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*NEW* Timeline for 2016 Games Bid Process
MISSION
ABOUT THE GAMES
ECONOMIC/COMMUNITY BENEFITS
BOARD OF DIRECTORS
ASSISTANCE FROM THE CAN-AM ORGANIZATION
HOST COMMUNITY REQUIREMENTS
BID PROCEDURES
CAN-AM POLICE-FIRE GAMES EVENTS
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OPTIONAL EVENTS:
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BRACKETING:
AGE DIVISIONS For certain sports/events, 5 year increments have been established.
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Some sports/events may have a Women 35 years & over or a Men
40yrs & Over Division; Unisex Open; or Unisex 35yrs & Over
Division.
Some sports/events may have Light, Medium, and Heavy as weight classes.
The Host may adjust the weight classes depending upon the number
of participants in each division.
GENERAL RULES:
AGE RULES: A competitor may enter only one age division in an event.
- Age is determined as of the first day of competition in the sport entered.
- A competitor may elect to compete in a younger division as long as it is indicated on the original application.
- If indicated on the original application, a senior may compete in the Open Division. A Master may compete in Open or Senior Division.
- A competitor who qualifies as a Senior may compete in a Senior Doubles event and an Open Single event, but may not compete in a Senior and Open Singles event.
DOUBLES/PARTNERS
Competitors may enter only one sport/event classification. Competitors entering sports/events that offer doubles competition may only enter the Open Classification or the Classification of the youngest member of the doubles team. For example: Two competitors, one age 31 and the other 57 want to enter Racquetball Doubles. They may enter the Open Classification or the Senior Classification because of the age of the youngest team member.
TEAM RULE:
- National, State or Provincial law enforcement, fire service or e.m.s. agencies may combine with members of the same agency from throughout the Country, State, or Province to form a team.
- Any Department/Detachment/Service with less than 100 eligible members may team up with another local Department/Detachment/Service of less than 100 eligible members within the same State or Province, as long as there is no emphasis on selecting an "all-star" team. Games' coordinators shall approve all team entries.
- Coaches: Non-playing coaches or managers who are not team members are not eligible to receive Games medals. Non-playing coaches are eligible to receive medals provided they meet the same requirements as all other entrants and register in the same manner, including entry fee.
- A Team must enter the classification of the youngest member
of the team or the Open Classification. For example, a 3-Player
Basketball Team has two members age 47 and one age 35. The team
may enter either the Open Classification or the 35 Years &
Over Classification but not both.
HOST FAQS:
A variety of supporting documentation is available to potential Host organizations by request from the Can-Am Police-Fire Games Federation. Please submit requests to the Federation CEO. Associated information may be found on this webpage.
- Are there set dates for the events, or is that flexible?
The Can-Am Police-Fire Games are held every two years during even
numbered years and may be conducted from June through September
to accommodate vacation schedules and families with school aged
children.
- Is having ice rinks a requirement? Ice Hockey is an optional
event therefore a Host should consider the potential expense verses
the ability to attract competitors. Prior Can-Am Police-Fire Games
in London in 2004 offered Ice Hockey as an event and was very
successful. Saskatoon plans to offer Ice Hockey in 2008 as an
event. Saskatoon is also offering curling. Combining Games events
with other initiatives such as training camps or schools can serve
to enhance the feasibility of reinstalling or retaining ice surfaces
for the Games and reduce the cost to the Host Committee.
- How many hotel rooms are needed for lodging per night?
Approximately 600 room nights per day for the week of the Games.
- Typically, how much money is spent by the host community
on marketing? A marketing spreadsheet is available from the
Can-Am Police-Fire Games Federation that should answer many of
these questions however; it does not necessarily require the amounts
previously spent by past Hosts. Should you contemplate submitting
a Host Bid, consider starting a grass roots campaign to establish
awareness and support for your bid for the Games. Promoting awareness
of the Games to eligible agencies in your city and surrounding
areas and encouraging their participation or perhaps facilitating
sponsorship of competitors to attend upcoming Games will enhance
future marketing efforts to these groups. Past experience has
shown that marketing dollars generate more return investment when
concentrated on the eligible agencies within a day's drive of
the Host city. Through use of a website dedicated to the Games,
a very broad outreach to past and potential competitors can be
made. Electronic, downloadable and printable versions of registration
information packages, schedules, posters, etc. greatly reduce
the cost of printing and mailing paper-based material. Tourism
and accommodation information is readily available and easily
searchable on a website. Requesting links to websites of target
markets such as professional associations, trade magazines and
previous hosts is an effective, low cost way of marketing the
Games.
- Do the event entry fees go to the host community, and if
so, how much is the entry fee for the games/events? The Entry
Fees are negotiable; however, they remain near the US $100 mark.
The Host and the Can-Am Police-Fire Games Federation traditionally
fee share starting at a 50/50 split. The fee-sharing ratio is
also negotiable.
- Does the host city own all rights to sell sponsorship?
Up to a specific time period as agreed to by the Host and the
Can-Am Police-Fire Games Federation, however, the Federation always
reserves the right to approve any sponsorship.
- What are the numbers of participants? Typically between
800 to 1,000 competitors plus spouses and/or families.
- Can you supply me with the budget for the upcoming games?
No, that is proprietary information until after the Games have
been held. Upon request the Board can send out a budget from past
games.
- Do you have specific market research and economic impact
research you can provide me? No more than is listed on the
web site. This information was generated using standard economic
impact formulae.
- How many events do we have to run? There are 33 compulsory
events that form the basis of the Games. Some of these are multi-part
events, such as Track and Field, and Swimming. Hosts are encouraged
to offer as many optional events as they believe can be run successfully
and offer new events that are unique or popular in their area.
New events require approval of the Games Federation. For example,
in 2008, Orienteering, Adventure Racing and Texas Hold ’Em
are being offered for the first time. Please refer to the CAN-AM
POLICE-FIRE GAMES EVENTS section above for a list of compulsory
and optional events.
- Can we sell naming rights for the event? These are limited
and negotiable.
- Is there a recommended price range for hotels? As competitors
will be traveling singly, in teams and with families from varying
distances and staying for different time periods, a variety of
accommodation types and price points will be required. This will
include everything from camping and trailer park facilities to
deluxe accommodations at downtown hotels. As part of the bid process
the Host must select a Host Hotel, usually selected based upon
cost to competitors and the availability of other amenities used
by the Host. Much of the action surrounding the Games is located
at this facility such as competitor registration; sports results;
and social events; therefore many competitors choose to stay in
or near this locale. Reasonably priced accommodation for families
can be found at community colleges or universities who are looking
to fill off-season student accommodation facilities.
- Do we manage each individual event, such as archery, or do
you supply management for those events? It is the responsibility
of the host to run each sport or event. Due to the multi-sport
nature of the Games, (Saskatoon has 66 on their schedule currently),
a suitably sized and staffed organizational group is needed to
ensure that all aspects of the Games are identified and provided
for. (Prior Organizational Structures are available upon request)
No single operation format is better than any other. It is the
responsibility of the Host to organize their games in the most
effective and efficient manner as possible. Each event will have
individual requirements for venue selection, officiating, medical/safety
needs, communications (some of the venues can be at a distance
from the host hotel), environmental factors (high winds, heat,
humidity) requiring shelter, potable water, ice and possibly portable
washroom facilities.
Some suggestions include: Select venues that can provide officials and equipment on site, as many can, due to the nature of their business. Many businesses run tournaments on a regular basis as part of their operation so this does not impact greatly on emergency services for either supervisory or volunteer requirements. Partnering with local clubs for shooting, archery, cycling etc. is another great way to acquire expertise, manpower and equipment without undue impact on service delivery. Encouraging participation from emergency services agencies from the surrounding area will add buy-in from that community and reduce the impact on service delivery for the local emergency services. There are quite a few agencies eligible to compete in our games and each could be tapped for volunteers at any point in the organizational structure of the Games committees.
Volunteers are the backbone of successful Games. Opening opportunities to the community to volunteer will provide you with a great number of people willing and able to assist in hosting the Games.
It is very important to obtain the commitment from your Police and Fire Chiefs prior to commencing with a bid to host the Games as these are the two emergency services most impacted by hosting the Games. The rewards of hosting the Games far exceed the effort through community involvement and awareness/appreciation of emergency service providers; the economic impact and tourism opportunities for your community and the surrounding area; and especially through the development and strengthening of inter-agency bonds as an outcome of planning, organizing and presenting the Games. The Federation Board can provide assistance to a Bid City by speaking directly to the Police and Fire Chiefs to provide practical and realistic information as to the impact on their organization.
- How much do the medals cost and how many are awarded? Currently,
the medals are under US $5 each and are purchased from the Can-Am
Police-Fire Games Federation. Surplus medals can be returned.
A Host may also use medals in presentation sets to individuals
for their efforts in making the Games such a success.
- Are the entry fees split 50/50 after some expenses taken?
The split is negotiated between the Host and the Can-Am Police-Fire
Games Federation well before any expenses are incurred.
- What other cost might we incur? Previous Games' budgets
are available for a clear picture of "other" expenses.
There are several areas where expenditures may occur. The choice
to offer certain additional features and scale of each depends
upon the host. The first area is the "Showcase Events"
that are designed to highlight the flavor and amenities of the
Host City and surrounding area. These might include: Closing Ceremonies;
Banquet; Casino Nights; Beach Parties, for example and may be
offered with the option of cost recovery and/or profit making
via gate sales, concessions, souvenirs, etc. Opening Ceremonies
are a traditional part of the Games and provide a great way to
include members of the public in the uniqueness of our Games as
well as expose all of your guests to the history, spirit and local
talents your city enjoys. Utilizing a "main attraction"
can be an effective way of getting a sellout crowd for the Opening
Ceremonies. Canadian Hosts have had great success providing, the
RCMP Musical Ride. They are a perennial family favorite and generations
of family members have enjoyed their rides. The members of the
ride are more than generous in talking to the audience and having
photos taken with them after the ceremonies are over. This is
an excellent platform for local dignitaries, special guests and
the Host Committee to welcome the audience members and competitors
to the city and the Games. It is also an appropriate venue for
recognizing Sponsors, donors and volunteers for their contributions
in presenting the Games.
The focus of a Host budget should be directed towards running each of the events. Of these, venue site rental is one of the primary costs associated with hosting the Games. Officials (certified or otherwise); equipment acquisition (fabrication, purchase or rental); specialized timing devices; communications devices; provision of medical services or equipment; potable water and ice are items or services that many events have in common.
The next area where expenditures are expected is for ancillary and support functions. It is recommended that full-time staff be dedicated to operating a Games office. From the time the registration package is available online and in print, competitor queries will escalate dramatically and much of the requested information is time sensitive requiring a timely response. Games office personnel can also play a major role in executing the marketing plan. Personnel for data entry, transportation services, accounting, special events, and equipment acquisition and storage are examples of these types of requirements. The use of volunteers and the ability of city departments to absorb some if not all of the costs may significantly reduce the financial impact of providing these services. A volunteer recognition event of some type should be a consideration for inclusion in the overall Games budget. Thousands of hours of service are donated by your community and should be recognized. A barbeque or outdoor party is a good way of accomplishing this. The tribute need not be elaborate or expensive but will be greatly appreciated by all of your volunteers.
For each challenge presented by hosting the Games there are strategies which may be employed to reduce or eliminate them. Many opportunities exist to create partnerships within City departments, agencies and throughout your local community. The Can-Am Police-Fire Games Federation, through a wealth of experience in presenting the Games, can provide guidance in seeking out these partnering opportunities.
- What does the bid fee go towards? The Host bid fee allows
the Federation to assist other Hosts, seek bids, and have operating
funds for the years between Games.
- Are there spectator fees? Spectator fees are not permitted
for attendance at any Can-Am Police-Fire Games sport or event
competition. Admission fees may be applicable at specific venues
as a normal part of the venue's business operation, for example
parks or sports complexes. It may be possible to negotiate to
have admission fees waived or discounted for these events. Special
Events such as Opening Ceremonies may have a spectator fee which
is at the discretion of the Host. All proceeds from Special Events
spectator fees and/or revenue are the sole property of the Host.
- Are participants tax exempt from hotel taxes? No.
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