B. C. Secondary School Girls Basketball Association
APPLICATION TO HOST A
PROVINCIAL CHAMPIONSHIP
TOURNAMENT
Updated September, 2013
Any group which proposes to host a BCSSGBA provincial girls basketball
championship tournament must complete and submit to the BCSSGBA executive
an application package that addresses the following requirements.
Proposals for hosting a Provincial Championship Tournament for the following
season or later must be made to the BCSSGBA President by September 15.
FACILITIES & PLANNED EVENTS
Facilities:
Locations: Bids must include a map of the local area showing the locations of
gyms, host hotels and the tournament banquet location. Facilities to be used should
be in relatively close proximity.
Also include the location of any other relevant facilities such as hospital / first aid.
Gyms: The quality of gyms available is important to ensure a first -lass event.
Please provide a detailed description of the gyms to be used, including the gym
name, location, how many courts are available at each proposed host site and the
dimensions of each court. Courts must have the proper lines and be regulation size
for hosting FIBA games.
Gym floors must be in good condition having recently been serviced.
Gym floors should also be cleaned regularly during the event.
Must have a minimum of $5 million in liability insurance for the facility.
Seating in the facility should ideally be able to accommodate an expected crowd of
800 while ideally seating up to 1,500 or more for the championship semifinal and
final games
Hotels: Please provide a list of host hotels with their proposed tournament rates,
other hotels in the area and the number of rooms available to ensure there is
suitable accommodation for all teams, officials, tournament guests and potential fans
from visiting teams.
Banquet: A tournament banquet is an important component to this event and it is
held during the evening prior to the start of the competition. Please provide an
overview of the banquet facility and assurance it can accommodate a group of
approximately 300 people (16 teams plus officials, guests, hosts, sponsors)
The banquet location should be convenient for teams staying in the host hotels.
Community:
Community Support: Please provide a letter from the city supporting this host bid.
If the bid is coming from a specific school, college or university, please also provide
a letter from the school principal/president and athletic director supporting hosting
this event for the length of term included in the presented bid.
Media / Promotion: Describe the host plans for news media coverage and other
types of community promotion to encourage attendance and local involvement in the
tournament. Please provide a list of local media you expect would cover the event.
While the BCSSGBA maintains an association website, any host must prepare and
operate a tournament website which must be operational at least four weeks prior to
the start of the B. C. tournament which will include game scores, game stats or
space for webcasting to ensure maximum promotion of this event in the community
and provincially.
Merchandise: The host is responsible for completing any necessary licensing
applications and procedures for the tournament. Please include an outline of your
merchandise proposal showing what souvenirs will be sold and who will produce
them. Provide samples of graphics and designs along with their estimated selling
prices as these things MUST be approved in advance by the BCSSGBA Executive
and their related sponsors as required in association sponsorship contracts.
(e.g.; Screened t-shirts, design #2 @ $20 - both produced by "Joe Local Sportswear
of Mytown, Province)
Tournament Events:
Schedule: This bid must include a draft tournament schedule which includes game
times and the times for all related tournament events.
Opening Events: Provide plans for a tournament opening ceremony, if one is to be
held, and coaches meeting / reception to be held on the opening day. Note:
Registration of teams, coaches meeting and referees meetings are mandatory prior
to the tournament.
Tournament Events: Are there plans for a suitable social event to be available to
all players, coaches and referees? If yes, please provide the time, the day, the
location and the plan for its execution.
Are there any plans for a skills competitions to be held during the tournament such
as a three-point shooting contest? If yes, please provide the time, the location and
the plan for its execution.
Association Annual General Meeting: The host bid must include details for
hosting the association’s annual general meeting onsite, including a time Friday
afternoon / evening or Saturday morning. The host is encouraged to provide details
for the site of the association’s coaches dinner on the Friday evening during the AAA
tournament with an association sponsor providing the food.
Closing Events: Describe plans for closing awards ceremony, including timing,
location and format. The host must ensure the awards presentation is done as
professionally as possible and include association sponsors, BCSSGBA members
and tournament committee members and volunteers. Please ensure appropriate
people are thanked and congratulated as this event is the final celebration of our
sport’s season.
Photography: A designated photographer with good quality digital 300DPI will be
available to provide the following within the budget of the tournament:
 Groups Photos: Referee’s, hosting committees and award winner with all photos
to include identifying names.
 All teams must be photographed all teams will receive a complimentary picture
plaque with their final placing listed.
 1st & 2nd & 3rd place teams must be photographed after awards and all major
award winners.
 A selection of action shots from the games, social events and hospitality
functions need to be provided to the BCSSGBA for archive / promotional
purposes at no cost to the BCSSGBA
 All other photo sales profits go to the hosting committee and the photographer.
Awards: A tournament awards committee must be in place. The tournament
committee receive input each game from the coaches. The following awards MUST
be presented: 10 Tournament All-stars, 5 Honourable Mention All-stars, 1 Best
Defensive Player, 1 Most Valuable Player Award. There should also be 64 awards
for Player of the Game which could be a t-shirt, water bottle, etc… Please provide an
overview of your plan for these awards and their selection.
Website: A tournament website should be public at least four weeks prior to the
event and provide potential qualifying teams with information for their planning. The
tournament website must include teams, schedules, results, stats. Results must be
updated quickly to provide a valuable resource for people unable to attend the event.
Referees: The tournament host is responsible for following the terms of the contract
negotiated between the BCSSGBA and the BCBOA. The referees will be paid in full
prior to the start of the tournament and the payment is the responsibility of the
tournament host along with the required hotel rooms for out-of-town referees.
Program: The tournament host is responsible for providing a professionally printed
program which includes the tournament history and a photo with the complete roster
for each of the participating teams while also ensuring the association sponsors are
recognized with advertising space in the tournament program.
Any printed materials with logos must be pre-approved by BCSSGBA.
GAME REQUIREMENTS:
The tournament host must provide an adult Game Director for each game. This Game
Director must keep their own backup scoresheet. Maintaining a running score and fouls
is the most important job of the Game Director. Each game should have official and
unofficial score sheets so any errors can be corrected.
Each game must have a minimum of four scorekeepers: scoresheet, game clock, 24second clock and a spotter.
Water must available at each bench with towels in case of spills
Games, practices and warm-ups must use only official Baden balls. Ball sponsr Baden
will provide some game balls to the tournament host each year.
Available Change rooms for each team prior to games, at half time and following
games.
Game Announcers for each game with more experienced game announcers for key
games. (Semifinals, bronze medal game and championship final)
Appropriate warmup music before each game is provided by the tournament host.
Coaches Room with complimentary water, coffee, snacks and meals for the coaches,
tournament officials and association representatives is available onsite for the duration
of the tournament.
Referees room is supplied with water.
Trainer available at all gyms for each game along with a first-aid station in a visible
location at each gym.
Each game will have game stats produced on the internet and available for all coaches
following games. Getting the results online quickly following games is important for the
province-wide nature of the event.
FINANCIAL DETAILS:
The application must specify the length of term the host committee proposes to host the
provincial championship tournament.
Any term longer than one year allows the BCSSGBA to cancel the remaining
tournament hosting contract term with cause within 30 days of receiving the event’s
financial statement.
The finances of the Provincial Tournament will be administered in the following manner:
a) a grant from the Association will be paid to the tournament organizing committee to
establish an operating budget in the general tournament account; this grant may
be a traditional grant from the association or an amount provided through any
association sponsorship targeted for the provincial championship event
b) all gate receipts are paid in to the general tournament account;
c) all souvenir and concession sales are paid in to the tournament account;
d) all entry fees are paid in to the tournament account;
e) payment of all bills incurred by the tournament are to be paid from the tournament
account;
f) a full accounting of all tournament finances are due to the Secretary-Treasurer by
May 31;
g) after the first $5,000 of profits created through the tournament, all further profits will
be split 50/50 between the tournament host and the BCSSGBA; all profits after
this initial amount will be deposited in the general tournament account
h) the tournament host assumes all responsibility for the tournament finances and any
losses incurred as a result of hosting the tournament
ASSOCIATION SPONSORSHIP PROTECTION:
Tournament must be referred to ONLY as official sponsor event title (e.g. 2014 TELUS
AAA Provincial Girls Basketball Championship).
Tournaments must sell only BCSSGBA -sponsors products. Hosting committee and
volunteers must not wear nor promote anything other than BCSSGBA sponsor
products.
BCSSGBA major sponsor is entitled to 50% of all eligible signage space and gets first
choice of signage locations in all tournament event locations or whatever terms
have been determined in sponsorship contracts.
No other sponsor is to have more than 25% of all eligible signage space.
BCSSGBA official sponsors get preferential advertising in any program and/or printed
material. A set number of pages in the program must be available for major
sponsor advertisements at no charge.
No products in conflict with those recognized by BCSSGBA as “official sponsor’s
products” may be promoted, advertised or displayed at any tournament location
during the tournament. (ie. Baden is the official ball – etc.)
All printed materials must use the official sponsor event title logo(s) and BCSSGBA logo
which the BCSSGBA will provide.
All souvenirs that will use official sponsor event title must be pre-approved by
BCSSGBA and the related sponsor while also following any and all licensing
procedures where required.
POST TOURNAMENT REQUIREMENTS:
BCSSGBA to be provided with financial report by May 31 of the year of the tournament.
Send all photos and the tournament summary to the BCSSGBA executive within 10
days of the conclusion of the tournament.
The tournament host will make a available a representative(s) to meet each year with
the BCSSGBA executive by conference call to discuss the tournament hosting
results and what can be done to improve the event for the next year.
PERFORMANCE BOND:
Upon being awarded a BCSSGBA provincial championship hosting position, the
tournament committee must remit a $500 performance bond to the BCSSGBA. This
bond will be refunded to the tournament committee upon completion of tournament
hosting contract if all above item requirements were adhered to throughout the
tournament each year of the agreement. BCSSGBA reserves the right to revise
tournament requirements upon approval of the BCSSGBA Board of Directors.
ALONG WITH YOUR HOSTING APPLICATION PACKAGE, PLEASE ALSO PROVIDE
A BRIEF SUMMARYOF THE FOLLOWING QUESTIONS.
Name of hosting organization/group represented:
Number of people involved on hosting committee:
Names of some of the group committee members:
Tournament Chairperson:
Address:
Phone: (
)
Fax: (
)
EMAIL: _______________________________
Give a brief history of your group's involvement in basketball and outline what other
sport hosting functions you have been involved with and include any references from
those past events.
Please submit your completed hosting application and all related information to:
Brett Westcott, President
B. C. Secondary School Girls Basketball Association
c/o #441-40 Gorge Road West
Victoria, B. C.,
V9A-1L8
E: [email protected]
For further information related to this bid package and the B. C. girls basketball
championship tournament, please feel free to contact Brett Westcott (H: 250-388-9807,
E: [email protected]) at your earliest convenience.