Scottish Championship Series Events Event Management Specification and Bid Guidance
Bids for the 2013 Scottish Championships are now open! Tenders for bids are invited for one or more of the following events;
Scottish Aquathlon Championships. (Distances 750m Swim 5km Run)
Scottish Duathlon Championships. (Distances 10K Run 40K Bike 5K Run)
Scottish Cross Triathlon Championships. (Distances 1500m Swim 40K Bike 10K Run)
Scottish Sprint Triathlon Championships. (Distances 750m Swim 20K Bike 5K Run)
Scottish Standard Triathlon Championships. (Distances 1500m Swim 40K Bike 10K Run)
Scottish Middle Distance Triathlon Championships. (Distances 1900m Swim 90K Bike 21K Run or 3800m Swim 180K Bike 42K Run)
Scottish Youth Triathlon Championships. (Distances as per Tri star age guidelines)
Scottish Schools Triathlon Championships. (Distances as per tri star age group guidelines)
triathlonscotland encourages bids from all areas of Scotland as long as the race organiser can demonstrate that they have run a safe and efficient multisport race event at least once before they submit a championship bid.
This document will help new and experienced race organisers to complete the championship bidding process although if you have any questions about the process, or this document, please do not hesitate to contact Events & Volunteer Manager Gemma Simpson at 01786 466903.
Why bid for a championship event?
There are many reasons why but the primary reason is to create additional prestige at your multisport event. Championship events are popular among the Scottish triathlon community and most championship events receive a greater number of entrants than similar non-championship events. Winning championship bid events will also receive additional support from triathlonscotland and you may also find that your event is more attractive to potential sponsors and partners.
In addition to this, triathlonscotland offers the following support to successful championship bids
permission to use the title ‘Scottish Triathlon
Each event is run within the triathlonscotland competition rules and regulations. triathlonscotland follows the BTF rules and regulations. These can be found on the triathlonscotland web site or by clicking here.
IMPORTANT: Each championship event will operate at the expense of the host organisation. The host organisation will be required to pay triathlonscotland race levies and will then retain any profits accruing or bear any losses arising. For details of championship race levies, which are different to standard race levies, please click here (current to 31 December 2012).
2 How to complete the bid submission template
Section 1: Event Organiser Details
Please complete this section in full. The event must have a lead contact who triathlonscotland can contact after the bid has been submitted.
Section 2: Event Overview
Please complete this section in full, providing an overview of your event.
Organisational structure further details – this is the event personnel structure with key individuals identified in the planning, organisation and operation of the race. An organisational structure must be submitted with the tender document, as a guide this should include the names of the following personnel
Event Director – Responsible for the overall coordination and smooth running of the event. Registration Coordinator – Responsible for ensuring the smooth operation of the event check in process Technical co-ordinator – Responsible for ensuring all technical aspects for the race are followed and liaison with the nominated Race Referee Transition co-ordinator – Responsible for the set up and breakdown of transition areas and race day marshalling/co-ordination. Thus will include input into the main race hazard documentation Swim co-ordinator - Responsible for the set up and break down of the swim course including safety coverage and including input into the main race hazard documentation Bike co-ordinator - Responsible for the set up and break down of the bike course including safety coverage and including input into the main race hazard documentation Run co-ordinator - Responsible for the set up and break down of the run course including safety coverage and including input into the main race hazard documentation Event support co-ordinator - Responsible for changing facilities, catering, parking etc
Section 3: Event Details
Please provide some more details about your event. Risk assessments you have completed in the past will help you to complete this section. Please provide as much relevant information as possible and if it helps to illustrate particular points, please provide maps and/or photographs.
Entry fee further details – there must be two entry fees noted, one for members of triathlonscotland, and a higher fee for non-members.
Event schedule further details – please attach your proposed event schedule.
3 Course distance further details - race distances must be accurately measured (please state method used) and within +/- 5% of the distances specified for the event at the top of this document. The +/- 5% should be applied to each individual discipline and not the event distance in total.
Course communications further details – You should indicate in the proposals how and what methods will be used for communications between the event team on the day, including course marshals and first aid staff. If motorcycle marshals are to be used then they must be members of the SMEG (Scottish Motor Cycle Escort Group)
Medical provision further details - Appropriate qualified medical cover must be in place at each event, the type and quantity of cover should be stipulated in the bid. Paramedic ambulance cover should be provided, medics where present should have some qualification or experience relevant to the event (i.e. sports medicine, trauma etc). For more information about medical provision please refer to the Race Organiser’s Manual.
Insurance further details - Each championship event will be sanctioned by triathlonscotland and therefore benefit from triathlonscotland’s insurance cover, as long as the event organiser is a club affiliated to triathlonscotland. Independent event organisers must have adequate event insurance in place and must provide a copy of their insurance cover with their bid.
Risk assessment further details - Race organisers will have to submit a further risk assessment 4 weeks prior to the event. If available, please provide a copy with your bid.
Safety documentation further details – Please provide copies of your safety plan and emergency action plan with your bid. It is important to note that each race must be preceded by a thorough and competent safety briefing. Please refer to the Race Organiser’s Manual for full details of content.
Timing method further details - It is important that a competent and efficient timing system is used at each championship race. The timing system must
be a chip timing system be capable of reproducing all split times including transitions Produce results within 45-60 minutes of the last competitor crossing the finish line be capable of rectifying errors identified post event in a timely manner
It is also important that there are adequate communications between the race organiser and the timing provider in advance of the race and on the day of the race.
Measures taken to protect vulnerable groups further details - some form of photography registration system must be used at events, to clearly identify those who have registered to take photos and/or video footage on the day. triathlonscotland have recording sheets that can be used for this process. 4
Section 4: Athlete and Spectator Services
It is important that athletes and spectators have a great overall event experience and so some thought should be put into the services you will provide when people are not competing / spectating.
Catering further details – You should indicate proposals for the provision of catering following the race. This must include whether it is the intention to provide cafeteria vouchers, a goodie bag or any other appropriate catering arrangements inclusive of the competitor’s entry fee.
Spectator provision further details – Please indicate what facilities are available for spectators, including vantage points, facilities etc. In order to develop the popularity and prestige of the National Championships it is very important that the events have a strong identity. Organisers should endeavour to create a venue and site that reflects the status of the event. Transitions should be secure with appropriate barriers or fencing installed. The use of banners, flags etc to dress the site are to be encouraged and details of this should be included in the bid.
The event should have a proper finish area, with a finish gantry, barriers as appropriate and a PA system with background music and a commentator.
Entrance gift / goody bag further details - triathlonscotland encourages race organisers to provide all finishers with a race momento. In the case of the race momento being a t-shirt, the triathlonscotland logo must be included in the design print and in the format advised by triathlonscotland in print equal to the largest other print on the t-shirt.
The opportunity for competitors to purchase photos of themselves at events is something we would like to encourage at championship events.
Awards / prizes further details - triathlonscotland will provide prizes for Scottish Championship winners. As winners must be members of triathlonscotland to be eligible for championship titles (excluding the Scottish schools championship) then additional prizes must be made available by the race organiser for overall winners and presented at the prize giving ceremony prior to the presentation of Scottish Championship prizes.
Overall and Championship results must be made available to triathlonscotland on race day and submitted to triathlonscotland within 24 hours of the completion of each Race. Results must be available on the day for presentation and media purposes. All competitors must have access to a full copy of the results in hard copy or electronic form ideally within 24 hours of the race finish, but no later than three days post event.
5 The results must show
triathlonscotland membership numbers Club associations for all competitors Full Category Results - including placement within discipline and gender/team. Split times for o For Triathlon: Swim - Bike - Run, T1 and T2 and overall time o For Duathlon: Run – Bike – Run T1 and T2 and overall time o For Aquathlon: Swim – Run T1 and overall time
Section 5: Event Marketing and Promotion
Marketing plan further details – please attach your event marketing plan.
Website further details - It is essential that a dedicated race website or dedicated page on an existing website is produced to which all prospective competitors or interested parties can refer. Appropriate logos, information and links from the triathlonscotland web site will be provided. It is not intended to stipulate the content of the website in full, however, the site should be comprehensive and the primary point of reference.
As a minimum, the site should include:
An online and offline race entry process A refund policy for competitors wishing to withdraw including a timeframe Travel advice/directions with map links Full race route descriptions with map links Standard safety advice for competitors, including reference to competition rules Local accommodation advice/links A clear closing date for all entries Frequently asked questions A disclaimer that information provided when registering for the event will be shared with triathlonscotland for monitoring and marketing purposes.
An up to date competitor list must be provided on the website once the entries are open. This update should be regular, and no less than weekly. A waiting list policy must be in place and communicated on the web site in the event of the race becoming fully subscribed
All competitors must be sent final instructions 10 days prior to each event – either by e-mail or hard copy. A procedure must be in place for responding to competitor enquiries within 24 hours of receipt. Clear indication of registration times must be communicated on the competitor’s race notes, which in turn should be posted on the web site. Where possible, competitors should be given the opportunity to register for each of the races on the evening prior to the events.
Spectator information further details – please note what information is available to 6 spectators on your race day.
Section 6: Sponsors
Please provide details of all event sponsors and give details of trade stands expected to be present.
Section 7: Why should your event be selected?
Please give any additional information / photographs / video to illustrate why your event should be selected as a Scottish Championship event.
Section 8: Declaration
Please let triathlonscotland know if your event has any special issues or foreseeable risks to the successful staging of your event.
BIDDING PROCESS
Step 1: Read through this pack and ensure you understand what is entailed for the event you wish to bid for. This is the time to raise any queries which can be addressed at an individual level prior to the deadline for bids
Step 2: Complete the submission template that goes with this documentation. Supporting photographs and references will be welcome. We do not need War and Peace applications (!) but as much information as you feel necessary to highlight your event is welcome.
Step 3: Complete bid applications should be forwarded to the Events and Volunteer Manager at the triathlonscotland office by Friday 12 October 2012 by email to [email protected] or by post to: triathlonscotland, Gannochy Sports Centre, University of Stirling, Stirling, FK9 4LA
A panel of at least 3 representatives from triathlonscotland staff and board will meet to allocate successful championship bids. References may be required.
Notification of the provisional championships awards will be announced at the Race Organisers Conference and confirmed at the triathlonscotland AGM on Sunday 4 November 2012. Following the award of the Championship Race status to the successful bidder any changes in the event must be agreed with the Events and Volunteer Manager. Should the event have to be postponed due to unforeseen circumstances the successful bidder will retain Championship Event status and be given the opportunity to offer an alternative date or venue for the event within a realistic and agreed time frame.
Good Luck!
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