CSC Pacific Billet Program Guest FAQs

Who is eligible to refer Guests?
To be an eligible athlete who can refer a Guest, a person must be a Canadian team athlete competing in the Games, as verified by the Canadian Olympic Committee (the “COC”), the Canadian Paralympic Committee (the “CPC”), or the athlete’s National Sport Federation (“NSF”).

To be an eligible coach who can refer a Guest, a person must be a technical coach (i.e. event or head coach) for the Canadian team (that is a technical coach who is a member of the Canadian Olympic or Paralympic team) competing in the Games, as verified by the COC, the CPC, or the coach’s NSF.

Who should consider applying to be a Guest?
To be an athlete’s Guest, a person must be an eligible family member of an eligible athlete, including a parent, sibling, spouse, partner, child, other relative who may be crucial to the eligible athlete’s success, or boy/girl friend. Close friends who are regarded as critical members of an athlete’s support team will be considered, but are subject to National Sport Federation (NSF) approval. All Guests under the age of 19 must be accompanied by an adult. Eligible athletes are invited to refer up to four Guests to the Program.

Family members of Canadian athletes should note that they may also have an opportunity to participate in the Petro-Canada Canadian Athlete Family Program. Canadian athletes should contact the COC or the CPC for information regarding that program. Those who choose to participate in the Petro-Canada Canadian Athlete Family Program may also participate in the CSC Pacific Billet program.

To be a coach’s Guest, a person must be an eligible family member of an eligible coach, including a spouse, partner, or child. All Guests under the age of 19 must be accompanied by an adult. Upon request of the coach, another family member, including a parent, sibling, or mother or father-in-law, may be substituted for a spouse or partner to accompany children. Eligible coaches are invited to refer up to four Guests to the Program.

Applications may be submitted to the Program pending an athlete’s or coach’s eligibility. Early approval of guests will be considered upon NSF request.

What is expected of a Guest?
The Program provides accommodation and breakfast for Guests. Guests are responsible for all expenses other than the complimentary accommodation and breakfast provided through the Program, including without limitation the following:

Travel arrangements and transportation to and from Metro Vancouver, including Canadian entry visas, if applicable
Travel arrangements and transportation during their time in Metro Vancouver
Ceremony and event tickets for the Games
All food and beverage requirements other than the complimentary breakfast provided through the Program
Medical and travel insurance (recommended in the event of an emergency)

How do I apply to be a Guest?
Complete the online Guest Application Form and arrange to have the eligible athlete or coach who is referring you complete the Athlete/Coach Referral Form by October 16, 2009. Applicants will receive a notice confirming receipt of their application and another confirming receipt of the corresponding Athlete/Coach Referral form. CSC Pacific will verify and certify the application with the relevant NSF and/or the COC or the CPC. Applications received after October 16, 2009 will be accepted and handled if there are Hosts available.

Please note that completing an application is not a guarantee that you will be matched with a Host.

For questions regarding Guest eligibility, please consult the Guest Information page

How long can I stay?
Hosts have been asked to provide accommodation for eight days during the Games hosting period. For Guests of athletes and coaches who are competing over longer periods of time, best efforts will be made to secure accommodation for the duration of their competition schedule. To accommodate this type of request, these Guests may be matched with a Host that is further away from their coach or athlete’s venue and/or public transportation.

Where will I stay?
All Guests will be matched with Hosts living in the Metro Vancouver area. If you are unfamiliar with this area in relation to the venues, the following webpage may be of assistance: http://www.vancouver2010.com/dl/00/54/73/-/54738/prop=data/9a2jze/54738.pdf

Are there Hosts available in Whistler?
No. The CSC Pacific Billet Program will not be providing accommodation in the Sea to Sky corridor (Squamish, Whistler, and Pemberton).

Transit information to these areas will be available closer to Games time. Please refer to www.vancouver2010.com for the most up-to-date information regarding transit between Vancouver and Whistler.

What is the cost of participating in the CSC Pacific Billet program?
The CSC Pacific Billet program is free for eligible Guests. Although it is not required, we recommend Guests bring a small gift for their Hosts as a token of their appreciation. Additionally, Guests are responsible for all expenses other than the complimentary accommodation and breakfast provided through the Program.

I am not sure if my athlete/coach will make the 2010 Canadian Olympic or Paralympic team, should I apply anyway?
Yes. We encourage potential Guests to apply to the Program before October 16, 2009, so we may tentatively match them with a Host. The match will be confirmed once the athlete/coach has been named to the team. CSC Pacific must receive the corresponding Athlete/Coach Referral Form before matching the applicant with a Host.

Please note that completing an application is not a guarantee that you will be matched with a Host.

When will Guests be notified that they have been matched with a Host?
CSC Pacific will send Guests confirmation of their Host assignment and Host information as soon as the information is available (beginning in August 2009).

Due to late athlete and team qualification dates, some Applicants may be confirmed as late as February 2010 for Olympic period Hosts and March 2010 for Paralympic period Hosts.

I haven’t heard anything in a few months. Am I still part of the program?
Yes. We ask for your patience in this matter due to the late athlete and team qualification dates. Some applicants may be confirmed as late as February 2010 for Olympic period Guests and March 2010 for Paralympic period Guests.

Can my children participate as Guests?
Athletes may invite up to four Guests to participate in the program, including children. Coaches may invite their spouse or partner and up to three children to participate in the program. All Guests under the age of 19 must be accompanied by an adult

I will be taking part in the Petro-Canada Canadian Athlete Family Program. Can I apply for accommodation through this program either before or following my participation in the Petro-Canada program?
Yes. Please note your involvement in the Petro-Canada Canadian Athlete Family Program (CAFP) on your Application Form. We will work with representatives from the CAFP to facilitate a smooth transition between programs.

What if I would like participants of the Petro-Canada Canadian Athlete Family Program to join me at my Host’s house after their participation in the Petro-Canada program is complete?
Please note this on your Application Form. Best efforts will be made to accommodate your request; however, we cannot guarantee that this will be possible.

I would like to stay with the same Hosts as other Guests who are applying to the CSC Pacific Billet Program. Is this possible?
Please make note of this on your Application Form or apply together on the same Application Form. Best efforts will be made to accommodate your request; however, we cannot guarantee that this will be possible.

My friends are also participating in the CSC Pacific Billet Program. Can we request Hosts that live in close proximity to each other?
Please make note of this on the Application Form. Best efforts will be made to accommodate your request; however, we cannot guarantee that this will be possible.

How will I get around once I arrive?
Hosts will direct or assist Guests to the nearest public transit point each day of their stay. Public transit will be the most convenient, affordable, accessible and quickest way to move around during the Games. Further information about Games-time transportation can be found online: http://www.vancouver2010.com/en/spectator-information/coming-to-vancouver-2010/transportation/-/34172/17n7udz/index.html or http://www.translink.ca/en/Utilities/Olympics.aspx.

How will I get from the airport to the Host’s house?
The Host will meet Guests upon their arrival at the Vancouver International Airport or at a mutually agreed upon location in Metro Vancouver (whichever is most convenient for the Guest) and transport them to the Host’s home. To arrange a pick-up location and to ensure the Host is available, Guests should be sure to provide their detailed arrival information to their Host a minimum of 14 days in advance of their arrival.

How will Hosts and Guests communicate prior to arrival?
Guests and Hosts will receive their matches’ contact information simultaneously from CSC Pacific.

Guests should contact their Host by telephone within 14 days of receiving their Host’s contact information from CSC Pacific. If the Host has not heard from their Guests within 14 days of receiving their contact information, the Host may contact the Guest by telephone. If contact between the Guest and Host has not been made within one month of receiving their contact information or less than 14 days before the Guests’ scheduled arrival date (whichever comes first), the Guests and/or Host may be reassigned or removed from the program.

Are background checks required for participation in the program?
CSC Pacific reserves the right to conduct a comprehensive security screening of Hosts and/or Guests, including a criminal records search, police history information search and/or such other security checks and searches as a condition to participation in the Program. Review CSC Pacific Privacy Policies for further details.

As a Guest, should I bring sheets, towels, amenities?
Bedding and towels will be provided by your Host. You should bring any personal items, such as shampoo, conditioner, soap, a hairdryer, and an umbrella with you.

How do I get to the venue?
Hosts will direct or assist Guests to the nearest public transit point each day of their stay. Please note that there will be no public parking at Games venues. Public transit will be the most convenient, affordable, accessible, and quickest way to move around during the Games.

For more information about Games-time transportation, please visit: http://www.vancouver2010.com/en/spectator-information/coming-to-vancouver-2010/transportation/-/34172/17n7udz/index.html or http://www.translink.ca/en/Utilities/Olympics.aspx.

Can I bring my pet?
With the exception of guide dogs, we request that you leave your pets at home.

What if my Host doesn’t show up when they say they will?
A Billet Program Coordinator will be available during the Games to trouble-shoot if you experience any problems. You will receive the coordinator’s contact information closer to the Games. To avoid this situation, Hosts and Guests should exchange cell phone numbers, emergency contact information, and Hosts should provide Guests with their home address, in case Guests need to make their own way to the house. Hosts should make every effort to contact their Guests if their arrival at the pick-up location is delayed.

Will the CSC Pacific Billet Program inspect Host accommodations?
CSC Pacific does not have the capacity to perform individual home inspections. If Guests are concerned about the accommodation being offered, for a fee (to be paid by the Guest), CSC Pacific can arrange for a professional, third-party home inspection to be performed on the Guests’ behalf. Hosts who undergo home inspections will be rated either “suitable” or “unsuitable” as a match for their Guests. If your Host is found to be unsuitable, you will be matched with a new Host. Please contact the CSC Pacific Billet Program Coordinator at billet@cscpacific.ca for more details about the home inspection process.

If you feel more comfortable knowing the exact specifications of the accommodation you will receive, we suggest you consider another form of accommodation.

What is a home inspection?
A home inspection:
   • Verifies that the information submitted on the Host application form is accurate.
   • Confirms that the safety criteria outlined below are all in place.
   • Smoke detectors on all floor levels
   • Fire extinguisher present in the kitchen
   • Fire extinguisher present for wood stove or fire place
   • Emergency number posted close to the phone
   • Fire escape plan in place
   • Room and house exits clear

Can I turn down a Host if I’m not comfortable staying with them?
The information provided by applicants in the Guest & Host Application Forms will assist CSC Pacific in matching Guests with compatible Hosts. If Guests are concerned about the accommodation being offered, for a fee (to be paid by the Guest), CSC Pacific can arrange for a professional, third-party home inspection to be performed on the Guests’ behalf. Hosts who undergo home inspections will be rated either “suitable” or “unsuitable” as a match for their Guests. If your Host is found to be unsuitable, you will be matched with a new Host. If the home inspector finds your Host suitable and you have accepted the Terms and Conditions of the Guest Agreement to participate in the Program (a requirement to submit a Guest application), you have agreed to accept any Host assigned to you. If you have serious concerns about Host selection, we suggest you consider another form of accommodation.

Please contact the CSC Pacific Billet Program Coordinator at billet@cscpacific.ca for more details about the home inspection process.

My family member will be competing at the Games. Can they come and stay with me at my Host’s house?
The CSC Pacific Billet program is designed to reduce stress and enhance Canadian athlete performance by assisting Canadian athletes and coaches’ supporters with accommodation, allowing them to fully support their athlete or coach during the 2010 Games.

If your athlete or coach is interested in staying with you at your Hosts home, please discuss this with your Host prior to your arrival in Metro Vancouver. Your Host will have already made a significant contribution to your enjoyment of the Games, so we ask that you respect the wishes of your Host and make other arrangements if they are unable to accommodate additional Guests.

Are Guests required to have travel insurance?
CSC Pacific strongly recommends that Guests obtain insurance to cover any emergencies during their time in Metro Vancouver, which may include medical, travel cancellation and baggage loss. Guests are requested to seek advice from their travel agent.

Will I be free to come and go from my Host’s house? Will they give me a key?
While Hosts understand that Guests require a certain degree of flexibility to attend and enjoy the Games, we suggest you discuss and agree to a general schedule that will accommodate your needs, as well as those of your hosts, prior to your arrival in Vancouver. Some Hosts may be more comfortable providing their Guests with a house key than others. Whether they wish to do this or not is up to the Host. Please keep in mind that these are private homes being offered free of charge, not hotel rooms. If you feel you must be free to come and go at any hour, we suggest you consider another form of accommodation.

I plan on having a vehicle in Vancouver for the Games. Will my Host be able to accommodate my car?
We cannot guarantee that any of our Hosts will be able to provide a private parking spot close to their home and there will be no public parking at Games venues. Many homes in Metro Vancouver have limited or no private parking. If you do require parking, keep in mind that we may need to match you with a host that is further away from your coach/athlete’s venue to accommodate your request. Public transit will be the most convenient, affordable, accessible, and quickest way to move around during the Games.

I have a large RV that I plan to drive to Vancouver and live in during the Games. Could you find me a Host who will let me park and hook up to their water and electricity?
We cannot guarantee that we will be able to fulfill this request; however, if you note your requirements in the comments section of your Guest Application, we will consider your request.

If I use an RV as above, or bring a tent, can we bring extra Guests?
CSC Pacific has limited the number of Guests to four per athlete and a spouse/partner and up to three children per coach. Under exceptional circumstances, we will consider special requests.

Where can I learn more about transportation during the Games?
Information on Games-time transportation can be found at: http://www.vancouver2010.com/en/spectator-information/coming-to-vancouver-2010/transportation/-/34172/17n7udz/index.html or http://www.translink.ca/en/Utilities/Olympics.aspx.

I’m having trouble submitting my form. What do I do?

For online email users (Hotmail, Yahoo Mail, Gmail, etc.):
Once you are satisfied with the information you have entered into the application form, click the submit button at the bottom of the form.

If you have missed a required field (highlighted in red), you will receive a message informing you of this.

Once all required fields have been completed, you will be prompted to enter your name and email address. After entering this information, click on the send button.

Next, choose the “Internet Email” option and proceed. You will be asked to save the application to your computer. Be sure to save this file to a location on your computer that can be easily accessed.

Proceed to your online email account and compose a new email message. In the “To:” field, enter billet@cscpacific.ca, with the subject; “CSC Pacific Billet Program Application Form”. Once this has been completed, you will need to attach the completed application form (which you saved to your computer earlier) to this email. For instructions on how to attach a document to an email, please visit http://www.ehow.com/how_2194722_attach-file-email.html.

After you have filled in the correct “To:” address, the subject line, and attached the application form, hit send. You can ensure that your email has been sent successfully by checking your sent messages folder.

Once the CSC Pacific Billet Program has received your submitted form, the Program Coordinator will send you a receipt of application email.

If you continue to experience technical difficulties during this process, please contact the program coordinator at billet@cscpacific.ca or 604.333.3515.

For desktop email users (Microsoft Outlook Express, Microsoft Outlook, etc.):
Once you are satisfied with the information you have entered into the application form, click the submit button at the bottom of the form.

If you have missed a required field (highlighted in red), you will receive a message informing you of this.

Once all required fields have been completed, you will be prompted to enter your name and email address. After entering this information, click the send button.

Next, choose the “Desktop Email Application” option and click OK. A new message window will appear. Simply click send, and your job is complete.

You can ensure that your email has been sent successfully by checking your sent messages folder.

Once the CSC Pacific Billet Program has received your submitted form, the Program Coordinator will send you a receipt of application email.

If you continue to experience issues during this process, please contact the program coordinator at billet@cscpacific.ca or 604.333.3515.

How will I know if my application has been sent/received?
If you are concerned that your email was not sent properly, simply check the sent messages folder of your email program. If the email appears, it has been sent. If not, try to repeat the process again. Once the CSC Pacific Billet Program has received your submitted form, the Program Coordinator will send you a receipt of application email.

If you continue to experience issues during this process, please contact the program coordinator at billet@cscpacific.ca or 604.333.3515.

“Simply trying to make the Olympic team was stressful, without worrying about the amount of money my family would be spending to attend the Games. Knowing that my family wouldn’t be stuck spending thousands of dollars on hotel rooms if I didn’t qualify let me relax and stay focused on my performance. When I was named to the team, it was a huge relief to know that they already had a place to stay and a local host family to take care of them.”

- Veronica Brenner, 1998 Olympian, 2002 Olympic silver medallist, freestyle skiing-aerials

"The Salt Lake 2002 homestay program was, and still is, one of our greatest experiences at the Olympics. In addition to making lifelong friends the program made it affordable for us to bring our two sons to attend the 2002 events. We have visited our billets George and Van on a continual basis with our family staying in Deer Valley with them as recently as February 2009."

- Faye Dionne, mother of Deidra Dionne, 2002 Olympic bronze medallist, freestyle skiing, aerials.