CITY OF VANCOUVER

Administrative Report

 

Date:

September 2, 2004

 

Author:

Lori MacKay

 

Phone No.:

257-8615

 

RTS No.:

4467

 

CC File No.:

4201/2001

 

Meeting Date:

September 14, 2004

TO:

Vancouver City Council

FROM:

General Manager, Vancouver Board of Parks and Recreation

SUBJECT:

Sport Event Hosting

RECOMMENDATION

CITY MANAGER'S COMMENTS

This partnership will demonstrate Vancouver's commitment to facilitating and supporting high performance sport events at a national and international level with the priority on pre-Olympic/Paralympic test events. At the same time, this initiative will bring the benefits associated with sport development, economic development and social and community development to our city and complement the proactive role the city is taking in providing assistance and support in special events. The City Manager recommends approval of recommendations A through D.

COUNCIL POLICY

For many years, it has been Council policy not to provide financial support for sporting events in the City or for sports teams travelling to events outside the City. Council has supported sports related civic events such as the Grey Cup parade, however, this support has been periodic and not specifically related to the staging of the sporting event. The Park Board has had a longstanding policy for the provision of sport facilities for groups hosting sport tournaments and events which has provided services to support sport events primarily at the local, regional and provincial level.

In 2004, Council approved a policy statement in support of celebrations, sporting events and special events:

At this time, Council also approved a number of recommendations directed at improving the processes and administration of applications and bylaws.

In September 2002, Council approved a policy framework for Festivals and Celebrations. Two types of grants were created to expand the scope of city assistance:

In June and July 2003, Council approved an expansion to the Celebration Grants program to assist major parades by recognizing up to 50% of their city service costs as eligible for grant support and including staff facilitation in the areas of development, advice and assistance to smaller organizations and grant management.

In 2004 Council approved the following two motions:

In November 2003, the Park Board undertook a review of special events occurring on parkland and approved updated policies and guidelines for special events. These policies and guidelines establish a framework for the evaluation of requests, priority for allocating park space, event approval, revenue generation including gated events, event sponsorship, sale of goods and services, consumption of alcohol, park preservation, site and service requirements, city support services, permits and licenses and safety and security.

PURPOSE

This report seeks approval to enter into a two year pilot partnership with 2010 Legacies Now - British Columbia HostingNow Program (Appendix A) by contributing two year funding totalling $100,000 and by participating on their Committee in the decision-making framework for hosting sport related special events and tournaments, with an emphasis on Pre-Olympic/Paralympic test events leading up to the 2010 Games. As part of this partnership, the City would agree to provide funding totalling $100,000 over two years and would appoint a staff representative to participate on the Committee tasked with assessing requests for financial support. It is anticipated, with the similar support from the Municipality of Whistler, that this partnership will expand our collaborative approach as we prepare to host the world in 2010.

BACKGROUND

Over the years, Vancouver has been the location of many quality sporting events. Recent successes include the 2001 World Figure Skating Championships and the annual Vancouver International Marathon. With the successful bid for the 2010 Olympic Winter Games and Paralympic Winter Games, the number of requests for hosting sporting events in Vancouver has increased. This adds to the already significant number of local requests for use of parkland, road allowances, and other city owned properties for staging activities ranging from half-day runs, all day tournaments to large-scale events lasting several days. With an ever-increasing demand on municipal services and the growing number of events, the City needs to review its role related to sport events with a focus on maximizing the benefits for citizens.

Recent requests for support from the City of Vancouver for sporting related events include:

These requests include a range of support such as:

In February 2003, Mayor Campbell announced recommendations that flowed from the public consultation process in the Mayor's Forums on Vancouver's participation in the 2010 Olympic and Paralympic Winter Games. In the Mayor's report, reference is made to the many positive benefits that a major sporting event can bring to the City and encouragement from citizens for the growth of international sporting events in the Olympic mould such as the Special Olympics and the Gay Games as just two examples. The Mayor's report emphasises the importance of events which are socially, environmentally and economically sustainable and target benefits for all citizens - and particularly young people.

On February 10, 2004, Council referred a motion put forward by Councillor Peter Ladner asking staff to report back on a strategy to:

Early in 2004, the City Manager requested the General Manager of the Park Board to undertake an initiative to coordinate a civic approach to the issue of sporting special events. This initiative included discussions among departments, other levels of government, Tourism Vancouver, and other municipal governments including Whistler and other lower mainland jurisdictions. A staff team has been working since February 2004 to explore the issue.

Tourism Vancouver has established a Sport Tourism Task Force comprised of a broad based membership including representatives from the City and Park Board. The Task Force aims to encourage more sport hosting events in Vancouver and is oriented toward the revenue generating potential of sport tourism. They have expressed interest in inviting sponsorships, assisting local authorities, developing a calendar of events and identifying possible sport legacies, such as volunteer coordination.

DISCUSSION

The City of Vancouver is committed to enhancing its reputation as an international sport destination and to increase its share in the sport tourism industry. The successes of past events, including the 2001 World Figure Skating Championship, demonstrate the mix of community and economic benefits a city gains from being the venue for events.

The staging of the 2010 Olympic/Paralympic Games in Vancouver and Whistler provides the city with some unique opportunities. Providing strategies to target and respond to sporting event requests now and in the future has the potential to leverage this opportunity to maximize the benefits for Vancouver citizens. This poses several questions:

Sport Tourism is growing everywhere in the world. At an international level, countries like Ireland, Australia and the UK have focused on attracting major sports events. Sophisticated and successful major sporting event strategies have developed and fierce competition exists to achieve the awarding of these events after a competitive bidding process.

The communities of Vancouver and Whistler have already proved they have the capacity, by working in partnership with others, to submit successful bids and be awarded high profile national and international events. Elsewhere in Canada, cities such as Brantford Ontario and Kamloops British Columbia have focused on local strategies and branded themselves as "Tournament Capital" cities.

What are Major Sporting Events?

Building on the UK Sports Council strategy, we can describe three defining features of major sport events:

These major events can be further identified under four broad categories:

Why host sport special events?

Sport Tourism has been recognized as a successful economic and community development strategy for governments at the national, provincial and local level. Some of the benefits which have been attributed to this includes:

Municipal Perspectives

As an example of a local municipal strategy, since 1985, Kamloops British Columbia has successfully been marketing sport tourism through the Tournament Capital of BC program. Since that time, numerous provincial, national and international events have been hosted. In their description:

In 2003, Kamloops took their program to a new level in declaring the city the "Tournament Capital of Canada". Their tournament service strategy offers:

The British Columbia Perspective

At the Provincial level, the 2010 LegaciesNow Society believes that turning the spotlight on BC through hosting sporting events leaves lasting sport and community legacies throughout BC. The BC HostingNow program will provide funding to organizations interested in staging international and national sport events in British Columbia. The program has an emphasis on Pre-Olympic/Paralympic test events designated by VANOC leading up to the 2010 Games. The Program is guided by the strategic framework for hosting sport events in British Columbia and compliments the Federal hosting framework.

In the current provincial fiscal year, the BC HostingNow program has a budget of $400,000 which must be committed by March 31, 2005. Applicants for funding must operate on a not-for-profit basis and be a National Sport Organization, Provincial Sport Organization registered in British Columbia or local government body or a federally or provincially registered not-for-profit society. The program will contribute up to 1/3 of a single sport event operational budget up to:

- $50,000 for international events;
- $20,000 and matching funds for VANOC identified test events;

- $5,000 and matching funds for provincial events

Applications are received twice per year. The focus is on events taking place over the next 3 years (2004 up to and including the 2007-08 winter season).

Perspectives from the Government of Canada

At the federal level, funding is available for National Sport Organizations for hosting single sport international level events. Sport Canada has a federal policy for Hosting International Sport Events. The objectives of the federal Hosting Program for international single sport events are:

Their priorities are:

1 - Direct Olympic and Paralympic Qualification Events
2 - Senior World Championships
3 - World Cup events, Continental Championships and World University Championships
4 - Junior World Championships and Junior World Cup Events
5 - Annual International Events

Priority is given to those events that include competitive opportunities for under represented groups. In this program, requests for support are generally restricted to operating costs only. Prize monies and capital expenditures are not allowable expenses.

ALTERNATIVES/OPTIONS

Staff considered two approaches to support major sporting activities in Vancouver.

Option 1 - Independent Approach

One approach was to enhance our existing policy framework by developing independent City of Vancouver policies and procedures for specifically supporting major sporting events. This option was seen to require additional staff resources and financial resources in the form of grants to coordinate with our existing policy framework. While a case may be made for such expansion, at this time, and in light of the world focus on Vancouver/Whistler, staff are recommending that our priority should be to support those events which lead up to the 2010 Olympics and continue our existing approach for events in line with current policy. Ongoing policy development work on the city special event policy framework should consider an approach for sport event hosting to address events which would not be eligible under the BCHostingNow program.

Option 2 - Partnership Approach

The preferred option was to partner with BC HostingNow and Whistler and benefit by working collaboratively with other levels of government and other municipalities in developing opportunities. A partnership could be created where the city contributes $100,000 over 2 years to supplement the $400,000 commitment from the Province. It is hoped that the Municipality of Whistler will also support this partnership approach with a similar $100,000 contribution over the 2 years. Communication from Council to the Municipality of Whistler is recommended to seek their participation in this partnership.

This partnership approach is seen as a cost effective way to respond to requests from sport event organizers and target our support for major sport events to Pre-Olympic/Paralympic test events which will help the city prepare for 2010. This approach is also seen as an efficient method for the organizing committees who would have one less government program to consider in their already difficult search for financial and in-kind support for their event. The financial contribution by the City to the BC HostingNow program will ensure that Vancouver taxpayers support for national and international events is coordinated with provincial and federal support programs. An effective coordinated strategy will maximize the opportunities and benefits.

It must be recognized that not all events supported by the BC HostingNow program will come to Vancouver or Whistler. A review of requests suggests that the large majority of events would prefer Vancouver or Whistler but the BC HostingNow program is provincial in scope and will, by its mandate, support applications for host locations throughout the province. This will still represent a benefit for Vancouver athletes, coaches and spectators who will be able to participate at facilities throughout BC. By participating on the Criteria and Selection Committee, Vancouver will have direct input into the decision making regarding BC HostingNow grants for sporting events.

The partnership approach also involves an ongoing commitment to participate in the Vancouver Sport Tourism Task Force. No direct costs result from participation in this Task Force.

FINANCIAL IMPLICATIONS

It is recommended that the City provide $100,000 as part of the partnership with the 2010 LegaciesNow Society in the BC HostingNow program. This partnership would be a pilot initiative at a cost of $100,000 to be provided in 2004 ($50,000) and 2005 ($50,000). The source of funding for this expenditure would be the Operating Budget allocation related to preparation for the 2010 Olympic and Paralympic Games. Funding beyond 2005 would be the subject of a future report to Council.

The city funds will expand the funds available directly to organizations hosting events which will be disbursed by BC HostingNow under their eligibility criteria. City staff will serve as a member on the BC HostingNow Selection and Awarding Committee which will award the grants to qualifying applicants. Following review of this initiative and decisions from the Province on future funding of this program, staff will report back on whether our partnership should continue beyond 2005.

PERSONNEL IMPLICATIONS

Existing staff in the Special Events, Police, Community Services and Park Board will continue in their roles to support and coordinate city services as it relates to special sporting events within the existing policy framework. One staff will be assigned to serve as a member of the BC HostingNow Selection and Awarding Committee. The City will continue to serve on the Sport Tourism Task Force.
CONCLUSION

The City of Vancouver is committed to enhancing its reputation as an international sport destination and to increase its share in the sport tourism industry. The staging of the 2010 Olympic/Paralympic Games in Vancouver and Whistler provides the city with some unique opportunities. Providing strategies to target and respond to sporting event requests now and in the future has the potential to leverage this opportunity to maximize the benefits for Vancouver citizens.

This report seeks approval to enter into a partnership with 2010 Legacies Now - British Columbia HostingNow Program by contributing two year funding totally $100,000 and participating in the decision-making framework for hosting sport related special events and tournaments with an emphasis on Pre-Olympic/Paralympic test events leading up to the 2010 Games. It is anticipated, with the similar support from the Municipality of Whistler, and ongoing participation in the Sport Tourism Task Force, that these partnerships will expand our collaborative efforts as we prepare to host the world in 2010.

City support for sporting events not eligible for the HostingNow program will be considered in the context of upcoming report on the broader subject of Civic Events.

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