TENDER FOR
KITEFOIL WORLD SERIES EVENTS
The following information are intended to give guidance and lay out the general requirements for MNAs, clubs, cities and other organisations wishing to tender for hosting a KiteFoil World Series event.
The IKA KiteFoil World Series is the premier professional event series in the discipline of kiteboard foilracing. The focus of the competitions is showcasing the world's best athletes through extended media production and prize money.
The winner of the KiteFoil World Series is crowned IKA KiteFoil World Champion at the last event of the series.
KiteFoil World Series events are usually annual events and provide event organizers an unique opportunity to host a premier event every year, while i.e. Formula Kite class events are only available every few years to an Organizing Authority.
The following information is an outline specification of minimum requirements for both the sports competition and the on-shore facilities and sets out the rights and responsibilities for each party in hosting an event.
We strongly encourage bidders to contact the IKA office seeking any clarification on the requirements related to host such event.
IKA is supporting and encouraging event sustainability. The hosts would be expected to put forward a sustainability plan defining what initiatives will be delivered at the event.
There is no place for discrimination of any kind in the worldwide sport of sailing and an obligation of the event Organizing Authority is to act without discrimination. IKA and World Sailing will impose sanctions on everyone who breaches their obligations in this area.
- All competitors at all sailing events shall be entitled to race with their country code letters / nationality flags on their equipment.
- If country flags are to be displayed, anthems played, or national team clothing worn, this shall apply equally to all competitors from all nations.
- The principle also applies to officials appointed to events. An Organizing Authority or host country MNA shall not seek to restrict such appointments on the grounds of race, nationality or any other discrimination.
TENDER FOR
KITEFOIL WORLD SERIES EVENTS
GENERAL VENUE REQUIREMENTS
IKA is looking for compact venues that include all administration, race management, storage and launching areas, racing areas, nearby accommodation, press/media center, ceremonies and spectator facilities.
- Field of play: usually one racing area except when planning for a very high number of ompetitors
- Equipment storage: 24/7 secured storage from 2 days before registration day until 1 day after prize giving, for the expected number of competitors, min. 2sqm per competitor
- Launching area: prevailing cross-on to sideshore winds without hazards in or behind the launching area. Min. 150sqm per competitor (this might be adjusted depending on fleet sizes)
- Registration and front office (min 25sqm)
- Race office (min 50sqm)
- Jury office (min 25sqm)
- Media center (min 25sqm)
- All office areas with furniture, electricity, high speed internet (wifi), if necessary air conditioned, protected from wind, sand, dust, rain, ocean spray and with access to printers / copy machines
- Shaded area with protection from the elements for competitors and team leaders
- Race control tower in or near the launching area with clear sight of the racing area. Min 4x4x4m, protected from the elements, with basic furniture, electricity, internet (wifi), possibly printer, 3 TV screens min 50". Access to the PA (public announcements) system
- Official Notice Board (min 6sqm) at or near the race control tower
- Official Flag Pole (min 4m and for min 3 flag sets) at or near the race control tower
- Stage with interview backdrop
- Public announcement system covering the launching area and office areas
- Mooring facilities and nearby fuel station for coach boats, race committee boats, rescue boats, media boats (press, photography and television).
TENDER FOR
KITEFOIL WORLD SERIES EVENTS
VENUE REQUIREMENTS: FIELD OF PLAY
Excellent sailing conditions are a key requirement for the selection of IKA KiteFoil World Series venues. The venue will need to provide statistical information for the time of year and hours of racing including: average wind speed, wind direction, current speed, current direction, wave conditions, air temperature, water temperature and average number of days with precipitation.
Each venue will need to provide information on the water quality in the venue.
The number of the sailing course areas will be 1. Course areas will need to be between 1.5 and 2.5 nautical miles in diameter. Detailed information regarding depth, size and location of the course areas shall be provided. All courses shall have a commercial or recreational traffic plan if needed for that specific course area.
Official Boats:
- Race committee vessel (app. 8m, with cabin / shade)
- Pin end boat (app. 5.5m, RIB)
- Finish committee vessel (app 8m, with cabin / shade)
- 2 Mark boats (app. 5.5m, RIB)
- 1-2 Media boat (app. 7m, fast and stable)
- All boats except media boat equipped with ground tackle for the worst expected conditions, long anchor lines, GPS and VHF
- Technical director boat (RIB or jetski)
- Additional rescue boats as required
- All boats shall be motor vessels (i.e. no sailing boats with tall masts)
Marks:
- 5 large marks, min 1.5m high, with ground tackle and weighted down anchor line for the worst expected conditions.
- 2 small marks, max 1m high, with ground tackle and weighted down anchor line for the worst expected conditions.
TENDER FOR
KITEFOIL WORLD SERIES EVENTS
STANDARD CHAMPIONSHIP SCHEDULE
(1 and 2 - Star events may have one racing day less)
| Day Zero |
PM |
Registration |
| |
|
Opening Ceremony |
| Day 1 |
|
Racing |
| Day 2 |
|
Racing |
| Day 3 |
|
Racing |
| Day 4 |
|
Racing |
| |
|
Prize Giving and Closing Ceremony |
TENDER FOR
KITEFOIL WORLD SERIES EVENTS
MEDIA AND SPECTATORS
IKA and the Organizing Authority work in close collaboration to deliver worldclass national and international multi-platform press coverage and spectator engagement.
The Organizing Authority agrees to work with IKA to provide media services that include:
- Providing facilities for media personnel (national media as well as IKA international media)
- IKA media manager leadership
- Appointing and paying for international TV production and distribution in consultation with and approval from IKA
- Appointing and paying for photography services in consultation with and approval from IKA
- Appointing and paying for copywriting services in consultation with and approval from IKA
- Appointing and paying for social media services in consultation with and approval from IKA
Minimum Media Requirements for 3 star events upwards
- Daily highlight video (cut to music) app. 3 minutes including intro and outro, for digital distribution, with captions covering the storyline
- VNR (news roughcut) with shotlist, with action wrap up, prize giving, winner interviews, leader boards, app 5 minutes on the final day (alternatively daily VNRs plus 3 minute final day video), for international distribution via server and satellite (minimum target reach: 150+ countries)
- 15 minute showreel (unedited footage with original sound and interviews)
- 10/14 minute event wrap-up video (cut to music with english voiceover)
- Re-Live of Gold Fleet Races(drone with commentary and post-production overlays)
- Registration pictures of all competitors plus registration day / opening ceremony lifestyle
- Daily minimum 30 action / 10 lifestyle stills in unbranded high res and branded low res as per prescription of the IKA Media Director by photographer specialised in kiteboard photography
- Daily press release by IKA appointed copywriter specialised in the class
- Social media work throughout the day and evening summaries by IKA appointed social media editor specialised in the class
- Live Coverage of Gold Fleet races increases the event grading by 1 star and 100 points
Ideally the venue will have an existing walk-up audience that could be engaged by the event.
- Engagement with local governments/cities and partnership with other event utilizing a pre - existing spectator audience.
- May include live commentary, cultural displays, athlete and coach interviews, and other entertainment.
- Fan engagement zone with stage and screen to allow live interviews and streaming of content to spectators.
MEDIA RIGHTS
| Rights Category |
IKA Rights and Obligations |
OA Rights and Obligations |
| Broadcast and Media Rights (within the Territory) |
No Rights |
Exclusive Rights |
| Broadcast and Media Rights (outside the Territory) |
Exclusive Rights |
No Rights |
| Social Media Rights |
Shared between IKA and OA |
Shared between IKA and OA |
| Website Rights |
The exclusive right to determine which entity (IKA or OA) is to create and host the official championship website. |
In relation to the ongoing management of the championship website, shared rights between IKA and OA |
| Data Rights |
Exclusive Rights |
No Rights |
CEREMONIES
High-quality facilities for Opening & Closing Ceremonies are required to accommodate participants, staff, volunteers, VIPs and spectators.
POTENTIAL MEDIA REACH
TENDER FOR
KITEFOIL WORLD SERIES EVENTS
BRANDING, ADVERTISING AND SPONSORSHIP
IKA is responsible for guiding and approving the marketing, media and sponsorship of the championship. All image and moving image rights for the championships are the joint property of IKA and the Organizing Authority. For the duration of the championships and up until one year after, image rights (subject to contract) may be given to event sponsors and accredited media/broadcasters.
The presentation of the event venue and all communications need to reflect the standard of a worldclass sporting competition. The Event Organizer will work closely with IKA to ensure branding execution is of the right standard, and that all IKA, Event and Partner assets are used effectively.
Hosts to define and implement branding plan.
- To include items such as: signage, backdrops, entrance gate, staging surrounds, buoys, flags, road signage, advertising, event programme etc.
- Balanced coverage of IKA and local event partners and sponsors
- Opportunities to inform and engage the public – information panels, class information, athlete bios, ‘ones-to-watch’, hall of fame, selfie walls etc.
- Competitors equipment branding opportunities with event / sponsor stickers
- Competitor bib branding opportunities (subject to IKA approval regarding competitors numbers and class logos)
Sponsorship
- Host opportunity to bring on Event sponsors
- IKA has Title Partner Rights – if no title partner has been signed before the event (specific timeframe would be confirmed in contract), these rights would be transferred to the Host
- Host has Presenting Partner Rights
- Very special event to sell to potential sponsors – national focus, young athlete engagement, media output, future Olympians
| Rights Category |
IKA Rights and Obligations |
OA Rights and Obligations |
| Sponsorship Rights |
The right to appoint a Title Sponsor before [insert date] and if IKA appoints the Title Sponsor, the right to have the Title Sponsor be recognised as Championship Sponsors (as relevant) on all promotional materials and on-event branding and on-collateral such as (but not limited to) backdrops, marker buoys, competitor equipment and and bibs etc (“Event Collateral”) and the Championship Marketing Materials. |
If IKA does not appoint a Title Sponsor before [insert date], the right to appoint a Title Sponsor after [insert date]. The right to appoint a Presenting Partner. The right for the Presenting Partner and all Championship Tier 1, Tier 2 and Tier 3 Sponsors to be recognised as Tier 1, Tier 2 and Tier 3 Championship Sponsors (as relevant) on all Event Collateral and the Championship Marketing Materials. |
| Official Status Rights |
Rights for IKA Status Sponsors to be recognised for their partner status as notified to the Organiser from time to time. |
Exclusive rights for domestic partners status, as per sponsorship above. |
| Advertising Rights (within the Territory |
No rights |
The right to have the name and logo of the Title Sponsor on all Event Collateral and the Championship Marketing Materials. |
| Advertising Rights (outside the Territory |
Exclusive rights |
No rights |
| Hospitality Rights |
Exclusive rights to provide hospitality to all IKA Sponsors either via a bespoke scheme or using the event hospitality programme. Exclusive rights to international hospitality sales. |
Exclusive rights to domestic hospitality sales. |
| Spectator Food & Beverage Rights |
No rights |
Exclusive rights |
| Championship Merchandising Rights |
No rights |
Exclusive rights |
| General Merchandising Rights |
Exclusive rights |
No rights |
| Publishing Rights |
Shared rights |
Shared rights |
| Ticketing Rights |
No rights |
Exclusive rights |
TENDER FOR
KITEFOIL WORLD SERIES EVENTS
EVENT STAFF
IKA will appoint a complete team for the execution of the event, ensuring consistent delivery of the same standards at all events of the World Series. The Organizing Authoriy may suggest national and local team members to reduce costs, however these are subject to IKA approval.
The Organizing Authority is responsible for the appointment of all other staff required for the proper execution of the event.
Competition Crew and Equipment - all key staff must be english speaking.
3- 4- 5- 6 star events only:
| Position |
|
IKA appointed (min qualification) |
IKA approved (min qualification) |
| Technical Delegate / PRO |
1 |
x (IRO) |
|
| Beach Marshall |
1 |
|
|
| Helper |
2 |
|
|
| Head of Jury |
1 |
x (IJ) |
|
| International Judge |
1 |
x (IJ) |
|
| International Judge |
1 |
x (IJ) |
|
| National Judge (only at the World Series Final) |
1 |
|
x (NJ) |
| National Judge (only at the World Series Final) |
1 |
|
x (NJ) |
| RC/Jury Secretary |
1 |
|
|
Race Committee
|
|
|
|
| Course Race Officer |
1 |
x (IRO) |
|
| Deputy Race Officer |
1 |
x |
|
| Timer/Sound |
1 |
|
|
| Flags |
1 |
|
|
| Start Boat Recorder |
1 |
|
|
| Assistant Race Officer |
1 |
x |
|
| ARO Recorder |
1 |
|
|
| Mark Layer 1 |
1 |
x |
|
| Helper |
1 |
|
|
| Mark Layer 2 |
1 |
x |
|
| Helper |
1 |
|
|
| Finisher |
1 |
x |
|
| Finish Recorder |
2 |
|
|
The officials appointed by IKA shall be accommodated in a nearby hotel, in single rooms, minimum of a three-star level, which should be within a reasonably close walking distance from the Competition Venue.
If not provided, the following subsistance fees apply: Breakfast €10, Lunch €20, Dinner €30
TENDER FOR
KITEFOIL WORLD SERIES EVENTS
OTHER REQUIRMENTS
For new venues, the Organizing Authority will be financially responsible for one site visit before the Championships by the IKA Technical Director.
Entry Fees
The entry fees paid by competitors and coaches shall be approved by IKA as part of the contractual negotiations. The current entry fees are usually set at 200 EUR. Bidders can also propose a different entry fee if justified, for example if accommodation is provided free of charge.. The entry fees shall include local taxes (where applicable) and will be paid directly to IKA via the IKA event registration system. IKA acts as an agent and collects the entry fees for the event for and on behalf of the Organizing Authority.
Licensing and World Sailing Approval Fees
The licensing fee for approving the event as a major IKA championship is part of the contractual negotiations. World Sailing approval fees apply as per World Sailing regulations.
