Welsh Triathlon Major Events
2010 Events Programme
Bidding Guidance Document
Contents
1) Events to be appointed
2) Bid Timeline
3) Bid Format
4) Requirements & Obligations
5) British Triathlon event support
6) Fees
7) Contractual Agreement
8) British Triathlon contact details
Appendix A
Appendix B – Bid submission cover sheet
1)Events appointed as part of this process
Listed here are the, National championships types of events you can bid for
Sprint Distance Triathlon
• Categories D+: Swim 750m / Bike 20km (non drafting) / Run 5km
Standard Distance Triathlon
• Categories D+: Swim 1500m / Bike 40km (non drafting) / Run 10km
Middle Distance Triathlon
• Categories C+: Swim 2km – 3km / Bike 80km (non drafting) / Run 20km
Duathlon
• Categories D+: Run 10km / Bike 40km (non drafting) / Run 5km (These are the preferred distances but shorter distances will be considered)
Aquathlon
• Categories Youth, Junior & D+: Swim 750m / Run 5km (except youth 400m swim, 2.5km run)
Relays
• Teams of 4, Categories Senior (men & women), Mixed, Junior (men & women), 40+ (men & women), 50+ (men & women), 60+ (men & women),:Swim 750m / Bike 20km / Run 5km
Cross Triathlon
• Categories B +: 1500m Swim / Off road Bike 40km / Cross country run 10km (These are the preferred distances but shorter distances will be considered)
Grand Prix Ranking Series
• The Grand Prix races will be decided upon and allocated when all bids are received for the Welsh Championship Races
1) Bid timeline
Date Deadline item
16-09-2009 Bidding process begins
12-10-2009 Deadline for bid submission (any received after this date will not be considered)
16-10- 2009 Event selection process complete
19-10-2009 Organisers informed of outcome
23-10-2009 Event agreements issued for signature
30-10 2009 2010 Major Event Calendar announced
2) Bid format/outline
Your bid should be submitted using the following headings, those highlighted with an asterix * are compulsory fields, the rest are optional. The more comprehensive your bid is the better. Bids received in a different format will be at a severe disadvantage.
Event Management
• Venue name and description*
• Proposed dates*
• Field size*
• Entry fee’s*
• Course maps*
• Example Competitor information*
• Support from external agencies (council, police etc)*
• Environmental consideration*
• Medical provision*
• Timing Primary & Secondary /Real time results where possible*
• Previous years risk assessment*
• Referee report* Athlete & Spectator Services
• Athlete facilities (changing etc)
• Local accommodation
• Catering
• Transport links
• VIP Hospitality
• Prizes
• Pre & Post event services
• Sport development activities (such as children’s races etc)
Marketing
• Evidence of past marketing
• Marketing plan
• Website*
• WT promotion* Sponsorship
• Declaration of all existing sponsors, and rights that they have at your event*
• Confirmation that you agree to meet BTF commercial rights and those of our sponsors
You must also complete the “bid submission cover sheet “and return it with your bid, no bid submission will be accepted without this. The sheet can be found in appendix B and can be provided as a word document for electronic submission.
3) Requirements & Obligations
Minimum requirements
Your event must have been run successfully for at least two years, this should be supported by a full referees report.
All events within in this process must provide as a minimum the following:
• Chip Timing is the preferred but manual will be considered
• Event website
• Online & Postal entry processes
• On-site car parking
• Disabled access (spectator)
• Secure transition area
• Well defined finish area using a hard barrier chute
• Non drafting bike stage (where applicable)
• Event safety plan, including swim safety plan and overall medical plan (must show provision of first aid personnel)
Appendix B
Bid Submission cover sheet
You must fully complete this page and return it with your bid.
Organisers details:
Company/club name: ...................................................................................................
Lead contact name: ......................................................................................................
Address: .......................................................................................................................
.........................................................................................................................
Phone: ..........................................................................................................................
Email: ............................................................................................................................
Event Name: .................................................................................................................
Event status bidding for: ..............................................................................................
Proposed event date: ...................................................................................................
Alternative dates: ..........................................................................................................
Please declare any issues you have regarding the requirements outlined in this document that should be taken into consideration.
Please sign to confirm that you have read all the requirements for hosting a major event, and they any queries or problems that need to be addressed are stated above. Aside from these points you agree to work within the requirements of the major event(s) you are bidding for.
Signature ...................................................................... Date ........./.........../..........
Welsh Triathlon Contact details
If you wish to have an informal discussions about any part of this process please contact:
Stephen Butler
Events Coordinator
stevebutler@welshtriathlon.com
mob: 07974 140424
or
Terry Jones
Office Administrator
terryjones@welshtriathlon.com
mob: 07500 142231
Office: 01792 543568
Bids should be submitted in both electronic and paper copy, they should be emailed to Stephen Butler (details above) and posted to:
Stephen Butler
Welsh Triathlon
Welsh Triathlon
c/o Swansea University Sports Centre
Sketty Lane
Swansea
SA2 8QB
Bookmark with: