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RBC Cup 2013 Bid Guidelines

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RBC Cup 2013 Bid Guidelines HOCKEY CANADA 2424 University Drive NW, 2424, promenade University N.O., Calgary, AB T2N 3Y9 Phone/Tél : (403) 777-3636 Fax/Téléc : (403) 777-3635 www.hockeycanada.ca 2013 RBC Cup National Junior A Championship Hockey Canada Bid Guidelines TABLE OF CONTENTS 1. Introduction 2. Site Selection Committee 3. Bid Application Process 4. Event Structure and Committees 5. Bid Presentation – Overview 6. Site Selection Considerations – Commitments and Responsibilities 7. Summary 8. Appendices a. Budget Sample b. Tournament Schedule c. Hockey Canada National Sponsor List d. Hockey Canada Sponsorship Exclusivities e. Broadcast Requirements f. Media Service Requirements g. Profit Sharing Formula HOCKEY CANADA – 2013 RBC Cup – Bid Guidelines 2 1. Introduction Hockey Canada is now in the process of accepting bids for the 2013 RBC Cup, the National Junior A Championship. The 2013 RBC Cup is scheduled to be held between the dates of May 4‐12, 2013, with a tournament format including a single round robin schedule followed by two (2) semi final games and a gold medal championship game for a total of thirteen (13) games. The RBC Cup will be comprised of five (5) teams, the Host team that will be joined by the four (4) Regional Championship teams representing the following regional championships. East – Fred Page Cup – Central Hockey League (CHL), Ligue De Hockey Junior AAA Du Quebec (LHJAAAQ) and the Martime Hockey League (MHL) Central – Dudley Hewitt Cup – Ontario Junior Hockey League (OJHL), Northern Ontario Junior Hockey League (NOJHL) and the Superior International Junior Hockey League (SIJHL) West – Anavet Cup – Manitoba Junior Hockey League (MJHL) and Saskatchewan Junior Hockey League (SJHL) Pacific – Doyle Cup – Alberta Junior Hockey League (AJHL) and British Columbia Hockey League (BCHL) The attached document is a detailed information package for prospective Host Organizing Committees. The package contains information to assist potential host groups in building their bid documents for presentation, including an overview of Hockey Canada and Host Organizing Committee responsibilities. If you have questions with the information detailed within the bid guideline package, please contact the Hockey Canada staff resource person for this event. Kevin Webster [email protected] 403‐777‐3611 The 2012 RBC Cup will be hosted in Humboldt, Saskatchewan on May 5‐13, 2012. This event is being hosted in partnership with the Saskatchewan Hockey Association, the Saskatchewan Junior Hockey League, the Host Organizing Committee, the Humboldt Broncos Junior A Hockey team, and Hockey Canada. HOCKEY CANADA – 2013 RBC Cup – Bid Guidelines 3 2. Site Selection Committee The make‐up of the Site Selection Committee is as follows: Members: • Hockey Canada Chairman or Designate (Officer assigned to Junior) • Appointee of Hockey Canada Junior Council • Director Marketing Services & Events, Hockey Canada Resource Persons: • Mr. Kevin Webster, Manager Marketing Services & Events, Hockey Canada The RBC Cup is a Hockey Canada event hosted in partnership with a Host Committee, and the Host Branch and Host Junior A Hockey League. The Host Organizing Committee for the RBC Cup will report to a Steering Committee consisting of representatives from Hockey Canada, and the Host Provincial Branch Association. 3. Bid Application Process The following Bid Guidelines have been developed by Hockey Canada strictly for the purpose of facilitating the selection of the site for the 2013 RBC Cup. Hockey Canada and the site selection committee reserve the right to make changes to the bid criteria at any point in time as may be deemed necessary. Hockey Canada and its designated site selection committee also reserve the right to request additional information from the potential host sites concerning any aspect of the application or subsequent materials supplied throughout the bid process. Timelines and Process Step 1 ‐ September 23rd, 2010 – Electronic Circulation of Bid Guidelines Hockey Canada will forward the bid guideline packages to all provincial Branches for open bid prior to September 23rd, 2010 at 5 pm MT Bid guidelines will be circulated by the Branch office to all Junior A leagues in the Branch immediately upon receipt. Step 2 – December 10th, 2010 – Deadline for Junior A leagues to submit list of bid groups The league office will submit a letter to the Branch and Hockey Canada no later than December 10th detailing what teams/communities from their league are moving forward with the bid process. The league will decide which single bid from their league will be brought forward to the Branch for endorsement by the January deadline *Prospective Host Communities must meet with your league and Branch to ensure they support the bid plans and so that they can assist you with building your bid. Step 3 – January 19th, 2011 – Deadline for One (1) Bid from the applicable League to be forwarded to their Branch Office for Endorsement The Junior A League office will submit one (1) bid from their league to the branch office for endorsement no later than January 19th, 2011 at 5:00 pm MT. The Branch office should notify the Hockey Canada office by the end of the day on all bids they have received. HOCKEY CANADA – 2013 RBC Cup – Bid Guidelines Branc h4 office will now review the bids they have received and forward the final endorsed bid to the Hockey Canada office no later than the January 28th, 2011 Deadline Step 4 – January 28th, 2011 – Deadline for Submission of Final Endorsed Bid Documents from the Branch Office All Branches must submit the electronic copy of the Branch‐endorsed bid documents to Hockey Canada no later than January 28th, 2011. If for some reason the document cannot be emailed please ensure you contact the Hockey Canada office to coordinate delivery of the bid documents prior to the deadline. The Bid Package can be shipped to the Hockey Canada office 2424 University Drive NW, Calgary, AB, T2N 3Y9 to the Attention of Kevin Webster. All Bids need to be accompanied by the application fee of $2500.00 payable to Hockey Canada. The bid application fee will be refunded to any group not short‐listed for the in person presentation. In addition to the Bid Application fee all groups looking to bid on the RBC Cup must submit their first installment of their expense guarantee. The first installment is $5000.00 and this can be issued as a cheque or letter of credit from a recognized financial institution. This money will be returned to all non successful bid groups. Step 5 – February 2‐March 20, 2011 – Review of Bids & In Person Presentations i. The Site selection committee will undertake its review of all Branch endorsed bids. The Site Selection committee may request additional information or request answers to follow up questions at any point in time in order to assist with the review of bids and to short‐list applicants for in‐person bid presentations. ii. The Site selection committee will determine a date, time and location for formal in person bid presentations. Bid groups will be given as much lead time as possible in order to arrange travel and presentation. Format and specific requirements for the presentation will be emailed to the group in advance. iii. The Site selection committee reserves the right to conduct site visits prior to or following the in‐person presentations to confirm details laid out in a bid, or to confirm technical requirements as outlined in the bid conform to what is required. iv. The bid applicants should be aware that gifting of the Site Selection Committee, Hockey Canada Board, or Junior Council Members is not permitted. v. Hockey Canada will forward a copy of the 2013 RBC Cup event contract to the Branch and Host Group for review. A signed copy will be due back from the eventual host group prior to any public announcement being made. Step 6 – May 2011 – Hockey Canada Annual General Meeting i. Representative of the Site Selection Committee to present summary report and 2013 Host site recommendation to Junior Council at Hockey Canada’s Annual General Meeting. ii. This report will be presented during a closed session of Junior Council, open to council members only. iii. This session will allow Junior Council members time to ask any questions they have in respect to the report or the respective bids. It will also allow time for the site selection committee to confirm that due diligence and process have been followed. iv. Junior Council will consider the recommendation and if approved, will forward their recommendation through their council chair to the Hockey Canada board for formal approval by the Hockey Canada Board of Directors. HOCKEY CANADA – 2013 RBC Cup – Bid Guidelines 5 v. In submitting their applications to host, the bid applicants have acknowledged that the decision to award the hosting of the 2013 RBC Cup rests solely with Hockey Canada through the Site Selection Committee as approved by the Hockey Canada Board. vi. The recommendation from the Site Selection committee to Junior Council is based on the information contained in the bid presentation and bid documents provided to them. vii. It is the responsibility of the Host Organizing Committee, Host Branch, Host Junior A league and any other bid partners to begin fulfilling the obligations of the bid guidelines as well as the commitments laid out in the winning bid immediately upon being awarded the 2013 RBC Cup. viii. Host Organizing Committee and Host Branch will submit signed copies of the event contract back to Hockey Canada prior to any formal public announcement regarding the 2013 host site being made. ix. A debriefing process will be made available to all unsuccessful bid applicants shortly following the announcement of the successful bid. A minimum two (2) member of the Site Selection Committee will take part in this process with all interested groups.
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