WDSF DanceSport Championship Bidding Procedure Documentation

(version 1.4)

WDSF DanceSport Championship Bidding Procedure Documentation

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Table of Contentspage(s)
  1. General information3 - 8
  2. Introduction3 - 4
  3. Basic considerations4 - 5
  4. Choice of venue5
  5. Event Organisation5 - 6
  6. Media 6
  7. Commercial rights7
  8. Procedure for selection and deadline for submission of

Application7 - 8

  1. WDSF Organiser Contract for the Championship Bidding Process9 – 15
  2. Host Broadcasting Agreement16 – 21
  3. Schedule I: Description of Minimum Host Broadcaster 22

Facilities

3.2.Schedule II: WDSF Lighting Specifications23 - 27

  1. WDSF Check List regarding TV production28 – 30
  2. WDSF DanceSport Championship Protocol(Version 1.2)31 - 36
  3. WDSF DanceSport Championship Bidding Application Form37 - 49
WDSFDanceSport Championship Bidding Procedure Documentation

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Dear President,

Ladies and Gentlemen,

  1. Introduction

The image of a sport and its reputation for both athletes and the public are best represented by the quality of the organisation of its major events. Consequently, each Member Body seeking to stage the WDSF DanceSport Championships which make up the WDSF television package (WDSFWorld DanceSport Championship in Standard, Latin and Ten Dance and WDSFEuropean DanceSport Championshipin Standard and Latin) must be aware and fully informed of the demands and expectations made on it by the WDSF at the time of bidding.

The procedures contained in these documents have been drawn up to assist any potential organiser prepare its bid and understand its obligations towards the International Federation.

The intention of the WDSF is to provide a consistency in the way its Championships are organised and presented, and by so doing eliminate unnecessary costs that are often incurred by the organisers. Furthermore, as a modern International Sports Federation the, WDSF must demonstrate the professional manner in which it manages the major events in its calendar.

By applying the procedure contained in these documents, the WDSF wishes to ensure that most uncertainties are removed when an event is allocated. If the demands of organising a Championship cannot be fulfilled, then it is best that a potential organiser desists from bidding until it is truly ready.

The WDSF authorities are always available to advise and assist any potential bidder before a formal application is made. In many cases, important and relevant experience can be gained from organising a lesser event before seeking to stage a major WDSF DanceSport Championship, and this is a path that is recommended to new organisers.

  1. Basic considerations

Any bid to organise an WDSFDanceSport Championship must have the endorsement and full support of the WDSFNational Member Body. A guarantee from the sporting bodies within the country, for example government, local council, NOC or WDSFNational Member Body, must be given in writing at the time of bidding and confirming that all costs are underwritten and no claim will be made against the WDSF. In addition, each bidding federation must demonstrate the political stability in its country and describe the security and public health resources allocated to protecting the event.

Each Member Body bidding for an event must demonstrate that the WADA Code is respected by its National Olympic Committee as well as by the Member Body itself.

One fundamental consideration is to be sure that all parties are aware of and accept their responsibilities in the organising of an event. This includes assuming the related costs. If these responsibilities are understood at the time of bidding for anWDSF DanceSport Championship then there is little risk of unpleasant surprises.

These bidding documents have been drawn up primarily for those WDSF Member Bodies and organisers wishing to host theWDSF World DanceSport Championships in Standard, Latin and Ten Dance, and the WDSFEuropean DanceSport Championships in Standard and Latin. However, the principles and obligations contained therein should be a guide for all organisers of important competitions which may become part of a wider exposure and promotion of DanceSport in the future.

By applying these procedures the WDSF Presidium plansto allocate the organisation of its World and European DanceSport Championships three years in advance, thereby giving organisers sufficient time to conclude all agreements and arrangements related to organising the event and its promotion worldwide.

For which DanceSport Championship should the application be made?

For the past three years, the decision of the WDSF Presidium to establish consistency in presenting the major DanceSport events to the markethas been implemented by creating an annual calendar with a number of basic criteria. The WDSFEuropean DanceSport Championships will be held in March and April and the WDSFWorld DanceSport Championships in October, November and December.

Currently, WDSF DanceSport Championships are in most cases organised as an add on to other DanceSport events. On the one hand the fixed calendar could limit the opportunities for existing organisers who are not able or willing to change the dates of their current competitions. However, on the other hand, it could be a unique opportunity to create new events in new markets.

  1. Choice of venue

An important part of the selection process will be related to the proposed venue. A number of criteria are included in the WDSF Organiser contract which forms part of these bidding documents.Essentialdetails are contained in the Bidding Application Form. In addition to the physical requirements of the venue, it is important that there is support from the local community to ensure that there is an exciting atmosphere within the venue to demonstrate support and enthusiasm for the event. In this respect, communication and promotion must be primarily for the WDSFDanceSport Championship, rather than for the other events included in the programme.

  1. Event Organisation

All efforts must be made to provide the highest quality organisation for the benefit of participants, officials and the public.

This starts with the arrival of athletes and officials at the airport, immediate and trouble-free entry into the host country, the transport to their hotels, the quality and price of these hotels, the system of accreditation ensuring access to the locations essential for them to compete or work, transport from hotels to venue, provision of catering facilities at the hotel and venue, medical services as well as information and services to the public enabling them to have the maximum enjoyment from the event.

  1. Media

WDSF is the owner of all electronic media rights to theWDSF DanceSport Championships and has a contractual relationship with a rights agency (IEC in Sports) to sell these rights throughout the world. One of the most important responsibilities for a potential organiser is to ensure that a host broadcaster is appointed to produce an international television signal for distribution by IEC. Therefore, before bidding for an event, each WDSF Member Body wishing to organise a WDSF DanceSport Championship must decide on how this responsibility will be fulfilled. It is recommended to contact IEC (Mrs. Charlotte Jansson, e-mail: ) to determine what the situation regarding the sale of the TV rights is in the country of the WDSF Member Body.

In the case that a broadcaster in the country of the WDSF Member Body has already acquired these rights, efforts should be made, in cooperation with IEC, to ensure that the national rights holder accepts the responsibility to be host broadcaster. Should the national rights not yet be sold, it will be necessary to discuss with IEC the possible terms for granting these national rights to a broadcaster with the intention of it taking on the role of host broadcaster. Should a broadcaster not wish to take on this role, then the organiser will be responsible for finding a production company to act as host broadcaster and for assuming all of the related costs.

To increase the impact of the event in the host country, it is important that the event is promoted through national television. So every effort must be made to have such a commitment from a broadcaster in the host country at the time of bidding for any WDSF DanceSport Championship. When appointing the host broadcaster, the WDSF Member Body should seek to work with a company having experience, knowledge of DanceSport and suitable production equipment.

A Host Broadcasting Agreement is included as part of the bidding documents and this agreement details the responsibilities and obligations regarding this essential activity. When submitting its Bid Application Form, each WDSF Member Body should provide the maximum information regardingthe proposed host broadcaster and, if possible, a letter of intent stating that it would accept the terms of the Host Broadcasting Agreement and sign the latter should the application of the WDSF Member Body be successful.

If the WDSF Member Body cannot find a national broadcaster to take on the role of host broadcaster it could contact IEC to determine whether an agreement can be reached for IEC to undertake the host broadcaster responsibility for the WDSF Member Body.

  1. Commercial rights

The WDSF is the owner of the rights to the title and presenting sponsorships for all of itsWDSF DanceSport Championships (e.g. Coca Cola WDSF World DanceSport Championship in Latin presented by Volkswagen). Therefore, any sponsorship agreements that may exist between the WDSF Member Body, the organiser and a sponsor must be communicated to the WDSF at the time of bidding to organise an WDSF DanceSport Championship.

Where possible, the WDSF will seek to find a solution that protects the interests of the WDSF Member Body and its sponsors. However, the WDSF reserves the right to find and impose on each organiser a title and/or presenting sponsor of theWDSF DanceSport Championship. If the WDSF has not found a sponsor twelve months prior to the start of any WDSF DanceSport Championship, then the title and presenting sponsorship rights will revert to the organiser.

  1. Procedure for selection and deadline for submission of application

The selection of organisers for each WDSF DanceSport Championship will be made by the WDSF Managing Committee for ratification by the WDSF Presidium. These new bidding procedures were introduced in 2009. Some difficulties were experienced initially and consequently it has been decided to simplify the procedures.

Each interested Member Body should study the documentation and in the first instance submit an application form providing the maximum amount of detail regarding the basic commitments. Once the WDSF Managing Committee has decided on the Member Body it would wish to take on the responsibility of organising a Championship, the text of the Organiser and Host Broadcaster contracts will be sent to the Member Body for signature.

Consequently, Application Forms for the WDSF DanceSport Championships in 2014 should be submitted to the WDSF Office by March 1, 2013 at the latest. This deadline will also apply for WDSF DanceSport Championships in 2015 and 2016.

Zurich/Switzerland, July 11, 2013

Yours faithfully,

World DanceSport Federation (WDSF)

Carlos FreitagLukas Hinder

PresidentFirst Vice-President

Attached enclosures and to be completed as part of the WDSF DanceSport Championship Bidding Procedure:

  • Enclosure 1:WDSFOrganiser Contract for the Championship Bidding

Process

  • Enclosure 2:WDSFHost Broadcasting Agreement
  • Enclosure 3:WDSF Check List regarding TV production
  • Enclosure 4:WDSFDanceSport Championship Protocol (Version 1.2)
  • Enclosure 5:WDSFDanceSport Championship Bidding Application

Form

Enclosure 1

WDSF Organiser Contract

for the

Championship Bidding Process

THIS AGREEMENT is made theday of201.

Between

World DanceSport Federation

Zinggentorstrasse 4

CH-6006Lucerne

Switzerland

(hereinafter referred to as (“WDSF”)

and WDSF Member Body (MB)

......

and Organising Committee (OC)

......

Whereas

WDSF is the World Governing Body recognised by the International Olympic Committee as being responsible for the sport of DanceSport and is the owner of rights including but not limited to the worldwide commercial rights to the

......

(NAME OF COMPETITION)

(hereinafter referred as the Event)

MB has presented its Bidding Application Form to organise the Event in

......

(NAME OF COUNTRY)

subject to certain terms and conditions including those set out below.

MB has agreed that ifWDSF accepts its bidthen MB will assume all responsibilities regarding the organising of the Event and will do so through a specially constituted Organising Committee (OC) and will be liable for all costs associated with the Event and with this contract unless specifically stated to the contrary in this text.

Now therefore it is agreed as follows:

  1. The Event is planned to take place

on ……...... ………………….... in …...... …….

Any change in the date and venue must be approved by the WDSF in writing before it will be accepted and included in the International Calendar.

  1. The MB has secured or will secure the use of an appropriate venue suitable for a major Championship andwith seating for a minimum of 1000 people. The venue will have suitable lighting of at least the minimum level for television production, as described in the attached Host Broadcasting Agreement (Annex 1 Schedule II), audio facilities, changing rooms and warm up areas for the competitors. The dance floor will be of the highest quality wooden sprung type, will have no lines or markings and shall be installed in time for the training requirements of the competitors.
  2. WDSF alone shall retain and exploit the following International Rights:
  • radio and television rights which will include audio, video, DVD, CD Rom and CDI rights;
  • new media rights including internet, broadband, mobile devices and any other new technology;
  • all music, film and website rights;
  • all rights to the WDSF name, logo and other WDSF marks and designs;
  • title and presenting sponsorship rights to the Event;
  • computer games rights; and
  • all other rights not specifically granted to MB hereunder.

  1. The MB will be responsible for:
  • the costs of the drug testing (excluding the provision of local “anti-doping” facilities), which will be carried out in accordance with WDSFRules, Regulations, Codes and policies as may exist at the time.
  • the reasonable travel, accommodation and other costs of the Adjudicators.
  • all costs of organising the Event including the payment of a sanction fee according to the WDSF Regulations.
  • the reasonable travel, accommodation, meal, and other agreed and approved costs of the WDSF representative/s.
  • diligently taking all legal steps and actions to ensure that all competitors, officials, delegates, media and other representatives are allowed to enter

......

(NAME OF COUNTRY)

and are issued with Visas enabling them to attend and/or take part in the Championships;

  • reserving accommodation at a reasonable tariff for accredited media personnel and facilities for eating during their working hours.
  • providing a regular and efficient transport system between official hotels and the venue for all competitors, WDSF officials and media personnel.
  • providing the media with access, within the venue media centre, to email, fax and telephone facilities.
  • establishing an accreditation and access control system, including checkpoints, equipment and qualified personnel, for all dancers, media and officials that will ensure the smooth running of the Event and the security of all participants.
  • organising a Junior II (in first priority) or a Youth DanceSport competition on the same day as the Event between the semi finals and final.
  • securing and paying all of the premiums for a comprehensive insurance plan, which must cover medical costs for athletes and adjudicators, public liability, statutory liability, employer’s liability, loss of income, merchandise and assets, personal accident and injury, motor vehicle and others as agreed with WDSF if required.
  • Internet connection (exclusive use, wired and with an upload capacity of minimum 5 Mbps) in order to transmit the results and other data – such as large video files - from the competition venue in real time. In addition, the infrastructure will be provided to enable press photographers to transfer high quality pictures from the venue to their home base.

  1. The MB shall retain the following Rights (“the Domestic Rights”):
  • all event advertising rights other than for the title and presenting sponsors;
  • all merchandising rights;
  • tour/travel and hospitality rights;
  • all funding from government and sporting bodies in

......

(NAME OF COUNTRY)

  • ticket sales receipts; and
  • exhibition space revenue.
  1. The MB will attach to this contracta copy of the annexed Host Broadcasting Agreement signed by a broadcaster or production company appointing it as the exclusive host broadcaster of the Event.

This appointment will be subject to the written approval of WDSF and IEC in Sport, and MB will ensure that the host broadcaster provides a television production of the opening ceremony, semi-finals and finals and prize ceremony of a minimum standard as described in the attached document (Annex 1, Schedule 1). The television rights for

......

(NAME OF COUNTRY)

will be negotiated with IEC in Sports. The MB will make every effort to ensure that the maximum coverage, exposure and promotion of the Event are given by television companies in the above mentioned country.

  1. The MB will ensure that the host broadcaster and IEC in Sports will have access to the venue prior to the Event, for the purpose of a survey, as well as for the purpose of installing the equipment necessary for the production of the television coverage. The MB shall bear all costs in relation to the supply of power and the space required for television camera positions and television commentary positions and bear the financial loss resulting from any seating that may be withdrawn to accommodate television’s requirements. Access to the venue for production vehicles and adequate parking space for these will be provided as close to the venue as possible to limit the length of cable runs.
  2. The MB will be responsible for the selection of music used in the semi final and final of the Event (see also point 4 of the Host Broadcasting Agreement). This music will be selected from the Casaphon catalogue of WDSF partner Casa Musica, which can be accessed on line through the website The titles will compiled in a Music Cue Sheet that is sent at the latest two months prior to the Event, to Mr. Roland Hilfiker, WDSFCommunications and TV Director, e-mail: r any other representative appointed by the WDSF, who will apply all reasonable procedures to obtain all rights required to use the music for television transmissions of the Event. WDSF will clear the performance rights of these music tracks, on the condition that the music is selected through this process.

Alternatively, if the MB decides to use music from another source, then it will be responsible for all payments and all liability for use of the music and will advise Mr. Roland Hilfiker or any other representative appointed by the WDSF in writing of the music chosen with a Music Cue Sheet. MB must provide satisfactory written confirmation one month before the Event that clearances and licenses have been obtained to use the chosen music for transmission of the highlights programme throughout the world for a period of two years from the date of the Event.