NATIONAL WOMEN’S U18 HOCKEY CHAMPIONSHIP HOSTING GUIDELINES
Hockey Canada is now in the process of accepting letters of interest to host the National Women’s U18 Hockey Championship. Prior to submitting your letter of interest to host this event, please ensure you have reviewed all of the attached hosting guidelines and that you have a strong partnership in place with your provincial hockey branch and local hockey constituents. The National Women’s U18 Hockey Championship is an 8 team event featuring provincial teams, British Columbia, Alberta, Saskatchewan, Manitoba, Ontario Red, Ontario Blue, Quebec and a combination of the eastern provinces to create Team Atlantic. The event is comprised of two pools of four competing in a single round robin format, followed by placement games, semi finals and bronze and gold medal games. This five day event takes place each year beginning on the first Wednesday in November and concluding with the medal games on Sunday. Note every four years this event is replaced by the Canada Winter Games (2010 & 2014). The attached document is an information package for prospective Host Organizing Committees. The package contains a draft schedule and an outline of Hockey Canada, Host Branch and Host Organizing Committee responsibilities.
This Event is a Hockey Canada event hosted in partnership with a Host Organizing Committee and the Host Branch. The Host Organizing Committee for the National Women’s U18 Hockey Championship will report to a Steering Committee consisting of representatives from the Host Provincial Branch Association and Hockey Canada. It should be noted that as of this year, Hockey Canada will be open to reviewing the possibility of interested parties hosting the National Women’s U18 Hockey Championship as a two year term. If this is something you wish to pursue please make note of that in your letter of interest.
National Women’s U18 Hockey Championship Details
- Event attendance of over 13,500 in 2008 (75% of event capacity)
- Gold medal game broadcast nationally on TSN / RDS
- Upwards of $25,000 in revenue yearly put towards local minor hockey associations and facility upgrades.
- Significant economical impact for the host community - $1.4 million in 2008 (Napanee, ON).
- 2010 Host Community – Surrey, BC
Notable Alumni
- Gillian Apps, Sarah Vaillancourt, Katie Weatherston, Meghan Agosta, Marie-Philip Poulin, Brianne Jenner
Host Committee Revenue Opportunities
- Ticket Sales
Package Sales
Individual Game Sales
- Event Program Sales
- Merchandise Sales – 15% of sales from Hockey Canada’s National merchandiser
- Local Event Sponsorships
- Government funding and grants
- Concession and Beer Sales
- Special Events Revenue – banquet, fan fest, etc.
- 50/50 sales
- Silent Auction – other fundraising initiatives
- Other revenue as outlined by host committee and agreed upon by Hockey Canada
HOCKEY CANADA 2
Hosting Application Process
1. March 23, 2009
Availability of National Women’s U18 Hockey Championship Hosting Guidelines
2. April 15, 2009
Interested Host communities submit letter of interest to Hockey Canada. This letter requires endorsement by the respective branch. Branches may approve more than one interested host community.
3. April 15 – 31, 2009
Hockey Canada to follow up with interested host communities for development of a business plan/bid for presentation back to Hockey Canada.
• This process may involve further investigation by Hockey Canada to ensure quality of bid submissions and that all pertinent information is provided to assist the site selection committee in making their decision to award the event.
4. April 31 – May 15, 2009
Site Selection committee to forward recommendation to Hockey Canada Board for approval.
HOCKEY CANADA 3
Any group looking to host the National Women’s U18 Hockey Championship for multiple years should state this in their letter of interest. Questions will vary with respect to any multiple year opportunities as business models will vary to coincide.
For those interested bid communities the information Hockey Canada can provide to support and assist prospective bids include:
• Past Event Financials - Revenues & Expenses
• Past Event Attendance Figures
• Sponsorship Plans & Ticket Strategies
• STEAM Analysis – Sport Tourism Economic Assessment Model
For any additional questions or information please contact:
Jeff Beck Manager Marketing and Events Hockey Canada Phone: 403-777-3622 Email: [email protected]
Please be sure to include the lead contact for your host group, including mailing address, phone number, and any other necessary contact information.
HOCKEY CANADA 4
Hosting Standards/Guidelines
- Confirm relationship/partnership with Host Provincial Hockey Branch
- Confirm relationship/partnership with local Minor Hockey Organization / Female Hockey Organization
- Confirm host facility can accommodate a min 1200 fans
- Confirm a minimum of 8 dressing rooms and storage and equipment drying space for all teams
- Host committee with strong business ties within your community
- Strong volunteer base and past history of hosting successful National and International events
- Strong legacy plan for the event and any remaining profits that arise from hosting the event
- Financial guarantor – should the event not be profitable, ensuring all bills are paid upon completion of the event
- Ability to sell sponsorship and tickets, while respecting Hockey Canada’s Marketing Partner exclusivities
- Showcase a detailed business plan highlighting the following
Organizational mandate and objectives
Financial forecast reflecting all potential revenues and expenses, highlighting key targets and a detailed description on how these can be reached.
Proposed Host Committee Organizational chart
Sponsorship sales plan highlighting key prospects, structure and how goals can be achieved, while maintaining respect of Hockey Canada’s sponsorship guidelines
HOCKEY CANADA 5
Host Committee Responsibilities
The Host committee is responsible for all the following details specific to hosting the National Women’s U18 Championship. Upon selection of a suitable host community a hosting contract will need to be signed outlining all details relating to the National Women’s U18 Championship. This contract will be signed by the Host Branch, Host Committee, and Hockey Canada.
- Ground transportation for participating team delegations, game officials, VIP’s and Hockey Canada Representative from the closest airport. If team travels to the event via ground transportation ie. Bus), the host shall be responsible for the costs associated during the tournament portion only.
- Arena facilities including ice costs, necessary building staffing (including game operations staffing), on-ice officials game fees, minor (off-ice) officials, security, meeting space, first aid medical, use of score clock, use of video score clock, use of electronic signage, installation of Hockey Canada vinyl mesh ice logos & ice preparation, signage displays and all costs with providing a clean building.
Clean Building – ice, boards, and all camera visible signage (as determined by Hockey Canada) need to be free of any sponsor marks unless otherwise agreed upon
- Any required signage at secondary facilities including production, installation and removal costs (e.g. rink boards, ice logos, banners) as decided upon by Hockey Canada.
- Local marketing, promotional and public relations expenses.
- Media services and related expenses
- Ceremonies (opening & closing) and hospitality centres
- Various event administration expenses, including staffing (including volunteer costs), offices and meetings
- Any costs associated with development initiatives or demonstrations (i.e. ice time, game tickets for parent(s), clinicians, etc)
- Event cancellation insurance
- Costs associated with any ancillary events in conjunction with the National Women’s U18 Championship. All ancillary events must respect the sponsor exclusivity guidelines
HOCKEY CANADA 6
- Meal per diem for all officials for any meals that are not provided by the host committee. Meal per diem is based on $50.00 per day, $10 breakfast, $15 lunch, $25 dinner.
- Game Fees for all game officials, based upon Branch play-off rate.
- Opportunity for Hockey Canada preferred suppliers to gain access to pouring/serving rights on site in host venues. Molson, Pepsi, Lays, Gatorade, Mars and Aquafina.
- Team services expenses including providing laundry service, towel service, equipment repair and snacks at practices and games, i.e. bagels, fruit, yogurt, snack bars
- Video DVD copy to all teams following each game in tournament competition
- Production costs of host committees four (4) rinkboard positions - $500.00 per position
- Provide 200 tickets to Hockey Canada to all tournament games. All tickets should have VIP access. Any unused tickets will be returned to the host committee to be sold on site.
- Medical Services need to be provided for all practices and games. This should include a doctor, dentist, physiotherapist, and ambulance for all games. An AED machine should also be made available to ice level at all times.
- Host committee will arrange for acceptable hotel accommodations for visiting teams, officials and for Hockey Canada representatives (preferably one hotel)
HOCKEY CANADA 7
Host Branch Financial Responsibilities
- The Host Branch shall guarantee the financial success of the event by ensuring that the Host Committee meets the financial obligations of the bid;
- The Host Branch accepts responsibility for any loss reported by the Host Committee in its financial statement submitted to Hockey Canada, as adjusted by Hockey Canada following its audit (if any) in accordance with this agreement, and agrees to pay within 60 days of the end of the event any amounts owing to all creditors, organizations, agencies, teams or individuals arising from or relating to the hosting of the National Women’s Under 18 Championship to the extent such amounts are not otherwise paid with monies received by the Host Committee as a result of hosting the National Women’s Under 18 Championship.
- The Host Branch shall assign a representative to work with the Host Committee to assist with the Championship preparations and to ensure all parties’ interests are maintained;
- Any additional officials supervisors assigned shall be at the expense of the Host Branch; the Championship referee in Chief as assigned by Hockey Canada, is the expense of the host organizing committee
- The Host Branch shall work with the area Hockey Canada Regional Centre (where applicable) to ensure that various development initiatives and activities are conducted during the Championship
- The Host Branch shall work with the local Centre of Excellence to ensure that various development initiatives and activities are conducted during the Championship.
HOCKEY CANADA 8
Hockey Canada Financial Responsibilities
- Hockey Canada will provide assistance with any Development Festivals and Promotional activities in conjunction with the event such as a coach, player, officiating education seminars or Esso fun days.
- Hockey Canada will provide a host grant of $30,000 to the Host Committee with a breakdown to be provided;
- Hockey Canada will assign an event manager to assist with event preparations and oversee the management of the Championship;
- Hockey Canada will be responsible for the costs of television production and broadcast where applicable providing facility meets minimum standards as stated in Appendix A;
- Hockey Canada will coordinate and pay for the production of the souvenir event program (up to 1,000 programs provided);
- Hockey Canada will assign and pay the expenses of a Hockey Canada Representative to oversee the conduct of the Championship;
- Hockey Canada will provide the Championship trophy, individual awards and player of the game awards;
- Hockey Canada will provide gold, silver, and bronze medallions (max. 35 each);
- Hockey Canada will provide approximately 240 pucks for the Host Committee to use as player gifting and/or game pucks;
- Hockey Canada will provide approximately 1000 event posters, event banners, promotional materials (print, video, etc.) as agreed to with the Host Committee.
- The cost associated with Air Travel to the event will be the responsibility of the individual teams. Hockey Canada will provide a partial subsidy for air transportation costs for participating teams and officials to the competition city. This is distributed according to the cost formula set out by Hockey Canada Female Council.
HOCKEY CANADA 9
SCHEDULE/RESULTS/ROSTERS - 2008 NATIONAL WOMEN'S UNDER-18 CHAMPIONSHIP
Rosters Group A Group B
ATL - Atlantic AB - Alberta
ON-B - Ontario Blue BC - British Columbia
ON-R - Ontario Red MB - Manitoba
SK - Saskatchewan QC - Quebec
Schedule/Results Time Zone: EST (-5) Gm # Time Game/Result Group Round Arena Location Wednesday, November 05, 2008 Greater Napanee, ON, 1 10:00 AM EST - Preliminary Strathcona Paper Centre BC 2 - MB 3 CAN Greater Napanee, ON, 2 01:00 PM EST - Preliminary Strathcona Paper Centre SK 3 - ATL 1 CAN Greater Napanee, ON, 3 05:00 PM EST - Preliminary Strathcona Paper Centre AB 2 - QC 4 CAN Greater Napanee, ON, 4 08:00 PM EST - Preliminary Strathcona Paper Centre ON-B 1 - ON-R 2 CAN Thursday, November 06, 2008 Greater Napanee, ON, 5 10:00 AM EST - Preliminary Strathcona Paper Centre BC 3 - AB 2 CAN Greater Napanee, ON, 6 01:00 PM EST - Preliminary Strathcona Paper Centre SK 1 - ON-B 3 CAN Greater Napanee, ON, 7 05:00 PM EST - Preliminary Strathcona Paper Centre MB 3 - QC 6 CAN Greater Napanee, ON, 8 08:00 PM EST - Preliminary Strathcona Paper Centre ATL 1 - ON-R 2 CAN Friday, November 07, 2008 Greater Napanee, ON, 9 10:00 AM EST - Preliminary Strathcona Paper Centre AB 1 - MB 4 CAN Greater Napanee, ON, 10 01:00 PM EST - Preliminary Strathcona Paper Centre ON-B 3 - ATL 2 CAN Greater Napanee, ON, 11 05:00 PM EST - Preliminary Strathcona Paper Centre QC 6 - BC 1 CAN Greater Napanee, ON, 12 08:00 PM EST - Preliminary Strathcona Paper Centre ON-R 6 - SK 2 CAN Saturday, November 08, 2008 Greater Napanee, ON, 13 10:00 AM EST - 7th Place Strathcona Paper Centre ATL 2 - AB 4 CAN Greater Napanee, ON, 14 01:00 PM EST - 5th Place Strathcona Paper Centre SK 3 - BC 1 CAN Greater Napanee, ON, 15 04:00 PM EST - Semi-Final Strathcona Paper Centre ON-B 4 - QC 5 CAN Greater Napanee, ON, 16 07:00 PM EST - Semi-Final Strathcona Paper Centre MB 2 - ON-R 5 CAN Sunday, November 09, 2008 Greater Napanee, ON, 17 09:00 AM EST - Bronze Medal Strathcona Paper Centre ON-B 1 - MB 3 CAN Greater Napanee, ON, 18 01:00 PM EST ON-R 2 - QC 1 - Gold Medal Strathcona Paper Centre CAN
HOCKEY CANADA 10