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GREAT NORTHERN
CONCRETE TOBOGGAN
RACE
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ADVICE FOR HOSTING GNCTR & BID INFORMATION FOR
GNCTR 2017 APPLICATIONS
GNCTR UBC OKANAGAN 2015 GCNTB
Introduction
The Great Northern Concrete Toboggan Race will always stand out in our
minds as one of those rare life changing experiences we all had the first time
we competed. For us, the competition stands for the teamwork excellence that
highlights the school of engineering. In addition, our memories of years on
the student team visiting different Universities/Cities to compete in the
annual races led us to the conclusion that the one way to give back to
GNCTR was to host the competition. We hoped that by hosting GNCTR both
competitors who were attending their first race to those who had been around
the slab would have a memorable experience. It was an honour to be selected
by the host committee of GNCTR 2013, Vancouver; and it will be an honour
to name the GNCTR 2017 host committee and give them their chance at
making GNCTR as memorable as it can be.
Outline
This is what you need to know about hosting GNCTR in 2017:
Given GNCTR 2016 will be hosted in Ottawa, Ontario your host city /
university should be from a Western Canadian province, to keep with
the West/East alternating host tradition. The dividing line is between
the provinces of Manitoba and Ontario.
You should submit your bid proposal to us no later than by 12:00pm
PST on March 31st, 2015.
Please read the following sections for what we require submittals to
include. !
Contents of Your Bid Package
1. Outline of your bid package and its features a. Introduce the city, university, university student society and your
local toboggan team as well as anything else important.
2. Letters of Support from University Faculty and Student Societies. In
addition, it can’t hurt your chances to include support from local
industry, potential venues, and the city this early on. 3. Proposed venues including hotel, race course, technical exhibition,
and opening/closing ceremonies. These can be available venues on
your shortlist. 4. Schedule of events 5. Outline of the competition 6. Describe how logistics will be handled; from shipping crates to
storage to transporting competitors to venues. 7. Social Activities 8. Finances
9. Introduction to your Organizing Committee and their roles
What Makes an Excellent Organizing Committee
An excellent organizing committee is made up from the very best
volunteers amongst your student population. In particular, a majority of
your volunteers have also been to at least a couple races by now and
have a general idea of what the Great Northern Concrete Toboggan Race
offers to students. Don’t undervalue volunteers with experience outside
GNCTR however!
Your organizing committee should include as many interested parties as
possible. Students, alumni, and members from the industry are all
necessary in order to host the best possible GNCTR. Define the roles
each member will undertake within your committee and their individual
experience/skills.
Budget
As soon as you have a solid organizing committee your next goal, apart
from securing venues, is to acquire sufficient funding, which is critical to
successfully hosting GNCTR. You’re likely aware of university funding
streams available to you.
All applications should be aware that a benefit was negotiated starting
with GNCTR 2015 over the course of five years that contributes $5,000
from the Canadian Society for Civil Engineering (we will put you in
touch with the right people when the time comes) to the host organizing
committee. Feel free to include this in your budget.
Your bid proposal must be submitted along with a complete budget
forecasted for the year you intend to host GNCTR 2017. You should
detail a day to day breakdown of your estimated expenses for the
operation of the event including meals, logistics, space rentals, etc.
Conclusion and Closing Thoughts
Remember that the goal of your bid package is to show us that you are
the best place to host GNCTR in 2017. You want to impress us with
location, venues, organization, forethought, and the people on your
committee. Last, don’t forget to have some fun writing it. Spirit is an
integral part of GNCTR and a proud tradition. It’s what sets GNCTR
apart; and is as important as any of the aforementioned GNCTR aspects
we’re looking to find in a bid package.
Best regards and good luck! The GNCTR 2015 Organizing Committee
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