III. Bid proposal format
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Proposal Statement
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Tournament Location
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Tournament Organising Committee (TOC)
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Fields
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On-Field facilities
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Security
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Accommodation and Food Services
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Medical Services and Facilities
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Insurance
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Event Transportation
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Awards
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Players pack
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Tournament Social Events
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Public Relations and Marketing
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Development/Outreach programme
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Tournament merchandise
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WFDF Facilities and Services
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Budget (Bid budget template 2011)
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Proposal Statement
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Organization (association, club, team or individual) hosting the tournament
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The name of the tournament to be hosted
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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?)
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Tournament Location
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Dates of the tournament
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Main contact address of the tournament.
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Site of the tournament fields and accommodation
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Map of the site
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Description of typical weather
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Distance from airports and seaports to tournament site
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Tournament Organising Committee (TOC)
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Tournament Director - address details, qualifications and experience
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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.)
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Tournament Staff - numbers of staff for fields, medical, accommodation and food, media, etc. (Include a plan for volunteers - numbers required, recruitment)
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Facilities to be provided for staff and volunteers including accommodation, food and drink (especially at lunch times), apparel, etc.
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Fields
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Number of fields and location (include map) / Suggested # of Fields Needed
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WUGC – approximately 20 fields
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WUCC – approximately 30 fields
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WJUC – approximately 10-12 fields
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Regional Events – approximately 10-12 fields
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Description of quality, grass, slope, and surrounding areas
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Suitability for spectators
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Availability of water
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Lining of fields and cones
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Scoreboards
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Lighting available for night games
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Parking for players and spectators (Cost)
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Contingency plan should main fields become unavailable.
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Opening Game/Opening Ceremony and Final Game/Closing Ceremony facilities (if different than above)
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Stadium location
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Description of location, field quality, spectator facilities, media facilities, sales opportunities.
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On-Field facilities
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Players centre - in case of rain or sun
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Public information centre
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Sales and concessions
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Toilets and changing rooms including shower facilities
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Food and drink available on the fields
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Sound system and radio system for staff
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Video towers or other filming facilities
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Scorekeepers and timekeepers
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Results service
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Display facilities for playing schedules and results
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Security
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How will you ensure security for players and their possessions on the fields and at their accommodation?
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Accommodation and Food Services
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Range of accommodation available for players, staff and guests, including room size, number of beds per room, bathroom facilities, catering facilities.
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Camping options
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Proximity to fields
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Food options available for players and guests
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Proximity of other accommodation and food facilities if players do not take up your options.
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Allocation of meal tickets, player accommodation options etc. (Use ID card?)
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Medical Services and Facilities
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Medical services, facilities, and equipment available to players at the tournament site, including doctors, nurses, physiotherapists, para-medics, masseurs etc.
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Hospitals, medical facilities, and ambulance service – proximity to fields, accommodation, or surrounding areas
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Emergency response plan
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Insurance
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Medical and third party insurance provided by the TOC.
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TOC collects signed waivers from participants – required by all players before competing. On-line registration is strongly preferred.
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Event Transportation
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Arrangements to transport players from accommodation to fields
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Transportation details for any special events during the tournament.
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Awards
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Trophies for teams (past events supplied trophies that reflected their city or country or were created by artists from the local Ultimate community)
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Medals (provided by WFDF) for all players in top three teams of each division.
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Players pack
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What will the TOC provide? Discs, shirts, bags, WFDF Rule books, etc.
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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?)
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Tournament Social Events
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Opening ceremony
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Trading night
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Parties (options for junior players if necessary – based on access to alcohol and local alcohol laws)
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Events, discos, films, etc.
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Closing ceremony
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Are there any local difficulties in partying all night?
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Public Relations and Marketing
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Media Plan - TV, Radio, Print, Internet
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Tournament newsletter
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Sponsorship, including companies approached and estimate of financial or product contribution (include letters confirming this)
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Showcase facilities for the Tournament including national flags, grandstand seating, corporate hospitality
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Facilities for spectators and guests
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Development/Outreach programme
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Plans to work with community and/or local schools – teach Ultimate, promote event, encourage spectators, etc.
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Tournament merchandise
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Design of tournament Logo (must include WFDF logo on all products) (Logo likely not designed/finalized at bid stage)
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Plans for retailing merchandise
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Opportunities for other countries/teams to sell merchandise
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WFDF Facilities and Services
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Rooms and facilities available for WFDF Congress and Forum (costs paid by WFDF)
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Phone line available for Internet access
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Conference call telephone facilities available for WFDF officers
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Budget
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Should reflect all aspects of your bid.
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Should be divided into income and expenditure.
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Include a range of accommodation options. (Including player costs if a player chooses not to take up your choice of accommodation options.)
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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…)
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Example budget headings that might be included in a tournament bid:
Income
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Team fees
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Players fees
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Sponsorship
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Advertising
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Concessions
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Donations
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Ticket Sales
Expenditure
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Business
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Insurance
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Administration Fees
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Bank Fees
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Office Equipment
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Pre-Event Meeting Costs
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Organizer/Staff Salaries (Honorarium)
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Development Program
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WFDF Player Fees
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Social
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VIP’s
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Parties
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Opening/Closing Ceremonies
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Beer Gardens
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Trading Night
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Technology
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Web Site
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Cell Phone Rental
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Servers
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Web-Casting
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Computers
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Fields
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Field Rentals
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Lining
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Waste Management (Port-O-Potties, Garbage, Disposal)
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Water Services
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Power Supply
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Event Rentals
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Medical
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Security
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Tents
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Tables/Chairs
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Transportation/Delivery
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Bleachers
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Golf Carts
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Communications
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Communications/Printing
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Player Manual
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Volunteer Manual
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Tournament Newsletter
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ID Cards
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Signage
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Media Relations
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Photography
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Tickets
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Video Services
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Flags/Poles
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Banners
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Scoreboards
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Volunteers
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Clothing
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Room/Board
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Food (on-field)
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Recruitment
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Volunteer Packages
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Scorekeeper Packages
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Pre-Event Meetings, Education
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Competition
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Players Packages
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Trophies (Champions, Spirit, Other)
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Game Discs
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Game Stat System
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Grandstand seating
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Video towers
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Sound system
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Media
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Radio system
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ID cards
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Players discs
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Flags and poles
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Tournament newspaper
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Advertising and banners
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Transport
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Design and artwork
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Players accommodation options
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Social events
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Players food options
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Development programme
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WFDF Player Fees
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Medical expenses
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Groundstaff for field maintenance
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Trophies
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Insurance
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Medals
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Electricity supplies
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Administration, web-site, phone bill etc.
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Players shirts
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Staff accommodation, staff shirts etc
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Scoreboards and other field equipment
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Marquees (tents)
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Fields
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Play True!

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