Request for Proposal (RFP) for a Games Song

The Kamloops 2011 Western Canada Summer Games Society invites interested parties to submit a Proposal to write the official “Games Song” for the 2011 Western Canada Summer Games to be hosted in Kamloops between August 5 and 14, 2011. The Games Song will be used for promotional and celebration purposes and to generate excitement and a level of professionalism around the Games, prior to and during the Games.

Background

The Western Canada Summer Games is a multi-sport competition based on highly demanding rules and regulations of International Games and is open to athletes between the ages of 13 to 23 from Canada’s four western provinces and three territories. The Western Canada Summer Games take place every four years, one year ahead of the Olympic Games.

Over the last 35 years the Province of British Columbia has only hosted these Games once; in 1995 in Abbotsford. After the Kamloops 2011 Games, it will be 20 more years before the Games are hosted in BC again. So this is our time to show that Kamloops truly is “Canada’s Tournament Capital”!

Up to 2,500 athletes, coaches and managers will be coming to Kamloops for the Games. Athletes will complete in 19 sports at 12 different venues in and around the city. There will be Opening and Closing Ceremonies, Medal Ceremonies, nightly festivals, cultural events, receptions and celebrations! All of which will be delivered with the aid of up to 3,000 volunteers.

The City of Kamloops won the bid to host the 2011 Western Canada Summer Games on May 26, 2007. As a result the Kamloops 2011 Western Canada Summer Games Society was formed as a non-profit organization run by a volunteer board of directors with the mandate to plan, organize, finance, conduct, operate, manage and supervise, in all respects, the 2011 Western Canada Summer Games. The Society’s Visions is to:

  • Deliver an athlete centered Games that supports the provincial sport development system
  • Engage the community in a celebration of sport, youth and volunteerism
  • be accountable and efficient by using a shared decision making model
  • Raise the bar for hosting a Western Canada Games
  • Develop a detailed plan for executing the Games
  • Plan to minimize the environmental impact of the Games
  • Demonstrate a commitment to active, healthy lifestyles

Project Overview

In keeping with the Kamloops 2011 Western Canada Summer Games Society’s Mandate and Vision, the Society will provide an honorarium for an original piece of music and lyrics that will represent the spirit of the Games – “The Games Begin With YOU!” – and become the official “Games Song”.

The Games Song will be used prior to and during the Games in the following manner:

  • Marketing projects including TV commercials, radio advertising, website and DVD’s or CD’s produced
  • Events and presentations leading up to the Games such as VIP receptions, tradeshows and other special events
  • Opening and Closing Ceremonies during the Games
  • Medal Presentations during the Games

Submission Guidelines

All Proposals must include the following:

  1. Name, address and contact information for the person or company submitting the song.
  2. Name and contact of the writer(s) if different than above.
  3. CD, DVD or electronic file of the proposed Games Song. (This does not need to be a complete song, only a sample, concept with the understanding that the piece will be completed prior to August 1, 2010.)
  4. Statement of what inspired the song and how it relates to the spirit of the Games along with any supporting material.
  5. Statement of qualifications and experience.
  6. References, including names and telephone numbers of contact persons.

Selection Process

Proposals will be reviewed by an Evaluation Committee and will be evaluated on originality, incorporation of the Games theme, qualifications of the writer(s) and references.

Kamloops 2011 Western Canada Summer Games Society reserves the right to reject any, some or all Proposals submitted without giving reasons. As well, Kamloops 2011 Western Canada Summer Games Society may negotiate changes to the terms of this proposal with the selected submission without any obligation to advise the proponents of the other submissions. Proposals become the property of Kamloops 2011 Western Canada Summer Games Society and will not be returned, with the understanding that pieces not selected will not be used in any way by Kamloops 2011 Western Canada Summer Games or future Western Canada Games.

Timelines

To ensure that applicants have sufficient time to prepare their submission and Kamloops 2011 Western Canada Society has the time required to properly review submissions, the following timelines have been established:

  • May 15, 2010 – Kamloops 2011 Western Canada Summer Games Song Proposal distributed.
  • June 30, 2010 (4:00 pm)– due date for proposals to be received by Kamloops 2011 Western Canada Summer Games
  • July 15, 2010 – Selection process complete

Submission Deadline and Details

Proposals must be received no later than 4:00 pm June 30, 2010. Proposals along with all required supporting material must be submitted by mail, in person or by e-mail to:

Paula Kully, Community Programs Coordinator
Kamloops 2011 Western Canada Summer Games
262 Lorne Street, Kamloops BC V2C 1W1
paulakully@2011wcsg.ca

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