SPORT & RECREATION: Sport: Guidelines For Requesting Support Under The Government Of Ontario International Amateur Sport Hosting Policy: Information and Documentation Expectations regarding Formal Requests
7. Information and Documentation Expectations regarding Formal Requests
A. Authorized request and related information
It is highly recommended that formal requests for Government support under the Policy be accompanied by the following information and documentation. The information and documentation expectations outlined relate to decision making processes that are part of the Government’s fiscal planning process. Requestors are also altered to the fact that the Ministry may require additional information beyond that outlined in these Guidelines.
A. Authorized request and related information
A written request for provincial support – including the amount of support being requested and when it would be required– that has been signed by a duly authorized signing officer of the bidding organization and the main hosting municipality/ies, on behalf of their legal entities.
Where the request relates to an event under the purview of an applicable recognized sport organization that is recognized under the Provincial Sport Recognition Policy and the Federal Policy for Hosting International Sport Events, a letter of endorsement from the related sport organizations must accompany the formal request.
B. Business case information for total event costs
A Business Case document should be provided that includes :
- Information on the scope of the event in terms of number athletes & officials involved, sports involved, competition structure and number of countries that will be involved.
- Information on previous Canadian, Ontario and community bidding experience for the proposed and related events.
- Information on domestic and international timelines and process associated with the bid for the event, such as date for lodging of bids, site visits, selection, etc.
- Information on the expected number of unique Ontario and non-Ontario spectators to the events.
- Information on expected television viewership and media coverage in both Ontario and non–Ontario markets.
- Information on facilities that will be used (including athlete accommodations), including the need for any facilities that will involve significant capital expenditures.
- Information on the number of out-of-province and in-province visitors who are expected to attend the event and the average length of over night stay.
- Information on visitor accommodation needs and existing community capacity to accommodate visitors.
- Information on how the organization of the event will be structured and managed.
- Information on any event owner/international federation requirements including:
- Any legal requirements for assumption of unlimited contingent or underwriting liabilities (e.g. guarantees, joint assumption of liabilities, rights fees guarantees, etc.) required by the event property owner /sport federation, or others.
- Legal requirements imposed by the international sport federation, or others (e.g. the national sport organization), that could impact on the overall budget for event preparation, such as such hosting of special congresses at the time of the event, trial events, special commission visits etc.
- The proposed names of each of the parties that will assume any such respective obligations or legal requirements set out by the event property owner /sport federation, or others
- Information on the proposed sport and recreation programming legacy that covers:
- Legacy requirements that flow from national and international sport federation expectations and requirements.
- The amount of the legacy line item in the proposed budget that can be attributable to Ontario sport, recreation and health promotion benefits.
- Nature of the legal entity that will run the legacy.
- Membership of the entity that will manage the legacy.
- Information on other physical and community legacy aspects, such as post event use of facilities, that covers:
- Type of legacy.
- Nature of the legal entity that will run the legacy.
- Membership of the entity that will manage the legacy.
- Transportation and security planning information that specifies any service expectations related to the provincial government, such as provincial policing services, public health services for athletes, and highway signage costs.
C. Budget information
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A total event budget document that covers:
- Operating revenues by source and full event preparation expenses which includes the value of in-kind and other contributions to the extent that they are expensed.
- The revenue contribution section is expected to specify the individual contributions (that are reflected in expenses) coming from:
- Each involved municipality.
- Other senior levels of Government.
- Corporate philanthropic contributions.
- Other non-profit philanthropic contributions.
- Any other non-commercial contributions.
- The revenue contribution section is expected to also specify all commercial revenue sources such as sponsorship, ticket sales, TV and multi media rights, etc.
- Operating costs, including any rights fees and essential provincial government services and any non-surplus based legacies including:
- A sport and recreation programming legacy as a separate budget line expense.
- Any anticipated surpluses.
- A Capital Budget that includes anticipated total capital cost and any specific associated revenue sources, such as environmentally remediated land contributions, ownership of which is to transferred to the organising corporation.
- A list of any new or major capital retrofit items, with expected budgets, that are part of the capital portion of the budget.
- A contingency amount to cover any expected cost of living increase adjustments required during the course of event preparation (1), and other matters.
- Notes that are part of the budget submitted to the Ministry should outline any contingent liabilities requirements that would arise from entering into a hosting contract with event property owners and indicate the parties that will be expected to assume any such liabilities.
- A cash flow statement that indicates in which provincial fiscal year (April to March 31) contributions would be expected.
(1) Based on Sport Canada Major Games experience, a factor associated with the previous three years consumer cost of living index would not be an unreasonable factor.
D. Supporting Due Diligence Documentation
Evidence of non profit incorporation status for the bid organization, if not a municipality, and a list of directors and officers of the bid organization should accompany the written request.
A letter from a chartered accountant or an independent expert in the bidding or management of international events verifying that the budget assumptions are reasonable within materiality.
A Tourism Impact Report that outlines the amount of provincial tax revenue and the amount of overall economic value (in GDP terms) that will be generated by out-of-province tourists from the proposed event based on the Ministry of Tourism Regional Economic Impact Model, or a separate specific out–of-province tourism report generated through the Canadian Sport Tourism Economic Assessment Model, or generated by a suitable economics consultancy.
An Economic Impact Report that outlines the overall economic value (in GDP terms) of the hosting the event on the local and provincial economy that has been prepared using the Ministry of Tourism Regional Economic Impact Model,or a separate specific out–of-province tourism report generated through the Canadian Sport Tourism Economic Assessment Model, or generated by a suitable economics consultancy.
A “Volunteer Contributions Report” that provides information on the
- Number of volunteers that would be expected to be involved in the planning and hosting of the proposed event.
- The time value of volunteer contributions.
- The monetary value of volunteer total time contributions valued based on $13 per hour of volunteer time (Cf. Statistics Canada: Satellite Account of Nonprofit Institutions and Volunteering).
A Visibility Plan that outlines the visibility that the Government will receive in participating in the proposed event.
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