Request for Information

Document for potential Bidding Organisations for Games X, 2018

Table of Contents

Table of Contents ...... 2

Introduction ...... 3

History ...... 3

Vision ...... 4

Preliminary Timeline for the Bidding Process ...... 4

Bid Process ...... 6

Overview of Event Components ...... 7

Annexes ...... 10

CONTACT INFORMATION

Bidding Organisations should send correspondence to:

[email protected]

Questions or documents sent to any other email address will not be taken into consideration.

All information on bidding can be found at gaygames.wordpress.com

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Introduction

This Request for Information (RFI) document provides a high level framework for GGX with a series of questions for potential bidders. If you are interested in bidding please review this document and complete the response form which you should return by email to [email protected] .

The Bidding Process requires a great deal of resources from the Bidding Organisation’s local community. The Request for Information process will help to ensure that potential bidding organisations have access to adequate capacity and resources to plan, organise, and implement an international event with some 10,000 participants.

Please use the attached form to respond to this RFI. Your responses will be reviewed by the the FGG to determine if the potential bidding organisation has met the initial criteria concerning capacity and resources.

Definitions used in this document Assembly Federation of Board of Directors and Delegates of Member Organisations* Board Federation of Gay Games Board of Directors FGG Federation of Gay Games GGX Gay Games X sport and cultural festival, 2018 LGBT , Gay, Bisexual, Trans (“LGBT” in this document also implies other groups and identities, including Queer, Intersex, Questioning, gay-friendly, etc.) RFI Request for Information RFP Request for Proposal SSC FGG Site Selection Committee

*Bidders will have interaction with all Assembly members, along with FGG Volunteers, and Honorary Life Members during the Site Selection process.

History

Founded in San Francisco in 1982 by gay Olympic athlete Dr. Tom Waddell, the Federation of Gay Games was created to promote equality through the organisation of the Gay Games, the premiere international LGBT sports and cultural event. Since 1982 the Gay Games has taken place twice in San Francisco, followed by Vancouver, New York City, Amsterdam, Sydney, Chicago, and Cologne. In 2014 Gay Games 9 will take place in +Akron, . Gay Games X will represent an important milestone in the history of the event.

The Federation of Gay Games is the heir to San Francisco Arts and Athletics, the first organising committee for the Gay Games. Beyond the mission to promote equality by means of the organisation of the Gay Games, the FGG aims to bring together and represent the LGBT sport and culture movement globally.

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Vision

The mission statement of the FGG*:

The mission of the Federation of Gay Games is to promote equality via the Gay Games, the premier international LGBT sport and culture event, under the guiding principles of "Participation, Inclusion, and Personal Best".

The status of LGBT people varies greatly in different parts of the world. From full equality to horrific repression, LGBT people live their lives in very different ways. The Gay Games are a moment for all to share a week of celebration in sport and culture, free from fear, a message to the world that equality is our due, and a means of mobilising our community to fight together against intolerance and hate.

Since 1982, the Gay Games have been the “Games that Change the World”. By bidding for Gay Games X, you are entering history as part of one of the largest movements for innovation and openness in sport, for joyful communal cultural expression, and for equality and tolerance.

We envisage the scope of the event to include approximately 10,000 participants in some 30 sports and cultural events.

*(This version of mission statement subject to approval by FGG Assembly at 2011 AGA)

Preliminary Timeline for the Bidding Process The following dates are a guideline and subject to change.

DATE / PERIOD EVENT DESCRIPTION FEES 2012-05 RFI Available [1] RFI document available. Bidders may ask for clarification or assistance in completing the RFI. 2012-07-15 Closing date RFI All Prospective Bidding Organisations have submitted their RFI document 2012-07-31 Long List Long listed Prospective Bidding Organisations announcement [2] are announced 2012-07-31 RFP Document The main RFP document is made available to available [3] Prospective Bidding Organisations that have submitted an RFI 2012-08-19 – 2012-08-21 Annual General Information session at FGG AGA. Assembly [4] 2012-08-31 Letters of Intent Deadline for Bidding Organisations to signify USD 1000 submitted [5] their intention to submit a bid for hosting GGX. 2012-09-30 RFP Appendices RFP appendices available upon written request. USD 3000 available [6] Bidding Organisations receive user accounts and have access to the dedicated online discussion and document sharing service. 2012-09-30 Deal Memo Outline of main points in the Licence Agreement. available [7] 2012-10-31 Request to include Bidding Organisations may submit a request to a new sport [8] include a new sport. 2012-12-31 Request to include Response to request to include a new sport. a new sport

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2013-02-28 Bid Books Deadline for Bidding Organisations to submit USD 5000 Submitted [9] completed Bid Book. 2013-02-28 Q&A [10] Opening of first round of questions from FGG Assembly. 2013-03-31 Licence Agreement Pro-forma Licence available. Available [11] 2013-04-30 Q&A Closing of first round of questions from FGG Assembly. 2013-05-15 Q&A Bidding Organisations’ responses to FGG questions. 2013-05-31 Short-List Vote [12] FGG Board chooses three short-listed candidates with input from SSC and Assembly. 2013-06-01 Q&A Opening of second round of questions from FGG . Assembly. 2013-06-30 Proposed Licence Short listed Bidding Organisations to submit a USD 10,000 Agreement and signed Licence Agreement as in the version Side Letter [13] submitted as part of RFP, accompanied by a signed Side Letter. 2013-07-15 – 2013-08-15 Site Visits [14] Site Visits to Short-Listed Bidding Organisations. To be determined Site Visit report The Site Visit report is available for the membership To be determined Q&A Closing of second round of questions from FGG Assembly. To be determined Q&A Bidding Organisations’ responses to FGG questions. To be determined Site Selection Presentations by Short-Listed Bidding Meeting in Organisations. Cleveland [15] Vote for presumptive and alternate GGX host cities. To be determined Announcement of Announcement made public only after FGG and presumptive Host of Host have signed Proposed Licence Agreement GGX. and Side Letter, including any and all revisions/agreements reached during the Bidding.

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Bid Process

Details on the above steps: [1] RFI The Request for Information document (this document) will enable potential bidders to determine if they have adequate capacity and resources to prepare and host the event.

[2] Long List The FGG Site Selection Committee will recommend to the FGG Board of Directors which prospective bidders meet the requirements to continue the process (“long list”), based on their responses to questions found is section 8 of this document.

[3] RFP The Request for Proposal document indicates all information required for a bid for Gay Games X, as well as instructions on procedures, codes of conduct, format, etc.

[4] AGA Organisations are welcome to join us in Sofia, Bulgaria for an information session. This is not a requirement, but a courtesy to Prospective Bidding Organisations. Information at http://gaymes.info/sofia2012

[5] Letter of Intent The submission of a letter of intent, along with a payment of USD 1000, is the first official step of the bidding process.

[6] RFP Appendices These are a series of documents and forms required for submitting a bid. They include supporting and explanatory information, forms to use, and particular procedures to respect. They are a complement to the main RFP document.

[7] Deal Memo The “deal memo” is a document outlining the main points that will be included in the licence agreement between the Host and the FGG.

[8] Request for New Sport(s) Bidders may ask to include in their own sports programme sports not included in the existing lists. The forms and instructions for doing so are found in the RFP Appendices.

[9] Bid Books These are the key elements of a bid. Instructions on format and number of pages are found in the RFP.

[10] Q&A There are two phases of questions from the FGG Assembly to Bidders. In each, a period for submitting questions is followed by a two-week period for Bidders to respond. This will be coordinated by SSC.

[11] Pro-Forma Licence Agreement This is a draft Licence Agreement that Bidders need to consult. They are expected to accept this Licence Agreement, but will be able to submit a “side letter” with points they would like to discuss and alternate language.

[12] Short List Based on the Bid Books and the first phase of Q&A, the FGG Board will choose a list of three bidders who will continue the process. Note that fees paid by bidders who are not short-listed will not be refunded.

[13] Submission of Licence Agreement As described above, this is the draft Licence Agreement that will be signed at the designation of the presumptive Host of GGX. It is accompanied by a final payment of USD 10,000.

[14] Site visits A team of FGG site inspectors will visit each Bidder for a period of approximately three days to visit venues, meet with organizers and the community, etc. All travel expenses are paid by the FGG.

[15] Site Selection Meeting A delegation from each Bidding Organisation will be present at the Site Selection Meeting held in conjunction with the FGG Annual General Assembly. This meeting will take place in Cleveland in the last quarter of 2013. Bidders are responsible for their own expenses. They will make one or more official presentations, and participate in one or more Q&A sessions with FGG delegates, board members and volunteers. Note that FGG bylaws provide that only board members and delegates from full member organisations that meet certain conditions may vote. Only board members and delegates present at the Site Selection meeting may vote.

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Overview of Event Components

1. Sports programme

The Sports component directly concerns the largest number of participants in the event, approximately 80%. The quality of the Sports Programme in both the planning and execution is of utmost importance. The Gay Games Red Book for Sport (found in RFP Appendices) governs all aspects of bidding for and execution of the Gay Games. Possible sports for the Bidding Organisation’s sports programme are divided into three lists (see annexes at end of this document). List A “Core sports”, highly recommended. List B “Additional sports”, other sports with a history in the Gay Games List C “New sports”, any sports proposed by Bidding Organisations, subject to approval by the FGG. Bidders must choose at least 20 of the 29 sports from List A. Bidders may propose no more than 36 sports in total (Lists A+B+C). Bids may therefore include from 20 to 36 sports. When proposing a sports programme, the Bidding Organisation is invited to include sports that respect FGG goals in terms of diversity (details in the RFP).

2. Cultural programme

The Gay Games X Host will develop a cultural programme which provides an opportunity for diverse LGBT expression and interpretation of culture; the primary focus of the Bid will be on participatory events, including memorial events. The Gay Games X cultural programme must include the following elements: • Choral Festival • Concert Band and Orchestral Festival • Visual Arts Events (film, painting, photography, etc.). • International Rainbow Memorial Run • Memorial Quilt Exhibition

The cultural programme requires planning and cooperation with recognized international and local cultural organisations, both LGBT and mainstream. The Gay Games Host may consider additional participatory events such as popular culture and music, fashion, video, and any expression of all aspects of LGBT culture. Associated non-participatory events may also be included (film festival, exhibitions, theatre, etc.). The cultural programme offers an opportunity to unite local culture and history in the context of a world event. The FGG will encourage the Gay Games X Host to find new expressions linking culture, sport and human rights that contribute to the overall vision of the event, that of promoting the FGG’s mission of equality.

3. Ceremonies and Celebrations

Gay Games X will include: • Opening Ceremony, • Closing Ceremony,

Other ceremonial elements may be included by the Bidding Organisation.

4. Diversity and inclusion

“Inclusion” is part of the FGG's motto, and is a guiding principle for the FGG and the Gay Games. Diversity and inclusion should be promoted by bidders in their own organisation and in their plans for the Gay Games.

Diversity and inclusion should be promoted in all areas of activity of bidders for and the host of Gay Games X: Ceremonies, Sports, Culture, Spectators and visitors, Partnerships, Procurement, Communication, Staffing.

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The following “strands” of diversity are commonly used: • Age • Disability • Gender • Gender identity • Sexual orientation • Race, ethnicity, national origin • Religion, faith, belief

We note however that religious belief may in no case be used as a justification for any form of discrimination with regard to others. Nor may religious belief be accepted as a motive for not respecting the rules of sport, notably in dress during sports competitions. Any religious activity associated with the Gay Games may not itself be discriminatory, in particular with regard to race, gender, gender identity or sexual orientation.

In addition, the FGG considers the following important criteria of diversity, in particular for the event itself:

• Socio-economic status: the Gay Games should be accessible to participants with a wide range of incomes; accessibility can be ensured by a variety of means, including scholarships and other solidarity schemes, as well as offering sports and cultural activities with a range of cost for participants • Place of residence: the Gay Games welcome participants from the entire world, including countries where homophobia whether institutional or cultural is endemic • Levels of ability: the Gay Games include sports and cultural participants of all levels; while distinction on the basis of ability may be appropriate in some instances, and in particular in establishing fair competition divisions, all events should be open to participants of any ability • Body type and athletic aptitudes: the sports programme in particular should offer events that cater to a variety of body types and a range of kinds of athletic ability (strength, speed, agility, endurance, tall, short, heavy, light..). • Health status: Events must take into account the health issues, in particular chronic diseases and disorders, of participants; bidders and hosts must notably respect the FGG Charter for Sport and HIV/AIDS

5. Human rights

The intent of the FGG is that Gay Games X promote human rights in a wide range of programme elements and organisational choices. Specific human rights actions may be part of this, but are not sufficient. Human rights at the Gay Games cannot be just a slogan or a conference: they should be part of the fabric of the entire event, the organisations it partners with and contracts with, marketing and communication, etc.

6. Conferences

Gay Games X may include a variety of conferences and meetings. Conferences can participate in bidders' projects for human rights, but they are not and should not be the only manner to carry out this mission. Nonetheless, and independent of the human rights content, the organisation of one or more conferences is highly desirable for a variety of reasons. Bidders are strongly encouraged to partner with experienced third parties for the organisation of any conference: conferences can make a great contribution to the Gay Games, but should not divert resources from the primary mission of the host, the organisation of the sports and culture programs. Any conference(s) should be self funding and contribute a fair share to the overall revenues and expenses of Gay Games X. All measures in terms of access and scheduling should be taken to allow participants in any conference to also participate in the sport and culture programs, and vice versa.

7. Legacy and Reporting

One of the key elements of successful event is the transfer of knowledge and experiences from the previous Host to the next Host, and passing best practices from one event to the next. To accomplish this, regular

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reporting in specified formats is required from our Host. In addition, we hope that hosting the Gay Games will promote the FGG’s mission of equality locally, and will ask you to explain how you will make this happen.

8. Connection with LGBT sports community

Bidding Organisations shall have governing bodies and leadership with significant experience in the international LGBT sports community, including directors and key staff who have preferably participated in at least one Gay Games.

9. Summary of Submitted Bid Document

Organisations that are selected to submit Bid Books will need to include the following information: • Understanding of the Gay Games • Organisational structure and capacity • Overall programme dates and event schedule • Opening and closing ceremonies • Sports programme and venues • Cultural programme and venues • Human rights component • Conference plans • Civic capacity and resources • Security • Medical support • Budget and financial management • Marketing and outreach plans • Information systems plans • Ceremony ticket sales and marketing plan • Sponsorship acquisition and management plan • Volunteer recruitment, training and management plan • Board and staff recruiting, training and management plan • Scholarship management and administration plan • Overall project planning • Letters of support

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Annexes

Annex 1: List A “Core sport”, highly recommended

Bidders must include at least 2 0 of the 29 sports in List A in their Sports Program. International LGBT Sports Organisations The total number of sports (List A + List B + List C) may not exceed 36.

FGG Members Non members

Diving must be offered in order to 1 Aquatics – IGLA obtain IGLA sanctioning.

2 Aquatics – Swimming must be offered in IGLA order to obtain IGLA sanctioning. Synchronised Swimming must be Aquatics – Synchronised 3 offered in order to obtain IGLA Swimming sanctioning. IGLA

4 Aquatics – Water Polo must be offered in order to obtain IGLA sanctioning. IGLA 5 Aquatics – Open Water Swim IGLA 6 Athletics – 5K and 10K Races IFR Athletics – Half- and 7 Marathon IFR 8 Athletics – IFR GLITA 9 10 NGBA 11 Bodybuilding Guild 12 IGBO 13 Cycling – Mountain Bike For Cycling Races, 2 of the following 3 events must be 14 Cycling – Races included: Road Races, Time Trials, Criterium 15 ESSDA/NASSPDA 16 Figure Skating IGFSU 17 18 GHi 19 Martial Arts IAGLMA 20 Powerlifting (IGLPF)

21 22 Soccer IGLFA 23 ASANA NAGAAA 24 25 Table 26 Tennis GLTA 27 28 NAGVA 29 WWB

Pink Flamingo (Aquatics) Also note that in addition to the 4 required Aquatics events, the Pink Flamingo event must also be included as a "show" for IGLA sanctioning. There is no fee for IGLA Pink Flamingo participants. Access to Pink Flamingo must be free for all spectators registered as participants in any of the Aquatics sports, including Open Water Swim. This event is not part of the official Sport Program.

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Annex 2: List B “Additional sports”

Sports that have been included in past Gay Games International LGBT Sports Organisations

FGG Members Non members

Aerobics Billiards Bridge Chess Darts Field Hockey IGLFHF Handball (Team) In-line Speed Skating Judo Netball Rodeo IGRA

Rugby (Touch) Rugby (Union) IGRAB GLRF Rowing GLORY Sport Climbing

Annex 3: List C “New sports”

The RFP Appendices describe the process for requesting the inclusion of a new sport.

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