De Gonzer 5
1693 HX WERVERSHOOF
The Netherlands
[email protected]
VINTAGE YACHTING GAMES
R
E Q U E S T
F O R
P
R O P O S A L
www.vintageyachtinggames.org
Chamber of Commerce for Noord-Holland: 37129138
Banking ING, Account: 2954076, IBAN: NL96INGB0002954076, BIC: INGBNL2A
2016
TABLE
OF CONTENTS
BACKGROUND ............................................................................... 2
INTRODUCTION ............................................................................................................................ 2
Setting .................................................................................................................. 2
Objective .............................................................................................................. 2
Scope ................................................................................................................... 2
Venue ................................................................................................................... 2
Prizes ................................................................................................................... 2
VINTAGE YACHTING GAMES 2016............................................................................................... 2
SCOPE OF THE VINTAGE YACHTING GAMES 2016 ............................. 2
TERMS AND DEFINITIONS ............................................................................................................. 2
SCOPE .......................................................................................................................................... 2
The Host club ...................................................................................................... 2
The participating classes ................................................................................... 2
The Vintage Yachting Games Organization ...................................................... 2
PRE-SUBMITTAL TELECONFERENCE ................................................ 2
ORGANIZATION ............................................................................................................................ 2
PROPOSALS .................................................................................. 2
CONTRACT ................................................................................................................................... 2
SUBMISSION ................................................................................................................................. 2
OPENNESS OF COMMUNICATION .................................................................................................. 2
MILESTONES ................................................................................................................................ 2
PROPOSAL REQUIREMENTS ............................................................. 2
ELIGIBILITY ................................................................................................................................. 2
PROPOSAL .................................................................................................................................... 2
APPLICATION FORM ..................................................................................................................... 2
AWARDING THE VINTAGE YACHTING GAMES 2016 ........................... 2
AWARDING PROCESS .................................................................................................................... 2
VOTING PROCEDURE .................................................................................................................... 2
— 2 of 15 —
APPENDIXES ................................................................................. 3
LIST OF APPENDIXES .................................................................................................................... 3
— 3 of 15 —
BACKGROUND
INTRODUCTION
SETTING
In 2006 five International Class Organizations of former Olympic classes took the initiative
to organize every four years a combined event with limited entry. The Vintage Yachting
Games! Meanwhile 3 other former Olympic classes have joined the movement and one
other is on the brink of joining to participate in the 2012 Vintage Yachting Games.
(Former) Olympic classes have something special in common. Together they share a huge
part of the International Sailing History, a part that is based upon active sailing on a very
high level of competition. Many of these classes still breathe that spirit. Also the (former)
Olympic classes have a special place in the history of yacht design. They still look
spectacular as well as elegant. Whether this is the Europe, Firefly, 49er, O-Jolle, FD, Star,
Golondrina (Swallow), Soling, Dragon, 5.5-Metre, 30m2 Skerry Cruiser Class or 12-Metre.
For this reason the Vintage Yachting Games Organization Foundation is founded.
OBJECTIVE
The objects of the foundation are:
fl To sail every four years a High Performance Regatta in former Olympic Classes with
a limited number of competitors named the “Vintage Yachting Games”.
fl To expand the popularity of the former Olympic classes to as many as possible
countries.
fl To keep the combined history of the former Olympic Classes alive.
fl To offer an “after-life” for former Olympic candidates and their yachts
“The Olympic Games cannot be compared to any other Sailing event”
Let’s make the Vintage Yachting Games special too!
SCOPE
fl
At the 1st edition (Medemblik 2008) the following classes were represented: Europe
(male, female), O-Jolle, Flying Dutchman, Soling and Dragon classes.
— 4 of 15 —
fl
fl
In 2012, at Lake Como, Italy, above classes will be joined by the Yngling, Tempest,
5.5 Metre and possibly the 12’ Dinghy.
For the 2016 event, probably other former Olympic Classes will join, like the 122
Metre Sharpie, the 6-Metre classes and in addition, possibly the classes that will
discontinue their Olympic career after the 2012 Olympics.
VENUE
The Vintage Yachting Games must be held in open and fair conditions. The races will be
sailed over a period of 7 days. Before the races, all yachts shall be (partly) measured.
The aim of the Vintage Yachting Games is to have approximately 20 yachts per class at the
starting line, this from as many countries as possible. In the approach to the 2016 Vintage
Yachting Games the exact number of entries per country/class shall be set by the
foundation.
PRIZES
The first three yachts of each event of the Vintage Yachting Games will win, besides a
tangible prize, the right to carry a Vintage Yachting Games Logo in her Sail in Gold, Silver
or Bronze and a perpetual trophy that symbolized the Olympic past and the Vintage future
of the participating classes.
Besides the individual prizes, there will be a prize for the best performing country and a
perpetual trophy per event. This perpetual trophy has gracefully been donated by art
designer Menno Meyer.
VINTAGE YACHTING GAMES 2016
The Vintage Yachting Games Organization seeks proposals from qualified candidate host
clubs interested in organizing the Vintage Yachting Games 2016.
— 5 of 15 —
SCOPE OF THE VINTAGE YACHTING GAMES 2016
TERMS
AND DEFINITIONS
fl Vintage Yachting Games Organization (VYGO): International foundation
supervised by the participating former Olympic classes in the Vintage Yachting
Games. The full name of the foundation is:
Stichting Vintage Yachting Games Organization: The foundation is seated in
Wervershoof, the Netherlands. The English language is the official language of the
foundation
fl International Class Organization (ICO): International organization, which
represents one of the Former Olympic Classes.
fl National Class Organization (NCO): National organization, recognized by an ICO,
which represent one of the Former Olympic Classes in a specific country.
fl International Sailing Federation (ISAF): World Governing Body for the Sport of
Sailing.
fl National Authority (NA): Governing Body for the Sport of Sailing in a specific
country.
SCOPE
THE HOST
CLUB
The host club 2016 has to organize the Vintage Yachting Games in the year 2016 in close
cooperation with the Vintage Yachting Games Organization.
The task of the Host Club includes but is not limited to the following:
fl Assign a project manager for the event
fl Set up a project team for the organization of the:
fl Operation during the event (water activities)
fl Ceremonies
fl Sponsoring and Communications
fl
fl
fl
fl
fl
fl
fl
Organization conform the VYG rules (attachment B) of the races for the participating
Former Olympic classes. These VYG rules might be subject of change after the 2012
event. The NOR for the 2008 edition as well as the 2008 SI shall be used as a
template.
Organizing the ceremonies (opening, Prize giving and closing) using the 2008
ceremonies as a guide for the 2016 edition. The Vintage Yachting Games
Organization will guard the format of the ceremonies. Therefore the design of the
ceremonies must be agreed in advance by the board of the Vintage Yachting Games
Organization. We stimulate the addition of local cultural aspects into the ceremonial
part of the event
Organizing the sponsoring and the communication of the event
Supplying the competitors with information on travel, lodging, shipping,
measurement, weather conditions and so on
Evaluating and reporting the 2016 event
Mayor decisions on the Vintage Yachting Games Organization 2016 must be
discussed with, and permitted by the board of the VYG
Financing the event
THE
PARTICIPATING CLASSES
The host club 2016 must anticipate on participation of:
fl The current Vintage Yachting Classes
— 6 of 15 —
EUROPE ( )
EUROPE ( )
12’ DINGHY
O-JOLLE
FD
YNGLING
TEMPEST
SOLING
DRAGON
5.5 METRE
fl
122 METER
fl
SHARPIE
Potential joining Vintage Yachting Classes
TORNADO
STAR
6 METRE
8 METRE
Or other former Olympic classes and classes that might be discontinuing their Olympic career
THE VINTAGE YACHTING GAMES ORGANIZATION
fl
fl
fl
fl
fl
The Vintage Yachting Games Organization is the owner of the Vintage Yachting
Games® including name and logo
The Vintage Yachting Games Organization will guide, support and control the host
club 2016 in the organization of the Vintage Yachting Games 2016
All rights of the event lie within the Vintage Yachting Games Organization
The perpetual prizes as well as the availability of the colored logo prizes is the
responsibility of the Vintage Yachting Games Organization
The Vintage Yachting Games Organization will not accept any liability (including
financially, Injuries, damage and 3rd party liability)
— 7 of 15 —
PRE-SUBMITTAL TELECONFERENCE
ORGANIZATION
The pre-submittal teleconference will be organized as follows:
fl A pre-submittal teleconference shall be held on or before 01-AUG-2011
fl Candidate host clubs shall be invited to join this pre-submittal teleconference
fl During this pre-submittal teleconference each candidate host club in turn will get a
maximum of 15 minutes question and answer time, while the other candidate host
clubs can only listen in. Finally another 15 minutes Q&A session for all candidate host
clubs together
fl A written summary (e-mail) of the pre-submittal teleconference shall contain the
official responses. Any oral response given at the pre-submittal teleconference that is
not confirmed in the written summary (e-mail) of the pre-submittal teleconference will
not bind the Vintage Yachting Games Organization
fl Only written (e-mail) responses shall be official and all other forms of communication
with any officer of the Vintage Yachting Games Organization will not bind the
Vintage Yachting Games Organization
— 8 of 15 —
PROPOSALS
CONTRACT
The outcome of this process is the awarding the contract of organizing the Vintage
Yachting Games 2016 to one of the respondent candidate host clubs. The Vintage Yachting
Games Organization reserves the right of withdrawing this request for proposal at any time
but before 1-SEP-2011.
SUBMISSION
The complete proposal, including the application form, must be completed by the
respondent candidate host club and submitted to: [email protected] before
31-DEC-2011 17:00h.
OPENNESS
OF COMMUNICATION
The openness of communication is organized as follows:
fl Response regarding this RFP will only be given on written questions (e-mail) with the
exception of the oral questions during the pre-submittal teleconference
fl Written response given by the Vintage Yachting Games Organization will in all cases
be send to all candidate host clubs, as well as to supervisory board, by e-mail. This
response shall be accompanied by the question that triggered the response
fl Only written (e-mail) responses shall be official and all other forms of communication
with any officer of the Vintage Yachting Games Organization will not bind the
Vintage Yachting Games Organization
fl The Vintage Yachting Games Organization shall respond to written questions within
72 hours after receiving the email
fl The Vintage Yachting Games Organization may decide not to answer the question. In
this case all candidate host clubs and the supervisory board shall be informed on the
question and the decision
fl Written questions shall be send to [email protected]
MILESTONES
Following is a list of projected dates/times with respect to this RFP:
Milestone
Deadline
RFP Issue date
31-DEC-2010
Pre-Submittal Conference
1-AUG-2011
Final Questions Accepted
15-AUG-2011
Proposals Due
31-DEC-2011 17:00h
Voting
1-MAR-2012
Awarding
1-APR-2012
Formal public announcement
During Vintage Yachting Games 2012
— 9 of 15 —
PROPOSAL REQUIREMENTS
ELIGIBILITY
Proposals for this RFP will be accepted from yacht clubs (or a combination of yacht clubs)
from ISAF member nations.
PROPOSAL
The responding candidate host club shall put together a proposal based on the application
form below. The proposal must also include:
fl Management summary
fl Map of the venue
fl Completed application form (below)
fl Promotional information and photographs of the venue
fl Proposed budget
fl Any other information you feel would be useful to your application
APPLICATION
FORM
PLEASE USE A WORD PROCESSOR!
Subject
Question
Answer
Hostclub
Please state the complete name of the host club and the
fl
contact details including visiting address, location yacht
club, and banking details. If the respondent is a joint venture
of more than one yacht club, please state the above
information for all participating yacht clubs.
…
Why
Why are you interested in organizing the Vintage Yachting
Games
fl
…
Why is 2016 important for you
fl
…
fl
fl
fl
fl
fl
fl
fl
…
Proposed dates
Please give your proposed dates VYG 2016 for:
fl
fl
fl
fl
fl
fl
fl
Registration
Measurement
Opening ceremony
First day of racing
Last day of racing
Prize giving
Closing ceremony
— 10 of 15 —
…
…
…
…
…
…
Subject
Venue
Question
fl
fl
fl
fl
fl
fl
fl
Facilities
Answer
fl
…
fl
…
fl
…
fl
fl
fl
…
fl
…
Sufficient hoisting capacity. A minimum of four hoist fl
is required
fl
…
State venue (club) where you wish to host the
Vintage Yachting Games 2016:
Which major regattas have been held at this venue
recently?
What is the distance to nearest international airport?
Distance from nearest port?
Distance of course areas to the harbors?
Please attach a page to this application form giving
details on the nature of the waters in the race area.
This should include the following information:
whether the water is tidal or fresh; velocity and
direction of expected currents; tidal range in meters
between high and low tide; likely swell or other local
wave conditions; depth of water and obstructions in
the area; dangerous fish, snakes or other creatures;
current pollution levels.
Please attach a page to this application form giving
details on the wind and climate. This should include
the following information: average wind conditions
in the course areas for the relevant time of year with
average daily wind velocities; average wind direction
and typical direction changes; information on air
temperature; water temperature and humidity.
…
…
Please ascertain that the host club has suitable shore and
water facilities at the proposed location of the Vintage
Yachting Games, including:
fl
fl
fl
fl
fl
fl
fl
fl
Slipway(s)
Dry storage, rigging, measuring and parking areas for
cars and trailers
fl
Adjacent parking, docking or mooring
Clubhouse and attendant facilities
Sufficient and suitable boats to perform all race
functions including committee boats, mark boats,
patrol, towing and spectator boats
Sufficient open water to lay sufficient two mile
circles within which the regattas shall be conducted
no point on which is closer than one mile to any
substantial body of land
…
…
fl
fl
fl
…
fl
…
fl
…
…
…
At least one free high-speed internet connection
available for the organization and one for the sailors
— 11 of 15 —
Subject
Approval of the
National Class
associations
Accomodation
Personnel
Question
Please give details of your proposals for competitors'
accommodation
fl
fl
fl
Project manager
Principal race officer
Other key personnel
12’ Dinghy: YES/NO
O-Jolle: YES/NO
Flying Dutchman: YES/NO
Yngling: YES/NO
Tempest: YES/NO
Soling: YES/NO
Dragon: YES/NO
5.5 Metre: YES/NO
Hotel …
B&B …
Holiday bungalow/apartments …
Campsites …
…
…
…
Have you read, understood and agree to comply with all
requirements of the:
VYG Rules
Vintage Yachting Games Charter
Vintage Yachting Games standard NOR
Do you agree that the racing will take place in accordance
with the ISAF Racing Rules
And that No national prescriptions will apply!
Sponsorship and
funding
fl
fl
fl
fl
fl
fl
fl
fl
fl
Europe: YES/NO
Please give the name/contact details and the experience of
the following officers:
fl
fl
fl
Rules
Answer
Ascertain that the host club has the written approval of,
fl
when available, the national class organizations (Europe, O- fl
Jolle, Flying Dutchman, Soling and Dragon) of its country
fl
to apply for the Vintage Yachting Games, and to hold it at
fl
the intended location
Do you have government or other national funding for the
Vintage Yachting games 2012?
fl
fl
fl
fl
fl
fl
YES/NO
YES/NO
YES/NO
YES/NO
YES/NO
…
fl
fl
fl
…
Can you arrange any discounted airfares or shipping to the
venue? Please detail?
fl
…
Knowing that the maximum fee per sailor/coach is €250.
What will be the range in with the final entry fee will lie?
fl
…
fl
…
Do you have a sponsor(s) for the Championship?
If so, please give details:
If you have answered "no" to the two questions above, how
do you propose to raise sufficient funds to host the
Championship?
…
…
Please attach a draft budget for the Championship.
— 12 of 15 —
Subject
General
Question
Answer
Are you willing to organize the Championship in full
fl
cooperation and openness with the Vintage Yachting Games
Organization?
…
What benefits do you see in hosting this Championship?
fl
…
Has your National Authority given you its support for this
application?
fl
…
Will you, when awarded the Vintage Yachting Games 2016,
organize and fund a party on for the sailors of the Vintage fl
Yachting Games 2012 during the 2012 edition in Italy?
…
If the Vintage Yachting Games decides to award the
Championship to another country on this occasion, please
indicate if you would be interested in hosting the Vintage
Yachting Games in 2020:
fl
…
fl
…
fl
…
Will your organization sign the Vintage Yachting Games
Charter?
Other comments:
— 13 of 15 —
AWARDING THE VINTAGE YACHTING GAMES 2016
AWARDING
fl
fl
fl
fl
VOTING
PROCESS
The Vintage Yachting Games Organization will award the contract of organizing the
Vintage Yachting Games 2016 to only one host club
The contract will be awarded to the host club who will win the voting process
The awarding of the contract will take place on or before 1-APR-2012. All responding
host clubs will be informed one this date or earlier as possible
The formal public announcement of the next venue will take place during the Vintage
Yachting Games 2012
PROCEDURE
The voting procedure will be conducted as follows:
A candidate class is a former Olympic class that:
fl Does not participate in 2012
fl Is sailed actively in at least 5 countries
fl Has one single set of class rules
fl Has the intention to participate in the Vintage Yachting Games of 2016
— 14 of 15 —
APPENDIXES
LIST
1.
2.
3.
4.
5.
OF APPENDIXES
Constitution of the Vintage Yachting Games Organization
Vintage Yachting Games Charter
Vintage Yachting Games Rules
Notice of Race Vintage Yachting Games 2008
Sailing Instructions Vintage Yachting Games 2008
— 15 of 15 —