Guidelines for Hosting




Bidder’s Guide for Colorado Governor’s Cup

GUIDELINES
FOR HOSTING

THE COLORADO GOVERNOR’S CUP

We thank Bruce and Carol Bates for donating the Colorado Governor’s Cup Trophy
and Jim Keesling for donating the Dinghy Colorado Governor’s Cup Trophy. It has
greatly helped to promote sailboat racing in Colorado. As with any gifted trophy, the Deed
of Gift specifies the nature of the competition to win it. Copies of the Deed of Gift are
available from SAIL as well as posted on the
SAIL web site. Any organization wanting to
host this regatta should first thoroughly review the Deed of Gift.

Because the Colorado Governor’s Cup is intended to be one of the premier regattas of
the sailing season, the SAIL Governing Board seeks to assure success of the event and that
it is held in accord with provisions of the Deed of Gift for this trophy. In adopting this
policy, SAIL is fulfilling its obligation under the Deed of Gift to award and regulate the
event.

The intent of this policy statement is to provide information to clubs and sailing
organizations seeking to host the Regatta. It is in four parts, which apply at different
stages of the process:

  I. Minimum standards for submitting a bid or
proposal to host the Colorado Governor’s Cup Regatta.

II. Evaluation criteria that the SAIL Governing Board will
use to select the winning bidder. This reflects factors the SAIL governing board shall
consider in selecting the host club and venue.

III. Oversight methods and milestones SAIL will use to
ensure that planning for the regatta proceeds appropriately. And,

IV. Recommendations for conduct of the regatta.


I. Minimum Standards:

No bid or
proposal will be considered that does not meet these requirements.

A. Bidders:

  1. Must be a SAIL Member Organization and member of US Sailing
  2. Must have proof of regatta insurance

B. Venues:

  1. Must be in Colorado
  2. Acceptable to Supervisory Agency of the recreation area (Colo. Parks, BLM, etc.)

C. Bids/Proposals:

  1. Must be in writing and signed by the CEO of the bidding organization – The bid shall
    contain contact information for the proposer. – An oral presentation to explain the bid at
    the SAIL meeting nearest to the due date is welcome, but does not substitute for a written
    bid.
  2. Must be received on or before the time and date specified by SAIL (Bid date to be
    published at least 60 days prior to all member clubs)
  3. All proposals shall address the issue of how the host organization will provide
    insurance coverage for the Regatta.
  4. Must include agreement to comply with the Deed of Gift and SAIL
    requirements.
  5. Shall indicate venue on which regatta is to be held and dates of regatta
  6. Shall indicate and describe any plans or intent to combine with another event.
  7. Shall provide name and indicate acceptance of Regatta Chair
     


II. Evaluation & Award:

A. Selection:

The SAIL Board will review the proposals and make a
selection at the next Board meeting following the deadline for proposal submission, or —
if it is necessary to either seek clarification of any points in the proposals or to
resolve conflicts in the schedule of other major regattas throughout the area — as soon
as possible thereafter.
 

B. Criteria:

These are the criteria which will be used by the SAIL
Board to select the winning bidder. It is not required that proposals answer all of the
questions which the SAIL Board will be asking itself in determining the awardee.

  1. Completeness of response to Deed of Gift & Recommendations for Conduct of
    Regatta

    • Does the proposal demonstrate an understanding of the Deed and the steps needed
      to host the event?
    • Does the proposal contain appropriate milestones, time lines and
      description of means for accomplishing the necessary tasks? (Examples: Publication of
      Notice of Race, arrangements for launching, docking & retrieving boats, arrangements
      for lodging or camping)
       
  2. Capability of organization to provide a first class regatta
    • Has the host
      organization a "track record" of hosting successful regattas? Has it appropriate
      resources available (personnel, committee boat, appropriate support boats, etc.) for both
      the sailing and social aspects of the Regatta?
    • If a proposing organization meets the
      criteria of the Deed of Gift but does not routinely host major regattas or has proposed a
      venue that does not routinely host sailing regattas, it shall not be a detriment to
      consideration of their bid. However, such a proposal must fully demonstrate that all
      issues with respect to organization and accomplishment of the regatta have been thoroughly
      addressed. – Does the proposal provide a time line with milestones regarding publishing of
      the Notice of Race, Sailing Instructions, preparations for social events, information
      about lodging and camping, etc.?
       
  3. Probability of good sailing conditions Does the proposed venue generally
    provide excellent sailing condition and will it welcome the event?
  4. Introduction of non-traditional venue to schedule
    • Does the proposal further
      SAIL’s goal to promote sailboat racing throughout the Rocky Mountain region?
    • While the
      Deed of Gift is silent about whether the regatta should move to a variety of venues or
      should be routinely held at one location, over the years many member organizations of SAIL
      have hosted the Regatta at a variety of locations. We have many excellent member
      organizations and it is desirable to continue this practice when possible. So this shall
      be a consideration along with the primary goal of assuring an outstanding event.

       
  5. Non conflicting schedule date (Final Date may be revised)
    • Does the proposed
      date conflict with other regattas which competitors may wish to attend?
    • The proposed
      date should not conflict with events on SAIL’s regional tours.

     

  6. Association with charity – Does the association with the charity appear to
    advance or interfere with the purpose of the Colorado Governor’s Cup?
  7. Combination with other event – Does the combination with the other event appear
    to advance or interfere with the purpose of the Colorado Governor’s Cup?
  8. Junior Competition – Does the proposal include provision for a Junior
    (boats for whom the entire crew is under the age of 19) competition?
  9. Name
    • Does the proposal indicate the name of the regatta shall be "The
      XXXX Colorado Governor’s Cup" where XXXX shall be the year the event is held.
    • In
      the event that the CGC is combined with an existing regatta or charity, does the phrase
      "XXXX Colorado Governor’s Cup" figure equally or more prominently in the
      combined name of the regatta, and would the combined name be approved by the SAIL board.?
  10. Intent
    • Does the proposal indicate the CGC will be operated as a competitive
      regatta.
    • Do any coincident scoring or activities compromise the ability of any
      competitor to participate only in the CGC if he/she so desires?
  11. Social Events: After racing events are welcome but are not a requirement
    and will not factor heavily into evaluation. Potential hosts are advised to
    avoid taking on financial risks for extravagant parties. Simpler &
    informal is better.

III. Oversight:

SAIL will require periodic
progress reports from the hosting organization to ensure that planning for the regatta
proceeds appropriately. In the event that the organization given the initial award does
not meet the oversight requirements, SAIL retains the right to void the award and re-issue
it to another organization.

A. Communication/Reporting:

  • The host
    organization selected shall report to the SAIL Governing Board routinely during the year
    and shall make a representative available at the monthly SAIL meetings if requested by
    the Board.
  • SAIL may submit written questions to the hosting organization and, if so,
    shall receive written responses in a timely fashion.
  • It is the responsibility of the
    hosting organization to assure that the representative(s) it has designated is (are)
    reporting to the governing body of the host organization.

B. Documents

  • Proof of regatta liability
    insurance to be provided within 30 days of receiving award. – Draft Notice of Race to be
    submitted to SAIL at least 180 days before event – To be published at least 90 days before
    the event
  • Invitation or Notice of Race (to contain other information helpful to
    competitors’ deciding whether to attend) to be published at least 120 days before the
    event
  • Sailing Instructions to be submitted to SAIL at least 90 days before event &
    to be finalized at least 15 days before event
  • Note that the Deed of Gift requires
    scoring without throw-outs, by low point and a special scoring formula for the Governor’s
    Cup Trophy.

C. Personnel

  • Regatta Chair to be indicated in proposal (Current, valid e-mail address to be provided
    to SAIL) – It is recommended that a channel for immediate information be identified at
    least 30 days before the event in the event of late-breaking developments.

     
  • Principal Race Officer (PRO) to be identified no later than 90 days
    before the event.

    • It is recommended that the PRO be certified or
      recognized by US Sailing at a minimum of Club Race Officer level.
    • It
      is recommended that the PRO be involved in writing the sailing
      instructions.
    • It is recommended that the PRO be consulted in writing
      the Notice of Race.

     

  • Chief Judge to be identified no later than 90 days before the event.
    • It is recommended that the Chief Judge be certified or recognized by US
      Sailing at a minimum of Club Judge level.
    • It is recommended that the
      Chief Judge be involved in writing the sailing instructions. – It is
      recommended that the Chief Judge be consulted in writing the Notice of
      Race and the Sailing Instructions.

     

  • Other Regatta (non-Race) Committee to be identified at least 90 days
    before event

    • It is recommended that these include: Registration,
      Trophies, Food, Social, Participation Memorabilia, Hospitality

     

  • Other Race Committee to be identified at least 30 days before event
    • It is recommended
      that these include: Scorer, Handicapper, Signaler, Timer, Signal boat driver, Chase/Mark
      boat drivers, & Chase/Mark boat deckhands. Committee members may fill multiple
      positions but all jobs need be assigned.
    • It is recommended that the PRO be informed of the identified race committee
      members at least 15 days before the event.

D. Equipment

  • Signal boat arrangements to be
    finalized at least 30 days before event
  • Chase/mark boat arrangements to be finalized at
    least 30 days before event
  • Signaling equipment to be finalized at least 30 days before
    event
  • Race Marks to be finalized at least 30 days before event

E. Facilities

  • Boat launch, retrieval and docking: To be described in Invitation. To be finalized at
    least 90 days before event. –
  • Camping & Lodging: To be described in Invitation. To be finalized at least 90 days
    before event. –
  • Registration: To be described in Notice of Race. To be finalized at least 90 days before
    event. –
  • Competitors’ Meeting & Awards: To be finalized at least 90 days before event.

IV. Recommendations for Conduct of the Regatta

  • Notice of race & sailing instructions to designate the event as
    the ___ {year} Colorado Governor’s Cup. May be in
    combination with another event name.
  • Notice of race & sailing instructions to, under "Rules",
    reference
    the Deed of Gift as another document with rules governing the event.
     
  • Post copy of Deed of Gift on Notice Board.
  • Post list of past winners on Notice Board.
  • Start/Finish lines outside course. (Removes need for restricted
    start/finish line.)
  • Separate starts for centerboard & keelboats.
  • Score all classes without discards. (Change Appendix A.)
    Scorers: If the SIs do not change App. A, you will have to
    score the event twice.
  • Schedule at least 7 races.
  • Start succeeding races as soon as class reaches starting area.
  • Post scores before end of protest time and before awards ceremony.
  •