TENDER FOR

FORMULA KITE MAJOR EVENTS

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The following information are intended to give guidance and lay out the general requirements for MNAs, clubs, cities and other organisations wishing to tender for hosting a major Formula Kite class event.

It is an outline specification of minimum requirements for both the sports competition and the on-shore facilities and sets out the rights and responsibilities for each party in hosting an event.

We strongly encourage bidders to contact the IKA office seeking any clarification on the requirements related to host such event.

IKA is supporting and encouraging event sustainability. The hosts would be expected to put forward a sustainability plan defining what initiatives will be delivered at the event.

There is no place for discrimination of any kind in the worldwide sport of sailing and an obligation of the event Organizing Authority is to act without discrimination. IKA and World Sailing will impose sanctions on everyone who breaches their obligations in this area.

• All competitors at all sailing events shall be entitled to race with their country code letters / nationality flags on their equipment.
• If country flags are to be displayed, anthems played, or national team clothing worn, this shall apply equally to all competitors from all nations.
• The principle also applies to officials appointed to events. An Organizing Authority or host country MNA shall not seek to restrict such appointments on the grounds of race, nationality or any other discrimination.

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REGIONAL, CONTINENTAL AND WORLD CHAMPIONSHIPS

AVAILABLE CHAMPIONSHIPS AND DEADLINES

The following championship events have been contracted already (marked with X)

The deadline for tenders for individual and team world and european championships is 1 July of the previous year.

The deadline for tenders for all other championships is 6 months before the event.

The annual regatta schedule is split into three sections

• Pinnacle Regattas (Olympics, Worlds, Sailing World Cup Final, Test Events)
• European Spring Classic Regattas (like Palma, Hyeres, Kiel, the Europeans and others)
• Continental Domestic Regattas - Regionally managed Domestic Circuits

Each type of regatta is assigned a planning window to avoid conflicts. Exceptions can be made on application to World Sailing.

*Africa-Middle East Region:

*Asia-Pacific Region:

*Europe:

 *Pan-America

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GENERAL VENUE REQUIREMENTS

IKA is looking for compact venues that include all administration, race management, storage and launching areas, racing areas, nearby accommodation, press/media center, ceremonies and spectator facilities.

• Field of play: usually one racing area except when planning for a very high number of ompetitors
• Equipment storage: 24/7 secured storage from 2 days before registration day until 1 day after prize giving, for the expected number of competitors, min. 2sqm per competitor
• Launching area: prevailing cross-on to sideshore winds without hazards in or behind the launching area. Min. 150sqm per competitor (this might be adjusted depending on fleet sizes)
• Registration and front office (min 25sqm)
• Race office (min 50sqm)
• Jury office (min 25sqm)
• Measurement office / area (min 50sqm)
• Media center (min 25sqm)
• All office areas with furniture, electricity, high speed internet (wifi), if necessary air conditioned, protected from wind, sand, dust, rain, ocean spray and with access to printers / copy machines
• Shaded area with protection from the elements for competitors and team leaders
• Race control tower in or near the launching area with clear sight of the racing area. Min 4x4x4m, protected from the elements, with basic furniture, electricity, internet (wifi), possibly printer, 3 TV screens min 50" and access to PA (public announcements) system.
• Official Notice Board (min 6sqm) at or near the race control tower
• Official Flag Pole (min 4m and for min 3 flag sets) at or near the race control tower
• Stage with interview backdrop
• Public announcement system covering the launching area and office areas
• Mooring facilities and nearby fuel station for coach boats, race committee boats, rescue boats, media boats (press, photography and television).

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FORMULA KITE MAJOR EVENTS

REGIONAL, CONTINENTAL AND WORLD CHAMPIONSHIPS

VENUE REQUIREMENTS: FIELD OF PLAY

Excellent sailing conditions are a key requirement for the selection of IKA championship venues. The venue will need to provide statistical information for the time of year and hours of racing including: average wind speed, wind direction, current speed, current direction, wave conditions, air temperature, water temperature and average number of days with precipitation.

Each venue will need to provide information on the water quality in the venue.

The number of the sailing course areas will usually be 1, except in very large fleets. Course areas will need to be between 1.5 and 2.5 nautical miles in diameter. No legs must interfere with the neighbouring area (if any). Detailed information regarding depth, size and location of the course areas shall be provided. All courses shall have a commercial or recreational traffic plan if needed for that specific course area.

Official Boats:

• Race committee vessel (app. 8m, with cabin / shade)
• Pin end boat (app. 5.5m, RIB)
• Finish committee vessel (app 8m, with cabin / shade)
• 2-3 Mark boats (app. 5.5m, RIB)
• 1-2 Media boat (app. 7m, fast and stable)
• All boats except media boat equipped with ground tackle for the worst expected conditions, long anchor lines, GPS and VHF
• Technical director boat (RIB or hard bottom)
• Additional rescue boats as required
• All boats shall be motor vessels (i.e. no sailing boats with tall masts)

Marks:

• 5 large marks, min 1.5m high, with ground tackle and weighted down anchor line for the worst expected conditions.
• 2 small marks, max 1m high, with ground tackle and weighted down anchor line for the worst expected conditions.

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STANDARD CHAMPIONSHIP SCHEDULE

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REGIONAL, CONTINENTAL AND WORLD CHAMPIONSHIPS

MEDIA AND SPECTATORS

IKA and the Organizing Authority work in close collaboration to deliver worldclass national and international multi-platform press coverage and spectator engagement.

The Organizing Authority agrees to work with IKA to provide media services that include:

• Providing facilities for media personnel (national media as well as IKA international media)
• IKA Technical Delegate leadership
• Appointing and paying for international TV production and distribution in consultation with and approval from IKA
• Appointing and paying for photography services in consultation with and approval from IKA
• Appointing and paying for copywriting services in consultation with and approval from IKA
• Appointing and paying for social media services in consultation with and approval from IKA
• Appointing and paying for live / re-live services in consultation with and approval from IKA

Minimum Media Requirements for World and Continental Championships:

• Daily highlight video (cut to music) app. 3 minutes including intro and outro, for digital distribution, with captions covering the storyline
• VNR (news roughcut) with shotlist, with action wrap up, prize giving, winner interviews, leader boards, app 5 minutes on the final day (alternatively daily VNRs plus 3 minute final day video), for international distribution via server and satellite (minimum target reach: 150+ countries)
• 15 minute showreel (unedited footage with original sound and interviews)
• 10/14 minute event wrap-up video (cut to music with english voiceover)
• Live coverage with commentary of Gold Fleet and Semi-Final / Final Races
• Registration pictures of all competitors plus registration day / opening ceremony lifestyle
• Daily minimum 30 action / 10 lifestyle stills in unbranded high res and branded low res as per prescription of the IKA Media Director by photographer specialised in kiteboard photography
• Daily press release by IKA appointed copywriter specialised in the class
• Social media work throughout the day and evening summaries by IKA appointed social media editor specialised in the class

Ideally the venue will have an existing walk-up audience that could be engaged by the event.

• Engagement with local governments/cities and partnership with other event utilizing a pre - existing spectator audience.
• May include live commentary, cultural displays, athlete and coach interviews, and other entertainment.
• Fan engagement zone with stage and screen to allow live interviews and streaming of content to spectators.

MEDIA RIGHTS

CEREMONIES

High-quality facilities for Opening & Closing Ceremonies are required to accommodate participants, staff, volunteers, VIPs and spectators.

POTENTIAL MEDIA REACH

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BRANDING, ADVERTISING AND SPONSORSHIP

IKA is responsible for guiding and approving the marketing, media and sponsorship of the championship. All image and moving image rights for the championships are the joint property of IKA and the Organizing Authority. For the duration of the championships and up until one year after, image rights (subject to contract) may be given to  event sponsors and accredited media/broadcasters.

The presentation of the event venue and all communications need to reflect the standard of a worldclass sporting competition. The Event Organizer will work closely with IKA to ensure branding execution is of the right standard, and that all IKA, Event and Partner assets are used effectively.

Hosts to define and implement branding plan.

• To include items such as: signage, backdrops, entrance gate, staging surrounds, buoys, flags, road signage, advertising, event programme etc.
• Balanced coverage of IKA and local event partners and sponsors
• Opportunities to inform and engage the public – information panels, class information, athlete bios, ‘ones-to-watch’, hall of fame, selfie walls etc.
• Competitors equipment branding opportunities with event / sponsor stickers
• Competitor bib branding opportunities (subject to IKA approval regarding competitors numbers and class logos)

Sponsorship

• Host opportunity to bring on Event sponsors
• IKA has Title Partner Rights – if no title partner has been signed before the event (specific timeframe would be confirmed in contract), these rights would be transferred to the Host
• Host has Presenting Partner Rights
• Very special event to sell to potential sponsors – national focus, young athlete engagement, media output, future Olympians

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FORMULA KITE MAJOR EVENTS

REGIONAL, CONTINENTAL AND WORLD CHAMPIONSHIPS

EVENT STAFF

The Organizing Authority is responsible for the appointment of all staff required for the proper execution of the event, however IKA reserves the right to appoint key staff with the highest experience for the conduct of kiteboard racing, and to ensure consistent event delivery throughout the IKA major events.

World Sailing has the sole right to appoint Race Officials and the International Jury for Olympic Class World Championships and all Olympic Qualification events.

Competition Crew and Equipment - all key staff must be english speaking.

Travel (including travel to and from all airports, visa costs), food (good quality and healthy) and accommodation (with free Wi-Fi) of all invited officials shall be the financial responsibility of the Organizing Committee.

The officials appointed by IKA shall be accommodated in a nearby hotel, in single rooms, minimum of a three-star level, which should be within a reasonably close walking distance from the Competition Venue.

If food is not provided, the usual per diem is as follows: Breakfast €10, Lunch €20, Dinner €30

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OTHER REQUIRMENTS

For new venues, the Organizing Authority will be financially responsible for one site visit before the Championships by the IKA Technical Director.

Entry Fees

The entry fees paid by competitors and coaches shall be approved by IKA as part of the contractual negotiations. The current share for the local organizer of the entry fees is usually 150 EUR per competitor in individual competitions and 250 EUR per competitor for teams in the mixed relay format. Bidders can also propose a different entry fee if justified. The entry fees shall include local taxes (where applicable) and will be paid directly to IKA via the IKA event registration system. IKA acts as an agent and collects the entry fees for the event for and on behalf of the Organizing Authority.

Licensing and World Sailing Approval Fees

IKA will add a class share to the entry fees (usually 100 EUR per competitor) which acts as licensing fee in return for approving the event as a major IKA championship. World Sailing approval fees apply as per World Sailing regulations.

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