Toolkit
Get Planning Now – Event Hosting Document
One of the SCSNO key roles is to give guidance, resources and collaboration to organizations that are hosting or looking to host events within our region.
We have produced the ‘Get Planning Now!’ event hosting document which offers tools and considerations to help organizations, both large and small, produce an awesome event.
The document is to give confidence to organizations or societies that have never hosted an event before but wish to do so. This document will be the perfect starting point providing a variety of considerations. For the more established, with a history of hosting events this document may give fresh ideas that may not have been considered before.
The handbook covers a wide range of topics and not all will be relevant to you, your society, organization or event. We would encourage you to remember that these are only considerations and would only be applicable if dictated by the size, nature and scope of your event.
Get Planning Now Event Hosting Document – Version1 Spring2021
Accommodation and Restaurants
Are you bringing people in from out of town – need to find a hotel rooms and secure rates. Below is a list of our Accommodation providers within the North Okanagan with locations, contact names, numbers and emails.
It is best to remember that we are a summer time destination and many of the hotels and motels reach capacity without the need for block bookings. The accommodators would be much more open to offering ‘attractive’ rates in the shoulder seasons (Oct – May). This might be something to consider when selecting dates for your event.
List of Hotel & Motel Accomodations in Vernon
List of large group capacity restaurants in Vernon
Below is a list of Vernon restaurants with the capacity to accommodate groups of 20+ diners. These restaurants can also accept minors. Reservations are strongly encouraged.
Vernon Accommodators Room & Conference Inventory – Summer 2020
Athlete Safety
There are many resources available for the health and safety of athletes
- Parachute, is Canada’s national charity dedicated to injury prevention. They focus on three key areas where people are unintentionally injured: in the home, at play, and on the move. They educate and advocate for preventing serious injury in our homes, in sports and recreation and on our roads.
- The Sport Concussion Library offers a wealth of information on the topic of sport concussion. It has information for all audiences, including Athletes, Parents, Coaches and First Responders.
- Concussions This infographic helps explain the definition of a sport concussions, symptoms, testing, and return to play. This was created by Fortuis Sport & Heath – Sport Science and Medicine Leaders based in Burnaby BC.
- The Canadian Centre for Ethics in Sport also offer concussion prevention information along with ‘concussion stories’
- The Sport Med BC Resource Library is another fantastic resource that gives you access to Sport Medicine experts on topics such as Nutrition & Diet, Injury Prevention and Management and Sport Training.
Also see the Sport Information Resource Centre. They offer information and resources for the advancement of sport and physical activity.
Bid Submissions
Below are a number of bid submissions that have been compiled and submitted by the City of Vernon to host various sporting events.
If you are thinking of submitting a bid to host an event – these submissions could be a great resource on what to include in your package.
In addition, the SCSNO can also help you enhance you application by sourcing ‘North Okanagan’ imagery and providing updated stats.
Coach Development
There are many different requirements needed for coaches, teachers and trainers within Canada. Coach.ca and viaSport.ca offer details on the various levels of education – from the most basic introductory coaching requirements to the NCCP certifications needed for high level development. We have listed below a few links to some of the most sought after coaching resources.
- viaSport NCCP Making Ethical Decisions is the most popular multi-sport module in the National Coaching Certification Program (NCCP).
Also see the Sport Information Resource Centre. They offer information and resources for the advancement of sport and physical activity.
Update – The Petro-Canada Sport Leadership sportif Conference is going virtual for 2020. More information about the Nov 4th – 6th virtual conference can be found here
The Petro-Canada Sport Leadership sportif conference is Canada’s largest conference for coaches, researchers, sport executives, and administrators. Annually, the event gathers more than 500 delegates for three days of learning, professional development, and networking with the top minds and leaders of sport, business, and education communities in Canada.
Community Event Calendars
Want to check to make sure your chosen date doesn’t clash with any other ‘big’ event happening in the community at the same time? Check out a few of the community event calendars.
If another event or program is already posted – this may impact accommodation availability, facility inventory or conference space. We have three active event calendars in Vernon
Each calendar may look like they are a duplicate of the other – but every now and then an event will get posted to just the one and not the others.
North Okanagan Cultural Facility Inventory – Summer 2020
Working Document
Event Sustainability
Looking for tips to make your event more sustainable? We have found a number of websites that provide a variety of suggestions on how to make your event more green.
- Edmonton Convention Centre – An Insider’s Guide To Hosting A Sustainable Event (2019)
- Sports Destination Management – Eco-Friendly Events: Tips for Hosting a Sustainable Sporting Event (2013)
- Canadian Sport Tourism Alliance – Sustainable Sport Event Template (2013) (This is a comprehensive template that is available for CSTA members only. Contact us directly for access to this template. ed@scsno.ca)
Funding
Funding is one of the most common responses we receive when we ask organizations – “What does your event need to succeed?”
To help, we have listed a number of potential funding bodies that could be suitable for your organization. Each funder has their own parameters for eligibility so please click on the heading for a link to the application criteria.
This is not an exhaustive list – many funding opportunities come available for only a short window and then will close once they have distributed all the funds. Searching online for new opportunities is advised.
Tourism Vernon AHRT Cooperative Marketing Funds
Shared 50/50 marketing funding from the AHRT open to applicants from both Sport & Culture organizations. Projects must attract visitors from outside of the Okanagan region, increasing tourism visitation and spending. As of Jan 2021, applications will be accepted in two phases – February and July
Click here to see the PDF application.
Greater Vernon Arts, Culture & Youth Grants
The Regional District of North Okanagan allocates annual grant funding that is available to community organizations who are intending to provide a festival, event or project featuring arts, culture and/or youth based elements for the benefit of Greater Vernon residents. The RDNO offers two separate grants, one is a project grant and the other is an operating grant – Application dates for both grants are September 30th 2021.
Click here for more information on the RDNO grants.
Destination BC Tourism Events Program
The Tourism Events Program was created to help events increase the volume of visitors to British Columbia, broaden global recognition of the province, and build our reputation as an internationally renowned destination. Applications open March 31st 2020 for events taking place between Nov 2020 and Oct 2021. Minimum funding application is $10,000.
Click here to see the program requirements.
viaSport Hosting BC Program Grant
The Hosting BC grant provides up to $35,000 to not-for-profit organizations for the purposes of hosting amateur sporting events in BC. Applications are open every four or five months for events happening within 6 to 18months. Currently accepting applications for events taking place between April 1 2020 and June 30 2021.
Click here to see the PDF application.
BC Community Gaming Grants Webinar
Community Gaming Grants provide $135 million annually to not-for-profit organizations throughout B.C., to support their delivery of ongoing programs and services that meet the needs of their communities.
The above link is to a webinar that covers information about these grants, including: eligibility, grant amounts, application periods, and how to apply.
It is from 2017 – so you may need to check for the latest eligibility criteria and application periods on the gaming website.
Click here to watch the video on Youtube.
Vernon City Council Discretionary Grants
The City of Vernon supports the enhancement and preservation of a positive quality of life for all its residents. One means of achieving this goal is through the provision of grants to organizations that contribute to the general interest and advantage of the City.
To apply, Applicants must be community based, provide a service which is not provided by any other group or organization and be a non-profit organization or registered society. For a full list of eligibility criteria please click the above City of Vernon link.
Applications are accepted twice a year for various amounts. April 1st – April 30th and Oct 1st – Oct 31st
Click here to read more about the grant.
Grant Connect
Grant Connect is a software program hosted by the Okanagan Regional Library that allows organizations to seek out thousands of funding organizations, including Canadian grant-making foundations, corporations and government agencies.
SOFTWARE AVAILABLE FREE OF CHARGE FROM THE OKANAGAN REGIONAL LIBRARY
Click here to read more about Grant Connect.
Foord Family Foundation
The Foord Family Foundation is a Vernon based charitable foundation that supports initiatives to improve the quality of life for children and youth.
Established in 2009, the Foundation is a private family foundation of which the Board of Directors is comprised of family members who set policy, assure the Foundation’s good governance, and distributes funds to qualified donees (non-profit organizations that are registered charities and have a valid charitable number within Canada).
For more information on the Foord Family Foundation and a list of previous grantees click here.
Letters of Support
Letters of support are important and often required components of grant applications. A letter of support demonstrates to potential funding bodies the credibility of the applicant, their credentials, and the reasons why they deserve the funding. In addition, it aims to convince the funding entity that the event for which the grant is requested is a good one, and will be beneficial to local participants and the community at large. Having a positive letter of support will increase your chances of getting the grant significantly. It is important to note that a letter of support is written by somebody that is not the grant applicant. This may be a local politician or dignitary or partner organization, such as the Sport & Culture Society.
The City of Vernon Mayor, our Provincial MLA and Federal Member of Parliament can all offer letters of support. When you are asking someone to write a letter of support, be specific. Tell them to whom you are applying for funding, the objectives of the funder, and what you would like them to include in their letter. We know from experience that drafting the text of the letter before submitting it to them will be helpful.
Letters of support written by SCSNO
Does your event need a permit?
City of Vernon Special Event Permit
Do you know that the City of Vernon requires a Special Event Application to be submitted 30 days before your event takes place?
The purpose of this application is to provide the necessary information to the City and other community authorities to ensure that the events being will be safe and successful.
The application also provides key information on additional services available within the community and the processes for obtaining special approvals that may be necessary for your event.
The City of Vernon must approve a Special Event Application in order for an event to proceed and it is the responsibility of the Special Event Permit applicant to confirm to all applicable laws and regulations and adhere to all requirements as per the approved Special Event Permit.
The below link will open the form which gives the City’s ‘terms & conditions’ and submission details.
BC Park Use Permits
If your event is hosted in a provincial park you will need to apply for a Park Use Permit if a ‘fee has been charged’ for participation in your event. The below link will give full details on what activities require a permit, how to apply and the process.
Please note – BC Parks state that applications can take up to 140 days for a decision.
Sponsorship
Seeking some tips in how to secure, retain and engage local sponsors? Here are some links that can help you complete a successful sponsorship package. Our community businesses give thousands of dollars in money, time and product to events and programs each year. They receive multiple requests for support but there are only so many they can support – These links may help in making sure your request stands out.
Return to Sport
With the relaxing of Provincial restrictions, opportunities are beginning for the return to sport and events. Before any organizations can return to the field of play organizations are required to produce a Covid-19 Safety Plan, (also referred to as a ‘Return to Play Plan’) and potentially have to update their insurance policies and to sign new facility agreements.
Below are links to templates provided by the Greater Vernon Recreation Services, ViaSport & WorkSafeBC
- By order of the Provincial Health Office, all organizations must develop a COVID-19 Safety Plan for their operations. This includes sport groups that have their own facilities and for groups that use municipal properties. Greater Vernon Recreational Services have provided a Arena User Group COVID-19 Safety Plan Template to assist in the completion of the required plan. This plan will need approved by your organizations Board of Directors (If applicable) and submitted no later than seven days before your anticipated return date to Rec Services.
- Sport specific plans can be found on the ViaSport website where they have Return to Sport’ guidelines for over 46 sports.
- WorkSafeBC offers Arts & Culture protocols for returning to operation. This link focuses on guidance for Art Centers, Art Galleries and Museums.
Please also review the User Group COVID-19 Safe Return to Play Plan Checklist produced by the Greater Vernon Recreation.
The Sport & Culture Society encourages you to contact your Provincial Sport Organization and the facility manager to establish if there is any specific requirements for your organization.
Vernon Sporting Parks & Facility Inventory – Summer 2020
STEAM – Sport Tourism Economic Assessment Model
Have you ever wanted to know what level of economic impact your event may have on your community? The STEAM software can help.
The STEAM model uses standardized visitor expenditure profiles that have been developed using primary data, which is then supplemented with the latest data from Statistics Canada. This spending estimate is then combined with your capital and operations expenditures to produce an overall estimate of the expenditures associated with your event. These calculations are then then entered into the economic impact assessment component of the model to produce the predicted economic impact.
Access to STEAM is free to all members of Sport Tourism Canada. As Vernon Tourism is a paid up member so we can offer you complimentary access to this software. The SCSNO can facilitate your model calculation requests.
Sport Tourism Canada – STEAM 2.0
For more information on STEAM and how it can be used for your event contact us at ed@scsno.ca
Please note – STEAM is a predictive calculation using pre event data. SteamPRO is available for events looking for post event economic data – further information and pricing can be found here.