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 <insert type> Championships on their event literature and promotional materials. permission to use the triathlonscotland logo and links to www.triathlonscotland.org triathlonscotland branding – 50m of scrim banners, a large waterproof gazebo (3x3m), roller banners, feather flags, pvc banners and finish line tape are available to enhance the look and feel of championship events branding and support from official triathlonscotland sponsors and partners (subject to no conflicts of interest from existing event partners) allocation of a qualified race technical official prize money for overall Scottish championship winners (excluding youth and schools championships). £400/£200/£100 is awarded for 1st-3rd placed male and females giving a total championship prize fund of £1,400 at each event £700 each towards event organising costs (Youth and Schools championships only) triathlonscotland branded giveaway for all championships competitors triathlonscotland trophies for overall championships winners engraved crystal keepsake glasses for all overall and age group winners engraved medals for all overall and age group championship winners (1st-3rd place) a winner’s podium block to enhance prize giving triathlonscotland board presence to present prizes triathlonscotland staff presence and support pre-event (e.g. volunteer workforce) prominent event advertising in triathlonscotland online & print publications full race reports post event 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