HOSTING
MANUAL
Contents
PART ONE
BACKGROUND MATERIAL---
4
Introduction---
5
Background---
5
Canadian Collegiate Athletic Association---
6
Member Conferences---
7
The Championships---
9
The Teams---
10
PART TWO
THE BID---
13
Bid Procedures---
14
Bid Criteria & Hosting Commitments---
17
Bid Package---
21
Bid Timelines---
23
PART THREE
HOSTING THE SUCCESSFUL CHAMPIONSHIP
24
Host Committee---
25
Critical Path---
26
Tournament Operations---
28
Finances & Insurance---
51
Facilities ---
54
Travel---
57
Accommodations ---
59
Marketing & Sponsorship---
69
Promotion & Media Coverage---
72
PART FOUR
POST CHAMPIONSHIP---
86
Post Championship---
87
PART ONE
BACKGROUND MATERIAL
INTRODUCTION---
5
BACKGROUND---
5
CANADIAN COLLEGIATE ATHLETIC ASSOCIATION---
6
MEMBER CONFERENCES---
7
THE CHAMPIONSHIPS---
9
BACKGROUND MATERIAL
Introduction
Bidding, obtaining, organizing and staging a Canadian Collegiate Athletic Association national championship can be a very rewarding experience for any institution. National championships are the CCAA's premier events, giving conferences a chance to showcase their top student-athletes.
Hosting a national championship can provide the host community and institution with a lifetime of memories as well as other significant rewards, such as:
a) promoting a greater awareness of your community and the unique talents and resources of local volunteers and sponsors;
b) providing student-athletes from the host institution with a chance to match their abilities against the best in Canada, and, by doing so improve the long-term growth of the sport in the institution; and
c) providing an opportunity to bring significant public exposure and financial rewards to your department, institution and community.
The information found on the following pages has been developed to provide as much assistance as possible to institutions wishing to host a national championship. The information you will review is a reflection of CCAA's commitment to continue to provide guidance and leadership to all host committees interested in staging a national championship event. The information is intended to provide host committees with an outline of their roles and responsibilities. This document will be updated annually.
Background
To help continue the tradition of great events, the CCAA has developed this hosting manual. This document will answer common hosting questions and provide details on the various aspects of the Canadian Collegiate Athletic Association national championships.
The purpose of this hosting guide is to make hosting information more accessible by putting all hosting practises together in one place. Contained within text boxes throughout the manual are exceptional practices from past hosts. These are not hosting minimum standards but ideas for you to consider if you have the wherewithal to do so.
Information has been provided so that you can find what you need quickly and easily. Throughout the hosting guide, references to the Canadian Collegiate Athletic Association's Operating Code have been included to introduce you to some of the more formal procedures and guidelines involved in CCAA national championships. See CCAA web site www.ccaa.ca for annual Operating Code. Telephone and email addresses for all CCAA staff members are also online.
Canadian Collegiate Athletic Association
The CCAA is the national governing body for college varsity sport in Canada. The CCAA is the largest intercollegiate sport organization in Canada with 100 member institutions.
OUR MISSION
The Canadian Collegiate Athletic Association enriches the academic experiences of student-athletes by providing leadership, programs and services that foster development through high level competitive opportunities in intercollegiate sport.
OUR VALUES
We believe that intercollegiate sport enhances the total student educational experience. We foster the pursuit of academic success and athletic excellence
We believe in collaboration and being a contributing partner in the development of sport in Canada We are committed to the principles of integrity, fair play, equity and diversity.
GUIDING PRINCIPLES
We are student-athlete-centered We promote respectful relationships We act with integrity and strong leadership We enhance our brand
We are fiscally responsible
Responsibility of CCAA in the Conduct of a National Championship
The CCAA shall support national championships in the following way: Approve championship bids
Determine the playing regulations and policies that guide the national champioship Provide hosting guidelines and minimum standards to host
Assistance with circulation of information regarding the event;
Assistance with promotion and public relations;
Assistance with national media coverage;
Assistance with securing national corporate sponsorship;
Assistance with air travel arrangements;
Assistance with the tournament's technical components;
Assistance with distribution of results to media and CCAA member institutions;
Providing on-site CCAA personnel to assist;
Member Conferences
The Canadian Collegiate Athletic Association was created by and is the embodiment of five (5) Member Conferences:
The Atlantic Collegiate Athletic Association representing institutions in Nova Scotia, New Brunswick and Prince Edward Island;
The Réseau du sport étudiant du Québec representing institutions in Quebec; The Ontario Collegiate Athletic Association representing institutions in Ontario;
The Alberta Colleges Athletic Conference representing institutions in Alberta and Saskatchewan; PACWEST representing institutions in British Columbia.
These associations are key partners in CCAA national championships. All institutional membership is held through recognized Member Conferences. Member Conferences send their teams to the national championships and approve all national championship hosting bids before they are sent to the CCAA.
Responsibility of MCs in the Conduct of a National Championship
Member Conferences shall provide a commitment regarding participation at national championships at the Annual General Meeting or December Semi-Annual Meeting prior to the events. Note: Invitational championships do not require conference commitment to date.
Withdrawal of the commitment to participate will result in disbarment of that conference in the particular sport of not more than two (2) consecutive years after the tournament from which it withdraws and shall be subject to a maximum fine of $5000.
If a conference withdraws from participation in a CCAA national championship in a particular sport, that conference must make an application to re-enter competition in that sport at the board of directors meeting 1.5 years prior to and be approved at the Annual General Meeting preceding the desired competition.
Regional Championship Dates
a) MCs select dates for regional championships, which allows a minimum of 9 days between regional championships and CCAA Level 1 national championships. MCs who do not allow this minimum of 9 days will be fined $500. All regional representatives who shall be competing in the national
championships shall be declared by the member conference to the host and the CCAA Executive Director at least 9 days prior to the first day of competition.
b) MCs select dates for regional conference championships, which allow a minimum of 8 days between regional conference championships and CCAA open national championships. MCs who do not allow this minimum of 8 days will be fined $500. The date that teams must send their registration to participate in an open championship is 8 days prior to the event.
Recognizing Sanctions
Conference convenors/MCs must report any infractions, suspensions, card, or other extenuating circumstances from their regional championships to the CCAA office and to the CCAA sport specific convenor immediately following their regional finals. Any suspensions placed upon a member team, individual player, or coach, by a member conference or provincial and/or national sport governing body
shall be recognized by the CCAA. Similarly, any sanction placed upon a member team, individual player or coach by the CCAA shall be recognized by member conferences and is expected to be respected by provincial and national sport governing bodies.
Right of Refusal for Hosting a National Championship
If the MC is offering that sport within their conference and decline their hosting agreement
responsibility not less than 2 years prior to the event, then the championship shall be open for bids at the following CCAA semi-annual meeting. A conference who "passes" on their turn to host a sport according to the CCAA hosting grid will forfeit their chance to have a wildcard in that sport for that Championship.
In the event that an MC provides written commitment for hosting a national championship, accepted by the CCAA Annual General Meeting and subsequently withdraws that commitment, that MC shall be subject to a fine of $2,500. The CCAA executive will determine the percentage of the $2,500 fine, if any that would be split between the CCAA and the new host.
In the case of open championships, institutions are open to bid currently and West-East rotation is being developed.
DVD/ Online Archived Video Exchange Policy for Men’s and Women’s Basketball and Volleyball
Conference championship hosts are required to record the gold and if necessary bronze medal regional championship games for their first round opponent at nationals.
The Championships
Canadian Collegiate Athletic Association holds a total of ten National Championships annually. They are in the following sports:
Men’s Soccer Women’s Soccer Golf Cross-Country Running Badminton Men’s Volleyball Women’s Volleyball Men’s Basketball Women’s Basketball Curling
These events are hosted at various times throughout the academic school year. However, from time to time deviations must be made for a wide variety of reasons. For example, when the Canada Games are held, the CCAA avoids holding national championships simultaneously with the Canada Games. For this reason, the dates of CCAA Badminton National Championships are generally moved ahead or back one week in the year of the Canada Summer Games. The hosting grid is updated bi-annually; see CCAA web site www.ccaa.ca for the current version.
Hosting Grid Principles
1. The hosting grid will be reviewed annually and approved at the AGM particularly with semi-permanent site allocations or withdrawal of conferences to host.
2. Each sport shall attempt to alternate hosts East to West each year.
3. Once a hosting assignment is completed on the grid: the MC will not receive the same sport hosting assignment for at least another two years.
4. No MC shall host more than 3 sports in any given year (i.e., women’s basketball and men’s basketball are considered 2 sports).
5. No MC shall sit out of the hosting grid for more than 1 consecutive year as assigned.
6. A semi-permanent site can be inserted into the hosting grid at anytime (upon approval at AGM). The CCAA shall receive semi-permanent (2 year) bids (2) years prior to hosting. Should no bids come forward, hosting responsibility will revert to the hosting grid. (See Article 9 Section 3 for Application for Permanent Site Host in CCAA Operating Code
7. A conference who "passes" on their turn to host a sport according to the CCAA hosting grid will forfeit their chance to have a wildcard in that sport for that championship.
8. Hosts have the flexibility at the time of bidding to choose either Saturday or Sunday as the championship final day in level 1 CCAA sports.
The Teams
Team Selection Format8-teams for Volleyball and Basketball
Guiding principles for fill process for national championships Conference Champion earns one (1) spot.
Host Conference earns one (1) spot -– which is normally filled by the Host Team.
Exceptions include:
- If the Host team wins the MC Championship title the host conference spot is filled by the second place team
- At anytime, at the host’s request, the MC may recommend that the 2nd place team fill the host position when a host team is very weak
Wild cards
No conference may fill more than two (2) spots.
All participants including wildcards are considered under the travel equalization formula. 8-teams for Soccer
Guiding principles for fill process for national championships MC Champion earns one (1) spot.
Host Conference earns one (1) spot -– which is normally filled by the Host Team.
Exceptions include:
- If the Host team wins the MC Championship title the host conference spot is filled by the second place team
- At anytime, at the hosts request, the MC may recommend that the 2nd place team fill the host position when a host team is very weak
Wild cards
No conference may fill more than two (2) spots.
All participants including wildcards are considered under the travel equalization formula. Golf and Cross Country Running
Guiding principles for fill process for national championships
Open golf championship will accept a maximum of 114 golfers consisting of 15 men's teams, 10 women's teams and 9 individuals who have met all the eligibility requirements for the event. Upon completion of the team registration process, individual entries will be accepted.
Cross-Country Running will accept up to 25 men’s team and 25 women’s teams. Responsibilities of Participating teams to National Championships
Prior to Championships:
Conference champions shall supply to host convenors the following upon request: (i) player information
(ii) team photograph (iii) institution logo
Teams who attend national championships and who have not submitted the above information by the date required by the host may be subject to a $100 fine.
Contact the national travel agency to finalize transportation. During Championships:
All participating teams must identify a head of delegation, who will be an official representative of the institution/conference. The head of delegation’s responsibilities include but are not limited to:
Ensuring all traveling representatives have reviewed the CCAA Code of Ethics/ Participating Team Responsibilities/ and have been made aware of the behaviour/ conduct expectations of the CCAA, the MC and their institution, both on and off the court (field) prior to, during and following the championship.
Attendance, with the coaching staff, at the coaches meeting. Failure to attend shall result in a $100 fine payable to the CCAA.
Providing to the host and host hotel front desk, a cell phone number at which the Head of Delegation can be reached for the duration of the championship.
Actively assisting host and CCAA personnel with the orderly conduct of the national championship.
It is required that institutions attending the event stay at the designated host hotel. Coaches must insist on being assigned to the same floor as their team when booking rooms. Bookings must be done before the host’s established deadline date. Teams who do not stay at the host hotel shall be subject to a fine of $500/ team.
Provide adequate medical and liability insurance for participating teams and individuals via their respective institution or conference and in accordance with their institution or conference policy regarding insurance.
Attend the coaches' meeting (coach and head of delegation) at the date and time announced. Failure to attend shall result in a $100 fine payable to the CCAA. Upon completion of the meeting and prior to the team’s first game, the coach must meet with his/ her student-athletes to clarify roles, responsibilities and obligations. As per the CCAA Code of Ethics provided at the coaches meeting.
Participating teams must bring to the championships a cheque for their accreditation fees. This cheque is to be given to the host at registration/accreditation if not already received. Failure to do so may result in a fine of $100 to the offending institution(s).
Teams and/or team representatives, as per host’s request, are required to attend the media conference, awards banquet and closing ceremonies. Failure to do so will result in a fine of $200 assessed to the offending team(s).
Coaches are responsible for their student-athletes’ actions. Coaches and/or official college representatives must be available at all times to intervene if needed. If not in the vicinity of the team, a contact number must be left with the hotel front desk. Failure to do so may result in a $100 fine for the offending institution(s).
The CCAA does not permit the consumption of alcohol and or illicit drugs by teams, including coaches, at the CCAA competition site (includes golf course and club house for golf); during or prior to the CCAA national championship. Athletic Directors and/or college delegates are responsible to educate/ present the CCAA expectations of behaviour and conduct of all participants at CCAA national championships. The athletic director will outline athlete/coach decorum for all tournament activities including opening/closing ceremonies, awards banquet and proper behaviour at all venues. Student-athletes and coaches are expected to act responsibly as a representative of their institution and the CCAA.
It is strongly recommended by the CCAA that there is no alcohol consumption in TEAM BEDROOMS. Institutions shall be held responsible for any damages, which have been proved to be caused by their representative, and/or associated persons during the national championships. The institutions shall be responsible for payment of any resulting costs. Institutions who do not reimburse damages shall be deemed members "not in good standing"
Following the event:
Submit the completed tournament evaluation form within two (2) weeks following the end of the national championships. Failure to do so shall result in the college (or, in the case of badminton, the regional coach) being assessed a $50 fine.
PART TWO
THE BID
BID PROCEDURES---
14
BID CRITERIA - HOSTING COMMITMENTS---
17
BID PACKAGE---
21
BID TIMELINES---
23
THE BID
Bid Procedures
The following steps will assist with the preparation of a bid submission: FEASIBILITY PHASE
The initial step of any hosting endeavour is the feasibility phase. This phase allows the hosting group or organization to sit down and take a long hard look at the event and whether or not it makes sense to host it.
The CCAA suggests forming a committee to perform this task, with members from a wide range of backgrounds to maximize expertise and experience. The committee should look at the event specifications (from the CCAA and the host committee's perspectives) and then examine each of these areas:
Facilities, both existing and planned;
Community infrastructure (transportation, accommodations, etc.);
Human resources (staff and volunteers, including recruitment and screening); Finances (revenues and expenses).
Your local tourism bureau can be of great assistance in preparing your bid. While each tourism bureau can offer different services, the following are some common services:
Preparation of bid.
Assist with a hotel search and rate summary.
Assist with a ground transportation search and rate summary. Liaise with hotels and city officials.
Provide event media assistance.
Assist with promotion of the event on their website and calendar of events. Provide materials for promotion and event participants such as: maps of city, brochures of city, city pins, posters.
In addition, getting the support of your city or local government for your bid will greatly assist the host committee in planning and hosting a cational championship. This can ensure that any services or products required from these departments are handled in a timely manner.
BID PHASE
The first step, the feasibility phase, should have convinced the host bid committee and the institution that it could host the event successfully. The bid phase should place the host bid committee in a position where it can convince their member conference and the CCAA that the committee and institution can host the event successfully. Support from the institution and conference is required and a letter of support from the institution’s president and the conference president will be required as part of the bid application.
The CCAA strongly urges host bid committees to make their intentions known to the CCAA at this point to allow the CCAA to assist the committee with its work.
The following general principles will assist with the preparation of a bid submission; 1. CCAA national championships are the property of the CCAA.
2. National championships are contracted to event hosts. Hosts are in partnership with the respective MC and the CCAA in providing championships. The contract must provide enough flexibility for the host to operate a financially successful event, while at the same time protecting the interests of the CCAA and its partners.
3. Championships hosts will NOT be responsible for city-to-city travel costs of participating teams. These costs will be covered by the CCAA Travel Equalization program and by participating teams. (see Travel Policy Article 10 Section 3 in CCAA Operating Code) http://www.ccaa.ca
4. The championship format, game times and practise facility requirements can be found in the CCAA Operating Code (Article 13 Playing Regulations). Playing regulations are updated annually. 5. The CCAA endorses and enforces the use of French and English as its official languages. Please
refer to Official Languages found in next section under Bid Criteria and Hosting Commitments or Article 7 Section 9 in the CCAA Operating Code
Exceptional Practice – John Abbott – 2013 Men’s Basketball Area of Excellence: Preparations
Ask your host teamstudent- athletes their expectations regarding a national championship. Their opinions regarding the banquet, souvenirs, etc. can be a helpful brainstorming session.
The following are the steps that must be followed in submitting a bid for a CCAA national championship: 1. A MC wishing to host a CCAA national championship as per the host grid shall apply in writing
through the workbook conference confirmation of hosting 2 years prior to the event. Note: in order to host a CCAA national championship in any sport, the host conference must have been a participant at the previous year’s CCAA national championship.
2. Potential hosts for CCAA national championships must submit their completed bid application package to their regional association for their review and approval.
3. All bids shall adhere to the hosting bid package and Criteria for Evaluation (see Appendix XXI) and must be forwarded electronicallyto the CCAA office by May 1stof each year for fall sports, for final approval at the Annual General Meeting; and by December 1st of each year for winter sports, for final approval at the Winter Board Meeting. Approval of a bid shall be by the voting membership, for a minimum of two (2) years hence.
4. Upon receipt bids will be circulated electronically to the bid selection committee. The bid selection committee will include: VP programs, national convenor, VP marketing and/or one executive member.
5. The bid selection committee will review the bid using the Criteria for Evaluation (Appendix XXI). Bid selection committee conference calls will be set in December for winter Sports and May for fall sports. Bidding institutions representative(s) will be included on the call to answer selection committee questions and to highlight information.
6. The Bid Selection committee will then make a recommendation to the CCAA board of directors at the respective Winter Board Meeting (winter sports) or Annual General Meeting (fall sports) for ratification.
7. Championship hosts will be formally announced by CCAA following the respective Winter Board or Annual General Meeting.
8. Two copies of the CCAA/HOST agreement must be signed by the CCAA, the successful host institution’s president and athletic director immediately upon receipt. One copy is to be returned to the CCAA office.
9. The CCAA board of directors reserves the right to withdraw a hosting privilege if CCAA host does not comply with host responsibilities
Unallocated CCAA national championships will be opened to formal host applications until June 1st, at which time the bid selection committee will review the applications received and make their recommendation to the CCAA board of directors for ratification. The CCAA will announce the hosts after the board meeting.
If any CCAA national championships still remain unallocated, applications will be received on a first come, first serve basis, at which time the bid selection committee will review the application received and make their recommendation to the CCAA board of cirectors for ratification. The CCAA will formally announce the host.
At its sole discretion, the CCAA board of directors has the right, after consultation with the bid selection committee, to move, change, or cancel any championship.
CCAA national championships shall be awarded: To a CCAA member in good standing.
With consideration of the overall quality of the formalized application package. With consideration of financial implications to all parties involved in the event.
Bid Criteria & Hosting Commitments
The following are the hosting criteria and commitments for a Canadian Collegiate Athletic association National Championship. The Host will be expected to sign a contract agreeing to these minimum criteria. The bid should indicate the bid committee's agreement and ability to meet these criteria. The CCAA is always seeking creative proposals that would serve to enhance the event’s image and increase the profile of the championship. All enhancements to these criteria will be considered in the bid selection process.
Technical
Facilities (competitive and training) and equipment as specified by the national sport governing body, must be exclusively available for practice and competition for the duration of the championship.
Alternative plans in case of inclement weather must be in place for outdoor activities.
Facility and access to facility must be suitable for televising.
Information on hotels of comparable quality and proximity to the facility should be made
available
to participants. Recommend officials and media stay in separate hotel from teams.
Host should also list restaurants and proximity to venues.
Affordable transportation must be available (shuttle, rentals, etc.).
Adequate facility to host awards banquet as well as the ability to attract sponsorship for it.
Adequate facility for the coaches meeting.
Adequate facility for drug testing.
Availability of sufficient staff/volunteers, in order to effectively manage all areas of the championships.
Access to qualified officials as stipulated in CCAA regulations (includes minor officials).
Team competitive history, conference competitive history in sport.
Geographic location - fiscal considerations re: travel costs Publicity and Public Relations:
Host's strategies for promoting the championship.
Production of poster and program.
Adequate space for press conferences and availability of a media room.
Proven media support
Host must accept CCAA webcasting requirements
Potential spectator base (potential gate).
Proven community and fan support.
Attendance history and potential.
Profile of institution's program in the community.
Host must provide service in both official languages (French - English) in particular at the ceremonies and a bilingual team host.
Medical
Necessary medical personnel.
Financial (Financial Report attached to Bid Form)
Provide budget (fundraising, grants etc.).
Ability to meet financial responsibility of hosting (guarantees to CCAA and teams).
Insurance coverage for the event. Operational/Administration
Organizing committee structure includes institution and community involvement.
Proven organizational expertise (past events).
Corporate involvement.
Community buy in, municipal support.
Conference and Provincial Sport Organization support.
Official's Association support.
Athletic Directors or a host committee member hosting a national championship must attend the previous year’s national championship for the full duration of the event in the respective sport they are hosting. Some exceptions apply.
Marketing
The host must accept sponsorship policies and relevant CCAA licensing policies.
All Grid and Semi-Permanent Site hosts will be expected to pay the CCAA an upfront licensing fee. All gate and sponsorship revenue will remain with the host.
Licensing Fee Structure: Men’s basketball $7500
Women’s basketball $7500
Men’s volleyball $6000
Women’s volleyball $6000
Men’s soccer $2500
Women’s soccer $2500
The host will obtain the best production qualify to secure a video of the gold medal game.
The host will purchase from CCAA souvenir supplier when one is available.
The host will respect all national sponsors –approval from Marketing Committee
The host will guarantee CCAA advertisement space in programs
The host will guarantee complimentary tickets for sponsors
The host will guarantee twelve (12) complimentary banquet tickets. CCAA will cover additional tickets, if requested.
The host will guarantee minimum seating for championship medal game and championship play as follows:
SPORT Min. Seating for medal games Min. seating for other games
Men’s basketball 1000 1000
Women’s basketball 750 500
Men’s volleyball 750 500
Women’s volleyball 750 500
Men’s soccer 250 250
Withdrawal of Hosting Privilege
The CCAA Board of Directors reserves the right to withdraw a hosting privilege if CCAA host does not comply with host responsibilities.
Breach of Hosting Agreement
A fine may be assessed to any CCAA national championship host for any failure to adhere to the provisions of the CCAA hosting agreement. This may include but is not limited to: failure to service CCAA sponsorship agreements; violation of the official languages policy; failure to conform to hosting requirements regarding print and promotional materials etc. The fine shall be a minimum of $500/incident up to $2000/incident. Any host shall retain the opportunity to appeal the fine as per Article 7 Section 4 Item 4.16 Appeal of Fines.
Official Languages
The CCAA is committed to complying with the spirit and intent of Part IV of the Official Languages Act of Canada when offering or providing services to both its external and internal constituents. The policy applies to the CCAA and all its activities including national championships.
In respect to national championships, the CCAA will ensure that the organizing committee has committee members and volunteers at the event that are able to communicate in both English and French.
Materials, events, functions and other communications at national championships will be subject to the guidelines contained in the OFFICIAL LANGUAGES - HOSTING REQUIREMENTS.
Basic information for bids and reports will be developed by the CCAA to streamline this process and reduce potential costs to hosts in meeting this language requirement.
OFFICIAL LANGUAGES - HOSTING REQUIREMENTS
The following is the minimum standard for each host resource and/or activity. Tournament Package/Event Bulletins
Includes all championship information and details provided to institutions and participating teams;
All tournament packages require translation Event Poster
To be completely bilingual including: Event title and logo;
Logo - Host must incorporate both CCAA and ACSC;
Sport title, gender and month must be presented in both English and French; All location and time information;
The Canadian Collegiate Athletic Association must be written in full in both official languages; and Title – To ensure consistency in both English and French, CCAA will establish specific titles for each
CCAA national championship. Event Program
To be completely bilingual including: All welcome messages;
Cover;
Schedule and information surrounding special events – tournament draw/schedule and related text; To ensure consistency in both English and French, CCAA has developed a glossary of terms for
Title – To ensure consistency in both English and French, CCAA will establish specific titles for each CCAA national championship.
Opening/Closing Ceremonies
Welcome and introductions
Medal presentations
Banquets/Receptions/Awards Ceremony Welcome and introductions;
National anthem
Invitations and banquet program
Awards banquet scripts should be presented in both English and French. Team Hosts
If teams are supplied with team hosts, the individual should speak the language of the institution’s choice.
Web Site
The website will be in French and English - to include, for example, the home page, contact information, directions, tournament draw/schedule, results, pre-championship information and press releases and general information. Items prepared for immediate presentation on the website such as game summaries and press releases during the championship may be excluded from this requirement, however, host institutions are encouraged to present this material in a bilingual manner where possible.
To ensure consistency in both English and French, CCAA has developed a glossary of terms for information surrounding tournament draw, schedule and special events.
Games/Matches National anthem;
Announcers should announce teams in their preferred language
All announcements should be bilingual, at the exception of play-by-play and/or time sensitive announcements.
Ensure a bilingual member of the host committee be present at scorers table. Coaches Meeting
The following documents are provided both in English and French:
o Agenda
o Official evaluation forms
o Tournament evaluation forms
o MVP All-Star forms
To ensure that there is a bilingual Host committee member/or designate at meeting. Banquet Program
All content on program cover. Schedule of events
Bid Package
The selected criteria must be addressed in complete detail in a typewritten electronic bid proposal and will be used in evaluating all Host Applications. See Appendix XXI for Criteria.
The Bid Report must include the following information:
Item 1 Championship and/or Event
Indicate which championship the bid proposal is for. Include the year(s) being proposed.
Indicate the proposed dates of the event as per CCAA Host Grid.
Commitment to agree to the minimum host responsibilities outlines in Hosting Manual
Item 2 Site of Championship
Outline what support, if any, is being provided by the host city toward the proposed CCAA National Championship.
Provide sport history in the community and explain how the bid will benefit this community.
Provide information on any other government and/or corporate partners who will contribute to the success of the bid.
Item 3 Host Organizing Committee
Provide a brief summary of organizing committee. Outline the committee’s past hosting experience. Commitment to attend prior CCAA championship
Item 4 Itinerary for event
Provide a chart with date, time and location of each activity during the championships i.e. Coaches meeting, banquet games etc.
Item 5 Promotion/Media Plan
Detail ideas for revenue generation.
Indicate any potential or secured sponsors, type of sponsorship (cash or in-kind). Identify how you plan to advertise/promote the event.
Identify your communications plan for the media, the community, etc.
Item 6 Operating Budget
Provide a detailed proposed budget for the championship. Commitment to CCAA minimum guarantee (see Licensing Fee)
Item 7 Special Events
Identify your plans for the opening and closing ceremonies. Identify your plans for the banquet.
Identify your plans for any other events at your championship (i.e. social activities, contests, tour, etc.).
Item 8 Facilities
Describe the specifications of each gym/field/course (dimensions, lighting, field/floor materials, scoreboard, fixed and portable signage)
Detail the availability of practice facilities, secondary facilities.
Describe the availability of ancillary services (team rooms, umpire/official change rooms, showers, laundry services, public address system, hospitality rooms/tents). Describe spectator facilities (seating capacity, shelter, washrooms, parking, concession stands).
Provide details of available emergency medical facilities (on-site and off-site). Item 9 Event Staff
Identify volunteer requirements (include numbers and duties). Commitment to official languages requirements
Item 10 Food/Accommodations
Identify the host hotel for teams. Include capacity, type of facility, room rates, banquet facilities, any special features and proximity to event, airport, restaurants, and shopping.
Detail the types of restaurants, their proximity to the host hotel and average meal costs.
Item 11 Transportation
Identify the designated airport and its distance from the host hotel and event. The designated airport must be a major airport with numerous flights from around the country arriving and departing daily.
Provide information on local transportation services and whether the host will provide transportation for the teams from and to the airport and to and from the host hotel and event.
If teams are to make their own arrangement once on-site, the host must provide information on potential vehicle rental companies including name of company and prices to rent.
Provide information on local transportation services for CCAA personnel, officials and All-Canadians travelling without teams from and to the airport and to and from the host hotel and event.
Item 12 Letters of Support
Required letters of endorsement and support include: a) MC President
b) Institution President
c) Athletic Director of Institution
Other possible letters of support may include:
PSO
PSO Official’s Committee
Bid Timelines
The ideal timelines for the grid bid process are:
May 1st, two years prior to the championship (volleyball, basketball, badminton) — conferences commit to host and institutions make an "expression of interest" to the CCAA through the Spring workbook;
December 1st two years prior to the Championship (soccer, golf, cross country running) — conferences commit to host and institutions make an "expression of interest" to CCAA through the Fall workbook;
December 1st, one year and a half prior to the Championship — submit a formal bid to Canadian Collegiate Athletic Association (volleyball, basketball, badminton)
May 1st, one year and a half prior to the championship — submit a formal bid to Canadian Collegiate Athletic Association (soccer, golf, cross country running)
Make any changes suggested by the Bid Selection Committee and/or CCAA Board
After being awarded a championship — work on attracting sponsors and partners, building the media promotion, planning, acquiring facilities & equipment, etc.;
Host the event.
Semi permanent site bid timelines are:
The CCAA shall receive Semi-Permanent Site (2 year) bids two (2) years prior to hosting. Should no bids come forward or be awarded, hosting responsibility would revert to the hosting grid.
On Dec. 1 National office receives an electronic copy of bid along with a $50.00 non-refundable application fee for each sport applied for.
Bids are circulated to the Bid Selection Committee, who undertake a thorough review of applications including, if necessary, inquiries and questions to applying institutions.
Board is informed of Semi-Permanent site Bid and the Committee’s recommendation
At April Executive Meeting - recommendations are made and put in workbook
At JuneCCAA Annual General Meeting - recommendation presented to plenary. Guiding Principles for Selection of Permanent Site
Maximum of 2 permanent sites/MC
There shall be a balance of sites between east and west associations.
When competing bids meet the criteria, preference would be given to the association which does not have a permanent site.
Conferences shall submit only one bid per association per sport.
A detailed host contract will be drawn up upon bid acceptance outlining host expectations and responsibilities.
PART THREE
HOSTING THE SUCCESSFUL CHAMPIONSHIP
HOST COMMITTEE---
25
CRITICAL PATH---
26
TOURNAMENT OPERATIONS---
28
Accreditation---
28
Awards---
30
CCAA On-Site Personnel ---
34
Ceremonies---
36
Championship Draw---
36
Coaches Meeting---
36
Doping Control---
37
Game operations---
37
Game procedures---
38
Grievance/Protest---
38
Hospitality---
40
Host/Hostess---
40
Injury reporting---
41
Medical Services---
41
Officials---
43
Photography---
43
Playing rules---
44
Practice times---
44
Security---
45
Volunteers---
45
FINANCES & INSURANCE---
51
FACILITIES---
54
TRAVEL---
57
ACCOMMODATIONS---
59
BANQUET/CEREMONIES---
62
MARKETING & SPONSORSHIP---
68
PROMOTION & MEDIA COVERAGE---
71
HOSTING THE SUCCESSFUL CHAMPIONSHIP
Host Committee
A strong host committee is probably the single most important factor in the success or failure of an event. What starts as a hosting bid committee will evolve into a host committee once the CCAA accepts the bid. The hosting bid committee needs to have a sound foundation in the sport or event hosting or, ideally, both.
The best host committees are those that work as a united team and whose members bring a wide range of backgrounds and experiences to the table. For example, having
Someone with experience in travel and tourism industry in charge of accommodations and/or local transportation can be helpful.
Someone with a sales or marketing background can make the difference in developing and implementing your marketing and communications plan.
Someone with experience in banking or finance can help keep your finances in order.
Someone with experience in dealing with or who has connections with the local government can often cut through a great deal of "red tape" at city hall.
If you cannot attract all the expertise you need to actually sit on your host committee, you can still have these people involved as advisors.
What should the host committee's structure look like? Again, that depends on the circumstances and the people involved. A sample committee structure is in Appendix I. A host chair is named, normally it is the athletic director of the institution hosting. The host chair acts as the executive officer of the tournament. The host chair is the primary contact with the CCAA before, during and after the championship. All communication and supplies (medals, plaques, banners, etc.) will be sent to the host chair for the host committee.
When recruiting your committee members, it is essential to select one chairperson for each area of responsibility. Committee members cannot be involved in the championship as a coach, manager and/or player.
Once a championship is awarded, the host chair is to provide the CCAA executive with updates on the status of plans at the preceding Annual General Meeting. The Host Chair shall submit to the CCAA by May 1 / December 15 a written report and an Authorized Financial Statement (signed by the Chief Accounting Officer of the host institution) comprising a statement of revenues and expenses prescribed in the national championship report.
An athletic director or a host committee member must attend the previous year’s national championship for the full duration of the event in the respective sport they are hosting. The costs for this person’s attendance will be covered by a travel equalization payment by the CCAA.
The host chair shall attend a conference call with the national sport convenor and the CCAA national office a minimum of twice prior to the national championships to make progress reports.
Critical Path
Once the hosting committee and its various subcommittees are in place, a detailed critical path (with estimated timelines) should be developed for the preparation phase, the final preparation phase, during the event and the post-event phase. This is the plan that will allow the host committee to accomplish the wide variety of tasks that must be completed to ensure a successful hosting experience.
PREPARATION PHASE
The hosting agreement with the CCAA must be signed. A contract checklist of host obligations is also provided to the host at the time the contract is forwarded
Some of the other major undertakings include:
establishment of committee/subcommittee roles and responsibilities; development of a marketing plan and ticket sales plan;
recruitment of sponsors, suppliers and other partners;
development of media campaign including acquiring media partners and submission to the CCAA for approval;
accommodations planned and arranged;
development of volunteer recruitment, screening and training plan, plus work plans for volunteers and subcommittees (with on-going monitoring of work plans);
book all required facilities;
attend conference call with CCAA three months and one month prior to event plus more (see Appendix II for a more detailed list).
Exceptional Practice – Douglas College – 2012 Men’s Soccer Area of Excellence: Marketing
Description: We recruited the institution's in-house marketing, communications departments. We created a “theme” for the Championship that was incorporated into all aspects of promotion. This included videos, posters, website, newspaper ads, onsite signage, souvenir materials a free youth soccer clinic and more.
Results: The consistent look and feel of our marketing materials was immediately identifiable and created a brand awareness and support of the event in the local community.
FINAL PREPARATION PHASE
The last phase before the event actually begins is a continuation of the preparation phase, called the final preparation phase. In this phase, last minute details are completed, tasks that could not be done earlier are accomplished and anything that "slipped between the cracks" is handled. A host committee that is very well organized will have a shorter list in this phase but will still have a fair number of tasks to perform.
Some of the tasks in this phase are:
develop comprehensive tournament information package (see Appendix IV)
develop scripts for ceremonies, banquet; scripts for banquet, game scripts, public service announcements (PSAs) and closing ceremonies)
organize, train and develop schedules for event staff, minor officials, awards committee, etc.;
book photographer;
arrange and finalize plans for emergency medical services;
protocol matters (such as invitations to ceremonies, banquet, etc.); attend a conference call with the CCAA 1 month prior to the event plus more (see Appendix III for a more detailed list).
DURING THE EVENT PHASE
During the event, the implementation of the various plans developed during the planning and final planning phases should provide smooth operation of the event. When things do go wrong (and some usually do), the host committee should be able to deal with any matters not previously anticipated. The most common issue is inclement weather in the case of soccer, golf and cross country running. A plan must be in place to deal with this matter.
POST-EVENT PHASE
After the event, the host committee should review all aspects of the event and provide valuable feedback and information to the CCAA.
Also, if the hosting agreement is a multi-year one, the review should be the first step in the next year's preparations.
Other post-event tasks:
Thank you letters to sponsors and dignitaries Volunteer Appreciation Event
Thank you letters to volunteers
Payment of bills and settlement of accounts Final written report to CCAA
Tournament Operations
The CCAA will assist you in planning your event. The information in this section will assist you in the planning process. It is listed in alphabetical order for your ease of use.
Unforeseen problems and the problems associated with inclement weather may challenge your host committee. Your host committee is the key at these times. If you are open with the participants, use common sense and try to be as flexible as possible you will get past the problems and find solutions that work for all.
In the end, when all the planning is done, it will be up to you, your host committee, your event staff and your community to make the event an unforgettable one for all the participants, and for your community too.
ACCREDITATION/ REGISTRATION
It is important for the host to assess the reasons for accreditation and design a system to meet those challenges. Any accreditation system should be both cost effective and easy to administer.
Accreditation should be considered for the following groups: Team members;
Core committee members; Volunteers; VIPs; Media; Sponsors; Officials; Other.
The accreditation desk should be available throughout the duration of the event and the host should anticipate last-minute requests.
The host should include accreditation information in the championship package.
The host may charge a maximum of $50 per participant as an accreditation fee, $60 for cross-country running. Accreditation includes a ticket to the CCAA National Championship Awards Banquet, tickets to all games/ matches and access to appropriate tournament amenities (Hospitality rooms; VIP seating, etc.)
Participating teams will receive a maximum number of team / institution personnel accreditations: Golf – 8 for men’s teams; 6 for women’s teams
Cross Country – 8 for one team; 16 for two teams Soccer – 25
Badminton – 15 Volleyball – 20 Basketball – 20
For any extra traveling with their teams, the host will determine the cost and what it would include. This notice must be given to the host by the assigned deadline in Championship information package. (see APPENDIX VI)
Exceptional Practice – St. Lawrence College – 2008 Cross Country Running Area of Excellence: Accreditation tags
Accreditation tags were provided to all participants complete with their name, school, picture and championship schedule was placed on the back.
Results: This made the nametag important. It also made it much easier to know the entire schedule as it was with you all the time.
Exceptional Practice – John Abbott – 2013 Men’s Basketball Area of Excellence: Information submission
Teams submitted photos, videos and forms via DropBox rather than by email or fax. Results: Easier to manage incoming information and view bouncebacks
REGISTRATION KITS:
A registration kit should be provided to each head coach, the officials, major assigning official, CCAA VIPs, and award committee members as they arrive. This kit should include the following information:
1. Copy of CCAA Sport Specific Regulations; 2. Copy of CCAA Code of Ethics.
3. Copy of CCAA Participating Team Responsibilities 4. Championship schedule;
5. Practice schedule;
6. Agenda for coaches meeting;
7. Transportation schedule for event and airport shuttle etc.; 8. An events calendar for the duration of the championship;
9. Area map including directions to the event, restaurants, local points of interest, emergency centres, and the accommodations;
10. First Aid and medical services during the championships (i.e. procedures for obtaining the services of a doctor, physiotherapist, massage therapist, chiropractors, etc.);
11. Laundry and equipment repair services available; 12. Championship passes/accreditation;
13. Banquet ticket(s) or accreditation cards/badges
14. Host committee contact list with phone numbers (ideally on a laminated card, perhaps the back of the championship pass);
15. Opening and closing ceremonies information; 16. Pre-game protocol;
17. Hospitality information; 18. Pre-Tournament Press release; 19. Souvenir information.
WELCOME KITS:
Welcome kits for all participating athletes, coaches, VIPs, media and sponsors. They are an important aspect of the Championship. These kits can go a long way in making the participants feel special and appreciated. While most host committees will attempt to be original in designing their own kit, the following items could be included:
1. A souvenir program
2. An events calendar for the duration of the championship
3. Area map including directions to the event, restaurants, local points of interest, emergency centres, and the accommodations
4. Pre-tournament press release;
5. Gifts (i.e. Sponsor's promotional items, Championship memento, pens, writing pads, samples of various products (shampoo, etc.), water bottle, coffee mugs, small towels, bags, coupons for local restaurants, key chains, snacks, etc.)
AWARDS
All-Canadian, Coach and Player of the Year Awards
:These awards are selected prior to the Championships and are presented at the CCAA National Championship Awards Banquet during the championship.
Men’s Golf - 10 All-Canadians
Women’s Golf - 6 All-Canadians
Cross-Country Running - 20 (10 men; 10 women) Men and Women’s Soccer - 11 All-Canadians Badminton - 8 All-Canadians (4 men; 4 women)
Men and Women’s Volleyball - 10 All-Canadians
Men and Women’s Basketball - 10 All-Canadians
One (1) Coach and Player of the year is awarded per championship (No Player of the Year awards for golf or cross-country running)
The CCAA office will provide the host with the names and award information forms 7 days before the banquet. The names of winners should be listed in the championship program along with the player and coach nominees. The host committee is responsible for preparing a short script with information provided on the award form for each All-Canadian presentation.
Awards will be sent from the CCAA office to the host with arrival (1) one day before the banquet. Only the awards of those All-Canadians who plan to be in attendance for the banquet will be sent. The CCAA office will work in coordination with the host committee and the All-Canadian institutions to confirm attendance numbers.
Announcements (i.e., press releases) for All-Canadian, Player of the Year and Coach of the Year Award recipients shall be released by the CCAA simultaneously with the announcement at the respective awards banquet.
Host and Championship Banners
:The CCAA office will provide the host with the 3’ X 6’ championship banner and host banner, six (6) weeks before the championship.
At closing ceremonies each championship team and each championship host will be presented with the official CCAA banner.
Hosts are encouraged to display the banners during the banquet and at the venue during the championship.
Bronze, Silver and Gold medals
:CCAA medals shall be awarded to individuals (players, coaches, support staff) on championship, runner-up and third place winning teams in official national championship tournaments. For badminton only: The gold medal is awarded to the winner(s) and the winner (s') coach. The silver and bronze medals are awarded only to the athletes.
The following number of medals shall be ordered and paid for by the National Office:
Gold Silver Bronze Total
Men's Basketball 20 20 20 60 Women's Basketball 20 20 20 60 Women's Volleyball 20 20 20 60 Men's Volleyball 20 20 20 60 Badminton 21 8 8 37 Men's Soccer 25 25 25 75 Women's Soccer 25 25 25 75 Golf 15 15 15 45 X- Country Running 30 23 23 76 196 176 176 548
All medals will be shipped to the host six (6) weeks prior to the event for presentation at the closing ceremonies. The host shall return all unused medals to the national office.
Championship Trophies
:At closing ceremonies each championship team will be presented with the official CCAA national championship trophy.
Men's Golf Women's Golf Men's Soccer Women's Soccer
Badminton - men's singles “The Jim Matchett Memorial Trophy” - women's singles - men's doubles - women's doubles - mixed doubles Women's Volleyball Men's Volleyball Men's Basketball Women's Basketball
Player of the game Awards
:A player of the game from each team shall be chosen by the championship awards committee for each match of the tournament in soccer, volleyball and basketball. A gift will be provided to each winner immediately following each match. Dignitaries, sponsors, committee members or All-Canadian or Coach of the year recipients in attendance at the event without their team are encouraged to present awards. The host committee provides the gifts/awards.
All- Star Team(s) and MVP Awards:
The host committee will be responsible for supplying the all-tournament team contra. CCAA will provide individual awards. The first and second All-Stars team members and the tournament MVPs shall receive a standard all-tournament plaque. The CCAA office shall be responsible for ordering the awards and sending them to the respective hosts.
The awards selection committee of the national championship selects "without prejudice to geography" the best players, at their normal position, in the tournament. Coaches may be asked for input into their player of the game selections after each game. MVP and All-Star team selection forms can be found in Appendix VIII. Committee members select potential all-stars after every game; Committee will meet prior to final day to select potential players to watch during the remaining games. During the final day, the committee members should be meeting with each other to continue the elimination process and select the All-tournament team.
The recommended First and Second All-Star team awards distribution is as follows, but discretion is always left to the Selection Committee to recognize outstanding performances by competing athletes:
First Team Second Team
Basketball M.V.P -.Gold Medal team (usually) All Star 5th place (11 Players) All-Star - Gold Medal team All Star 6th place All-Star - Silver Medal team All Star at large All-Star - Bronze Medal team All Star at large All-Star - 4th Place team All Star at large All-Star - at large
Soccer 3 players from Gold Medal team (11 players) 2 players from Silver Medal team
1 players from Bronze Medal team 5 players at large
(*MVP is one of the above, usually from Gold)
First Team Second Team
Volleyball M.V.P. - Gold Medal team (usually) All Star 5th place (13 players) All-Star - Gold Medal team All Star 6th place All-Star - Silver Medal team All Star at large All-Star - Bronze Medal team All Star at large All-Star - 4th Place team All Star at large
All-Star - at large All Star at large
All-Star - at large
Golf 6 top individual male golfers
(10 players) 4 top individual female golfers
Cross Country Running First team: 7 top male finishers; 7 top female finishers (28 runners) Second Team: 8-14 male finishers; 8-14 female finishers
Fair play award:
Championship Fair Play trophies have been donated for the following championship sports: - Men's Basketball – “Duncan McCallum Trophy” donated by PACWEST
- Women's Basketball – donated by Medicine Hat College
- Women's Volleyball – “Chuck Gullickson Trophy” donated by the OCAA
- Men's Volleyball – “Mel Stelck Trophy” donated by Grande Prairie Regional College - Badminton – “Arlene Harle Trophy”
- Men's Soccer – donated by the Alberta Soccer Officials Association - Women's Soccer – donated by Knud Peterson from Lethbridge College - Men’ s and Women’s Golf – Donated by PING Canada
It is the responsibility of the championship tournament host to contact the current holder of the trophy at least one (1) month prior to the commencement of the tournament to make arrangements for the safe passage of the trophy to the host. Any expenses are to be paid by the current holder. Teams must forward the annual trophies to the host site(s) by the commencement of the national championship tournament. Teams/Institutions not complying will be fined $100.
Guidelines for Fairplay Award:
Fair play demonstrates attitudes and behaviours in sport consistent with the belief that sport is an ethical pursuit. It does not include acts of violence, cheating, drug abuse, or any form of exploitation in an effort to win. When elements such as these are introduced, the true competitive spirit is lost, and there remains no purpose for sport.
The rules of fair play apply in all circumstances. Having a fair play attitude means that you not only play by the rules of the game, but also by the principles of sportsmanship, whether it is the first exhibition game, match, scrimmage of the season or the semi-final for the CCAA national championship. Fair play thrives with the right attitude, sportsmanlike behaviour and a positive environment.
Criteria for Selection: The recipient shall:
be a participating team or individual at the CCAA national championship;
have a respect for the rules and spirit of the sport in pursuit of excellence;
respect the officials and show acceptance of their decisions;
respect the opponent;
exhibit sportsmanlike behaviours;
maintain dignity under all circumstances. Selection Process
The national convenor shall monitor play throughout the competition and along with the awards committee select the recipient.
Coaches and teams may nominate a team/player after the first two (2) days of competition.
The Convenor (sport specific) may also solicit the input of officials in the selection. Presentation of Award
The recipient shall be announced and the award presented during the closing ceremonies/ awards presentations at the conclusion of the championships.
Awards Committee
The awards committee must be structured prior to the start of the championship. The host is responsible for the formation of the committee, composition one (1) chair plus two (2) or four (4) members. It’s important to have an odd number on the committee to avoid ties. The committee members should be approved by the national convenor. This committee is chaired by the CCAA national convenor and may include CCAA executive and/or staff members, regional convenors, head coaches who do not have teams in the event, or members from the community who have a proven knowledge of the sport.
The awards committee is responsible for selecting Player of the Game Awards, All-Star Team awards and the Fair Play Award.
CCAA ON-SITE PERSONNEL
The will be CCAA personnel on site for the event to assist in the operation of the championship: the national convenor, CCAA executive representative or designate, CCAA future host and at times, CCAA staff.
National Convenor's Role:
Represent the CCAA at all functions including: meetings, banquets, ceremonies, press conferences
Provide information regarding the major playing rules and clarification of items as they arise.
Review the facilities prior to commencement of tournament.
Conduct a pre-tournament meeting with host chair, head official and CCAA executive (last update before competition begins.) Review rules, assigning, game protocol etc.
Chair the coaches meeting.
Chair the protest/grievance committee in the absence of a CCAA executive representative.
Chair the Awards committee.
Act as a resource person for coaches, host and officials.
Present for all matches
