough. The CCAA office requires 10 copies of the program immediately following the event. The programs are best sold at the gate, souvenir booth, concession stands and in the bleachers. Exceptional Practice Sample – UBC Okanagan – 2001 & 2002 Men’s Volleyball Area of Excellence – Promotions Facility signage – High quality, colour, large-scale signage can be easily and inexpensively created by partnering with a professional CAD drawing company. We partnered with a local firm, emailed PDFs of signage we needed (including sponsor logos, tournament draws team names/mascots/logos etc.) Signs can be up to 42” tall by as long as paper roll is. Our price was the cost of the ink! Results: Professional looking colour signage quick and inexpensive. 76 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL CCAA National Championship Awards Banquet Program The purpose of the awards banquet program is to showcase the elite athletes and coaches from the current season and acknowledge their accomplishments. Specifications: a) The size of the awards banquet program must be a minimum of 5.5 x 8.5” b) The schedule of events for the evening shall be included c) A list of the award nominees shall be included d) Jostens, the “Official Supplier to the CCAA National Championship Awards Banquet” must be allotted space for a quarter page advertisement. e) Official language standards for the awards banquet program are: All content on program cover; Schedule of events; and Award titles (ie. Coach of the Year, Athlete of the Year, CCAA All-Canadians) Website Host committees must use the CCAA national championship website template for the championship. The website must be launched and operational at least 30 days prior to the start of the first competition. The website provides an excellent way to communicate with teams prior to the event as well as fans who are unable to attend the event. The site is an excellent tool to update game results and highlights. It is consulted by a variety of people (media, parents, etc.). It is the responsibility of the host to update the website on a regular basis. During the championship, official results shall be posted no later than 60 minutes following the completion of each competition/ game. One to 4 images (game/competition photos) shall be posted on the championship website at the conclusion of each game. Official language standards for website The event website will be in French and English. This includes all pre-championship information and press releases. Items prepared for immediate presentation on the website such as game summaries and press releases during the championship may be excluded from this requirement, however, host institutions are encouraged to present this material in a bilingual manner where possible. To ensure consistency in both English and French, the CCAA will develop a glossary of terms for information surrounding tournament draw, schedule and special events. (see Appendix XVII for a Bilingual Website Lexicon and sport specific terminology). Webcasting CCAA basketball and volleyball hosts shall provide a live video webcast of each game/match. The webcast is recommended for hosts of CCAA soccer and badminton. If television coverage of the championships is an option, then hosts are encouraged to pursue this as well. A test run will be required in advance of the championship. Broadcast quality requires a wired internet connection with minimum upload speed of 400 Kbps, minimum connection speed of 800 Kbps, three Internet speed tests (www.speedtest.net). The test run will be coordinated with the CCAA marketing and sponsorship coordinator 30 days prior to the beginning of the championship. 77 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Additional requirements: archived games for 3 months 500-1000 gigs of data transfer audio commentary score overlay streaming protocol (1000 concurrent viewer capacity) push streaming Flash or Windows Media the ability to be embedded onto the Championship website. Exceptional Practice – Champlain College- St. Lambert – 2008 Men’s Basketball Area Of Excellence: WebTV A professional company, PQM.net, was hired to provide equipment and technical expertise. The camera crew and the volunteers were from the Champlain College Creative Arts program, which specializes in television production. The play-by-play announcer was a student at the Quebec Radio & TV School and participated as his internship. The colour commentator was a former Champlain assistant coach who had previously worked with French language broadcasts of NCAA March Madness. Results: Telus became a sponsor and contributed 50% of the cost. An added benefit was the speed at which copies of the game DVDs could be made available to the coaches – less than fifteen minutes was required. An added bonus was the archiving of the games on the championship website. They will remain there for a period of six months. The initial figures show close to 10,000 hits on the webTV site including over 3,000 unique hits. This peaked with 3,500 hits during the medal games. Exceptional Practice – DAL-AC – 2013 Women’s Basketball Area Of Excellence: Post-game video USBs were used in lieu of post-game DVD burning. It was faster, resulted in fewer bugs, and the USB sticks could be recycled each day. Souvenirs There is a number of revenue generating activities inherent in hosting a CCAA national championship. The sale of souvenir items is one of them. Thoughtful selection of the type of souvenirs you offer (quality and style) and proper location of your souvenir booth (high traffic area) are important factors to consider. Souvenirs must include the CCAA national championship logo or, pending the souvenir, the event title. Host committees will determine what items should be ordered - sizes, quantities and design. Pay particular attention to retail stores when it comes to styles and colours. Knowledge of what is current in the world of fashion will be of great assistance. Check with previous host committees to determine the amount of souvenirs required. Often it is better to sell out of items than to have left over inventory. The people attending National Championships are anxious to purchase souvenir items. Don't disappoint them. An attractive facility, located in a high traffic area, will encourage customers to visit. Whatever your actual facility, the type of décor will be reflected in your sales. It is important to display as many samples as possible in an attractive manner. Remember people cannot buy what they do not know is 78 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL available. Clearly identified price tags or a complete price list for all items should be displayed for all to see. It is the responsibility of all host committees to provide an individual to be responsible for the operation of the souvenir facility. This person shall be responsible to run the souvenir booth. Local volunteers will be required to work the booth. The host committee is required to inform the CCAA regarding the total sales of souvenir items in your final financial report. Hosts are also obligated to provide 3-4 souvenirs to the CCAA Office at the conclusion of the event that will be used to thank National sponsors, suppliers and corporate partners. Exceptional Practice – Niagara College – 2013 Men’s Volleyball Area Of Excellence: Souvenir apparel We worked with the CCAA official retailer to pre-order logoed souvenir apparel. Order forms were included in the information package, and participating teams specified their sizing and the logo of their choice (English/French/Bilingual) Result: Participants ordered exactly what they wanted and the host wasn’t left with lots of unsold merchandise. Ticket Sales/Attendance Records The host shall develop a plan for the promotion, sale and distribution of individual tickets, package plans and group sales. The strategy should include a large pre-event sales promotion that commences prior to the event and targets corporate partners of sport in the community, and the sport community. It is suggested that corporations be asked to purchase a ticket package for their staff and clients. This form of marketing creates revenue through ticket sales and it also creates community awareness for the event. Community involvement is a fiscally responsible form of marketing. The plan should include ticket sales via local retailers, public offices or local sport associations (teams). Producing a limited number of ticket packages for specific groups in your community is a good way of reaching markets that might otherwise not attend the event. Groups to consider are seniors' homes, school groups, children’s societies and special needs groups. Various types of tickets can be printed. The following are some guidelines with regards to tickets/passes. a) Championship passes should be made to allow entry for the entire championship. As well, the host committee should make daily tickets. The host committee should give some thought to having a ticket for the playoff weekend as this is usually when the highest attendance occurs. b) Tickets should be printed for adults, children and seniors/students. c) All passes should be numbered for ease of tracking. It is suggested to use a different colour for each age group for easy identification. Button pins are a good idea. They make great mementos and can be used instead of tickets. d) The official championship logo should be printed on the tickets. e) Ticket prices vary depending on the championship. f) Championship passes should be available 6-8 months prior to the event. Advance ticket sales can help in predicting revenue numbers. 79 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL The CCAA must approve the ticket-pricing scheme for the championship. Based on previous years, the CCAA suggests a ticket-pricing scheme as follows: PASS TYPE Championship Pass - Adult - Child - Senior/Student Non Medal Round Day Pass - Adult - Child - Senior/Student Medal Round Day Pass - Adult - Child - Senior/Student AVERAGE RANGE $25.00 - $40.00 $10.00 - $20.00 $20.00 - $25.00 $10.00 - $15.00 $5.00 - $7.00 $7.00 - $10.00 $15.00 - $20.00 $7.00 - $10.00 $12.00 - $15.00 The host must provide attendance figures for the championship in the post-championship Final Report that is forwarded to CCAA at the conclusion of the event. An accurate count of ticket sales will provide an accurate count of attendance at the championship. Exceptional Practice - Sainte-Foy - 2009 Women’s Basketball Nationals Area of Excellence: Ticket sales We decided to sell our tickets via the Reservatech network. It was a sponsorship in kind in the amount of $ 5,000. What this required: identify the rows with letters, measure 18 inches per seat/space and number each seat/space. We gave a one-hour training to those who were going to look after the sale either at the counter, by telephone or by internet. The sale was going on during regular offices hours of the Sports Centre. Results: To offer a better sale service throughout Canada, to make sure not to overbooked and have a better control over the money. We needed to plan reserved sections for participants, guests and sponsors, have some admission prices affordable to students. To complete the final report we only had to compare the computerized reports with our daily sales. The goal of the tickets sale was $4,000 but with the presence of Dawson at the bronze match and the host team in the finals allowed us to have a sold out court. Tickets sale goal: $4,000 Net revenue sale: $9,546, which is more than double MEDIA PLAN The host committee should develop a media plan in order to promote the event within the community and across Canada (in conjunction with the CCAA). The plan should include a large pre-event ticket sales promotion that targets corporate partners and sport in the community as well as potential fans. See Media Relations Tips and Guideline resource on the CCAA official website: www.ccaa.ca > Members Area > Marketing & Communications. MEDIA ADVERTISING & COVERAGE It is important for the host committee to be able to distinguish between media advertising and publicity/media coverage. Media advertising is the form of advertising that the host committee actually purchases or negotiates a contra agreement for. This may include radio spots, newspaper ads, television 80 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL commercials, billboards, etc. Publicity and media coverage is free and may include: coverage of the games/event, commentaries on TV and radio, participation in talk shows, newspaper articles being written about the event or participants. MEDIA PARTNERS We recommend that you recruit at least one media partner for the event. In exchange for event promotion and advertising, the partner may receive such things as an ad in the program, PA announcements during all games and presenter status for the Championships (i.e. all radio spots would end with “presented by Newspaper XYZ”). This very important form of event promotion is often overlooked. It is very cost efficient, FREE, and creates awareness of the event that cannot be bought. This type of advertising comes in the form of media-driven exposure. The newspapers, radio stations, TV stations and like media will decide to cover the event or athletes/volunteers from a human-interest approach. (see Appendix XVIII for Press Conference protocol) Exceptional Practice - NSAC - 2012 Men’s Basketball Nationals Area of Excellence: Local media coverage Partnered with local radio, print and television media, guaranteeing local coverage throughout the event. HOST MEDIA CONTACT It is imperative that the host committee selects a media contact to oversee the media relations of the tournament. This person must be in contact with the CCAA communications and events coordinator at least 1 month prior to the event. The media contact’s main function is to ensure that media releases are sent out each day, the website is updated shortly after the game, and media requests are responded to. Ideally they have experience working in communications and dealing with members of the media. Recruit a translator if at all possible. Do not use online translation services as they perform poorly. The success of a CCAA national championship event greatly depends on your publicity program. In today’s media world, ALL MEDIA use email and websites to retrieve information for game coverage and athlete/coach profiles. Thus, it is imperative that each host updates the website and provide an email contact. Also, daily results must be sent out via email and the website must be updated as soon as possible following the game (recommended no later than 30 minutes following the game). The media liaison will: Work with the CCAA prior to the event; Liaise with the national convenor during the championships; Develop a communications plan in cooperation with the CCAA and media relations committee Develop a press guide questionnaire for athletes/coaches biographies (see Appendix XIX). These forms should be sent to the team as soon as their participation in the championship is confirmed. Request that the forms be returned to you prior to the start of the championship. Keep all completed profile forms in a binder in the media office in case media request biographical information; 81 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL With help from the CCAA communications and events coordinator, create a national media list. Information should include the media's name, sports editor’s name, and telephone number, email, and website address. Your list of media contacts should include: - Campus outlets (student newspapers, internal newsletters, radio and television) - Print outlets (daily, weekly, local, surrounding, provincial) - Radio outlets (news, talk, sports) - Television outlets (local, surrounding, provincial) - Sport-specific outlets (ex: golf websites, golf magazines, provincial/national golf associations) Arrange interviews with on-site media as well as telephone interviews with non-local media; Ensure the host website is up to date in a timely fashion and that accurate information is posted on the site. Additional Recommendations: Contact as many media outlets as possible by phone/email prior to the event requesting support Contact relevant media outlets by phone to remind staff 24 hours prior to time-sensitive events (ex: media conferences, banquet award ceremony, gold-medal game) Post the content of press releases to social media sites such as YouTube, Facebook and Twitter Upload digital photos to an easy-to-share website such as Flickr. If at all possible, include the photographer’s name for photo credit. Use email to distribute press releases before, during and following the event. Link to relevant photos posted on Flickr, rather than sending photos as email attachments. Track media coverage through Google Alerts and manual media monitoring. In the midst of the excitement of gold-medal games, don’t forget to post press releases and photos of the final results and award winners. Quotes from coaches, athletes and ADs add interest. Ideally, the communications committee should obtain: - Local print, radio, and tv coverage at least once shortly prior to event - Daily local print and radio coverage of game results during the event - Print and radio coverage from participating schools’ major local print outlet for banquet and competition winners. - Online coverage can be expected to be achieved in tandem with print outlets (newspapers post articles online if appearing in print) Media Releases Media releases should be sent out prior to the event and each day during the event. Your first release should be sent out when you are awarded the bid. When preparing a release, please ensure you have all the necessary information, which is listed below. This is your communication vehicle to your community as well as across Canada. Guidelines for writing a release can be found in Media Relations Tips and Guideline at www.ccaa.ca. A media release should be sent to all media when relevant (ex: wildcard conference confirmed, guest speaker confirmed, teams qualify) and then each day during the event. On the final day your release should include the final standings and individual award winners. Develop a group list in your email address book for all media contacts and use the "blind carbon copy (BCC)" feature when sending out your email media releases. Ensure media releases are sent out daily during the championship to local and national media. National media email addresses can be obtained from the CCAA. 82 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL All releases should include: Exact dates of your event; Name and location of the event; Number of teams and conferences being represented; Name of media contact, phone number and email address (prior to event and on-site email address); and Links to championship website, CCAA website, Flickr, Twitter, Facebook, etc. Prior to Event Releases should be sent out announcing the awarding of the bid, event highlights, new sponsors, provincial/territorial teams that will be participating, final schedule, and should include the following (in cooperation with the CCAA): all the above; plus sponsors (local and national); and highlights on athletes attending i.e. National Team Athletes, local athletes participating, etc. During Event All media releases should be sent out at the end of the day and should include the following: all results from the day; box scores Players of the game The next day’s activities and games; Team records to date; Event dates; Media Contact information and media office telephone number and email address; Host website address. Team Information Ask the teams attending the event for media contacts in their hometowns cities. Many times, they have their personal media contacts who follow their team. Develop a media contact form to send to the teams to collect their hometown media contact information. Information should include the media's name, sports editor’s name, and telephone number, email, and website address. Each team should designate a team representative to be available for media inquiries (ex: communications rep or AD) and provide their contact information. Their quotes add depth to press releases. The media committee needs to prepare an information package on each team in the championship. The information required for the kit is to be coordinated with the respective teams. See Appendix V for sample of Team Information Form. 83 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL The information kits should include, but are not limited to: Team rosters, including: name, number, position, bats, throws Individual stats Team stats An article on each team if possible Athlete bios The kits should be distributed to all media the CCAA convenor, executive member and staff. A daily summary sheet must be emailed each night. It is imperative that the CCAA receives this information on a daily basis. Don't forget the final day! The summary, including the final standings, must be posted on the website and sent to the CCAA before tearing down the championship office. (Often hosts will postpone sending the results after the final game, due to the flurry of activity that is involved in wrapping up the championship. Anxious fans from across the country will contact the CCAA looking for the final standings, and in the past there have been cases where it has taken days to track down this information.) Exceptional Practice - Mount Allison - 2011 Badminton Nationals Area of Excellence: Media Relations In addition to the standard lists that institutions provided, our sports information director took the initiative to have each student fill out a form prior to the start of play that had the following information: Name/ Event/ Hometown/ School/ Home town newspaper. She used the banquet as a starting point (with the winners already known). Then as the tournament advanced and individuals won their events, all of the emails were added to the general media mailer. In this way, not just the general newspapers/ institutions received the information, but the individual small, hometown papers as well, which highlighted the athlete in their hometown and also was an another avenue to promote the sport. This is a small task that can easily be taken care of when teams arrive. Statistics/Results A format for game results and stories will be developed. Game results must be forwarded to the CCAA within 30 minutes of the completion of each game and available on the event Website. Results should be posted and distributed to the media at least twice daily. There will be continual updating of team and individual statistics which are posted at the end of each day of competition. Stats packages should be provided to the awards selection committee at the end of each day. Box scores, names of players of the game, and other highlights should be made available. The statistician must ensure information is supplied to the medial contact and the webmaster. Accuracy of Information It is imperative that you double-check the results to ensure they are correct. Media across Canada rely on your reporting for getting results on radio, TV and newspapers so you need to absolutely ensure it is correct. This would damage the reputation of your event and the sport if the information is not correct. 84 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Exceptional Practice - SAIT - 2005 Women’s Basketball Nationals Area of Excellence: Media Media: We hosted a meeting with all of the Calgary media outlets in November 2004. We planned the press conference and brainstormed other ideas as a group (we also served them free pizza). This was extremely successful. From this meeting came ideas including media accreditation forms and hosting SAIT’s first game at 6pm in order to accommodate live hits from two TV stations. Results: We had 9 different media outlets at the press conference (5 TV, 2 radio, and 2 newspaper); The Calgary Herald ran a half page spread profiling the home team the Tuesday before; Global morning show featured our women’s team the Tuesday before the event, and we had live hits from two TV stations for our first game. The media coverage for this event was fantastic. 85 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL PART FOUR POST CHAMPIONSHIP POST CHAMPIONSHIP----------------------------------------------- 86 87 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL POST CHAMPIONSHIP Post Championship Now that you have had a successful event, it's time to wrap-up post championship details. Final Report The host committee will be required to file a formal final report with the CCAA at the conclusion of the CCAA national championship. The requirements for this report must be considered before the end of the championships in order for materials to be kept and resources allocated to coordinate information gathering at the end of the championship. It is encouraged that you record ideas that saved the host committee money as well as pitfalls that they would avoid next time if they hosted. By sharing what worked and what didn’t work, we will be able to improve our championships for the next year. The final report shall be sent electronically to the national office no later than May 1 for Winter sports and December 15 for Fall sports and include the following information. Final reports highlighting the pros and cons of the event. Details such as hospitality, ceremonies and awards, accommodation, transportation, amenities, community involvement, technical organization and media/promotions. Marketing information such as: the use and quantity of posters, newsletters, programs, etc produced and summary of their distribution; total event attendance; ticket sales and prices; use and quantity of signage; media exposure including press releases, radio, print, TV, and online; website traffic and web-streaming viewership; national sponsorship presence and promotion through announcements or on-site involvement; other marketing or advertising initiatives; and any local community impact that the event may have created. Recommendations and a completed Exceptional Practice form (see Appendix XX.) Highlight something you did that was unique, or well received or possibly saved you time and money. These exceptional practices will be recorded in the Hosting Manual annually. A final authorized financial report including event income and event expenses - specifics include ticket sales, merchandise sales, list of sponsors including revenue (cash and contra). A statistical package including final standings and game results, statistical leaders, individual and team stats and award winners (link to website). Other items to be sent to the CCAA within 10 days of the conclusion of the event. All banners supplied by the CCAA All unused medals to the CCAA CD of photographs from event (action and award ceremonies). Five assorted souvenirs from the event. Copies of posters, programs, daily newsletters and banquet programs (10 copies of each). The CCAA national convenor will provide written report on the championship along with a summary of the coach and student-athlete evaluations. This report along with the host report will be discussed 87 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL during a final conference call. The committee will develop a final summary report of the championship highlighting the evaluations, recommendations and exceptional practices. The report will be presented at the CCAA Annual General Meeting. Sponsors Formally recognize local sponsors which includes: thank you letters, promotional items that carry their name and/or logo, photos of sponsor signage and exposure and souvenir item(s) from the event. Volunteer Wind-up It takes a tremendous amount of volunteer support to stage a CCAA national championship. At the conclusion, most volunteers are very tired and hopefully, very proud of their efforts. A volunteer windup is usually held following the conclusion of closing ceremonies to show the host committee's appreciation. 88 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL APPENDICES I Sample Host Committee Organizational Chart------------------------- 90 II Tasks During Preparation Phase-------------------------------------------- 91 III Task During Final Preparation Phase ------------------------------------- 92 IV Championship Information Package Template------------------------- 93 V Team Information----------------------------------------------------------------- 100 VI Accreditation and Banquet Form-------------------------------------------- 101 VII Team Medical----------------------------------------------------------------------- 102 VIII MVP and All Tournament Team Committee Forms-------------------- 103 IX Sample Scripts – Banquet/Game Time & Public Announcements/ Closing Ceremonies-------------------------------------------------------------- 104 X Sample Coaches Meeting Agenda------------------------------------------- 113 XI Championship Evaluation form (Coach)---------------------------------- 114 XII Championship Evaluation form (Team Captain or other Player)- 118 XIII Sample Injury Report------------------------------------------------------------ 121 XIV Sample Financial Statement-------------------------------------------------- 125 XV Sponsorship Category Obligation Guidelines-------------------------- 126 XVI Sample Event Sponsorship Package-------------------------------------- 133 XVII Bilingual Web site Lexicon and Sport Specific Terminology------ 137 XVIII Press Conference Protocol---------------------------------------------------- 167 XIX Press Guide Questionnaire---------------------------------------------------- 168 XX Exceptional Host Practice Form--------------------------------------------- 169 XXI Assignor/Assessor Evaluations ---------------------------------------------------- 170 XXII Bid Criteria for Evaluation ---------------------------------------------------- 173 89 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Appendix I HOST COMMITTEE STRUCTURE Host Chairperson CCAA Convenor National Office Tournament Coordinator Committee Admin. & Finance Hospitality Marketing & Media Relations Tourism Department Game Operations Marketing Dept. Accreditation IT & Web Services Transport / Accommodations Graphic Design & Creative Arts dept. 90 Student Volunteers Medical CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Appendix II Tasks During Preparation Phase Bid committee becomes organizing committee Sub-committee developed with specific roles and responsibilities Hosting Agreement signed Pay Licensing fee Insurance confirmed with carrier and sent to CCAA Develop critical path Develop marketing plan Marketing and promotional material deadlines Develop ticket sales and promotion plan incorporating TicketWeb Develop media campaign Book all required facilities Make hotel reservations Officials accommodations and transportation arranged Meeting, volunteer and VIP rooms confirmed Planning for opening ceremonies/banquet Volunteer recruitment plan/ Host & Hostess Job Descriptions Minor officials (official scorers, statisticians, etc) recruited Host responsibilities regarding national sponsors during championship Submit logo to CCAA for approval Team transportation plan Shuttle itinerary planned – If applicable Risk management issues examined by host committee Access control and security plan Medical team assembled and emergency medical transportation planned Program layout drafted Event poster draft to CCAA Program Ads from sponsors Merchandise proofs for approval Develop results and statistics plan Signage inventory confirmed Media centre requirements identified Communications list drafted Contact future host to be in attendance Accreditation system finalized, organized and scheduled Laundry and equipment repair services arranged Team information packages developed Posters printed and distributed to CCAA members & local community Tickets printed VIP seating, parking and hospitality arranged Volunteer recognition planned Note: This list may not include every task required for a particular event and may include some tasks that do not apply. It is meant as an aid only. 91 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Appendix III Tasks During Final Preparation Phase Event information sent to Provincial Sport Organizations Photographer booked for event Event staff organized Photography/ Webcast / Post-game DVD/USB Prepare for future host in attendance Preparations for team arrivals and departures Team registration and accreditation schedule finalized and distributed Draft scripts for banquet and closing ceremonies Final draft of scripts for Opening/Closing Ceremonies Invitation letters and opening ceremony info to sponsors and dignitaries Special guests for opening ceremonies/banquet confirmed Program design and layout drafted Program layout finalized Programs printed Practice times confirmed Volunteer registration list Host and Hostess schedules drafted Minor officials trained Team and VIP itineraries confirmed Emergency procedures confirmed and distributed Confirm sponsor VIP names Deliver tickets to sponsors Meeting, VIP and volunteer rooms set up Signage layout finalized Signage and awards arrives at host site Awards committee recruited Decorations for hospitality rooms Medical room set up Dressing rooms set up Program included in welcome kits Final Report requirements provided to sub committee chairs Media release drafted by CCAA with host input Note: This list may not include every task required for a particular event and may include some tasks that do not apply. It is meant as an aid only. 92 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Appendix IV (insert CCAA Logo) Championship Information Package (insert Championship logo) Hosts must provide an Information Package to the national office no later than 7 weeks prior to the event. This Information Package shall be distributed to all CCAA members no later than 5 weeks prior to the event. The deadline date requesting information to be returned to the host shall be 3 weeks priorto the event. Template (YEAR) CCAA ____________ NATIONAL CHAMPIONSHIP(S) Date: Site: CHAMPIONSHIP INFORMATION PACKAGE SECTION 1 - PRE-CHAMPIONSHIP GENERAL INFORMATION 1. ORGANIZING COMMITTEE Address: Phone: E-mail: Web Site: Name Tournament Responsibility Telephone # CCAA National Convenor CCAA Executive Director CCAA Communications and Events Coordinator 93 Cell Email CANADIAN COLLEGIATE ATHLETIC ASSOCIATION 2. HOSTING MANUAL SCHEDULE OF EVENTS Day, Date Afternoon and evening Teams arrival Day , Date am – pm Team practices 6:30pm – 9:00pm National Championship Awards Banquet/Opening Ceremonies 9:00pm – 10:00pm Coaches Meeting TIME FIELD/COURT Day , Date Game 5 Game 6 Game 7 Game 8 Hospitality suite TIME FIELD/COURT Day , Date TIME FIELD/COURT Day , Date Game 1 Game 2 Game 3 Game 4 Hospitality suite Game 9 Game 10 Game 11 Game 12 Bronze Game 13 Gold Closing Ceremonies Day , Date Officials and Teams Departure 94 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION 3. HOSTING MANUAL COMPETITION SCHEDULE Example * Game time Day 2 Day 1 Day 2 W Day 3 W G10 L#8 W G12 Bronze W L#7 G9 W L G1 W ----------------1 vs 8------------Day 3 G5 G7 W G2 -------------- 4 vs 5 ------------L W L G3 W G13 ---------------3 vs 6-------------- Gold ------------ G6 G4 G8 W ----------------2 vs 7------------L W Day 3 L G5 ----------- 7th/8th place G11 -------------------L G6 4. PRACTICE SCHEDULE A practice schedule shall be developed by the host committee in consultation with the national convenor based on arrival time, first game time and time zone differences with the host team taking the earliest available time. For additional practice times, please contact: 95 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL SECTION 2 - DETAILED INFORMATION – PARTICIPANT SPECIFIC 5. PARTICIPATING TEAM FUNCTION/SPECIAL EVENTS Championship Banquet Date: Site: Cost: Schedule: Dress: Menu: Additional Tickets: Distance from Hotel: R.S.V.P. before: 6. MEETINGS CCAA policy: Head coaches must attend the coaches' meeting (coach and/or athletic representative) at the date and time announced. Failure to attend shall result in a $100 fine payable to the CCAA. Upon completion of the meeting and prior to the team’s first game, the coach must meet with student-athletes to clarify roles, responsibilities and obligations. This list can be found in the CCAA Code of Ethics Article 1 Section 3 and which will be provided at the coaches meeting. All participating teams must identify a head of delegation, who will be an official representative of the college/conference. The head of delegation’s responsibilities include but are not limited to attending the coaches meeting with coaching staff. Failure to attend shall result in a $100 fine payable to the CCAA. COACHES MEETING Date: Site: Schedule: OFFICIALS MEETING Date: Site: Schedule: 7. MEDIA CONFERENCE CCAA policy: Teams and/or team representatives, as per host’s request, are required to attend the media conference and/or any other tournament-related media events. Failure to do so will result in a fine of $200 assessed to the offending team(s). 96 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL MEDIA CONFERENCE: Date: Site: Schedule: 8. CHAMPIONSHIP HOTEL CCAA policy: It is required that institutions attending the event stay at the designated host hotel. Coaches must insist on being assigned to the same floor as their team when booking rooms. Bookings must be done before Host’s established deadline date. Unless there is no vacancy before the established deadline, teams who do not say at the host hotel shall be subject to a fine of $500/ team. Hotel: Address: Phone: Contact person: Room rates: R.S.V.P. before Date Parking: Distance from competition site: Amenities: 9. VEHICLE RENTAL Name of Company: Address: Contact Person: Tel.: E-mail: Cost: 10. REGISTRATION & TEAM ACCREDITATION CCAA policy: Participating teams must bring a cheque for their accreditation fees. This cheque is to be given to the host at registration/accreditation if not already received. Failure to do so may result in a fine of $100 to the offending institution(s). Location: Time: Accreditation Fee: $50 ($60 for Cross Country Running) Sport Specific Accreditation – see Sport specific regulations 97 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Further information will be provided to the participating teams upon qualification for the championship. For example, team hosts and hostesses. 11. TECHNICAL INFORMATION 12.1 FACILITIES: Name: Address: Dimension and details: Team room details: 12.2 EQUIPMENT: Game ball: 12.3. THERAPY / MEDICAL SERVICES: Field coverage: Clinical coverage: 12.4 LAUNDRY: 12.5 HOSPITALITY ROOMS (VIP, OFFICIALS, COACHES, ETC.): Date: Site: Schedule: 12.6 MEDIA & VIDEO SERVICE: 12.7 DRUG TESTING & DOPING CONTROL: CCAA Student-Athletics are to be aware that doping control tests may be conducted by the Canadian Centre for Ethics in Sport (CCES) on a random basis in accordance with the Canadian Anti-Doping Program at any league or championships competition. 12.8 SOUVENIRS: 98 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION 13. HOSTING MANUAL SPORT INFORMATION REQUIREMENTS Below is a list of items the championship host office must receive from participating schools no later than DATE. CCAA policy: Teams who attend national championships and who have not submitted the information by the date required by the host may be subject to a $100 fine. CHECKLIST: Team Photo Team photos must of high quality (.tif or .jpg), black and white preferred. E-mail/ Dropbox: Team Logo Team photos must of high quality (.tif or .eps), black and white & colour. E-mail/ Dropbox: Team Information Team roster must be sent electronically to: Please identify the dead of delegation on the team information form. Accreditation and Banquet Form Form must be typed and emailed to: Medical Form Form must be typed and emailed to: 99 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Appendix V Team Information/Information de l’équipe Sport (M/F): Institution: Uniform Number / Numéro de chandail Name/ Nom Years at College / Nombre d’années au collège Captain(s)/ Capitaine(s) : Head Coach/ Entraîneur chef: Assistant Coach(s)/ Entraîneur(s) adjoints: Manager(s)/ Gérant(s) de l'équipe: Athletic Director/ Directeur des sports: Head of Delegation / Chef de délégation 100 Position Height / Taille Hometown/ Ville natale CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Appendix VI Accreditation & Banquet Form Forme D'Accréditation Et De Banquet Sport (M/F): Institution: Team Contact/ Contact D'Équipe: Phone/Téléphone: E-mail/Courriel: Banquet (#) Accreditation (#) Banquet Accreditation Banquet (#) Accreditation (#) Total number of players/ Nombre total des joueurs: Total number of staff (coaches, managers)/ Nombre total de personnel (entraîneurs, directeurs): Total Team Delegates/ Délégués Totaux D'Équipe: Additional Guests/ Invités Additionnels: Total Delegates/ Délégués De Total: Total number of rooms required/ Nombre total des salles requises: 101 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Appendix VII Team Medical D'Équipe Médicale (Check box in column 3 only if columns (1) and/or 2 do not apply) (Cochez la case de la colonne 3 si les colonnes 1 et/ou 2 ne s'appliquent pas) Name/ Nom (Include Coaches & Managers) (inclure les entraîneurs, les gérants) Age (1) Recent Injury (Specify) (1) Blessures Récentes (précisez) (2) Special medical condition (Specify) (2) État Médical Particulier (précisez) (3) Fit/ Healthy (3) En Santé Coach’s Signature/ Entraîneur signature: ___________________________ This information will be available only to our medical staff, and will remain confidential. Soyez assurés que ces renseignements demeureront confidentiels et ne seront disponibles que pour le personnel médical. 102 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL APPENDIX VIII MV.P and All-Star Team Selection Forms The All-Stpar Committee would most appreciate your input in the initial selection of the All-Star Team and Most Valuable layer. Following the first game, we are requesting each coach to nominate two players from their team and two opposing team players. Based upon coaches’ nominations and comments, and upon tournament play, the selection committee will make its final decision. The awards will be presented following the championship games. Team Name: NOMINATIONS 1. Player’s Name: Number: Comments: 2. Player’s Name: Number: Comments: Opposing Team Name: NOMINATIONS 1. Player’s Name: Number: Comments: 2. Player’s Name: Number: Comments: 103 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL APPENDIX IX Sample Bilingual Scripts CCAA NATIONAL CHAMPIONSHIP AWARDS BANQUET 1. Welcome Welcome to the CCAA (Specific Sport) National Championship(s). On behalf of the organizing committee, we are very honoured to be hosting these championships. Bienvenue au Championnat canadien de (Specific Sport) (Year) de l’ACSC (Year). Au nom du comité organisateur, nous sommes fiers et priviligiés de vous présenter ce championnat. Announce the teams representing each conference and have them stand up. 2. Thanking Sponsors a. CCAA Partners I would like to take this opportunity to thank our national partners, Sport Canada, (official ball supplier), WestJet and Carlson Wagonlit Travel. You have been absolutely tremendous and I thank you for your support. Je désire de cette occasion pour remercier nos commanditaires nationaux, Sport Canada, (official ball supplier), WestJet et Carlson Wagonlit Travel. Leur appui s’est avéré inestimable. b. Local Partners I would also like to thank our many local sponsors, including (INSERT LOCAL SPONSORS). Un merci tout special à nos commanditaires locaux (INSERT LOCAL SPONSORS). c. CCAA and Convenor I would like to thank the CCAA office and our national (INSERT SPORT) convenor, (INSERT NAME), for all their support in putting this championship together. Je desire aussi remercier le personnel de l’ACSC et notre commissaire national de (INSERT SPORT), (INSERT NAME), pour leur appui à l’organisation de ce championnat. 3. Awards Presentation a. CCAA All-Canadian Awards 104 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL The CCAA All-Canadian recipients are selected by each regional conference. Selections are based upon the performance of the individual and his/her contribution to their respective teams. These athletes are recognized for their exceptional play throughout the season. Les récipiendaires du Prix Athlète étoile canadien de l’ACSC sont sélectionnés par chaque association provinciale. Les sélections sont basées sur les réalisations sportives de l’athlète ainsi que sa contribution à son sport et à son équipe. Ces athlètes sont honorés pour leur performance exceptionnelle au cours de la saison. Insert short bio on each recipient. **If recipient is English present bio in English; if recipient is French present in French b. CCAA Coach of the Year Each member conference is requested to nominate one person for the Coach of the Year Award for each sport. The CCAA then bestowes the CCAA Coach of the Year Award to a coach that exemplifies outstanding coaching in the given season, and for their contributions to both the sport and the development of student-athletes on and off the field. The nominations for the (Year) CCAA Coach of the Year Award in (INSERT SPORT) are: Chaque association provincial doit présenter la candidature d’un entraîneur au titre de l’Entraîneur de l’année dans chacune des disciplines sportives. L’ACSC remet ensuite le prix de l’Entraîneur de l’année à l’entraîneur qui s’est le plus distinguée au cours de l’année en cours, ainsi que pour ses contributions à la discpline sportive et au dévelopement de l’étudiant-athlète à tous les niveaux. Les nominations sont: Insert list of nominees Insert short bio on winner. **If recipient is English present bio in English; if recipient is French present in French. I am pleased to announce that the recipient of the (Year) CCAA Coach of the Year in (INSERT SPORT) is (INSERT NAME ). Je suis fier d’annoncer le nom du récipiendaire du prix de l’Entraîneur de l’année de l’ACSC de (année) en (INSERT SPORT), soit (INSERT NAME). c. CCAA Player of the Year Similarly, each member conference nominates one person for the Player of the Year Award in each sport. The CCAA then bestowes the CCAA Player of the Year Award to the top (INSERT MALE OR FEMALE) athlete for the given season for their exceptional performance on the field 105 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL The nominations for the (Year) CCAA Player of the Year Award in (INSERT SPORT) are: De plus, chaque association provinciale doit présenter la candidature d’un athlète au titre deJoueur de l’année dans chacune des disciplines sportives. L’ACSC remet ensuite le prix de Joueur de l’année aux meilleurs athlètes masculin et féminin pour leur performance exceptionnelle sur le terrain pour l’année en cours. Les nominations sont: Insert List of Nominees Insert short bio on winner. **If recipient is English present bio in English; if recipient is French present in French. I am pleased to announce that the recipient of the (Year) CCAA Player of the Year in (INSERT SPORT) is (INSERT NAME). Je suis fier d’annoncer le nom du récipiendaire du prix de Joueur de l’année de l’ACSC de (année) en (INSERT SPORT), soit (INSERT NAME). 4. Closing Remarks This concludes our awards ceremony for the evening. Thank you all for coming and best of luck in the championships! Ceci termine notre cérémonie pour la soirée. J’aimerais terminer en vous remerciant et en vous souhaitant bonne chance! 106 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL GAME TIME 1. Pre-Game a. Welcome Welcome Ladies and Gentlemen to the (INSERT TITLE). Mesdames et messieurs, bienvenue au (INSERT TITLE). b. Match Announcements We will be featuring two games this afternoon (this evening). The first game will be between (INSERT TEAM 1) from (INSERT LOCATION) and (INSERT TEAM 2) from (INSERT LOCATION). The second game at (INSERT TIME) will feature (INSERT TEAM 3) from (INSERT LOCATION) and (INSERT TEAM 4) from (INSERT LOCATION). Il y aura deux parties cet après-midi (ce soir). La première partie sera disputée entre (INSERT TEAM 1) de (INSERT LOCATION) et (INSERT TEAM 2) de (INSERT LOCATION). À (INSERT TIME), (INSERT TEAM 3) de (INSERT LOCATION) jouera contre (INSERT TEAM 4) de (INSERT LOCATION). If you want to vary a few words, other translations that can be used include: third = troisième match = match # seed = #ème tête-de-série c. Appreciation - Fans The organizing committee would like to express their appreciation for your attendance at these matches. Au nom du comité organisateur, nous aimerions vous remercier d’être ici aujourd’hui (ce soir). d. Appreciation - CCAA Partners There are a number of partners that sponsors CCAA activities and we’d like to take this moment to recognize them for this event: (LIST SPONSORS) Il y a un nombre de partenaires qui appuient les activités et les efforts de l’ACSC. Merci à : (LIST SPONSORS) 107 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL For the official supplier, please select those appropriate for your Event. Molten Official Volleyball Supplier / Fournisseur officiel du ballon de volleyball V5M5000 Black Knight Official Badminton Equipment Supplier / Fournisseur officiel d’équipement de badminton Official Shuttlecock / Volant Officiel: 6800 ‘A’ Spalding Official Basketball Supplier / Fournisseur officiel du ballon de basketball Legacy Carlson Wagonlit Travel Sport Canada WestJet e. Starting Lineups Here are the starting lineups for this afternoon’s (this evening’s) match: For (INSERT TEAM 1), (NUMBER, POSITION, NAME) For (INSERT TEAM 2), (NUMBER, POSITION, NAME) Voici les lignes partantes pour cet après-midi (ce soir): Pour (INSERT TEAM 1), (NUMBER, POSITION, NAME) Pour (INSERT TEAM 2), (NUMBER, POSITION, NAME) 2. Post-Game a. Player of the Game It is now time to award the Player of the Game to each team. To make the presentation, please welcome (INSERT NAME AND ORGANIZATION). The Player of the Game for (INSERT TEAM 1) is (NUMBER, NAME). Male 108 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL C’est maintenant le temps de présenter les Joueurs de la partie. Souhaitons la bienvenue à (INSERT NAME AND ORGANIZATION). Le Joueur de la partie pour (INSERT TEAM 1) est (NUMBER, NAME). Female C’est maintenant le temps de présenter les Joueuses de la partie. Souhaitons la bienvenue à (INSERT NAME AND ORGANIZATION). La Joueuse de la partie pour (INSERT TEAM 1) est (NUMBER, NAME). b. Next match Thank you to both teams. The next match will be (INSERT TEAM 2) and (INSERT TEAM 3) at (INSERT TIME). Merci aux deux équipes. La prochaine partie sera entre (INSERT TEAM 2) et (INSERT TEAM 3) à (INSERT TIME). 109 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL CLOSING CEREMONY 1. Gold Medal Match concludes Ladies and gentlemen, boys and girls, please remain with us for the Awards Ceremonies, which will begin in just a few minutes. Mesdames et messieurs, demeurez avec nous pour la présentation des prix qui débutera dans quelques minutes. 2. Awards table put into position Ladies and gentlemen, boys and girls, we are now ready to begin the Awards Ceremonies. To begin the activities, please welcome (INSERT CCAA REP) to bring a few words on behalf the CCAA. Mesdames et messieurs, nous allons maintenant débuter notre cérémonie de présentation. Veuillez accueillir (INSERT CCAA REP) pour dire quelques mots au nom de l’ACSC. If other speaker Will you please welcome the President of (the institution), (INSERT NAME). Accueillons maintenant, le président de (l’institution), (INSERT NAME). 3. Presentations Now for our presentations. / Maintenant, pour nos présentations. a. Fair Play Award To present the award for Fair Play, / Pour présenter le prix de Franc-jeu, Please welcome / Accueillons (INSERT NAME). The Fair Play Award goes to / Le Prix de l’esprit sportif est présenté à INSERT WINNING SCHOOL b. Medals To present the medals for the (INSERT TITLE), please welcome (INSERT NAME). Pour présenter les médailles du (INSERT TITLE), accueillons (INSERT NAME). 110 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL The Bronze Medal winners / Les gagnants de la médaille de bronze - WINNING SCHOOL AND NAME The Silver Medal winners / Les gagnants de la médaille d’argent - WINNING SCHOOL AND NAME And now, the Gold Medallists for the (INSERT TITLE) / Enfin, les médaillés d’or du (INSERT TITLE) WINNING SCHOOL AND NAME c. Banners / Trophy (INSERT CONVENOR/CCAA REP) will now present the CCAA national championship trophy and banner to the CCAA national champions, (INSERT NAME). Male (INSERT CONVENOR/CCAA REP) présentera maintenant le trophée et la bannière de championnat de l’ACSC aux champions canadiens, (INSERT NAME). Female (INSERT CONVENOR/CCAA REP) présentera maintenant le trophée et la bannière de championnat de l’ACSC aux championnes canadiennes, (INSERT NAME). d. Tournament All Stars And now it is time to announce the Second All-Star Team for the (INSERT TITLE). / C’est maintenant le temps d’annoncer la deuxième équipe par excellence pour (INSERT TITLE). Presenting the awards, from (INSERT COMPANY), please welcome (INSERT NAME). / Accueillons (INSERT NAME) de (INSERT COMPANY). …… Now it is time to announce the First All-Star Team for the (INSERT TITLE). Presenting the awards, from (INSERT COMPANY), please welcome (INSERT NAME). Pour présenter les prix à la première équipe par excellence pour (INSERT TITLE), accueillons (INSERT NAME) de (INSERT COMPANY). …… e. Tournament MVP The tournament Most Valuable Player for (INSERT TITLE) is from (INSERT INSTITUTION) – (INSERT NUMBER & NAME). Le Joueur le plus utile du tournoi pour le (INSERT TITLE) est de (INSERT INSTITUTION) – (INSERT NUMBER & NAME). 111 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL 4. Closing Congratulations and thanks to the teams, to the officials, to the sponsors, to the volunteers and to the spectators who have made this CCAA National Championship an unforgettable event! Felicitations et merci aux équipes, aux officiels, aux commanditaires, aux bénévoles et aux spectateurs qui ont fait de ce championnat canadien de l’ACSC un événement inoubliable! 112 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Appendix X COACHES MEETING AGENDA SAMPLE 1. Call to Order National Convenor 2. Introductions 2.1 Coaches/team room number and contact information 2.2 Attendance and verification of eligibility forms 3. Technical 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 CCAA Competition rules & regulations Competition schedule 3.2.1 Practice Schedule CCAA Code of Ethics 3.3.1 Responsibilities of Participating Teams 3.3.2 Coaches Dress Code 3.3.3 Drug Testing 3.3.4 Team Uniforms/ Colours Grievance/Protest Committee Suspensions Official Appraisal Next Year Hosting Update Championship Evaluations Executive Rep. National Convenor Assignor/Assessor National Convenor 4. Tournament Update 4.1 Team rooms/changing facilities 4.1.1 Laundry Service 4.2 Medical facilities/ information Emergency Protocol 4.3 Closing ceremonies (all teams in attendance) 4.4 Game/Match Protocol 4.4.1 Player of the Game/ All Star/Fair Play Awards Procedures 4.4.2 Post-game DVD and statistics 4.5 Hotel check in/out policy 4.6 Security 4.7 Transportation (teams/convenors/officials) 5. Other 113 Host CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Appendix XI CHAMPIONSHIP EVALUATION FORM To be completed by Coach or Athletic Director in attendance at nationals within two weeks of the conclusion of the event. Sport: Participant: (College) Official Representative: Title: Evaluation Process i) Please comment on the items/areas as indicated in order that hosts (past and future) may benefit from your critical evaluation. ii) Please forward: A. PRE-EVENT INFORMATION i) B. [email protected] Information package from Host ON-SITE EVENT i) Press Conference/Media Coverage ii) Hospitality 114 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION iii) Banquet/Awards Presentation iv) Accommodation and Transportation v) Community Involvement vi) Opening/Closing Ceremonies vii) Drug Education On line Session and Drug Testing Procedure viii) Tournament Organization 115 HOSTING MANUAL CANADIAN COLLEGIATE ATHLETIC ASSOCIATION C. TOURNAMENT TECHNICAL i) Coaches Meeting ii) Game Site(s) iii) Officials (Major) iv) Officials (Minor) v) Stats and Statisticians vi) Equipment (Balls, Shuttlecocks, Timing system etc.) 116 HOSTING MANUAL CANADIAN COLLEGIATE ATHLETIC ASSOCIATION vii) HOSTING MANUAL Awards (Game MVP, Tournament All Stars, etc.) D. POST TOURNAMENT i) Tournament Results E. OVERALL RATING Championships 1 Poor 2 General Comments: 117 3 4 5 6 7 8 9 10 Excellent CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Appendix XII STUDENT-ATHLETE CHAMPIONSHIP EVALUATION FORM To be completed by Team Captain within two weeks of the conclusion of the event. Sport: Participant: (College) Name of Team Captain/ or designate: Evaluation Process i) Please comment on the items/areas as indicated in order that hosts (past and future) may benefit from your critical evaluation. ii) Please forward: [email protected] ITEMS/AREAS OF EVALUATION 1. Reception upon arrive 2. Welcome information / registration package from Host 3. Press Conference (if applicable) 118 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION 4. Team Host/ Hostesses 5. Banquet/Awards Presentation 6. Accommodation and Transportation 7. Restaurants and Amenities 8. Game Operation(s) 9. Playing Facility(ies) 119 HOSTING MANUAL CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL 10. Closing Ceremonies 11. Awards (Game MVP, Tournament All Stars, etc.) 12. Media/Web site Coverage (on site and hometown/province coverage) OVERALL RATING Championships 1 Poor 2 General Comments: 120 3 4 5 6 7 8 9 10 Excellent CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Appendix XIII INJURY REPORT This injury report is to be completed by Host Committee member. The Host Committee must submit this report to CCAA with the tournament report. An injury is defined as an injury that causes the player to miss part of a game or practice; or requires treatment from a trainer, nurse or other medical professional. 1. CHAMPIONSHIP INFORMATION Championship: Time: City: am pm Date: Facility: Day: Month: 2. OFFICIALS’ INFORMATION Official Suoervisor : Game Official : Game official: Game official: 3. TEAM INFORMATION Home Team Name: Visiting Team Name: Coach’s Name Coach’s Name 4. INDIVIDUAL(S) INVOLVED Name: Team: Name: Name: Team: Team: 5. NAMES OF INDIVIDUAL(S) WHO OBSERVED THE INCIDENT 6. WHEN DID THE INJURY OCCUR? A) During a practice session B) During a game C) Warming up for a game D) Not related to softball team participation E) Other: _____________________________ 121 Year: CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL 7. FIELD/FACILITY CONDITION Condition of infield: Condition of outfield: Weather Conditions: 8. DESCRIPTION OF INJURY SITUATION (Using as much detail as possible, provide an objective description of the incident. Be concise, accurate and non-judgmental.) e.g. Collision between two players attacking a ball 9. WHAT BODY PART WAS INJURED? A) Head B) Face D) Back E) Abdomen G) Upper Arm H) Elbow J) Wrist K) Hand M) Upper Leg N) Knee P) Ankle Q) Foot 10. TYPE OF INJURY A) Concussion D) Broken Bone G) Muscle Strain J) Bursitis M) Other: ________ B) Laceration E) Dislocation H) Separation K) Cartilage Tear 11. WAS THE INJURY PREVENTABLE? e.g. Poor field conditions (bumpy, holes) e.g. Faulty equipment (leg pads) e.g. Poor weather conditions, rainy, cold, snow, etc. 122 C) Neck F) Shoulder I) Lower Arm L) Hip O) Lower Leg R) Other C) Bruise F) Sprain I) Tendinitis L) Shin Splints CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL 12. HOW WAS THE INJURY IMMEDIATELY TREATED? A) Person continued to play with no treatment B) Person continued to play following some treatment e.g. Ankle wrap, bandage, ice, washing injury, etc C) Person continued to play, seeking medical attention at a later time D) Ice was applied and person sat out for remainder of game E) Person taken to the hospital for medical attention immediately following the injury F) Other: ______________________________________________________________________ 13. WAS A DOCTOR CONSULTED ABOUT THIS INJURY? A) Yes B) No i) How soon after the injury? ______________________________ (hours, days) ii) Did the athlete go to Emergency right after the injury occurred? A) Yes B) No 14. DIAGNOSIS BY DOCTOR (S). 15. HOW LONG WAS THE ATHLETE OUT OF ACTIVITY/COMPETITION? A) Till the next B) Rest of the game quarter/half C) One game/match D) Two games/match E) Three games/match F) Four games/match G) Rest of championship H) Other: _______________ 16. WAS THIS A NEW INJURY OR A RECURRENCE OF A PREVIOUS INJURY?: A) New B) Recurrence 123 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL 17. WHAT WAS THE NATURE OF THE PREVIOUS INJURY? 18. COMMENTS FROM INDIVIDUAL(S) INVOLVED (Complete if injury occurred because of a possible discipline incident) 19. REPORT SUBMISSION Report submitted by: Address: City: Signature: Comments: P/T: Postal Code: Date: 20. FOLLOW UP ACTION The Official’s Supervisor must complete this section if injury involved a discipline infraction. Was disciplinary action taken? Further action suggested? Yes Yes No No If Yes, what? If Yes, what? Head Official: Comments: Official’s Supervisor: Comments: 124 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION Appendix XIV Sample Financial Statement (basketball) Expenses CCAA Licensing fee 7,500$ Transportation 4,000$ Banquet 7,000$ Web Services 3,500$ Audio Visual Services 1,000$ Major Officials 7,000$ Minor Officials 1,000$ Volunteers (food & product) 3,000$ Hospitality (player, VIP, coaches) 4,000$ Printing (poster, program, etc.) 5,000$ Photography 1,000$ Participant gifts 4,000$ Souvenirs 4,000$ Medical 2,000$ Rentals(Bleachers) 6,000$ Translation 1,000$ Total 60,500$ Revenue Sponsorship 24,000$ Gate revenue 10,000$ Accreditation 5,500$ Champlain Foundation 10,000$ Souvenirs 6,500$ Grants 2,000$ Advertising 2,500$ Total 60,500$ 125 HOSTING MANUAL CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Appendix XV - SPONSORSHIP GUIDELINES A. GENERAL TERMS APPLICABLE TO ALL SPONSORSHIPS: B. (1) The CCAA image and identity must remain prominent regardless of sponsor's involvement and shall not be superseded by host identification. (2) The nature of the commercial sponsorship must not place any unreasonable demands or obligations on the association, member institution or athletes. (3) The nature of the sponsorship must be compatible with the objectives of the CCAA and the expressed purpose of the event. (4) No two major sponsors or official suppliers from the same product category will be involved in sponsoring the same event. This does not include advertising in the Championship publication. SPONSORSHIP NEGOTIATIONS C. (1) At the time of the signing of this contract, the CCAA national sponsor agreements and official supplier contracts which are in effect and/or pending are listed in APPENDIX “A”. (2) Prior to the Host signing the contract, the Host shall inform the CCAA of all sponsor agreements and supplier contracts in effect or pending. (3) Subsequent to the signing of this agreement, the CCAA shall contact the host prior to negotiating any additional national sponsors/suppliers. The Terms and Conditions for the involvement of the additional national sponsors/suppliers shall be negotiated by the CCAA and the Host prior to the signing of the sponsorship agreement. (4) Subsequent to the signing of the agreement, the Host shall contact the CCAA prior to negotiation of any additional sponsors or suppliers. SPONSORSHIP CATEGORY DEFINITIONS NOTE: The following sponsorship packages are offered as possible minimum standards or guidelines. Hosts are entitled to create sponsorship packages as they see fit for sponsors signed subsequent to the execution of this Agreement. All components of sponsorship agreements that are in place at the time of the signing of this Agreement must be honored by the Host. 1. TITLE SPONSOR (1 only / minimum cash and contra - $10,000): A. Promotional Rights (1) Event Title - The Official name of the CCAA Championship will be the e.g. “Company XYZ CCAA National Basketball Championships.” The Sponsor shall be recognized as such in all appropriate event collateral and promotional materials, ie. Event Poster and Program, News Releases, Souvenirs, Flyers, Tickets, etc.; 126 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION B. C. D. HOSTING MANUAL (2) Event logo – Company name and/or logo incorporated; (3) Name and/or logo identification - Predominant and highest exposure on all appropriate Event collateral and promotional materials including, but not limited to, Event Poster and Program, News Releases, Souvenirs, Flyers, Tickets, etc.; (4) Category and/or Product Exclusivity; (5) Right to distribute promotional material to Event participants and/or spectators; and (6) Right to use Event trademarks and/or images for promotional use by Company. Media Coverage (1) One (1) Four-colour full-page advertisement on back cover of Event Program; (2) Recognition and identification on Official Event Website; and (3) News release to announce NEW partnership. Recognition and identification in all Event-related news releases. Signage / Messages (1) Space for two (2) on-court banners for duration of Event– to be provided by Company; and (2) Two (2) on-site P.A. announcements in each game/match for duration of Event. Hosting / On-site Promotions (1) Right to coordinate on-site retail promotions and/or have a display area or retail booth for duration of Event; (2) Speaking and/or presentation opportunities for a Company representative at Press Conferences, National Championship Award Banquets, and during the Closing Ceremonies and/or Medal Presentations; (3) Four (4) VIP passes to all tournament activities, except CCAA National Championship Awards Banquet; (4) Two (2) invitations to CCAA National Championship Awards Banquet; (5) Twenty-five (25) General Admission tickets to Championship Finals; and (6) Fifty (50) General Admission tickets to Championship Preliminary Games. 127 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION 2. HOSTING MANUAL PRESENTING SPONSOR(S) (2 maximum / minimum cash and contra - $5,000): A. B. C. D. Promotional Rights (1) Event Title - The Official name of the CCAA Championship will be the e.g. “CCAA National Basketball Championships presented by Company XYZ”. The Sponsor shall be recognized as such in all appropriate Event collateral and promotional materials, ie. Event Poster and Program, News Releases, Souvenirs, Flyers, Tickets, etc. (2) Name and/or logo identification - Second highest exposure on all appropriate Event collateral and promotional materials including, but not limited to, Event poster and program, news releases, souvenirs, flyers, tickets, etc. (3) Category and/or Product Exclusivity; (4) Right to distribute promotional material to Event participants and/or spectators; and (5) Right to use Event trademarks and/or images for promotional use by Company. Media Coverage (1) One (1) Full Page advertisement inside Event Program; (2) Recognition and identification on Official Event Website; and (3) News release to announce NEW partnership. Recognition and identification in all Event-related news releases. Signage / Messages (1) Space for one (1) on-court banner for duration of Event – to be provided by Company; and (2) One (1) on-site P.A. announcement in each game/match for duration of Event. Hosting / On-site Promotions (1) Right to coordinate on-site retail promotions and/or have a display area or retail booth for duration of the event. (2) Speaking and/or presentation opportunities for a Company representative at Press Conferences, National Championship Award Banquets, and during the Closing Ceremonies and/or Medal Presentations. (3) Two (2) VIP passes to the all tournament activities, except CCAA National Championship Awards Banquet. (4) Two (2) invitations to CCAA National Championship Awards Banquet. (5) Fifteen (15) General Admission tickets to Championship Finals. 128 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION (6) 3. HOSTING MANUAL Twenty-Five (25) General Admission tickets to Championship Preliminary Games. MAJOR SPONSOR(S) (5 maximum / minimum cash and contra - $3,000): A. B. Promotional Rights (6) Name and/or logo identification – Recognition and identification on all appropriate Event collateral and promotional materials including, but not limited to, Event Poster and Program, News Releases, Souvenirs, Flyers, Tickets, etc. (7) Category and/or Product Exclusivity; (8) Right to distribute promotional material to Event participants and/or spectators; and (9) Right to use Event trademarks and/or images for promotional use by Company. Media Coverage (1) One (1) Half Page advertisement inside Event Program; (2) Recognition and identification on Official Event Website; and (3) News release to announce NEW partnership. Signage / Messages C. D. (1) Space for one (1) off-court banner and/or sign for duration of Event – to be provided by Company; and (2) One (1) on-site P.A. announcement per day for duration of Event. Hosting / On-site Promotions (1) Right to coordinate on-site retail promotions and/or have a display area or retail booth for duration of the event. (2) Presentation opportunities for a Company representative at Press Conferences, National Championship Award Banquets, and during the Closing Ceremonies and/or Medal Presentations. (3) Two (2) VIP passes to the all tournament activities, except CCAA National Championship Awards Banquet. (4) Two (2) invitations to CCAA National Championship Awards Banquet. (5) Five (5) General Admission tickets to Championship Finals. 129 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION (6) 4. HOSTING MANUAL Ten (10) General Admission tickets to Championship Preliminary Games. ASSOCIATE SPONSOR (S) (10 maximum / minimum cash and contra - $2,000): A. B. C. Promotional Rights (1) Name and/or logo identification – Recognition and identification in Event Program; (2) Right to distribute promotional material to Event participants and/or spectators; and (3) Right to use Event trademarks and/or images for promotional use by Company. Media Coverage (1) One (1) Quarter Page advertisement inside Event Program; (2) Recognition and identification on Official Event Website; and (3) News release to announce NEW partnership. Signage / Messages (1) Space for one (1) off-court banner for duration of Event – to be provided by Company; and (2) Total of three (3) on-site P.A. announcements for duration of Event. D. Hosting / On-site Promotions (1) Presentation opportunities for a Company representative; (2) Two (2) VIP passes to the all tournament activities, except CCAA National Championship Awards Banquet. (3) Two (2) General Admission tickets to Championship Finals. (4) Four (4) General Admission tickets to Championship Preliminary Games. 5. A. SUPPLIER SPONSOR(S) (Product to Host / If CCAA finds contra, which Host accepts, then the CCAA receives from the Host, 7.5% of wholesale value, as determined by the Supplier, of same.) Promotional Rights 130 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION B. C. D. 6. HOSTING MANUAL (1) Name and/or logo identification – Recognition and identification in Event Program; (2) Right to distribute promotional material to Event participants and/or spectators; and (3) Right to use Event trademarks and/or images for promotional use by Company. Media Coverage (1) One (1) Quarter Page advertisement inside Event Program; (2) Recognition and identification on Official Event Website; and (3) News release to announce NEW partnership. Signage / Messages (1) Space for one (1) off-court banner for duration of Event – to be provided by Company; and (2) Total of two (2) on-site P.A. announcements for duration of Event. Hosting / On-site Promotions (1) Presentation opportunities for a Company representative; (2) Two (2) VIP passes to the all tournament activities, except CCAA National Championship Awards Banquet. (3) Two (2) General Admission tickets to Championship Finals. (4) Four (4) General Admission tickets to Championship Preliminary Games. CCAA NATIONAL CHAMPIONSHIP AWARDS BANQUET 1. PRESENTING SPONSOR(S) (2 maximum / minimum cash and contra - $3,000) A. Promotional Rights (1) Event Title - The Official name of the Awards Banquet will be the e.g. “CCAA National Championship Awards Banquet presented by Company XYZ”. The Sponsor shall be recognized as such in all appropriate Event collateral and promotional materials, ie. Event Poster and Program, News Releases, Souvenirs, Flyers, Tickets, etc.; (2) Name and/or logo identification – Recognition and identification on all appropriate CCAA National Championship Awards Banquet collateral and promotional materials; and (3) Category and/or Product Exclusivity. 131 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL (4) Right to use Event trademarks and/or images for promotional use by Company. B. Media Coverage (1) One (1) Full Page advertisement inside National Championship Award Banquet Program; and (2) Recognition and identification on Official Event Website. C. D. 2. Signage / Messages (1) Space for one (1) off-court banner and/or sign at the National Championship Awards Banquet – to be provided by Company; and (2) One (1) on-site P.A. announcement for duration of Event. Hosting / On-site Promotions (1) Speaking and/or presentation opportunities for a Company representative at CCAA National Championship Awards Banquets; and (2) Two (2) VIP passes to the all tournament activities, including CCAA National Championship Awards Banquet. SUPPLIER (Product to Host) Promotional Rights A. (1) Name and/or logo identification – Recognition and identification on all appropriate CCAA National Championship Awards Banquet collateral and promotional materials; and (2) Right to use Event trademarks and/or images for promotional use by Company. Media Coverage B. C. D. (1) One (1) Quarter Page advertisement inside CCAA National Championship Awards Banquet Program; (2) Recognition and identification on Official Event Website; and Signage / Messages (1) Space for one (1) off-court banner and/or sign at the CCAA National Championship Awards Banquet – to be provided by Company; and (2) One (1) on-site P.A. announcement for duration of Event. Hosting / On-site Promotions 132 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL (1) Presentation opportunities for a Company representative at National Championship Award Banquets; and (2) Two (2) VIP passes to the all tournament activities, including CCAA National Championship Awards Banquet. PLEASE NOTE: At the exclusion of Supplier, contra is not to exceed 25% of total value of sponsorship contribution. 133 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Appendix XVI PACKAGING EVENT SPONSORSHIP Seeking Sponsorship Step 1: Decide what you want sponsorship for Step 2: Prepare a sponsorship package: a) Profile who we are – the target market you are offering b) What benefits we can offer a sponsor c) Prepare a sponsorship level and benefits chart Step 3: Target potential sponsors Step 4: Secure and service our sponsors What do you want Sponsorship for? The entire event? Purchase of equipment? Preparation or printing publications? Travel / accommodation costs? Advertising / promotion costs? Grounds / facilities? What can we offer? Advertising space (programs, website, etc.) Signage and banners Free tickets / admission to event Opportunity to host associated lunches, dinners, etc. Opening functions or events (Opening Ceremonies) Presentation of Awards Name / logo on programs, website, media releases, advertisements Name mentioned during competition announcements (P.A. announcements) Souvenir opportunities (hats, shirts, shorts, etc.) Naming rights to event Opportunities for company staff involvement What are sponsors looking for? Sponsors are looking for people who are potentially in the market for their products / services Sponsors are looking for an opportunity; you may be offering them an opportunity they never thought of Sponsors will be looking to see that sponsoring your event will be more effective than spending $ on other forms of promotion / advertising (ROI) Sponsors want to be associated with success. 134 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Seeking Sponsors Prepare a contact list of potential sponsors who seem to be a match with us. Once you have a proposal and a list of potential sponsors, contact them. Make initial contact with companies and ask for the Manager or Marketing Manager. Briefly introduce yourself and the event Suggest you will send a sponsorship proposal Send proposal to appropriate person with that company Follow-up your proposal with a phone call (approx. 5 days after proposal has arrived) Try and find out when you might expect a reply, is there any other information you can supply them, are there things in the proposal they would like explained If your proposal is accepted arrange a meeting to discuss in detail to begin to personalize your contact and develop a relationship Preparing a Sponsorship Package Profile the championship and host Profile the sport Highlight the features of being a sponsor of the championship Sponsorship levels and benefits Sponsorship Package – Championship & Host Profile Brief description of Championship and Host (Dates, locations, participants, hosting history, competitive history) Brief description of CCAA (# of members, mission statement, other major events) Stats on the following: o Participants (athletes / volunteers / coaches age, gender) o Expected reach (spectators, capacity, school enrolment) Sponsorship Package – Sport Profile Description of sport, past winners, names that would stand-out, why sponsor sport and this sport / event in particular Sponsorship Features Associate with success Reach hundreds of potential consumers through advertising and promotions at National Championship (pre, during, post) Access to CCAA membership through: e-mail, website, newsletter, etc… Reach niche target markets Partner with a sport that provides opportunities for all participants; athletes, coaches, officials and volunteers Promotion on INSERT EVENT WEB SITE 135 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Sponsorship Levels & Benefits Outline the benefits a sponsor would receive in the following areas: Advertising and Promotion News release, ad space, banner, mailing, e-mail, p.a. announcements, logo space Invitations to special events VIP passes to CCAA National Championship Awards Banquet, tournament games, VIP lounge, Nationals Recognition Website, logo in program / poster, sponsor appreciation Decide on Sponsorship Levels ($): See appendix XIII (guide only tailor the packages to the sponsors needs and desires) Title x 1 Presenting (x2) Major Sponsor Associate Sponsor Official Supplier (print materials, awards etc) Banquet Hospitality Room / lounge Website advertising Program advertising Media Conference Servicing your Sponsors If you promised it, than deliver it! Don’t try to save or make money by giving a sponsor less than you had agreed. If you think of something else that you can offer a sponsor and the cost or difficulty is minimal, do it! Try to build a relationship with the sponsor Don’t over do it, but there is a lot to be said for some friendly contact. Follow-up after the event Call your sponsor and find out how the sponsorship worked for them. They may provide you with valuable information for your next proposal. Mementos of a sponsorship are also a nice gesture. Something as simple as a photograph can make a big impact. You should provide your sponsors with a brief report, which would include information such as: o Attendances – the breakdown of males, females, adults, children. consider (don’t overdo the workload though) the possibility of conducting questionnaires or interviews with attendees – this information can help to give a profile of the sort of people who attend your events 136 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION o o o o o What were your successes? Where there any problems or issues? How can you improve it? Did your sponsorship achieve its goal, or purpose? Did your sponsor get value for his money? o Did your club get value for the money? 137 HOSTING MANUAL CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Appendix XVII Website Lexicon Terms commonly used for official championship website - English French home schedule result(s) team(s) CCAA National Championship Banquet Canadian Collegiate Athletic Association (CCAA) Atlantic Collegiate Athletic Association (ACAA) Réseau du sport étudiant du Québec (RSEQ) Ontario Colleges Athletic Association (OCAA) Alberta Colleges Athletic Conference (ACAC) accueil horaire résultat(s) équipe(s) Banquet "All Canadian" de l'ACSC Association canadienne du sport collégial (ACSC) Association atlantique du sport collégial (AASC) Réseau du sport étudiant du Québec (RSEQ) Association du sport collégial de l'Ontario (ASCO) Conférence du sport collégial de l'Alberta (CSCA) Pacific Western Athletic Association (PACWEST) en Colombie-Britannique commanditaire(s) photo(s) lien(s) information aux équipes bienvenue nouvelles et notes mars Pacific Western Athletic Association (PACWEST) sponsor(s) photo(s) link(s) team information welcome news and notes March Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday student-athlete women's men's Women's All Star Team Men's All Star Team Player of the Game (women) Player of the Game (men) Contact Us media information tournament chair tournament draw (Women's Soccer) Coach of the Year (Women's Soccer) Player of the Year (Women's Soccer) All Canadians Gold Medal Round Silver Bronze Medal Round 138 lundi, mardi, mercredi, jeudi, vendredi, samedi, dimanche étudiant(e)-athlète féminin masculin Équipe par excellence féminine Équipe par excellence masculine Joueuse de la partie Joueur de la partie Contactez-nous information aux médias Président de tournoi tableau du tournoi Entraîneur de l'année (en soccer féminin) Joueur de l'année (en soccer féminin) Athlètes étoiles canadiens (en soccer féminin) Partie pour la médaille d'or Argent Partie pour la médaille de bronze CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Soccer Lexicon English French A 4-3-3 system 5-3-2 system 9.15 penalty arc anticipate a pass attack down the field attack the ball attacking tactics award a free kick système 4-3-3 système 5-3-2 arc des 9,15 m aller au devant du ballon descente attaquer le ballon tactique offensive accorder un coup franc B ball control ball out of play ball reception ball; soccer ball bicycle kick body contact bounce shot break build of a player amorti ballon hors du jeu réception du ballon ballon (de soccer) bicyclette engagement physique tir au rebond échappée gabarit d'un joueur C cannon shot carry the ball centre back centre circle centre forward circulate the ball clear (to) clearance cleats cleat; stud combined marking control the ball control (to) corner arc corner flag cross a highball cross the ball tir en puissance porter le ballon arrière centre cercle central; rond central avant centre faire circuler le ballon dégager dégagement chaussures de soccer crampon défense mixte contrôler le ballon amortir surface de coin drapeau de coin centrer en hauteur centrer cross the ball back from the goal line centrer en retrait cross the ball forward centrer en avant 139 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION crossbar HOSTING MANUAL barre transversale D dangerous play deep pass defensive tactics direct free kick disallow a goal dive dive (to) dodge dribble dribble past an opponent dribbling drop ball dummy duration of game jeu dangeureux passe en profondeur tactique défensive coup franc direct annuler un but plongeon plonger éviter; esquiver dribble dribbler un adversaire conduite du ballon balle à terre; entre-deux feinte durée du match E extra time prolongation F fake feed the attack first substitute flood-lighting forward forward pass foul free kick front striker frontal attack full-back feinte alimenter l'attaque douzième homme éclairage artificiel avant; attaquant passe en profondeur faute coup de pied placé; coup franc avant de pointe attaque en profondeur arrière G get clear échapper (s') goal goal area but surface de but sortie de but; renvoi de but; remise en jeu ligne de but filets de but gardien de but sortie du gardien de but goal kick goal line goal nets goalkeeper goalkeeper coming off his goal line H half-time mi-temps 140 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL half-volley shot half-way line handball handling ! harass hat trick head the ball header hit an opponent tir en demi-volée ligne du milieu; ligne médiane faute de main main ! harceler coup du chapeau frapper de la tête tir de la tête; coup de tête frapper un adversaire hold an opponent with the hand (to) tenir un adversaire avec la main hold an opponent (to) retenir l'adversaire I IFA (International Football Association) illegal challenge indirect free kick injury time inside inside forward inside left inside right instep intercept (to) International Football Association (IFA) interruption of the game interruption of time FIFA (Fédération Internationale de Football Association) charge illégale coup franc indirect arrêt de jeu intérieur inter inter gauche inter droit coup de pied intercepter Fédération Internationale de Football Association (FIFA) arrêt de jeu arrêt de jeu J jump at an opponent sauter sur un adversaire K kick kick-off kick the ball kick (to) coup de pied engagement; coup d'envoi botter donner un coup de pied L late tackle left-footed left back left outside left wing left winger legal challenge tacle à retardement gaucher arrière gauche ailier gauche aile gauche ailier gauche charge loyale 141 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION linesman long clearance long pass lose one's marker HOSTING MANUAL juge de touche dégagement long passe longue démarquer (se) M make a save man-to-man defense man-to-man marking faire un arrêt défense individuelle marquage individuel mark (to) marquer marking Men's under 20 CONCACAF Championships midfield player misconduct marquage Championnat masculin des moinsde 20 ans CONCACAF milieu de terrain (joueur de) incorrection O obstruct obstruction off-side off-side goal off-side position off-side trap one-touch pass one-two one touch passing overhead kick faire obstruction obstruction hors-jeu (joueur) but marqué sur hors-jeu position de hors-jeu mise en hors-jeu passe par déviation une-deux jeu en déviation coup de pied retourné P pass pass into (a/the) space penalty penalty area penalty shoot out passe passer dans le trou penalty surface de réparation coup de pied de réparation; coup de pied au but; penalty séance de tirs au but penalty spot point de réparation; point de penalty penetrating pass pitch play the ball (to) play with the head player substitution playing formation playing system position switch powerful shot passe en profondeur terrain de jeu manier le ballon jouer de la tête remplacement d'un joueur système de jeu système de jeu permutation tir puissant penalty kick 142 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL punch-out dégagement du poing push an opponent with the hand pousser un adversaire avec la main put a player off balance put up a very strong defence déséquilibrer bétonner R red card carton rouge referee rest restart of game retreating defence right-footed right back right midfield player right outside right wing right winger run upfield arbitre pause reprise du jeu recul-frein droitier arrière droit demi-droit ailier droit aile droite ailier droit monter S sanction save second substitute sending off shin guards shirt shoot short clearance short pass shorts shot at the goal side attack six yard line; six-yard line sliding tackle Soccer spearhead stop straight pass straight shot striker strong defence stud, cleat sweeper sanction parade treizième homme exclusion protège-tibias maillot tirer dégagement court passe courte short tir au but attaque par les ailes ligne des 6 mètres tacle glissé soccer avant de pointe arrêt passe directe tir direct avant; buteur béton crampon libero; verrouilleur changement d'aile; renversement d'attaque switching play T 143 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION tackle an opponent tackle an opponent from behind take a player out of position team-mate throw HOSTING MANUAL charger un adversaire; tacler tacler par derrière mettre hors de position partenaire renvoi de la main rentrée en touche; remise en jeu à la touche dégagement à la main tirage au sort touche ligne de touche ligne de touche amortir amorti faire un croc-en-jambe throw-in throw-out toss of the coin touch touch line touch line trap control (to) trapping trip (to); trip up (to) U upfield run montée V volley shot tir de volée W wall warning watch (to) whistle blow wing winger; wing wipe out an opponent WM system World Cup mur avertissement surveiller sifflet (coup de) aile ailier effacer un adversaire système WM Coupe du monde Y yellow card carton jaune Z zone defence défense de zone 144 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Volleyball Lexicon English French A 3-1-2 system 3-2-1 system 4-1-1 system 4-2 system 5-1 system ace ace spiker antenna assisted hit attack attack-hit attack-hit fault attack coverage système 3-1-2 système 3-2-1 système 4-1-1 système 4-2 système 5-1 as; point de service smasheur, attaquant antenne touche assistée; balle portée attaque frappe d'attaque faute de frappe d'attaque soutien d'attaque attack coverage system système de couverture de l'attaque attack formation attack line système d'attaque ligne d'attaque attack reception, digging récupération de la balle; récupération en défensive; défensive attack support attack zone attack (to) attacker spécialiste de l'attaque; spécialiste à l'attaque soutien d'attaque zone d'attaque attaquer attaquant attempt to block tentative de bloc; tentative de contre authorize the service autoriser le service attack specialist B back court defence back court player back line back line player back movement défense arrière joueur de ligne arrière; arrière ligne arrière joueur de ligne arrière arrière; déplacement arrière boulé arrière; chute arrière; roulade arrière ligne arrière joueur de ligne arrière; arrière back roll back row back row player 145 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION back row setter backward fall backward pass backward set ball ball hit HOSTING MANUAL ball out of play Beach pénétrant; passeur pénétrant chute arrière; boulé arrière réception arrière; passe arrière passe arrière; chute arrière ballon; balle touche de balle; ballon frappé balle bonne; balle dedans; balle en jeu; balle à l'intérieur balle en jeu balle dans le terrain balle dans le filet ramasseur de balles balle dehors; ballon à l'extérieur; hors limite balle hors jeu; de plage beach-volley men's tournament tournoi volley-ball de plage hommes beach-volley women's tournament tournoi volley-ball de plage femmes block block out block point block specialist block support block (to) blocked spike blocker blocking fault blocking hit blocking tactics bounce off the net boundary line break a tie bump bump reception; bump pass bump set contre; bloc block out; contre à l'extérieur; point de contre; contre marquant spécialiste du contre; soutien de contre bloquer; contrer smash contré; attaque contrée contreur faute du bloc; contre d'arrière touche du bloc tactique de contre rebond du filet; rebond sur le filet ligne de délimitation; ligne de jeu prendre l'avantage; briser l'égalité manchette réception en manchette passe en manchette ball in ball in play ball in the court ball in the net ball keeper ball out C Canada Cup Invitational catch; catch the ball caught ball centre line centre player change Coupe du Canada sur invitation recevoir; attraper; saisir (le ballon) ballon attrapé ligne centrale; ligne médiane joueur centre; joueur de centre changement; remplacement changement de camp; changement de terrain change of court 146 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION change of service HOSTING MANUAL compulsory substitution contact of the ball contact of the net contact with the net contact (to) changement de service changement de camp; changement de côté choix du service contre collectif tactique collective dispositif; combinaison offensive; shéma tactique remplacement imposé touche de balle filet touché; faute de filet contact avec le filet toucher court camp; terrain (de jeu); surface de jeu; court coverage covering the receiver cross cross spike cross the attack line crossing space couverture du terrain soutien de réception croix smash croisé franchir la ligne d'attaque espace de passage passage de la ligne centrale; franchir la ligne centrale passage du plan du filet; franchir le plan du filet change of sides choice of service collective block collective tactics combination crossing the centre line crossing the net line D dead ball deciding set balle morte manche finale; manche décisive position de défense; position en défense; position défensive spécialiste de la défense; spécialiste en défense système de défense; système défensif contre défensif défenseur; joueur en défense tactique défensive retard dans le service retarder intentionnellement le jeu; perdre du temps avertissement pour perte de temps/pour avoir retardé le jeu manchette (défensive); passe basse; récupération; défense spécialiste de la défense; joueur en défense récupération de la balle defence position defence specialist defence system defensive block defensive player defensive tactics delay in service delay the game delay warning dig digger digging 147 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION dink the ball (to) direct spike disqualification dive double fault HOSTING MANUAL placer smash direct disqualification plongeon double faute double touche; doublé; double contact système 4-2 amorti attaque en seconde main placement accéléré; offensif double hit double setter drop dump dump the ball E earn a side out end blocker end line end of game end point enter the game error in the rotational order récupérer le service contreur d'aile ligne de fond fin de match point décisif entrer en jeu erreur dans la rotation erreur dans l'ordre de service; erreur dans l'ordre des serveurs error in the service order remplacement exceptionnellement irrégulier; substitution exceptionnellement irrégulière exceptionally illegal substitution fin du temps mort; fin du temps d'arrêt espace extérieur expiration of time-out exterior space F fake a block simuler un contre; feindre un contre fault feint feint attack final set fire pass first referee first service first team player five second rule; five-second rule flag flight float serve; floating serve faute feinte feinte de smash manche décisive passe tendue premier arbitre premier service titulaire; joueur partant règle de 5 secondes fanion; drapeau trajectoire service flottant service balancier flottant; service tennis flottant floating tennis serve 148 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION floor mopper follow the ball forfeit form the block formation formation service; formation at own service forward set; forward pass foul four hits free ball front dive front row front row player; front court player HOSTING MANUAL essuyeur accompagner le ballon forfait former le bloc; former le contre formation formation au service passe avant faute quatre touches balle facile plongeon en avant ligne avant joueur de ligne avant; avant G game game interruption manche, set capitaine de jeu; capitaine en jeu; capitaine sur le terrain interruption de jeu game line-up formation de jeu; alignement de jeu game lost game position game system game won group screen manche perdue; match perdu position en jeu système de jeu manche gagnée; match gagnée écran collectif game captain H held ball high hit high position high set hit hit attack demi-boulé; demi-roulade; lob court; lob amorti ballon tenu/collé/transporté touche haute; attaque haute position haute passe haute touche; frappe; contact; attaque attaque smashée hit (to) frapper; smasher; toucher; attaquer horizontal net band bande horizontale du filet half-roll I contre irrégulier; bloc irrégulier; contre illégal; bloc illégal touche illégale; frappe illégale; attaque illégale service incorrect illegal block illegal hit illegal serve 149 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL impossible judgment jugement impossible improper request for interruption demande d'interruption non fondée incomplete team individual block individual screen individual tactics International Volleyball Federation (IVBF) interrupted play interruption fault équipe incomplète contre à un; contre individuel écran individuel tactique(s) individuelle(s); Fédération Internationale de VolleyBall (FIVB) jeu interrompu faute d'interruption interruption pour remplacement/pour changement de joueur/pour substitution interruption de jeu arrêts entre les manches FIVB (Fédération Internationale de Volley-Ball) interruption for substitution interruption of play interval between sets IVBF (International Volleyball federation) J jump set; jump pass passe en suspension K knee pad genouillère L lateral spike lateral volley set leave the court line-up smash latéral; smash sur la ligne passe latérale sortir du terrain attaquant gauche; attaquant en 4; attaquant à l'aile arrière gauche; joueur en 5 avant gauche; joueur en 4 joueur gauche interruption réglementaire service correct remplacement régulier; substitution en règle soulever le ballon; transporter le ballon formation line-up sheet; line-up card fiche de position; carte d'alignement line fault line up (to) linesman lose the rally (to) faute de ligne aligner juge de ligne perdre l'échange left attacker left back left front left player legal interruption legal serve; legal service legal substitution lift the ball 150 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION loss of service low contact low defence low position lower space HOSTING MANUAL perte de service touche basse défense basse position basse espace inférieur M main player joueur principal; joueur clé; titulaire make a drop faire un amorti arbitres de la partie; arbitres du match balle de match toise; tige à mesurer centre attaquant de centre arrière centre; arrière-centre contreur central avant centre; avant-centre; joueur de contre match officials match point measuring rod; measuring stick middle middle attacker middle back middle blocker middle front middle position position centrale; position moyenne midget miss the ball move cadet manquer le ballon coup déplacement avant; mouvement avant déplacement latéral; mouvement latéral déplacement déplacement arrière; mouvement arrière défense mobile déplacement vers le ballon movement forward; moving forward movement sideways; moving sideways movement; moving moving backward moving defence moving to the ball N net net cable net fault net height net length net line net mesh net post net rope net width net winch filet câble du filet faute de filet hauteur du filet longueur du filet ligne centrale; médiane maille du filet poteau du filet corde du filet largeur du filet treuil de filet 151 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION numbered card HOSTING MANUAL carte numérotée O offence system système d'attaque; système offensif offensive block offensive tactics one hand bump one hand dig one hand dive contre offensive tactique offensive manchette à une main récupération à une main plongeon à une main one hand set passe à une main; touche à une main one man block operator opponent's court outgoing player outside attacker contre à un; contre individuel opérateur camp adverse joueur sortant attaquant d'aile manchette en touche haute; réception au-dessus des épaules service au-dessus de l'épaule passe en touche haute; touche de balle brosser overhand dig overhand serve overhand set overspin P pass pass (to) passe; réception passer passing one's hand over the net passage de la main au-dessus du filet pause penetration penetration fault pause pénétration faute de pénétration penetration into the opponent's space pénétration dans le camp adverse emplacement des entraîneurs; zone des entraîneurs emplacement des remplaçants; zone des remplaçants phase de jeu joueur banc des joueurs uniforme du joueur joueur en zone (1,2,3,4,5,6) action de jeu surface de jeu combinaison de jeu place for coaches place for substitutes play player player's bench player's uniform player in position (1,2,3,4,5,6) playing action playing area playing combination 152 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL contact du ballon; frappe du ballon; jouer le ballon faute de position protection des poteaux; protection coussinée du poteau attaque en force; attaque puissante; attaque en puissance frappe en puissance service smashé; service puissant pousser le ballon mettre en jeu brosser la balle playing the ball positional fault; position fault post padding power attack power hit power serve push the ball put into play (to) put spin on the ball (to) Q quick offense attaque rapide R rally échange position fondamentale; position préparatoire; position de base; position « prêt à intervenir » réceptionner; recevoir réceptionneur formation de réception équipe en réception (de service) réception soutien de réception; soutien d'attaque ready position receive receiver receiving formation receiving team reception reception coverage spécialiste de réception; spécialiste en réception de service reception specialist red card referee's cards referee's stand carte rouge cartes d'arbitrage chaise d'arbitrage remplacement/substitution de joueur demande de remplacement/de substitution de joueur demande d'interruption demande de remplacement/de substitution de joueur repos reprendre le jeu ramasseur de balles attaquant droit arrière droit avant droit joueur droit; joueur de droite replacement replacement request request for interruption request for substitution rest period resume the game (to) retriever right attacker right back right front right player 153 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION right to serve roll rotation rotation order HOSTING MANUAL droit au service chute; boulé; roulade; amorti rotation position des joueurs erreur dans la rotation; faute de rotation service balancier smash balancier rotational fault roundhouse serve roundhouse spike S service hit sanction pour perte de temps/pour avoir retardé le jeu sanction de temps mort/pour temps mort/pour temps d'arrêt échelle des sanctions pointage feuille de match table du marqueur tableau de pointage marqueur écran ouverture dans le contre service réception du service servir serveur service zone de service; carré tentative de service erreur de service; service raté; service manqué frappe du service service order rotation au service; ordre au service service point service specialist serving fault serving tactics serving team set set-average set-up set lost set point set won set (to) setter point de service spécialiste du service faute de service tactique de service équipe au service manche; passe d'attaque set-average passe haute manche perdue balle de manche manche gagnée passer spécialiste de la passe; passeur sanction for delay sanction for time-out sanction scale score score sheet score table scoreboard; score board scorer screen seam in the block serve serve reception serve (to) server service service area service attempt service error 154 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION setter's bump setting set shoot set short bump short pass short serve HOSTING MANUAL attaque en seconde main passe d'attaque passe tendue manchette courte passe courte; réception courte service court passe tendue; passe courte; passe rapide service de côté; service latéral bande de côté du filet plongeon latéral ligne de côté marque verticale du côté du filet chute latérale; boulé latéral service balancier changement de service touche simultanée service haut; service arc-en-ciel; service lobbé service coupé espace inférieur du filet spécialiste smash smasher dans le contre pour faire sortir le ballon smasher au-dessus du contre smasher à côté du contre smasher smasher attaque smashée attaquant; smasheur service smashé; service brossé; service haut début du set pré-défense formation initiale; formation partante; alignement partant joueur partant joueur partant position des joueurs défense statique coup contre marquant; contre qui met fin à l'échange remplaçant; substitut; joueur remplaçant faute de remplacement soutien shot set side arm serve side band of the net side dive side line side net marker side roll sidearm serve sideout simultaneous hit sky ball serve; sky ball; sky serve sliced serve space below the net specialist spike spike off the block (to) spike over the block (to) spike past the block (to) spike (to) spike (to) spiked attack spiker spin serve start of set starting defensive position starting line-up starting player starting player starting position stationary defence stroke stuff block substitute substitution fault support 155 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL switch system permutation système system for reception organisation de réception; organisation collective en réception T tactic tactical tactical combination tactical movement (of players) tactical plan technical fault tactique tactique combinaison tactique circulation tactique schéma tactique bande inférieure du filet; bande horizontale du filet coéquipier formation de jeu équipe forfait construction d'attaque; offensive; attaque collective faute technique technique player joueur universel; opposé du passeur tennis serve tennis spike three man block service tennis smash tennis contre à trois tie-break système de point par action; système de pointage continu; bris d'égalité tape team-mate; team mate team formation team in default team offence time between games; time between sets time out for recovery arrêt de jeu temps mort de récupération demande de temps mort; demande de temps d'arrêt placement placer le ballon derrière le contre placer le ballon dans le trou placer le ballon attaque puissante «tomahawk» brosser service smashé; service brossé; service lifté toucher ballon touché contact avec le terrain adverse attaque en seconde main manchette à deux mains récupération à deux mains plongeon à deux mains time out request tip tip the ball behind the block tip the ball in the weak area (to) tip the ball (to) tomahawk attack top-spin top-spin serve touch (to) touched ball touching the opponent's court two-hand attack two-hand bump two-hand dig two-hand dive 156 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL passe à deux mains; réception à deux mains passe à deux mains contre à deux jeu à deux touches two-hand pass two-hand set two-man block two pass play U U formation formation en U underhand serve service par en dessous; service bas V vertical plane of the net volley volleyball volleyball men's tournament volleyball player volleyball team volleyball women's tournament volleyball; ball plan vertical du filet vollée; touche de balle volley-ball tournoi masculin de volley-ball volleyeur; joueur de volley-ball équipe de volley-ball tournoi féminin de volley-ball ballon de volley-ball W W formation warm-up warning weak area; weak area of the court win a side out win the rallly windmill serve winning a point winning of service formation en W échauffement avertissement zone faible; point faible récupérer le service gagner l'échange service balancier gain du point gain du service Y yellow card carte jaune Z zone line zone (1,2,3,4,5,6) ligne de zone zone (1,2,3,4,5,6) Basketball Lexicon English French A 3/5/10/30 second rule règle des 3/5/10/30 secondes 157 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION actual playing time air dribble ankle support assist attack attack set awarded basket HOSTING MANUAL temps restant à jouer dribble en l'air chevillère passe décisive attaque position d'attaque panier accordé B back court back pass backboard zone arrière passe arrière panneau tir par/avec le panneau; tir avec la planche support de panneau zone de défense retour en zone circulation du ballon contrôle du ballon feinte de ballon ballon en jeu circulation du ballon ballon hors-jeu possession du ballon effet du ballon tir par le panneau; tir avec l'aide du panneau passe de baseball ligne de fond remise en jeu de la ligne de fond panier filet du panier ballon de basket basket-ball Basketball Canada basketteur passe dans le dos bloquer un tir; bloquer un lancer bloquer blocage; obstruction second lancer franc; lancer franc supplémentaire passe avec rebond; passe à terre faire rebondir ligne de délimitation boîte plus deux; triangle plus deux percée backboard shot backboard support backcourt backcourt violation ball circulation ball control; to control the ball ball fake ball in play ball movement ball out-of-bounds ball possession ball spin bank shot baseball pass baseline baseline throw-in basket basket net basketball basketball Basketball Canada (NSO) basketball player behind-the-back pass block a shot block (to) blocking bonus free throw bounce pass bounce (to) boundary line box-and-two break 158 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL break a tie percer l'avantage; prendre l'avantage break away (to) break behind the defender break through (to) break (to) breakaway breaking off bypass one's guard (to) échapper (s') percée derrière le défenseur pénétrer la défense; traverser percer; couper contre-attaque suspension démarquer (se) C cancel score carry the ball catch the ball central circle centre centre line change basket change of direction change of pace change of position charge charge a time out charge an opponent charging choice of ball choice of basket circle clean shot clear-the-boards (to) cling to the opponent coach collision combined defence control dribble control the ball controlled offence counter-attack criss-cross cut (to) panier refusé porter le ballon attraper le ballon cercle central centre ligne de centre; ligne médiane changer de panier changement de direction changement de rythme changement de position passage en force imputer un temps mort charger un adversaire charge choix du ballon choix du panier cercle tir direct prendre un rebond coller à l'adversaire entraîneur collision défense combinée dribble de contrôle contrôler le ballon attaque retardée contre-attaque structure en cercle; criss-cross percer D dead ball defence ballon mort défense defence system dispositif de défense defend (to) défendre (se) 159 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION defender defensive balance defensive fallback defensive rebound defensive set defensive triangle delay the game delayed offence diagonal pass direct pass disallowed basket disqualification disqualifying foul double foul double screen double teaming downward flight dribble dribble with both hands simultaneously dribble (to) dribbler drive drive the ball drive to the basket drive (to) drop pass dummy dummy (to) dunk dunk (to) HOSTING MANUAL défenseur équilibre défensif repli défensif rebond défensif position de défense triangle de rebond retarder le jeu attaque retardée passe transversale passe directe panier annulé disqualification faute disqualifiante double faute double écran boîte deux contre un; prise à deux phase descendante dribble (masc.) dribble à deux mains dribbler dribbleur; dribbleuse pénétration monter le ballon montée au panier pénétrer passe en retrait feinte feinter smash smasher E edge of the backboard end line end out-of-bounds play endline throw-in expiration of playing time expulsion extended centre line extra period bord du panneau ligne de fond attaque le long de la ligne de fond remise en jeu de la ligne de fond expiration du temps de jeu expulsion ligne médiane prolongée prolongation F face guard (to) agiter les mains pour gêner la vision fake shot fake (to) feinte de tir feinter 160 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL fast break contre-attaque feel of the ball toucher de ballon; touche de la balle feint field goal field goal try fifth foul final score first half five second rule five, ten, thirty second count floating defence follow the pass forecourt forward pivot forward (right__, left__) foul feinte tir de champ; tir extérieur tir au panier cinquième faute résultat final première mi-temps règle des 5 secondes délai des 5, 10, 30 secondes défense flottante suivre sa passe zone avant; zone d'attaque pivot en avant ailier (droit, gauche); avant faute couloir/zone de lancer franc; bouteille; raquette ligne des lancers-francs pied libre lancer franc garder le ballon côté fort du ballon zone avant; zone d'attaque défense individuelle par harcèlement tout terrain pression tout-terrain mauvais contrôle involontaire du ballon free-throw lane free-throw line free foot free shot; free throw freeze the ball front ball side front court full-court man-to-man press defence full-court press fumble G game clock chronomètre de jeu game rotation rotation du jeu gap get free from the opponent (to) give-and-go go out-of-bounds goal average goal tending grant a time-out guard guard from the rear guard (right__, left__) guard (to) guarded player guarding ouverture démarquer (se) passe-et-va sortir du terrain moyenne des points intervention sur le ballon accorder un temps mort arrière marquage par derrière arrière (droit, gauche) marquer un joueur joueur(euse) marqué(e) marquage 161 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION guarding distance HOSTING MANUAL distance de marquage H défense individuelle par harcèlement à partir du centre pression sur demi-terrain mi-temps (la) contrôle avec les mains manier le ballon passe main à main feinte de la tête ballon tenu; tenue du ballon aide tir en cloche poste haut frapper le ballon retenir un adversaire; accrocher un adversaire passe en crochet tir à bras roulé; tir crochet half-court man-to-man press defence half-court press half-time handchecking handle the ball handoff pass head fake held ball help high arc shot high post hit the ball hold an opponent hook pass hook shot I IBF (International Basketball Federation) illegal dribble illegal use of hands individual defence inside play inside screen F.I.B.B. (Fédération Internationale de Basketball) dribble irrégulier usage illégal des mains défense individuelle jeu à l'intérieur de la raquette écran intérieur faute intentionnelle; faute antisportive intercepter le ballon interception intervention sur le ballon pause passe intérieure Fédération Internationale de Basketball (F.I.B.B.) interruption de jeu intentional foul intercept the ball interception interference with the ball intermission internal pass International Basketball Federation (IBF) interruption of the game J jam (to) jump ball jump circle jump pass jump shot smasher entre-deux cercle de mise en jeu passe en suspension tir en suspension 162 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION jumper HOSTING MANUAL sauteur K key raquette; bouteille couloir/zone de lancer franc; raquette; bouteille garder le ballon keyhole kill the clock (to) L lane couloir tir par en-dessous; tir en course de près; tir déposé arbitre de terrain avant; arbitre de tête [n'existe qu'aux USA] passe avant arrière gauche formation ballon vivant passe en lob, en cloche lay-up shot lead official [only in the USA] lead pass left guard line-up live ball lob pass M marquage individuel; défense homme à homme marquage d'homme à homme; marquage individuel marquer un joueur plaquette (5 fautes) tournoi hommes ligne médiane pivot mi-haut tir manqué manquer le panier manquer tir manqué défense mixte; défense combinée écran mobile faute multiple lancers francs multiples man-to-man defence man-to-man guarding mark (to) marker (5 foul) men's touranament midcourt line middle post middle shot miss the basket miss (to) missed shot mixed defence moving screen multiple foul multiple free throws N neutral zone zone neutre O obstruction occasional contact offence obstruction contact accidentel attaque 163 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL offence against man-to-man defence attaque d'une défense individuelle offence against zone defence offensive balance offensive foul offensive player offensive rebound offensive set on-the-ball-coverage one-hand pass one-hand shot one-on-one opening jump opponent's basket opposition out-of-bounds outlet pass attaque d'une défense de zone équilibre offensif faute offensive attaquant rebond offensif position d'attaque couverture du ballon passe à une main tir à une main un contre un engagement panier adverse opposition hors-jeu passe de dégagement outside play passe de dégagement; jeu à l'extérieur outside screen over and back overhead pass overhead shot overtime period écran extérieur retour du ballon en arrière passe par-dessus la tête tir par-dessus la tête prolongation P pass pass and screen pass (to) passer path of player penalty penetrate personal contact personal foul pick and roll pivot pivot foot pivot player pivot (to) play off play offence player foul playing court / field playing time playmaker point average passe passe écran passer passeur trajet effectué par un joueur pénalité pénétrer contact personnel faute personnelle écran et enrouler au panier pivot pied de pivot joueur pivot pivoter phase finale attaque organisée faute de joueur terrain de jeu temps de jeu meneur de jeu moyenne des points 164 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION power drive press(ing) pressure an opponent (to) progress (to) progression with the ball push (to) put into play putting the ball into play HOSTING MANUAL passage en force harcèlement; pression; pressing presser un adversaire avancer progression avec le ballon pousser engager mise-en-jeu R rebound rebound (to) receive (to) reception record the time recover the ball rebond prendre un rebond; rebondir recevoir réception décompter le temps récupérer le ballon referee arbitre referee (to) request a substitution (to) request a time-out (to) restraining circle restricted area right guard rim (of the basket) ring roll dribble rule violation running screen arbitrer demander un changement demander un temps mort cercle de restriction zone réservée/restrictive arrière droit anneau (du panier); bord du cercle anneau dribble de renversement infraction aux règles écran en mouvement S score a field goal score a shot score sheet scoreboard screen screen away screen (to) second half set offence set shot seventh foul shoot the ball shoot to the basket shooter shooting angle shoot; throw (to) marquer un panier marquer un panier feuille de marque tableau de marque écran écran effectué loin du ballon faire écran deuxième/seconde mi-temps attaque organisée tir à l'arrêt septième faute lancer le ballon tirer au panier tireur angle de tir tirer 165 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION short shot shot to the basket shot; throw side line sideline throw-in signalling of player fouling slamdunk spin dribble spot pass starting five; starting line-up stationary screen steal the ball stop stop the clock stoppage stuff (to) substitute player substitution successful basket (shot) suspend play (to) swish shot switching HOSTING MANUAL tir de près tir au panier tir; lancer ligne de touche; ligne latérale remise en jeu depuis la touche désignation du joueur fautif smash dribble de renversement passe avant formation initiale; cinq de départ écran fixe subtiliser le ballon arrêt arrêter le chronomètre arrêt de jeu smasher remplaçant(e) remplacement panier réussi arrêter le jeu tir direct permutation T tactical system takeoff foot tap-in tap the ball team captain team foul team roster technical foul ten-second rule thirty-second clock thirty-second count thirty-second device thirty-second rule thirty-second (clock) operator thirty second signal three-point field goal three-point field goal area three-point line three-point throw three-point try three-second area three-second rule combinaison tactique pied d'appel claquette frapper le ballon capitaine de l'équipe faute d'équipe composition de l'équipe faute technique règle des 10 secondes chronomètre des 30 secondes délai des 30 secondes appareil des 30 secondes règle des 30 secondes opérateur des 30 secondes signal des 30 secondes panier à trois points zone du panier à trois points ligne des trois points tir à trois points tentative de tir à trois points zone des 3 secondes règle des 3 secondes 166 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL three-second violation infraction à la règle des 3 secondes throw throw-in throw-in (to) throw (to) tie (to) tight man-to-man guarding time-limit for a free throw time-limit for substitution time-out clock time in touch the free-throw line (to) tir; lancer remise en jeu remettre en jeu tirer égaliser marquage individuel serré délai de lancer franc durée du changement chronomètre des temps morts reprise du temps de jeu mordre la ligne de lancer franc arbitre de terrain central; arbitre de queue [n'existe qu'aux USA] trajectoire du ballon marcher triple menace tentative; essai tir en vrille; 360 degrés passe à deux mains de la poitrine passe à deux mains tir à deux mains trail official [only in the USA] trajectory of the ball travelling triple-threat try turnaround jump shot two-hand chest pass two-hand pass two-hand shot U umpire [only in the USA] arbitre adjoint [n'existe qu'aux USA] undergarment unguarded player unobstructed space outside the playing area unsportsmanlike behaviour upward flight cuissard joueur(euse) démarqué(e) espace libre autour du terrain conduite antisportive phase ascendante W walking wheelchair basketball withdrawal women's tournament marcher basket-ball en fauteuil roulant forfait tournoi femmes Z zone defence défense de zone 167 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Appendix XVIII PRESS CONFERENCE PROTOCOL In attendance: Media Host Committee Coaches Athlete/All-Canadians from each team CCAA representatives Sponsor Guest Speaker - Athlete/Coach 1) Welcome/Introduction - Masters of Ceremonies/Host Chair 2) CCAA Representative to say a few words (Executive and Convenor, or other designate) 3) Sponsor to say a few words 4) Guest Speaker (National Athlete, Coach, etc.) 5) Coaches each speak for a few minutes about their team/athletes 6) Communications Coordinator speaks about services, and interviewing times locations 7) Closing Remarks - M.C./Host Chair 8) Informal session to let media personnel interview those coaches and athletes who have been identified. 9) Refreshments served (if applicable) Notes: Media may also be invited to observe the Awards Banquet. Media may be allowed to attend team practices and interview athletes with the permission of the team coach. Interviews may take place following games. It is important that the athletes, All-Canadians and the coaches are the focus of media attention and not extenuating events or persons. 168 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Appendix XIX PRESS GUIDE QUESTIONNAIRE Please complete this questionnaire and enclose a current schedule. Send all material as required to the host institution no later than SET DATE. School City/Prov Home Court & Capacity School Enrollment Team Colours Team Nickname Athletic Director Office Phone Sports Information Director SID'S PHONES - Home Office ____________________ Returning Starters (include position and scoring average): 1. 2. 3. 4. 5. Overall Record Head Coach (alma mater, year): Coach's Office Phone: Best Time To Reach Coach: Coach's Record at School ( seasons) Assistant Coaches (include almater, year): Please give a brief outlook on your present team including names of recruits, their statistics, and the possibility of their starting: 169 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION Appendix XX CANADIAN COLLEGE ATHLETIC ASSOCIATION NATIONAL CHAMPIONSHIP EXCEPTIONAL PRACTICE College: Championship & year: Area of Excellence: i.e. Marketing, Facility, Banquet Events, Special Events Description: Results: 170 HOSTING MANUAL CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Appendix XXI ASSIGNOR/ASSESSORS EVALUATION FORM To be completed by Coach or Athletic Director in attendance at Nationals within two weeks of the conclusion of the event. Sport: Host Institution: Name of Assignor/Assessor: Evaluation Process i) Forum - Please comment on the items/areas as indicated in order that hosts (past and future) may benefit from your evaluation. ii) Please forward to: A. B. [email protected] PRE-CHAMPIONSHIP i) Coordination of Efforts of CCAA representatives & Host ii) Championship Information package CHAMPIONSHIP ON-SITE i) Quality of on equipment and facility ii) Pre Championship Officials meeting 171 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL iii) Pre Championship Coaches meeting iv) Officials (Minor)/ Linespersons v) Stats and Statisticians vi) Conduct of the coaching staff and athletes participating in the championship vii) Grievance and Protest Committee viii) Game/Match/Event Protocol ix) Accommodation 172 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL x) Transportation xi) Hospitality xii) Ceremonies (opening/closing/banquet) xiii) Tournament Organization C. OVERALL CHAMPIONSHIP RATING 1 Poor 2 General Comments: 173 3 4 5 6 7 8 9 10 Excellent CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Appendix XXII CRITERIA FOR EVALUATION MINIMUM CRITERIA CHECKLIST: Technical: Must provide facilities (competitive and training) and equipment as specified by the CCAA and national sport governing body rules and Regulations, must be exclusively available for practice and competition for the duration of the championship. Alternative plans in case of inclement weather must be in place for outdoor activities. Quality hotels accommodations within proximity to the venue must be made available to participants. Affordable transportation must be available (shuttle, rentals, etc.). Must provide adequate facility to host National Championship Awards Banquet. Adequate facility for the coaches meeting must be available. Availability of sufficient staff/volunteers, in order to effectively manage all areas of the championships must be available. Including host for each team. Must provide officials as stipulated in CCAA regulations (includes minor officials) with appropriate accommodations, transportation and remuneration. Must provide player of the game and all-tournament team contra. Shall coordinate travel to and from hotel/airport for all-Canadians travelling without a team. Publicity and Public Relations: Must produce Event Poster and Program as per CCAA Promotion guidelines. Must provide CCAA with digital photo file at the conclusion of the event. Adequate space for press conferences and availability of a media room. Host must accept and meet all webcasting requirements. Host must provide service in both official languages (French - English) in particular at the ceremonies and a bilingual team host. Medical Necessary medical personnel must be available. Necessary medical facilities and equipment must be available. Financial Must provide a budget. Ability to meet financial responsibility of hosting (guarantees to CCAA). Recommended Insurance coverage for the event. Operational/Administration Letter of support from MC president Letter of support from institution’s president Must attend prior CCAA championship event Must host the event as per the dates outlined. Must meet the Official languages minimum standards. 174 CANADIAN COLLEGIATE ATHLETIC ASSOCIATION HOSTING MANUAL Must complete template for Championship Information package. Must produce a championship website with running score capabilities. Must submit Championship Final Report and Authorized financial statement. Must have Conference and Institution support. Must provide Opening/ CCAA National Championship Banquet and closing ceremonies as per CCAA format. Marketing Must accept sponsorship policies and relevant CCAA licensing policies. Will be expected to pay the CCAA an upfront licensing fee. All gate and sponsorship revenue would remain with the host. Licensing Fee Structure: Men’s basketball $7500 Women’s basketball $7500 Men’s volleyball $6000 Women’s volleyball $6000 Men’s Soccer $2500 Women’s Soccer $2500 Explore television production or webcasting options Secure a finished video product of the Gold Medal Game. Purchase from CCAA souvenir supplier when one is available. Respect all National Sponsors Will guarantee CCAA Advertisement space in Programs Will guarantee complimentary tickets for sponsors Will guarantee twelve (12) complimentary banquet tickets. The CCAA will cover additional tickets, if requested. Guarantee minimum seating for medal games and championship play as follows: SPORT Men’s basketball Women’s basketball Men’s volleyball Women’s volleyball Men’s soccer Min. Seating for medal games 1000 750 750 750 250 List of Exceptional Criteria: History of hosting Strength in the Sport Institution & Community support Promotion/Marketing plan Extra Special events 175 Min. seating for other games 1000 500 500 500 250
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