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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. Shall indicate venue on which regatta is to be held and dates of regatta
  5. Shall indicate and describe any plans or intent to combine with another event.
  6. 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.
  • 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.)
  • 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.
  •  

Revised 3/6/2008