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Recommendation:
That the September 3, 2003, Office of the City Manager/World Masters Games Local Organization report be received for information.

Report Summary

This is an information report regarding progress on planning for the Edmonton 2005 World Masters Games.

Previous Council/Committee Action

  • At the Dec. 2, 2002, Executive Committee meeting, the Edmonton 2005 World Masters Games Local Organization committed to providing quarterly progress reports to Executive Committee.
  • Progress reports have been presented at the April 23 and July 9, 2003, meetings.

Report

During the third quarter of 2003, the Local Games Organization focused on:

  • Confirming the service providers and resources needed to carry out the plans developed earlier.
  • Beginning implementation.

Background Information Attached

  1. Edmonton 2005 World Masters Games Report #3, Third Quarter 2003
  2. Edmonton 2005 World Masters Games Tentative Venue List

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Attachment 1

Edmonton 2005 World Masters Games Report #3, Third Quarter 2003

1.0 Organization

1.1Steering Committee

Appointments continue to be made to the steering committee.

1.2International Masters Games Association (IMGA) Board

The IMGA Board has confirmed that the Local Organization can proceed with appointing international technical delegates for sports that do not yet have delegates in place.

2.0 Finance and Administration

2.1 Finance

The budget is being refined to better reflect the allocation of dollars to the various activities. Project expenditures to date are $1.6 million. Expenditures include instalment payments of $600,000 U.S. toward the hosting-rights fee as part of our contract with the IMGA.

2.2 Office Accommodation

The Land and Buildings Section of Asset Management and Public Works prepared an RFP for the provision of space for the World Masters Games Office. The RFP, which closed Aug. 15, included a request for sponsorship support as part of the proposal.

2.3 Registration/accreditation/results system

TELUS has begun work on the system and no delays are anticipated.

2.4 Risk Management Plan

Work is underway with the Risk Management section of the Law Branch to ensure that all risks are identified and a risk management plan is in place to deal with them.

3.0 Marketing and Communications

3.1 Promotional initiatives and recruitment

To date we have distributed 64,000 brochures and 27,000 expression of interest cards at 70 events (10 local, 14 provincial, 25 national and 20 international) and at leisure centres in Edmonton. We are expanding our leisure centre promotions throughout Alberta and Western Canada. Over the next six months we plan to attend or provide promotional materials to 40 international events and many local events and league tournaments.

During the week of July 22, the two-years-to-go date was covered in several media reports and an A-Channel Big Breakfast remote broadcast from the Kinsmen Sport Centre. Mayor Bill Smith, Minister Gene Zwozdesky and Steering Committee Chair Jim Taylor all took part.

The Games’ first athlete newsletter was sent by e-mail in early August to 26,000 potential participants. A hard-copy version targeted to an additional 28,000 mailing addresses will follow.

3.2 Sponsorship

Sponsorship information packages including a video are complete.

Some initial sponsorship approaches have been made, and we expect to move the sponsorship program forward in the fall.

3.3 Merchandising

Following discussions with potential local vendors, the best option for reaching or exceeding the revenue target appears to lie with the company Special Events Merchandise.

3.4 Advertising Plan

Palmer Jarvis has been selected to assist with maximizing media sponsorship opportunities and with the execution of our marketing plan.

3.5 Web Site

Because the marketing effort must reach masters athletes around the world, the Web site is a key tool for the Games. Interest has been steady and growing since the site was launched last fall.

So far this year, there has been an average of between 160 and 200 visitors to the site every day. More than 2,800 potential athletes have signed up for the Games mailing list through the Web site. The majority of visitors have been from outside Canada, but as local marketing efforts have stepped up over the summer, the proportion of Canadian visitors has started to slowly increase.

TELUS and Enrolnet have begun work on developing the site to enable expanded content and functions and to provide a flexible contact management system that will allow the local organization to communicate better with athletes and volunteers who have expressed interest in the Games.

In the meantime interim information has been posted on the Web site to answer most of athletes’ most common questions.

4.0 Sports and Venues

4.1 Sports

The Sport and Venue Division has been continuing to assist sport associations to restructure within the framework of the revamped organizational model. Progress was slow while most of the sport associations were at the height of their busy summer programs, but work will proceed more quickly through the fall.

One hundred-fifty applications were submitted for five sport liaison officer positions. The successful candidates began work in late August and early September. Each officer will oversee the detailed planning of five to six sports. They will finalize the technical packages (rules and regulations) and develop event plans and budgets.

4.2 Venues

A venue coordinator has joined the local organization. Work will begin on detailing the services, amenities and operational capacity of all venues. The costs and terms and conditions will be documented and a venue budget is being developed.

A tentative venue list is attached.

An RFP for golf courses and clubs has been issued to select quality, motivated venues for the Games’ golf competition, which will attract about 900 competitors. The Local Organization’s goal is to offer a selection of high quality courses to competitors.

5.0 Operations

An RFP aimed at securing an agent to provide exclusive accommodation, vehicle rental, tour and travel arrangements was issued Aug. 12 and will close Sept. 15.

Attachment 1 - Page 1 of 3

Attachment 2

Edmonton 2005 World Masters Games Tentative Venue List

Venues Reserved for the World Masters Games

Ada Blvd. to Rundle Park / 71 Street & Ada Blv. to 113 Avenue and 29 Street / 10 km Road Race
Archbishop MacDonald Catholic High School / 10810 - 142 Street / Basketball
Archbishop O'Leary Catholic High School / 8760 - 132 Avenue / Basketball
Argyll Fields & Diamonds / For parking purposes / Cycling
Argyll Velodrome / 6850 - 88 Street / Cycling – Track
Austin O'Brien
Bellerose Composite High School, St. Albert / 49 Giroux Road, St. Albert / Basketball (if required)
Bill Hunter Arena / 9200 - 163 Street / Ice Hockey
Callingwood Park Ball Diamonds / 173 Street and 76 Avenue / Baseball
Callingwood Twin Arena / 17740 - 69 Avenue / Ice Hockey
Castle Downs Twin Arena / 11520 - 153 Avenue / Ice Hockey
Centennial Park, Sherwood Park / Sherwood Drive / Softball – Slo-pitch
CFB Edmonton Garrison - Fort Steel Ranges / Lancaster Park, Hwy 28 A / Shooting – Full Bore
Clareview Twin Arena / 3804 - 139 Avenue / Ice Hockey
Clarke Park / 8610 Stadium Road / Athletics – Weight Pentathlon
Commonwealth Lawn Bowling Club / 11420 - 139 Street / Lawn Bowling
Commonwealth Stadium Gym / 11000 Stadium Road / Badminton or Basketball
Ecole Maurice-Lavallee / 8828-95 Street / Basketball
Edmonton Christian School / 13404 - 109 Avenue / Basketball
Edmonton Soccer Association Complex / 15004 - 142 Street / Soccer
Edmonton Soccer Centre – West / 17415 - 106A Avenue / Weightlifting
Elks Ball Diamonds - Leduc / 4401 Rollyview Road / Softball – Slo-pitch
Ellerslie Curling Club / 530 - 71 Street / Shooting – Air Pistol and Air Rifle
Ellerslie Rugby Club / 11004 - Ellerslie Road / Rugby
Gateway Recreation Centre / 100, 3414 Calgary Trail North / 10-Pin Bowling
Goldbar and Goldstick Parks / 50 Street and 109 Avenue and 39 Street and 103 Avenue / 8 km Cross-Country Run and Softball – Fast-pitch
Golf Courses (up to 13) / TBA / Golf
Grandview Tennis Club / 6223 - 124 Street / Tennis
Grant MacEwan Community College - South Campus / 7319-29 Avenue / Basketball
Harry Ainlay Composite High School / 4350 - 111 Street / Badminton
Highlands Lawn Bowling Club / 11333 - 62 Street / Lawn Bowling
Holy Trinity Catholic High School / 7007 - 28 Avenue / Basketball
IAAF Marathon Course (Telus Field to Wm Hawrelak Park) / 10233 - 96 Avenue to 9330 Groat Road / Half marathon
J. Percy Page Composite High School / 2707 Millwoods Road / Basketball
J.H. Picard High School / 7055-99 Street / Basketball
Jasper Place Composite High School / 8950 - 163 Street / Basketball
John Fry Park / 9700 - 28 Avenue / Baseball and Softball – Fast-pitch
Josephburg, Rural Route #215 / RR 215, Josephburg, Alberta / Cycling – Ind. Time Trials (20 km)
Kinsmen Sport Centre / 9100 Walterdale Road / Diving, Swimming, Synchronized Swimming, Table Tennis
Kinsmen Twin Arena / 1979-111 Street / Ice Hockey
Landsdown Tennis Club / 12323 - 51 Avenue / Tennis
Legion Park, St Albert / #215, Sturgeon Road / Baseball
Louis St. Laurent Catholic Junior/Senior High School / 11230 - 43 Avenue / Basketball
M.E. Lazerte Composite High School / 6804 - 144 Avenue / Basketball
MacEwan Centre For Sport & Wellness / 10800 - 104 Avenue / Badminton, Squash
McNally Composite High School / 8440 - 105 Avenue / Basketball
Millennium Place / 2000 Premier Way Sherwood Park / Weightlifting
Millwoods Recreation Centre / 7202 - 28 Avenue / Ice Hockey, Softball – Fast-pitch
Nisku Recreation Centre Ball Diamonds / 606 - 18 Avenue / Softball – Slo-pitch
Northern Alberta Institute of Technology (NAIT) / 11762 - 106 Street / Basketball
Norwesters Rugby Park – Beach Courts / 151 Karl Clark Road / Volleyball – Beach
Paul Kane High School , St. Albert / 12 Cunningham Road, St. Albert / Basketball (if required)
Petrolia Tennis Club/Greenfield Community League / 3803 - 114 Street / Tennis
Fort Assiniboine South / 122 km northwest of Stony Plain / Orienteering
Fort Assiniboine North / 135 km northwest of Stony Plain / Orienteering
Medicine Lake Grazing Reserve / 103 km southwest of Stony Plain / Orienteering
Queen Elizabeth Composite High School / 9425 - 132 Avenue / Basketball
Ralph King Athletic Centre, Concordia University College / 7128 Ada Blvd. / Badminton
Red's Entertainment Complex / West Edmonton Mall / 10-pin Bowling
Riverbend Tennis Club / 14710 - 53 Avenue / Tennis
Rollie Miles Athletic Park / 10503 - 74 Avenue / Athletics – Practice
Ross Sheppard Composite High School / 13546 - 111 Avenue / Basketball
Royal Glenora Club - (3 indoor) Tennis Courts (using 6 temp floors) / 11160 River Valley Road / Badminton, Squash, Tennis
Royal Lawn Bowling Club / 107 Street and 97 Avenue / Lawn Bowling
Rundle Park / 113 Avenue and 29 Street / Canoe Polo
St. Albert Catholic High School, St. Albert / 33 Malmo Drivet / Basketball (if required)
St. Francis Xavier Catholic High School / 9250 - 163 Street / Basketball
St. Joseph Catholic High School / 10830 - 109 Street / Basketball
Strathcona High School / 10450-72 Avenue / Basketball
Strathcona Shooting Range / 175 - 50 Street / Shooting – Clay Target, Pistol and Small Bore
Sylvan Lake / Sylvan Lake, Alberta / Swimming - Open Water
Common Wealth Stadium / Opening Ceremonies (not yet confirmed)
Telford Lake, Leduc / 4907 - 46 Street / Canoeing - Sprint (Flat Water), Rowing
Telus Field / 10233 - 96 Avenue / Baseball
Terwillegar Park / 36 Ave and 156 St. / Mountain Bike, Marathon Canoe
The King's University College / 9145 - 50 Street / Basketball
University of Alberta - E-19 / 114 St & 87 Ave. / Basketball, Indoor Volleyball, Synchronized Swimming, Tennis
University of Alberta - Foote Field / 11601 - 68 Avenue / Track and Field and Race Walk
Victoria Composite High School / 10210 - 108 Avenue / Basketball
Victoria Soccer Club / 14020 - 142 Street / Soccer
Vimy Ridge Academy / 8205 - 90 Avenue / Basketball
W.P. Wagner High School / 6310 Wagner Road / Basketball
West Edmonton Mall Parking Lot (N) or City Centre Airport / 17118 - 90 Avenue or 121 Street - 122 Avenue / Cycling – Criterium
William F. Lede Regional Park, Leduc / 4330 Black Gold Drive / Softball – Slo-pitch
Wm Hawrelak Park - ITU 2001 World Championship Course / 9330 Groat Road / Triathlon
Wm. Hawrelak Park - Road / 9330 Groat Road / Cycling – 10 km Road Race
World Health Centre Club / 10120 - 103 Avenue / Squash

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