5A Discussion Items 2. Bids for Canadian Open, CYCC and NAYCC and other tournaments

NOTICE: Since there ARE competing bids, Voting Booths 6.1 (CYCC and Canadian Open) and 6.2 (North American YCC) have been opened and voting continues until Saturday (please check the agenda for details)

Please note that continuing discussion on the bids are welcome here but NOT in any thread labelled "voting booth" and postings arguing for one bid or another will be deleted without notice if posted in "voting room" threads.

North American Youth Chess Championship
Sunday, August 7 through Thursday, August 11, 2016
Caesars Windsor
9 round youth chess tournament with IM title, IM norms, FM titles and other FIDE titles available. FIDE and CFC rated. To determine North American youth champions in age and gender groups
U18, U16, U14, U12, U10, U08,
U18F, U16F, U14F, U12F, U10F, U08F
FIDE trainers course to run at the same time as the tournament
Time Control: Game in 90 minutes plus 30 second increment per move.
Entry fee $100 U.S. or $138 Canadian funds.

Canadian Youth Chess Championship
Tuesday, July 5 through Friday July 8, 2016.
Caesars Windsor
7 round youth chess tournament to determine Canadian champions in age and gender groups
U18, U16, U14, U12, U10, U08,
U18F, U16F, U14F, U12F, U10F, U08F
$225 Entry fee, with $150 of entry fee going to youth fund to fund travel to World Youth and World Cadet for champions of each age /gender group.

Canadian Open Chess Championship
Sunday, July 10 2016 through Sunday July 17, 2016
Caesars Windsor
9 round chess tournament to determine the Canadian Open champion.
CFC and FIDE rated, One round per day with one double round day.
Time Control: 40 moves in 90 minutes, remainder of game in 1 hour, plus 30 second increment per move throughout.
$150 Entry Fee, Free entry for GMs and IMs.

Organizing Team:

Organizing Committee (Partial list):
Chau Diep, Isabella Hui, Christina Tao, Latha Philip, Zoltan Kiraly, Herb Alice, Lisa Lee, George Zhu, George Zhou, Mark Boscariol, Lou-Ann Hunt, Kevin Fite (Detroit Chess Club). Li Lin, Suganthin Baskaran, Alan Kaufman (Michigan Chess Festival), Dr. Ed Mandell (All the King’s Men), Sal Chehayeb (Michigan Chess President), Kevin Fite (Detroit City Chess Club and Nakamura Simul organizer), Andrew Peredun

Special Advisor: John Coleman

CYCC 2016 Windsor Bid
Players	290
Entry Fees	$225	$65,250
CFC Youth Fund	$150	$43,500
Organizer's Fee	$75	$21,750
Arbiter Fee and Room			$ 2,650
Playing Hall			$ 6,000
Volunteer Lunches			$ 2,000
Treats for kids			$ 550
Score Sheets, Printing, Office			$ 1,000
Trophies			$ 3,000
Paypal Fees			$ 2,610
Souvenirs			$ 2,000
Rating Fees			$ 150
Donation (in 2015 Windsor CYCC paid for WYCC shirts)			$ 1,500
Expenses			$ 21,460
Net Profit (or Loss)			$ 290
Canadian Open 2016 Windsor Bid
REVENUES
Entry Fees (150 players x $150 paid entries)	$ 22,500
Subsidy from CFC	$ -
Entry Fees	$ 22,500
EXPENSES
Arbiter Fee, room			$ 4,000
Playing Hall, rooms			$ 8,000
Expenses relating to GMs			$ 4,000
Score Sheets, Printing, Office			$ 1,000
Prizes			$ 15,000
Trophies			$ 1,000
Paypal Fees			$ 900
Rating Fees			$ 600
Total Expenses			$ 34,500
Net Profit or Loss (-)
			-$ 12,000.00
NAYCC 2016 Windsor Bid
Players	350
Entry Fees ($100 US)	$138	$48,300
Fide America ($12 US per player)			$ 5,796.00
21 rooms for 36 official players, captains and FIDE America Rep			$ 13,650.00
Food for official players			$ 5,400.00
FIDE America Rep			$ 1,380.00
Arbiter Room			$ 650.00
Arbiter Fee			$ 2,500.00
Playing Hall			$ 8,000.00
Volunteer Lunches			$ 1,500.00
Treats for kids			$ 542.00
Score Sheets, Printing, Office			$ 1,000.00
Trophies			$ 3,800.00
Paypal Fees			$ 1,932.00
Souvenirs			$ 2,000.00
Rating Fees			$ 150.00
Expenses			$ 48,300
Net Profit (or Loss)			$ -
Donations and Fundraising ($6800 pledged already)	$ 12,000
Playing halls are free if we reach targets for room rentals in 2016 of 1500 room nights.

All chess equipment (sets, clocks and boards) will be provided by the organizers.

Windsor is home to a very large junior chess community. The Windsor Chess Challenge attracts up to 1600 children every year to a tournament that sees schools hold competitions to see who gets to go to the main event in late February or early March. There may be over 3000 kids that play in competitions leading up to that event. This is in a city of 200,000 or so people. Junior chess is taken very seriously here. A kilometer or two away from the tournament site there is a children's chess club that routinely sends hundreds of kids to local USCF and other chess tournaments every year. There is also a very large community of young players that has attended WYCC multiple times in both Windsor and Michigan. These are all likely to play in a NAYCC held in Windsor.

Last year at CYCC we had close to sixty Windsor area kids playing. We can expect similar or better numbers for CYCC and NAYCC this year if held locally. If held elsewhere we would expect to send twenty to thirty or more local kids to attend. For NAYCC there is a pool of hundreds of Michigan kids who would be likely to attend if it is held in Windsor.

We expect to follow all CYCC handbook rules and the terms of the CMA-CFC equipment contract for CYCC and Canadian Open. We also intend to pay the youth fund $150 for each fully paid CYCC entry and $75 in the case of the third child from a family where the cost drops to 50% of the normal fee. The projection of 290 players is a modest increase over last year's number which was 285. Realistically we would hope for a larger increase based on the larger number of Windsor junior players this year versus last year. We hope to organize lectures and analysis though the exact form will depend on if we are awarded the Canadian Open which will likely present some additional opportunities for lectures.

The proposed site of all of these tournaments is Caesars Windsor in downtown Windsor. The main playing hall is about 12000 square feet with additional rooms available for parents, skittles and side events. The room is spectacular and a beautiful setting for any chess tournament. The hotel is on the Detroit River a block or two down from the Best Western Waterfront Hotel (formerly Waterfront and formerly Hilton Hotel) where the last two CYCC's were held in Windsor.

Room rate is $129.00 per night Sunday through Thursday with a $20 surcharge on weekends (Friday and Saturday). Sunday counts as a weekday. This is a four diamond site. Very nice in every way with all the amenities you can expect from any Caesars hotel.

There will be a FIDE trainer's seminar on site paid by FIDE though we need to get ten women or girls to take the course to keep FIDE happy. This will be a definite plus for anyone hoping to become a coach for a Canadian team at any FIDE international event as increasingly this is required in order to get the designation of team captain or head of delegation and the accompanying organizer paid rooms.

The Windsor group would like to host the North American Youth Chess Championship as a first priority. We would also love to host the CYCC and Canadian Open as a combined package. We do not ask for any subsidy from the CFC and plan on paying rating fees and paypal fees and not asking for one thin dime from the CFC. Any losses will be covered by the Windsor organizers. Last year the Windsor Organizers used funds raised at a Windsor Chess Pasta Dinner (attended by over 500 people) to donate $1500 to pay for WYCC team shirts for the entire Canadian squad. We expect to use any surplus to hold additional CFC events that are youth oriented and also weekend tournaments in the Windsor area for both kids and adults that are CFC and FIDE rated. If we get all three tournaments we would expect a significant surplus due to savings on room rental. We also expect to continue the popular program of offering discounts to new members so expect a surge in foreign members as there have been hundreds of tournaments with thousands of participants held within 20 kilometers of the Caesars Windsor site on the American side of the Detroit River over the last few years.

For the youth events you can expect a similar experience as last year's CYCC though we will probably move the bughouse and pizza event earlier into the schedule rather than the last day. Last time we had bughouse, pizza and ice cream on the last day along with Participantion trophies for every participant. We can't promise the same this time (there definitely won't be Participantion trophies without someone being lynched) but we will be looking to at least slightly top last year's experience at the two youth tournaments. Our plan is not fully developed for the Canadian Open but you can expect surprises as many of the organizing committee don't realize that you are not supposed to do certain things at a chess tournament but usually the final effect is quite satisfying for the participants.

Our projections for CYCC are based on last year's CYCC. We have projected a minimal Canadian Open for purposes of this bid because we had hoped that other bids for CYCC and the Canadian Open which were in the works would coalesce into someone else doing the heavy lifting. It was only in late November that we realized if we wanted to make sure that there was a CYCC and Canadian Open, that we put together a bid ourselves. It looks like our bids managed to shake several more bids out of the Canadian chess community so it had the desired effect. It seems likely that we will be able to get some significant sponsorship funds as we have $6800 in pledges already including $5000 from the Tourism Windsor Essex Pelee Island office. This is in just two weeks of discussions. Technically just one day or one hour of discussions but they took two weeks to get back to us. Additional sponsorship funds would likely lead to more grandmasters invited and a larger prize fund. Alan Kaufman, one of our Michigan friends that will be helping us to ensure a very large turnout recently held a tournament where there were fourteen grandmasters in attendance including Gata Kamsky. He wanted to get out his wallet and sign a contract but we told him to hold his horses as we were looking at him for his contacts and expertise rather than his money.

We have received positive feedback from potential sponsors and local politicians and the Michigan Chess Community. The playing hall room rentals are what we would expect to pay if we get only one of the events. The City of Windsor recently gave $750,000 for a hockey tournament which is projected to sell 10,000 hotel room nights. They also paid for $40,000 in hotel rooms for an elite swimming competition which has a smaller footprint than any of our three events which could conceivably amount to 2500 to as many as 5000 room nights combined. There is a fairly good chance that this will see the most sponsorship of any recent Canadian Open. We all plan on twisting many arms and serving up lots of pasta and maybe top the size of the chess pasta dinner and gala which some compared to planning three weddings at once. There were even belly dancers! We can't promise belly dancers every year but who knows...

Caesars Windsor is being very supportive with prospects of free tournament halls based on holding a number of events at their venue while offering some very reasonable rates on four diamond rooms. If you send all three tournaments to Windsor you can expect to see an infrastructure built up which will mean that we will get a world class venue for many future events including future years where it might happen that no one else wants to take on one of these national or international tournaments.

If we host these events you can count on the Windsor group making heroic efforts to ensure that all required players are CFC members. This has been a significant problem in the last three or four CYCCs and Canadian Opens but was not a problem in Windsor last year because we had the large number of volunteers available to make sure everyone paid their CFC membership. We did have some issues with the multiple players with the same name sometimes in the same age group but with the help of twenty or thirty people at the reception desk we eventually got it all sorted out. This will save a great deal of wear and tear on the CFC executive director.

Did we mention that parking is free? At CYCC 2015 we managed to negotiate $5 for tournament parking a few blocks away. That's the kind of thing that happens when you put someone in charge who doesn't know that you can't ask for this kind of thing from a city bureaucracy. This time we get free parking right across the street and you don't even have to go outside as there are enclosed walkways to the hotel from the parking garage. We expect that this will free up that person to find some other creative way to make this a better experience for players and parents. When NAYCC was in Toronto we had a slightly miserable residence room with no tv if I recall. Parking was extra and expensive. In fact if you factor in parking your stay will be less expensive than it was at the last Canadian NAYCC.

For the parents who like casinos you can get the ambiance of Caesars Las Vegas in Canada. For kids, Adventure Bay water park is just a short walk away.

1) Bid for CYCC & Canadian Open 2016
- Both events would be held in Québec City
- CYCC = 7 rounds / July 5-8
- Open = 9 rounds / July 9-15

Venues
A) Hôtels
One location: Le Concorde or Le Château Laurier
B) Québec City Congress Center
In this case, tournaments would be held in the Congress Center and lodging would be Hilton and/or Delta near by.
Note: we are still expecting infos from Marc Magny, Commercial Director at the Congress Center. As part of the Québec City Tourism promotion office that is highly motivated, Marc is helping us having the 4 hôtels compete. This is still to be discussed (TBD). This Congress Center interest is strategic for both CFC/FQE in terms of future international events,

Fees
Rules from the CFC handbook would apply.
Registration = $250 of which $150 goes to CFC.

Price fund
FQE is proposing an envelope of $15 000 to be discussed.

Tourism
We shall add tourism info on Québec City before « Voting Booth » time.

Here is the CMA bid for NAYCC: Pictures don't translate onto the forum but the following contains all of the text.


CMA organised the first NAYCC in Canada in 2010 attracting over 200 youngsters to set a new participation record for this Championship. The event was held in Montreal to celebrate our 25th anniversary. The tournament rotates from Canada to the U.S.A. to Mexico...so it comes to each country once every 3 years. In 2013, CMA hosted the event in Toronto (celebrating 20 years of operation in that city) and we set a new record for the event! Under the superb organizational skills of Francis Rodrigues, the Toronto CMA Regional Director attracted 356 players! to the tournament...and needless to say that number set a new record which has not been surpassed by either the U.S.A. nor Mexico, before or since that time :). You can see the website that was put together for the 2013 event by going to Home | North American Youth Chess Championship


Home | North American Youth Chess Championship
Venue Chestnut Conference Centre, 89 Chestnut Street, Toronto, ON, M5G 1R1.
View on chesstalk.info
Preview by Yahoo

For the 2016 event, we would like to hold the event in Kingston, Ontario. This would be the first time any major scholastic event is held in that city.


Organized by the Chess'n Math Association
CHIEF ORGANIZER: IA Francis Rodrigues...you can't get better than this!
ASSISTANT: IA Larry Bevand (you can get better than this, that is why I am only the assistant :)


WHEN: Saturday August 13-17, 2016


SYSTEM: 9 round swiss with norm possibilities


WHERE: The Ambassador Hotel, Kingston, ON. This is an awesome place! They feature a 100 foot indoor waterslide to make your stay in Kingston very enjoyable! We got a special room rate of $125 per night plus tax. 2 Queen beds per room - double occupancy. Ambassador Kingston | Hotel & Conference Centre - Kingston, Ontario






Ambassador Kingston | Hotel & Conference Centre - Kingston, Ontario
JM’s Restaurant & Lounge is the Ambassador Hotel’s signature restaurant.
View on www.ambassadorhotel.com
Preview by Yahoo

Playing Facility: A beautiful 7,200 sq ft ballroom within the hotel with a stage. We also have the Atrium nearby for the parents.


ENTRY FEES (all entry fees include HST):


Before May 1, 2016 - $128.32 plus HST = $145
May 1 - June 30: $170
July 1 - August 6: $190
After August 6: $225
Roster changes after July 20 will be charged $20.


If the event generates a loss, it will be covered by the Chess<n Math Association. If the event generates a surplus, that will go to the CMA.


Should you have any questions, please do not hesitate to contact me: Larry Bevand

We await a bid for CYCC by a Vancouver group which is spearheaded by Hattie Guo.


Please use the PDF to read and evaluate the bid. I didn't want this bid to be the only one that didn't get a cut and paste into the forum but the result is hard to read unfortunately. - Vlad Drkulec 2:31 AM EST

There was a slight change in the bid which necessitated a new upload though it doesn't seem to have changed the financials. 1:45 pm Dec 13th.

Vlad. I think this gives us a wonderful opportunity to potentially secure hosts for events beyond next year. Can we consider giving no winning but acceptable bids a one or two month period to reapply for the next available date ?

Quote:

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Originally Posted by Fred McKim

Vlad. I think this gives us a wonderful opportunity to potentially secure hosts for events beyond next year. Can we consider giving no winning but acceptable bids a one or two month period to reapply for the next available date ?

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CYCC and Canadian Open for 2018 are both available and we will certainly entertain bids but lets sort out 2016 before we get too far ahead of ourselves.

A few (quick) comments :

Windsor: The organizers seemed to have spent a lot of time on this bid and the overall plan is promising. However, the CYCC was already organized there last summer and it is not exactly the most interesting city to spend a week or two...
Quebec City : This is a great city to host these tournaments. There are plenty of activities in the summer and kids would have a lot to do. However, the bid really lacks details and I am not sure if we are supposed to vote and hope for the best.
Vancouver : I would have loved to have a CYCC and or CO in Vancouver. However, the organizers have changed the payment to be given to the CFC (no longer $150 per participant, but rather a fixed amount). This would result in a huge loss for the CFC. Furthermore, I don't think splitting the CYCC and CO is in our best interest. I will therefore have to vote no on this one.
Kingston (CMA) : CMA has organized great NAYCCs in the past and Kingston would be a great city to organize the next one. They know what they are doing and can attract many players.

Quote:

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Originally Posted by Félix Dumont

A few (quick) comments :

Windsor: The organizers seemed to have spent a lot of time on this bid and the overall plan is promising. However, the CYCC was already organized there last summer and it is not exactly the most interesting city to spend a week or two...
Quebec City : This is a great city to host these tournaments. There are plenty of activities in the summer and kids would have a lot to do. However, the bid really lacks details and I am not sure if we are supposed to vote and hope for the best.
Vancouver : I would have loved to have a CYCC and or CO in Vancouver. However, the organizers have changed the payment to be given to the CFC (no longer $150 per participant, but rather a fixed amount). This would result in a huge loss for the CFC. Furthermore, I don't think splitting the CYCC and CO is in our best interest. I will therefore have to vote no on this one.
Kingston (CMA) : CMA has organized great NAYCCs in the past and Kingston would be a great city to organize the next one. They know what they are doing and can attract many players.

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I feel a lot better than I did two weeks ago when there were no bids at all.

The Vancouver bid is problematic due to the greatly reduced payout to the youth fund. It would likely mean no support for the U16 Olympiad and a much reduced budget for the world tournaments. Perhaps we could manage if we went back to the way we did things a few years ago with no coaches or just one coach. We also have two world tournaments to support this year as the old WYCC format has been split into two.

I don't think we can accept a bid which promises less than $150 per player to the youth fund. That has been my public and private position since becoming CFC president.

I think that Larry Bevand and CMA, the FQE and the Windsor organizers are all quite capable of organizing these tournaments. Windsor has the best and most detailed proposal with the most upside. There is the potential for something very large happening as a result of Windsor getting all three tournaments as the City of Windsor has shown itself willing to spend large amounts of money on sporting events. It could mean that we have one more option when no one else wants to take on one of these tournaments.

The FQE Quebec City bid does imply a $2,000 subsidy from the CFC for the holding of the Canadian Open. The Windsor bid expressly states that they will not be asking for any subsidy.

Windsor did not contemplate putting forward bids until it became clear that there were NO bids for any of the events in late November. I could have enlisted Hal Bond to do what he did last year but the best way to ensure that there was an acceptable bid was to make sure that one was put forward locally.

I think the most important thing about the Windsor bids is that we will have another option for the tournaments that are hard to organize. The city is putting together a sports tourism office and this is a very good time to be in their faces if we want them to think about chess when they are looking at programs that they want to sponsor. Certainly we will be able to offer them much more bang for the buck than the other accepted projects that I have seen in the media lately. Forty thousand for hotel rooms alone for an elite diving competition (not counting the millions for a pool). Seven hundred and fifty thousand dollars for a hockey tournament which is expected to generate 10,000 hotel room nights and this is deemed sufficient justification for the large public expenditure. The son of a local member of Parliament is a tournament chess player. A city council member who has offered to help us was a high school chess player. We have key downtown business leaders onside.

I am not going to badmouth Larry, the CMA or the FQE. They have been very helpful to the CFC over the years. The CMA had the North American Youth Chess Championship by default scheduled for Toronto but it was not able to come together. All of these bids arose because Windsor put forward their intention to bid. i know because I know exactly how the bids came about and have encouraged these alternate bids. The thing is that it is not healthy for the CFC to have to resort only to the CMA and FQE to put on tournaments. We need to create more pockets of capability to put on these events. If Windsor gets these three tournaments it will certainly cement the possibility of many future events like the Canadian Closed, the Canadian Junior with strong levels of support from local and other levels of government. Even if Windsor had presented a mediocre bid - which they did not - there would be good strategic reasons to accept their bid. The evidence is that this bid package is the best of the bunch financially and from the point of view of upside for the CFC.

Of course.