III. Bid proposal format

• 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?)

• 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

• 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.

• 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.

• 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

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

• 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?)

• 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

• 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.

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

• 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.

• 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?)

• 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?

• 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

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

• 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

• 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

• 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
• 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