Water Polo Canada

Dear Clubs and PSOs,

Water polo in Canada has recently undertaken a very important project relating to reviewing and analyzing the competition structure from playground to podium and proposing age appropriate recommendations regarding competition format, rules and equipment. Competition Review presentations were held from Victoria to Halifax either in person or through a webinar beginning January of this year. The goal of these presentations was to allow an in-person overview and discussion of the results of the Competition Review Working Group which has been analyzing the current programming of water polo in Canada, establishing operational goals and proposing a new competition framework.

We will begin implementing some of the recommendations from the Competition Review Working Group as early as the 2014 National Club Championship season. For more information regarding the Competition Review please visit The complete implementation plan (transition) will be made available in the months to come.

The modifications to our National Club Championships next year are as follows:

• Cancellation of the 22U men’s and women’s event

We would like to provide a brief summary of the changes to the National Club Championship hosting agreement:

Water Polo Canada will manage all communication and branding of the National Club Championships:

• Development of event logo;
• Development and management of web site;
• Development of commination and information packages for participating clubs, parents, athletes, coaches and officials;
• Provide minor officials/volunteer t-shirts for all events at a cost of $5/shirt for the host;
• Develop a standardized program for each event in which the host will be responsible to print onsite.

Documents to be provided in the bid application (please refer to Appendix B: Bid Application Tools):

1. Bid application checklist
2. Letter of acknowledgement from the local tourism department
3. Letter of acknowledgement from the Aquatic Association
4. Name and contact information of the organizing committee
5. Letter of support from the PSO

PLEASE NOTE THAT BIDS WILL ONLY BE ACCEPTED WITH SUPPORT FROM THE LOCAL TOURISM DEPARTMENT. TOURISM DEPARTMENTS HAVE BEEN INFORMED OF OUR NATIONAL CLUB CHAMSPIONSHIP AND ARE WAITING FOR CLUBS TO CONTACT THEM.

*Clubs and PSOs may bid on both male and female events to be hosted in the same city and/or venue. ** Previously announced 16U dates were moved forward to avoid conflict with provincial exams.

All bids must be submitted electronically to by Friday May 31st, 2013with the exception of bids for the Senior Men and 16U events which have been extended to June 30th, 2013 and are now open to all clubs regardless of region. 2014 hosts will be announced simultaneously in early July 2013, at the end of the extended bidding period. Please click on the following links to review the enclosed appendices:

Appendix A: Host Selection Evaluation Grid

Appendix B: Bid Application Tools

Appendix C: Host Contract

Appendix D: Official Setup of the Field of Play

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Appendix A: Host Selection Evaluation Grid

Appendix B: Bid Application Tools

Bid Submission Checklist:

Please check the following items that have been included in your bid package:

• Letter of acknowledgement from the local tourism department
• Letter of acknowledgement from the Aquatic Association
• Name and contact information of the organizing committee
• Letter of acknowledgement from the PSO

Letter of Acknowledgment from Tourism Department(s)

Name of Tourism Department: ______

This is to confirm that the ______Water Polo Club has informed us they are submitting a bid for the following event(s):

We will provide the following financial or value-in-kind services:

______

Name and TitleContact Number

Letter of Acknowledgment from the Aquatic Association

Name of the Aquatic Association/Recreational Centre: ______

This is to confirm that the ______Water Polo Club has informed us they are submitting a bid for the following event(s):

This is to confirm that we endorse the bid submission of the ______Water Polo Club, and are able to confirm that the above required pool dimensions and estimated pool hour requirements are available for the event(s) selected.

______

Name and TitleContact Number

Organizing Committee Information:

Letter of Acknowledgment from the Provincial Organization

Name of the Provincial Organization: ______

This is to confirm that the ______Water Polo Club has informed us they are submitting a bid for the following event(s):

This is to confirm that we endorse the bid submission of the ______Water Polo Club, and are confident in their abilities to fulfill their mandate as Host of the event(s) listed above.

______

Name and TitleContact Number

Appendix C: Host Contract

WATER POLO CANADA

- 2014 NATIONAL CLUB CHAMPIONSHIP CONTRACT -

An agreement established for the authorization and approval of

Water Polo Canada National Club Championships by Water Polo Canada (WPC)

The parties:

WPC legally constituted and having its’ offices at

Unit 12 - 1010 Polytek

Gloucester, Ontario, K1J 9H9

Duly represented for the purpose of the present Agreement by:

Name

Hereinafter designated “WPC”

And the Host Organization

Name

Duly represented for the purpose of this Agreement by:

Name

Hereinafter designated the “Host”

For the Championship: ______

This will take place in the city of: ______

At the aquatic facility of: ______

Date: ______

SECTION D from the 2014 NCCH

Responsibilities

(Modifications from the 2013 Handbook are highlighted in red)

1.Obligations of WPC

1.1.To provide ongoing support towards the Host.

1.2.To select a minimum of three (3) delegates who will be responsible for supervising the event, referee assignments, evaluating referees, and are involved in the makeup of the Tournament Committee.

1.2.1.The Tournament Committee will rule on any protest or disciplinary problem involving a participant in the competition. The decisions of this Committee will not extend beyond the dates of the competition and may be referred to the WPC Executive Director if required;

1.2.2.The Tournament Committee may refer the incident(s) to WPC for additional disciplinary action based on the WPC Discipline Policy;

1.2.3.A per diem of $CAD200 per event will be paid to the WPC delegates (excluding WPC staff).

1.3.Develop a communication plan for the National Club Championship brand:

1.3.1.Create a National Club Championship web site hosting all pertinent information for each of the events;

1.3.2.Brand recognition through the development of a National Club Championship logo;

1.3.3.Develop a standardized tournament program for each National Club Championship. Printing of the program for athletes, coaches, officials, delegates and spectators are the responsibility of the host;

1.3.4.Create communication packages for water polo members with registration and logistic information for each of the National Club Championship events;

1.3.5.Work with each host to develop a localized media outreach program;

1.3.6.Create pre and post-event press releases for each event;

1.3.7.Develop a volunteer/minor officials t-shirt that will be provided to each host at a cost of $5/t-shirt.

1.4.Organize travel and accommodations for all WPC referees and delegates.

1.5.Provide the Host with:

1.5.1.Eighteen (18) of each – gold, silver and bronze medals;

1.5.2.A bilingual banner (large pennants) for the winning team;

1.5.3.6 all-star team awards, 1 MVP award, 1 MVG award, and 1 MVC award;

1.5.4.Five (5) official size Mikasa water polo balls;

1.5.5.Electronic version of scoresheets and penalty sheets to be used for all games;

1.5.6.WPC golf shirts to be worn for the duration of the Championship for all WPC Delegates including the Tournament Director;

1.5.7.Sponsorship banners to be hung at the Championship pool during the duration of the event;

1.5.8.Travel information of all WPC referees and delegates.

1.6.To collect the entry fees from each of the participating teams. The Host is entitled to have the entry fee waived for one (1) of their teams entered in the respective event.

1.7.Notify the Host of the teams that have entered the respective event a maximum of fourteen (14) days after the final entry deadline.

1.8.To confirm with the respective PSOs that their Championship entries have been received and all participants are registered members in good standing in the appropriate membership registration category with WPC.

1.9.To ensure each PSO has received the User Guides for the Water Polo Canada Member Registration System and Event Management System, and has received adequate training.

1.10.To ensure a sufficient number of referees are present to fulfill the Championship referee obligations.

1.11.Create a tournament schedule, and ensure the schedule is posted on the event web site a minimum of twenty-eight (28) days prior to the start of the competition.

1.12.The Host will receive, upon the completion of all the obligations in this contract, $CAD108 per game hosting grant for five (5) minute quarters, $CAD129.60 per game hosting grant for seven (7) minute quarters and a $CAD140.40 per game hosting grant for eight (8) minute quarters.

2.Obligations of the Host

2.1.To abide by obligations assumed by WPC as part of its contractual agreement for the radio/television coverage of the event.

2.2.Work closely with local tourism department to ensure that an RFP has been sent through the tourism network to all hotels. Host should negotiate sponsorship dollars or value-in-kind services through the tourism department.

2.2.1.Provide WPC with a negotiated hotel rate and online reservation code for participating teams, delegates and officials. WPC will communicate this information and post on the event web site;

2.2.2.Reserve two (2) conference rooms from 9:30 – 11:30pm for the Pre-Competition Technical Meeting and Pre-Competition Referee Meeting. The Pre-Competition Technical Meeting and Pre-Competition Referee Meeting will take place the night prior to the beginning of the event. The conference room for the Pre-Competition Technical Meeting must be large enough to sit up to fifty (50) people in a conference setup with a panel setup at the front of the room for up to ten (10) people. The Conference room for the Pre-Competition Referee Meeting must large enough to fit up to fifteen (15) people in a theatre setup. These meeting rooms should be included in the RFP sent through the tourism department.

2.3.Send to WPC a written confirmation of the preliminary rental agreement along with the signed contract. WPC will only accept the terms of this contract once the host provides to WPC written confirmation of the pool time availability and dimensions.

2.4.Assure the availability of the pool for tournament play by booking required pool time, which will include an adequate swimming area for warm up.

2.5.Ensure the pool venue chosen is of regulation size, and there is adequate deck space for athletes, coaches, officials, and WPC delegates, in addition to bleachers for spectators.

2.6.Ensure the entire playing area (including deck space) is cleared of all non-water polo materials, and there is ample free space for participating teams.

2.7.Make use of the entire playing area to use for promotional materials, which includes all partners and sponsors (i.e. nets, walls, diving boards, minor officials’ bench, etc).

2.8.Form a Tournament Organizing Committee consisting of the following personnel:

2.8.1.Tournament Director;

2.8.2.Communications, Marketing, and Sponsorship Manager;

2.8.3.Hospitality Manager;

2.8.4.Opening and Closing Ceremonies Manager;

2.8.5.Accommodations and Transportation Manager;

2.8.6.Merchandising Manager;

2.8.7.Minor Officials and Volunteer Manager.

2.9.Procure at least four (4) local sponsors, which include but are not limited to the public sector (i.e. government grants). Sponsors must be approved by WPC.

2.10.Ensure a hospitality room is setup for all WPC delegates, coaches, and volunteers – organizing breakfast, lunch, and dinner for each day of the event in addition to snacks and beverages.

2.11.Reserve an on deck classroom for the WPC referees and delegates.

2.12.Ensure the field of play is setup according to the diagram provided by WPC including but not limited to (see Appendix D):

2.12.1.Field of play markings:

2.12.1.1.Four (4) red flags or markings (2M);

2.12.1.2.Four (4) yellow flags or markings (5M);

2.12.1.3.Six (6) white flags or markings (centre and goal lines).

2.12.2.Lane markers matching the colors of the field of play markings;

2.12.3.The re-entry area is clearly indicated with red lane markers.

2.13.Supply all the following equipment required for the proper running of the competition:

2.13.1.One (1) game clock (visible);

2.13.2.At least two (2) 30-second shot clocks (visible);

2.13.3.Timeout and Penalty clock (if possible);

2.13.4.Stop watches or other back-up timing devices;

2.13.5.On deck sound system for announcing goals, exclusions, game stars, and ceremonies;

2.13.6.On deck sound system to play music during interval breaks;

2.13.7.Water polo goals meeting FINA WP 2 regulations;

2.13.8.Red, white, blue, and yellow penalty flags;

2.13.9.Minimum ten (10) official size Mikasa water polo balls per gender;

2.13.10.Two (2) team benches and three (3) chairs;

2.13.11.Fog horns – one (1) for each bench;

2.13.12.Penalty and time-out board (visible);

2.13.13.Electronic scoresheets and penalty sheets (provided by WPC);

2.13.14.A laptop computer provided by the Host to be used for the electronic scoresheets provided by WPC;

2.13.15.Minor officials table, WPC delegate table, and coaches’ table (all on the opposite side of the team benches);

2.13.16.Whistles or fog horns for the minor officials.

2.14.Ensure the presence of at least seven (7) certified minor officials. The Host is responsible to organize annual minor officials’ training for all of its minor officials as per the Minor Officials’ Guide, which is part of the WPC Officials Training and Certification Program. Minor official roles include:

2.14.1.Two (2) goal judges;

2.14.2.Two (2) timekeepers (game clock and exclusions);

2.14.3.Two (2) secretaries (game sheet and exclusion sheet);

2.14.4.One (1) game supervisor;

2.14.5.The role of possession clock timekeeper will be fulfilled by a WPC referee.

2.15.Each minor official must be dressed in like coloured pants (to be determined by the Host) and wearing the official event volunteer t-shirtdeveloped by WPC. The host is responsible to purchase the correct number of volunteer/minor official t-shirts from WPC at a cost of $5/shirt.

2.16.Minor officials’ bench, and other delegate benches, must be covered with white table cloths and table skirts. Table skits can contain promotional materials.

2.17.Printing of the tournament program developed by WPC for athletes, coaches, officials, delegates and spectators.

2.18.Spectators, officials/volunteers, athletes, coaches, media, and VIP sections must be clearly identified and sectioned off to limit access.

2.19.Provide accommodations and Technical Meeting information to WPC at least sixty (60) days prior to the start of the event. This information will be communicated to the participating teams through the National Club Championships web site and communication packages managed and disseminated through WPC.