Judy Edmunds
National Vice Chair- Theater on Ice
E-mail: judyedmunds@gmail.com
Bid package for the 2015, 8th Annual National Theatre on Ice Competition.
Dates proposed for Nationals –end of June to first part of July 2015.
This letter and bid package is meant to streamline the application process now that multiple clubs
have expressed interest in hosting this exciting competition. Please when bidding- know that you
will be bidding for only the National Competition. We foresee splitting the competition with
CE practice and competition on one day and the FS practice and competition on anotherdepending on the number of teams that enter.
It is imperative that each club submitting a bid be familiar with the current guidelines for Theatre on
Ice. This document is available on the US Figure Skating web site at:
http://www.usfigureskating.org/Programs.asp?id=49. These guidelines are for 2013-14, but serve as a
basis for understanding the discipline. They might change slightly for 2015. The upcoming season
rules will be posted by the middle of September.
Anticipated entries in the seven divisions for Nationals, (open, preliminary, novice, open, junior,
senior and adult) range from 50-55 teams with a total number of skaters around 1000.
Sincerely,
Judy Edmunds
National Vice Chair, Theater on Ice
Theatrical Skating Committee
1
Following are a number of points to consider in your bid presentation.
1. There is no grant for hosting this competition. All interested clubs should be prepared to make
this competition a success without assistance. The Theatrical Skating Committee will make every
effort to give clubs ideas on how to maximize profit.
2. Entry fees for all teams in the past have included one official practice ice for each event entered,
but since the international is not going to be part of this competition and in all fairness for the LOC
to be able to make money, it has been suggested that a base fee plus so much per skater be charged.
Example for many of the Synchro competitions $200 per team plus $21 per skater and if doing CE
and FS, then $250 per team and $21 per skater. Practice ice may be sold to teams (in 10 or 15minute increments). The fees for the 2012 National Competition will be set by the Local Organizing
Committee, with approval by the National Vice Chair for Theatre On Ice.
3. All competition registration entries will be taken by and processed through U.S. Figure Skating
Headquarters. Entry fees will be sent to the LOC within two weeks of the close of entries. The LOC
will work directly with U.S. Figure Skating’s Director of Skating Programs on the entry process.
4. All competitors, one chaperone and two designated U.S. Figure Skating member coaches shall
receive free credentials. All others should buy tickets (including any additional coaches in
attendance).
5. Budget for 15 Judges, 5 Referees, 2 Accountants, 2 Official Announcer’s, 1 Official
Music person and one Official Ice Technician. Expenses include rooms, meals and
transportation. Officials’ dinners and gifts are optional, and should only be given if they
are donated. Also, budget for site inspection by Chief Referee (air, hotel, food – (2 nightsdepending on location of site inspection)
6. The chief referee will be determined by the Theatrical Skating Committee, and the
officials (including assistant referees, judges, announcer, and music person) will be
selected by the chief referee with input from the LOC. Expect judges from all three
sections at the level of National or higher rank. Foreign Officials are responsible for their
own transportation but LOC is responsible for room and meal expenses. Officials are
permitted to arrive the day prior to Official Practice and to depart the day after the competition.
Plan on this in the budget
One rink surface, with seating of 1300 or more on one side of the arena for theater style
seating must be available for the five full days of the competition – no exceptions.
A second rink surface for practice would be a plus.
7. A curtain is optional. If there is a curtain, must be from blue line to blue line and be 5 feet
from the barrier. The curtain is the responsibility of the LOC. (refer to TOI Guidelines for
further information regarding curtain size). Location of the curtain must be stated in the
announcement to the teams.
It needs to be stated in the announcement whether or not there is going to be a curtain.
8. All judging will be closed judging for the National Competition
Referee will determine the seating location for the judges and needs to be in the
announcement to the teams. You will need to include a map of the arena and indicate where
judges will be seated.
9. Medical Coverage during Official Practice and during Competition is required.
10. Photos/Video: As the LOC, you will be responsible for providing action, group and awards
photos of the skaters for purchase.
2
a) In addition, action photos, group photos, awards photos must be supplied to U.S. Figure
Skating at no charge for archival purposes and use on icenetwork.com. The images must be
digital and high resolution and be delivered immediately following the day’s events and
conclusion of the competition.
b) As the LOC, you will also be responsible for hiring an event videographer. U.S. Figure
Skating can work directly with you to provide these services or you may hire a vendor of
your choice. If you hire a videographer directly, in addition to selling videos to competitors,
the videographer must also provide, at no cost, a full set of competition videos to U.S.
Figure Skating, preferably on a hard drive that will be provided, within seven days of the
conclusion of the competition.
The following items must be included in your proposal:
 Completed application and proposed budget
 Letters of intent from arena(s) and hotel(s)
 Layout/floor plan of rink facilities and planned space allocation including seating
capacity and seating arrangement (note no rink with seating capacity of less
than 1300 on one side of the arena theater style, will be considered)
 Minimum of seven dressing rooms
 Large Meeting room to hold a minimum of 100 people (Theater Style)
 A narrative description of your club or council’s experience in hosting competitions
(if any experience in hosting synchro, please note that as well)
 A list of primary members of the local organizing committee and any relevant
biographical information
 Any additional information that you feel would be supportive of your proposal.
 A letter stating that you would be willing to host a Showcase competition on the
Sunday of the National TOI Competition. This competition would be open initially
to those who competed in the National TOI Competition and then open to Showcase
skaters if space permits.
The deadline for submission of bids is December 1, 2013. All materials must be submitted in
DUPLICATE. Preferred method of submission is e-mail.
PLEASE, do not use any delivery method that requires a signature upon delivery. Please submit
your proposal to the following individuals:
Judy Edmunds
U.S. Figure Skating Chair of Theatrical Skating Committee
e-mail: judyedmunds@gmail.com
Brenda Glidewell
Figure Skating Programs Director
U.S. Figure Skating
20 First Street
Colorado Springs, CO 80906
e-mail: bglidewell@usfigureskating.org
3
APPLICATION FOR ORGANIZING AND HOSTING
2015 NATIONAL THEATRE ON ICE COMPETITION
Dates from (end of June through first part of July)
Bids are due by December 1, 2013
Name of Applicant Club:
Total number of registered members:
Adult Members:
Junior Members:
Do you have a Theater on Ice Team?
Name of Team:
Year Bidding for: 2015
How Many TOI Competitions has your team competed in? ___________
TOI 2013-14 Membership Number______________________
Are you willing to offer a Showcase Competition on the Sunday of the National TOI
Competition? YES or NO This competition would be open initially to those who competed in
the National TOI Competition and then open to Showcase skaters if space permits.
Arenas (name, address,
manager, phone):
Competition
Surface
(dimensions)
Seating Capacity
Comp. Surface
Secondary Surface
(adjacent to rink):
yes/no and
dimensions
Contact Name:
Contact Address:
Contact phone
number(s)
Contact e-mail
# of dressing rooms in competition arena (minimum seven required):
Merchandise sales allowed (yes/no):
Meeting room available (yes/no) and seating capacity (75 minimum):
Proposed area for officials' hospitality (describe):
Will you be able to get a sponsor for any or all of the following items?
1. Food for the Officials ( such as restaurants donating food)
2. Draw Party for World Competition. There is no open draw for National Competition
3. Officials travel/ and or housing
4. Travel for site inspection visit by the Chief Referee (air-hotel- food)
5. Competitors Party
6.Copier for accountants
Number of snack bars and will they be open for the two days?
Will the Club be able to make any money from the snack bar?
4
Can food be brought in to
the rink to feed Officials
_____yes
__ ___no
Trade Show
capability
_____yes
_____no
Ability to do on ice
awards- Carpet?
_____yes
_____no
Microphone in
rink able to be
wireless or to
reach to ice
surface (yes/no):
Is there ample room for
storing props?
Does the rink
access allow for
moving scenery
on/off (yes/no):
Describe accounting room access to
competition rink:
Applicant club has organized and hosted the following competitions. (List in order of most recent) Additional
pages may be used.
Name:
Year
*If this is another Home Club’s ice surface, you must file a letter of permission from that Club
with this application
Nearest Hospital to Arena
Is there a First Aid Room in the Arena?
Please feel free e-mail Judy Edmunds at judyedmunds@gmail.com or Brenda Glidewell at
bglidewell@usfigureskating.org with any questions.
Announcement of the award for the 2015 National TOI Competitions will be made in January, 2014.
If you are awarded these competitions a final profit and loss statement needs to be sent to the National Vice
Chair within 60 days after the end of the competition.
Chair Signature
Print Name:
Date:
5
PROPOSED BUDGET
2015 National Theatre on Ice Competition
INCOME: Year____________
1.
3.
4.
5.
6.
8.
Entry Fees
Net Ticket Sales
Program Sales
Program Advertising
Souvenir/Boutique Sales
Contributions/Sponsors:
Cash
Value-in-Kind (please list)
9.
10.
Video Sales
Miscellaneous (please list)
TOTAL INCOME
EXPENSES:
1.
2.
3.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
Officials:
Travel
Meals
Lodging
Officials’ Dinner
Gifts
Medal Expense
Competition Arena Rental
Service/Equipment Rental Costs
Publicity/Promotion
Program Printing Costs
Souvenir/Boutique Cost of Sales
Printing Costs
Administrative & Committee Expense
Local Transportation
Telephone/Telefax Expense
Stationary/Postage/Supplies
Miscellaneous (please list)
TOTAL EXPENSES
Note: Feel free to contact Judy Edmunds regarding the budget judyedmunds@gmail.com
A SITE INSPECTION WILL BE REQUIRED SHORTLY AFTER THE CLOSE OF APPLICATIONS-YOU WILL BE NOTIFIED IF YOU
ARE BEING CONSIDERED AND NEED THE SITE INSPECTION.
6
HOTELS
OFFICIAL
OTHER
Name:
Address:
Contact Person:
Telephone No. and E-mail
address
Cost of rooms:
Sgl:
Dbl:
Trpl:
Quad:
Number of rooms available:
Any of these rooms comp
for Officials?
Will there be a comp
hospitality room for the
officials at the hotel
Any rebate on rooms at any
of the hotels
Distance to hotels from
airport:
Transportation available from
airport to hotels:
Is there an official bus
company for the teams to work
with- please name:
Cost:
Distance to competition arena
from hotels:
Will Host Club provide shuttle
service from hotels to arena for
Officials? ________________
7
OTHER
Number of restaurants near area and hotel:
Notes: Regarding transportation:
Major airlines serving the closest airport
Is there an Official Airline?
Will this competition, if awarded to you, be totally managed by the Host
Club?
Yes
If not, what organizations will aid the Host Club?
Other:
This application was prepared and approved by the Board of Directors of
______________________________Club/Association
Name: ( Person responsible) (Please print)
Date:
No
Title:
Signature:
Address/Street:
City/State:
Daytime phone:
Zip:
Evening phone:
E-mail address:
Fax number:
*These events may be hosted jointly by more than one Club or by an Interclub Association.
Please include your TOI 2013-14 Membership Number __________________________
8