Bid Proposal for Sanctioned WFDF Events

Additional addresses may be provided to you at a later date.

II. Bid Proposal instructions

When preparing your bid proposal, please use the headings listed below. These headings will allow the Ultimate Committee to make a decision as to the most appropriate site for a WFDF sanctioned Ultimate tournament. The only other criteria that may be used is the past site history of previous tournaments.

It is the intention of the WFDF Board to distribute tournament sites as equitably as possible on a geographic basis, whilst taking into account the distribution of Ultimate players world-wide.

At this stage, your bid will not include a detailed time-line of events leading to the tournament itself. This will be provided for you once your bid is accepted. These further guidelines will include information of the registration of teams, team and player eligibility, the payment of team and player fees, a timescale for the payment of those fees, player uniforms, a deadline for registration, the seeding of teams and the tournament format. All these matters will be decided by the Ultimate Committee and implemented by the TOC and the officials of WFDF appointed to run the organisational and financial aspects listed above.

The TOC will be immediately responsible to the Ultimate Committee for the running of the tournament and ultimately responsible to the WFDF Board.

III. Bid proposal format

1. Proposal Statement

• Organization (association, club, team or individual) hosting the tournament
• The name of the tournament to be hosted
• The aims and objectives behind the bid to host the tournament (what about your site or Ultimate community will contribute to a successful event? What other comparable sporting events (Ultimate and other sports) have been held at your site?)

2. Tournament Location

• Dates of the tournament
• Main contact address of the tournament.
• Site of the tournament fields and accommodation
• Map of the site
• Description of typical weather
• Distance from airports and seaports to tournament site

3. Tournament Organising Committee (TOC)

• Tournament Director - address details, qualifications and experience
• Management Staff - contact information, job descriptions, qualifications and experience (including Field Co-ordinator, Accommodations Director, Medical Director, Statistician, Public Relations, Media Co-ordinator, Business Manager, Sales Manager, etc.)
• Tournament Staff - numbers of staff for fields, medical, accommodation and food, media, etc. (Include a plan for volunteers - numbers required, recruitment)
• Facilities to be provided for staff and volunteers including accommodation, food and drink (especially at lunch times), apparel, etc.

4. Fields

• Number of fields and location (include map)
• Suggested # of Fields Needed
• WUGC – approximately 20 fields
• WUCC – approximately 30 fields
• WJUC – approximately 10-12 fields
• Regional Events – approximately 10-12 fields
• Description of quality, grass, slope, and surrounding areas
• Suitability for spectators
• Availability of water
• Lining of fields and cones
• Scoreboards
• Lighting available for night games
• Parking for players and spectators (Cost)
• Contingency plan should main fields become unavailable.
• Opening Game/Opening Ceremony and Final Game/Closing Ceremony facilities (if different than above)
• Stadium location
• Description of location, field quality, spectator facilities, media facilities, sales opportunities.

5. On-Field facilities

• Players centre - in case of rain or sun
• Public information centre
• Sales and concessions
• Toilets and changing rooms including shower facilities
• Food and drink available on the fields
• Sound system and radio system for staff
• Video towers or other filming facilities
• Scorekeepers and timekeepers
• Results service
• Display facilities for playing schedules and results

6. Security

• How will you ensure security for players and their possessions on the fields and at their accommodation?

7. Accommodation and Food Services

• Range of accommodation available for players, staff and guests, including room size, number of beds per room, bathroom facilities, catering facilities.
• Camping options
• Proximity to fields
• Food options available for players and guests
• Proximity of other accommodation and food facilities if players do not take up your options.
• Allocation of meal tickets, player accommodation options etc. (Use ID card?)

8. Medical Services and Facilities

• Medical services, facilities, and equipment available to players at the tournament site, including doctors, nurses, physiotherapists, para-medics, masseurs etc.
• Hospitals, medical facilities, and ambulance service – proximity to fields, accommodation, or surrounding areas
• Emergency response plan

9. Insurance

• Medical and third party insurance provided by the TOC.
• TOC collects signed waivers from participants – required by all players before competing. On-line registration is strongly preferred.

10. Event Transportation

• Arrangements to transport players from accommodation to fields
• Transportation details for any special events during the tournament.

11. Awards

• Trophies for teams (past events supplied trophies that reflected their city or country or were created by artists from the local Ultimate community)
• Medals (provided by WFDF) for all players in top three teams of each division.

12. Players pack

• What will the TOC provide? Discs, shirts, bags, WFDF Rule books, etc.
• Identification Cards for players, staff and spectators. (How will these be used – access to meals, accommodation, transportation, and/or special events? Or just for registration purposes?)

13. Tournament Social Events

• Opening ceremony
• Trading night
• Parties (options for junior players if necessary – based on access to alcohol and local alcohol laws)
• Events, discos, films, etc.
• Closing ceremony
• Are there any local difficulties in partying all night?

14. Public Relations and Marketing

• Media Plan - TV, Radio, Print, Internet
• Tournament newsletter
• Sponsorship, including companies approached and estimate of financial or product contribution (include letters confirming this)
• Showcase facilities for the Tournament including national flags, grandstand seating, corporate hospitality
• Facilities for spectators and guests

15. Development/Outreach programme

• Plans to work with community and/or local schools – teach Ultimate, promote event, encourage spectators, etc.

16. Tournament merchandise

• Design of tournament Logo (must include WFDF logo on all products) (Logo likely not designed/finalized at bid stage)
• Plans for retailing merchandise
• Opportunities for other countries/teams to sell merchandise

17. WFDF Facilities and Services

• Rooms and facilities available for WFDF Congress and Forum (costs paid by WFDF)
• Phone line available for Internet access
• Conference call telephone facilities available for WFDF officers

18. Budget

• Should reflect all aspects of your bid.
• Should be divided into income and expenditure.
• Include a range of accommodation options. (Including player costs if a player chooses not to take up your choice of accommodation options.)
• Important! The WFDF fee for sanctioning any bid is US$30 per player. This is non-negotiable. (Update with new amounts, amounts for Juniors, Guts Players, etc…)
• Example budget headings that might be included in a tournament bid:

Income

• Team fees
• Players fees
• Sponsorship
• Advertising
• Concessions
• Donations
• Ticket Sales

Expenditure

• Business
• Insurance
• Administration Fees
• Bank Fees
• Office Equipment
• Pre-Event Meeting Costs
• Organizer/Staff Salaries (Honorarium)
• Development Program
• WFDF Player Fees
• Social
• VIP’s
• Parties
• Opening/Closing Ceremonies
• Beer Gardens
• Trading Night
• Technology
• Web Site
• Cell Phone Rental
• Servers
• Web-Casting
• Computers
• Fields
• Field Rentals
• Lining
• Waste Management (Port-O-Potties, Garbage, Disposal)
• Water Services
• Power Supply
• Event Rentals
• Medical
• Security
• Tents
• Tables/Chairs
• Transportation/Delivery
• Bleachers
• Golf Carts
• Communications
• Communications/Printing
• Player Manual
• Volunteer Manual
• Tournament Newsletter
• ID Cards
• Signage
• Media Relations
• Photography
• Tickets
• Video Services
• Flags/Poles
• Banners
• Scoreboards
• Volunteers
• Clothing
• Room/Board
• Food (on-field)
• Recruitment
• Volunteer Packages
• Scorekeeper Packages
• Pre-Event Meetings, Education
• Competition
• Players Packages
• Trophies (Champions, Spirit, Other)
• Game Discs
• Game Stat System

• Grandstand seating
• Video towers
• Sound system
• Media
• Radio system
• ID cards
• Players discs
• Flags and poles
• Tournament newspaper
• Advertising and banners
• Transport
• Design and artwork
• Players accommodation options
• Social events
• Players food options
• Development programme
• WFDF Player Fees

• (No longer required?)Medical expenses
• Groundstaff for field maintenance
• Trophies
• Insurance
• Medals
• Electricity supplies
• Administration, web-site, phone bill etc.
• Players shirts
• Staff accommodation, staff shirts etc
• Scoreboards and other field equipment
• Marquees (tents)
• Fields

Budgets require constant revision and the TOC is required to submit a revision of their own part of the budget to WFDF:

• six months before the tournament.
• six weeks before the tournament.

This enables WFDF to monitor and advise the TOC on financial aspects

 

IV. Previous Event Hosts

 

World Ultimate Club Championships

2014	TBA
2010	Prague, Czech Republic
2006	Perth, Australia
2002	Honolulu, Hawaii, USA
1999	St. Andrews, Scotland
1997	Vancouver, Canada
1995	Millfield, UK
1993	Madison, Wisconsin, USA
1991	Toronto, Canada
1989	Cologne, Germany

 

World Ultimate and Guts Championships

2012	TBA
2008	Vancouver, Canada
2004	Turku, Finland
2000	Heilbronn, Germany
1998	Blaine, Minnesota, USA
1996	Jonkoping, Sweden
1994	Colchester, UK
1992	Utsonomiya, Japan
1990	Oslo, Norway
1988	Leuven, Belgium
1986	Colchester, UK
1984	Luzerne, Switzerland
1983	Gothenburg, Sweden

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