Below is the description of the proposal process for planning the fall  
mountain bike season.  It is similar to the process used last year,  
though there are some important changes to note.  Note that once the  
preliminary proposals are final, it is time to work on the final  
proposals (you will not be prompted to do so.)  Instructions for both  
parts are in this email.  The final proposals should only be expanding  
on the preliminary proposals; if circumstances require a change you  
must contact me first.

The conference will vote to approve the schedule again this year via e-
mail with each club getting one vote.  Once the proposals are in, I  
will work with the promoters to propose a schedule.  Promoters can  
make comments to the conference and propose alternatives if they feel  
it is not the best schedule.  The exact dates of this will depend on  
how quickly it is possible to work out a proposal.  We can discuss at  
conference meetings how to handle the process in the future.

There are a few points to make:

1. The preliminary bids are not just a step to fill out at the last  
minute and forget.  The purpose is to allow host schools to possibly  
coordinate (namely, share a weekend) and to pick weekends that are not  
being requested by other schools.  In general, you improve your  
chances of getting a race if there are fewer schools requesting the  
same weekend - if you choose a weekend with three other schools also  
selecting that weekend, even though you probably think you can put on  
a great event, the others do too; your chances would be better on a  
weekend with only one other school requesting a date (or even a  
weekend with nobody selecting a date.)  Also, in the event that more  
schools request weekends than we have available (which happens many  
years), I look more favorably on weekends split between two nearby  
schools.  I know this is not always possible (due to geography or  
scheduling), and a split weekend is no guarantee of inclusion in the  
proposed schedule, but it is one of many factors.

2. To encourage use of the preliminary bid proposals, this year you  
will have to set up your account and post tentative information before  
the process well before (next week, in fact.)  You can then go back  
and update it later, but this gets something in for everyone to start  
looking at and also allow time in case you have any technical problems  
to work through.

3. Another factor that will be looked at is participation in last  
year's mountain bike season.  If you are going to ask that everyone  
travel to an event hosted by your school, it is only fair to hope that  
you travel to the events hosted by other schools.  This is not a  
measure of how many riders you bring, but whether your school is  
present (and nobody expects a team to be at every race.)  Because many  
clubs have different groups for road and mountain bike season, I will  
only be looking at participation in the prior mountain bike season.  
Again, this is no guarantee of getting a race (or not getting one),  
but is one of many factors.

4. Because riders now need to work their way up through the  
categories, we need to have more gravity events.  Ideally, every  
weekend should have at least one (either slalom or downhill.)  Not  
offering a gravity event will not exclude you from hosting an event,  
but it will be taken into account when evaluating the proposals.  If  
your area lacks the elevation change to have a true gravity event, use  
some imagination to come up with a course that tests the same skills.

5. Promoters who are not students must outline how students will  
assist in planning the event (not just helping race-day.)  Promoting a  
race provides important skills and experience to students.  This is  
not to say non-students (e.g., coaches) should not be involved since  
they are often responsible for long-running, consistently well-
promoted events.  Student participation will be another aspect  
considered.

Nationals is scheduled for October 16-18 in California.  I have set a  
tentative regionals date to October 3-4 which does not leave as much  
time as ideal to plan nationals travel, but provides a more reasonable  
schedule length.  The season is tentatively scheduled to start August  
29.

Valmiki will be following up shortly with instructions on the  
preliminary bid process.

Let me know if you have any questions.

-Andrew

------------------------------------------------
Call for Preliminary Race Proposals:

Preliminary proposals will be accepted through April 12, 2007.  This  
step of the process will be done using a web interface; initial  
information on your bid must be posted by April 6 (even if the date is  
just a guess to be changed by the 12th.) Instructions on accessing the  
website will be sent to the list shortly.

Proposals should include:

1. Date preference (indicating 1st choice, 2nd choice, etc. if more  
than one is included.)
2. E-mail contact information
3. Event descriptions
4. Whether or not you would want to be considered for hosting  
regionals (note date information below in the description of the  
formal proposal.)

How much to include in (3) is at the discretion of the promoters.  At  
a minimum, the types of events planned but can also include course  
descriptions or any other information.  Any other pertinent  
information is also welcome.  Events can include cross-country, short  
track, downhill, "Collegiate Slalom", or other event you want to  
propose.  The "Collegiate Slalom" is described in rule 7J2(g) and, as  
far as I can tell, is very similar to a Dual Slalom.

Proposals will be viewable by other promoters so they will be able to  
see how many proposals request certain dates, what clubs are  
requesting races, and what the nature of the events is.

Proposals can be changed as the process progresses by submitting a  
revised proposal (taking into account what other clubs have proposed)  
and this can be done as many times as necessary till this step of the  
process ends.  THIS IS THE MAIN PURPOSE OF THE PRELIMINARY PROPOSAL!

------------------------------------
Call for Formal Race Proposals:

Written proposals, based on the information submitted during the  
preliminary proposal process, will be then be accepted.  These  
proposals should not change the information in the final preliminary  
version - the purpose of the formal proposals is to provide further  
information for final consideration.  Proposals should be received by  
May 4, 2007.

Proposals are to be submitted by REGULAR MAIL to:
Andrew Rizzo
4742 Winchester Ave
Lisle, IL 60532

First consideration will be given to proposals which include all of  
the following:

1. Complete course descriptions, including maps.
2. Written permission from appropriate authorities.
3. Preliminary schedule for events.
4. Contact information (e-mail and telephone) for the remainder of the  
spring, the summer, as well as the fall (as much as is possible.)

Notes for promoters:

General-Proposals deficient in one or more categories will be  
considered; but when two proposals compete for a date, preference will  
go to complete proposals.

Dates-When possible, indicate alternative dates that you might be able  
to also hold your event. The season will tentatively start August 29  
and events over Labor Day weekend will be considered (though for two  
days of racing - not three.)  With the initial bid, written permission  
will only be necessary for the first choice (if an alternate date  
works better for the conference, the promoter will be given an  
opportunity to obtain permission.)

The permission process takes time, but also is paramount in completing  
a successful race.  The harder the promoter works now, the less he or  
she will have to work later.  If you are unable to get written  
permission before the proposals are due, an indication of where you  
are in the permitting process and what you will need to complete it  
can be taken into account to partially fulfill this requirement.  The  
more you show you know about what needs to be done, the better  
positioned you will be.  (Some venues will not give written permission  
without proof of insurance, and you cannot get the insurance  
certificates without a race permit which you won't get without a final  
date on the calendar...  I am aware of this; if this applies to you,  
include as much information about what will need to be done -  
including maybe a copy of the venue's form - and, if possible, written  
indication from the venue that it is available on the date requested.)

For Saturday races, the MWCCC recommends a late morning or early  
afternoon start, IF POSSIBLE. For Sunday, the MWCCC recommends an  
early to mid-morning start, IF POSSIBLE. These times allow for race-
day travel to save hotel costs, and earlier Sunday departure to return  
to school. These times may be altered for the Regional Championship.

It is imperative that the conference director be able to contact race  
promoters in the weeks and months before the event.  If contact  
information changes (including who to contact) after the proposal is  
submitted, you MUST inform the conference director as soon as possible.

Regional Championship Proposals: