Event Hosting Manual

Transcription

1 Event Hosting Manual

2 Contents Section 1: Introduction Section 2: Sports Facility Requirements & Technical Specifications Section 3: Ancillary Requirements Section 4: Added Value Section 5: Volunteering Programme Section 6: Commercial Considerations Appendix 1: Competition Schedule 2013 Appendix 2: Competition Schedule 2014 Appendix 3: Competition Schedule 2015 Appendix 4: Competition Schedule 2016

3 SECTION 1: Introduction Big Wednesday is the culmination of the Wednesday afternoon league programme. The league programme consists of over 40,000 fixtures played across approximately 700 leagues in 20 sports between October and March. The Big Wednesday event sees the finals of around of these team sports at Championship and Trophy level. The final number of sports that will make up any Big Wednesday event will vary and is dependent on the facilities of the host. The finals are split across Tuesday and Wednesday with the main focus being on the Wednesday. The host must be able to hold both days of competition and we will work with the host to best fit the timetable to their facilities whilst best showcasing the sports involved. The preference where possible would be to have as many fixtures as possible on the Wednesday. Approximately fixtures will take place over one to two days of competition (dependent on facility options). The objective of the event is to ensure that those students competing at the pinnacle of the Wednesday afternoon programme are rewarded with an experience that befits the achievement of competing at this level. Priority must be first given to ensure the quality of the competition area is of a sufficient technical standard for a final and careful consideration must be given to the areas around the competition area such as changing, catering, spectator viewing, competitor/spectator event experience to ensure the best overall package is on offer to execute the best event possible. would like to rotate the event between venues annually however would consider returning to a venue if appropriate. The event is to be held on a Tuesday and Wednesday in mid-late March. The date is set based on the league dates and the Easter holidays. Past/proposed dates: & 20 March Leeds Met University and University of Leeds & 26 March Surrey Sports Park, University of Surrey & 25 March Loughborough University & 16 March Sheffield Hallam University & 22 March University of Bath & 21 March (provisional) TBC & 27 March (provisional) TBC Bids from potential hosts should consider all elements of this manual and should demonstrate support both from senior members of staff and the relevant Athletic/Student Union. Bids which can offer cross-departmental involvement in areas such as volunteering, marketing, media, filming/streaming etc will be looked at favourably. Whilst are keen to use this event to showcase the sporting facilities on offer at our member institutions we will also consider bids from non-university facilities who are able to demonstrate a strong link with an institution. In these cases we would expect a joint bid to host from both the venue(s) and the partner institution. Prior to a successful bid being chosen a site visit will be undertaken by staff. All bids should contain: Detailed description of the sports facilities available and how they meet the criteria* Detailed description of the ancillary requirements and how they meet the criteria List of sports that could be hosted* Location map of all facilities Details of all likely costs including staffing, catering, security etc. Hosts are expected to cover all venue/facilities costs. Details of areas of additional support e.g. volunteering, media, streaming etc Details of previous hosting experience of the institution Confirmation of support from senior university staff members

4 *Please only detail sport facilities that can definitely be booked out for the duration of the event and only state sports that can definitely be hosted on the given dates. SECTION 2: Sports Facility Requirements It is proposed that the majority of the event would be hosted in as close proximity as possible. Using fewer venues/hubs is preferred in order to create a united feel for the event and ensure spectators can access multiple sports within a short distance. Once a host is confirmed will consider the facilities available and work with the host to schedule the timings of the fixtures to best suit. This will involve some evening fixtures. Show courts/pitches should be provided for each match with spectator seating/viewing available wherever possible. The sports listed below are all those which could possibly be included in the event. understands that it may not be possible for one venue (or cluster of venues) to host all of these finals therefore any bidding institution should state which sports they would be able to hold. Technical specifications can be found on subsequent pages: Sport In event in 2013 In event in 2014 In event in 2015 In event 2016 In event 2017 Badminton M&W Basketball M&W Fencing M&W Football M&W Hockey M&W Indoor Cricket M&W Lacrosse M&W Netball Rugby League Rugby Union & Vase M&W Squash M&W Table Tennis M&W Tennis M&W Volleyball M&W Water Polo M&W Team Swimming will be considered if hosts have access to a 10 lane pool American football will be considered if hosts have the facilities Team Changing Rooms: The host institution needs to provide sufficient changing provision in order to allocate each team a specific changing room with access from 2 hours before and around 1 hour after match time. (Except for racquet sports and fencing who can share a changing area if in close proximity and Water Polo who can use a shared pool changing facility). As a guide, 36 changing rooms for teams were provided in Officials Changing Rooms: The host institution must provide separate changing areas for officials (male and female) in close proximity to the competition areas.

5 Technical Requirements NB: Floor plans are subject to change based on host venue but these will be a useful guide Badminton: Events: Men s & Women s Championship and Trophy Finals Court time required: 4 hours to cover both a Men s and a Women s match (8 hours in total). This includes 30 minutes warm up time. This does not include set up time. Facility requirements: 4 courts. The facility should have either a sprung wooden floor or soft synthetic flooring with dark walls and should be able to accommodate four badminton courts with sufficient run off with ideally badminton only floor markings. Running scoreboard system. Spectator requirements: Seating for up to 100. Bleacher/balcony seating preferred. Equipment requirements: 8 x heavy duty net posts 4 x nets 2 x tables for referee/control table 8 x chairs (2 per court) for scorers 8 x chairs (2 per court) for coaches 4 x high level umpire chairs (if available) 4 x chairs (1 per court) for service judge 20 x chairs for teams around edge of arena Wet mop and dry mop for cleaning courts 4 x flip Table Tennis style score boards that can go up PA system /Supplier 4 x shuttle bins / 8 x kit containers / Cool box with ice 50 x tubes of shuttles (equal amount of different speeds) 6 x A5 clip boards Medals & Trophies Stationery and paperwork / Official requirements (arranged by ): 1 x Tournament Director/Referee, 1 x SAG member, 4 x umpires (Badminton England), 4 x Service Judges Sport specific volunteer requirements to be appointed by host: 1 x Referee s Assistant, 5 x scorers. Badminton knowledge essential.

6 Badminton Floor Plan:

7 Basketball: Events: Men s & Women s Championship and Trophy Finals Court time required: 2.5 hours per match including 30 minutes warm up time (not including set up time) Facility requirements: One FIBA sized basketball court, FIBA approved surface, digital wall mounted scoreboard and 24 second shot clocks ideally with basketball only floor markings and new key incorporated. Space court side required to house table officials and commentary team and an area (gantry/space at back of seating) for television/streaming cameras. Access to power and WiFi internet required for commentators and streamers. Spectator requirements: Tiered bleacher type seating for Equipment requirements: 1 x show court with 2 full height baskets 2 x tables for officials 6 x chairs for officials 2 x team benches - 14 chairs each as per national league set up Small table per team (at end of team bench/chairs) 1 x table & 2 x chairs for commentary team 2 x chairs for floor wipers Electronic Scoreboard & Shot Clocks Bleacher seating Towels for floor wiping PA System Cool box with ice 4 x Airhorns 10 x M & W Basketballs 4 x Score books Table Officials crate /Supplier / 2 x ball carriers Ball pump Medals and Trophies Stationery and paperwork Official requirements (arranged by ): 1 x Tournament Director, 1 x SAG member, team of referees and table officials Sport specific volunteer requirements to be appointed by host: 2 x Floor wipers/ball collectors

8 Basketball Floor Plan:

9 Fencing: Events: Men s & Women s Championship and Trophy Finals Hall time required: 3 hours per match including 30 minutes warm up. Dependent on space Men and Women can play alongside each other. This does not include set up where approx. 4 hours set up time is required. Ideally once set up the Piste can remain for both days. If set up can be done the evening prior to competition this is preferable. Facility requirements: Sports hall large enough to accompany 2 x Fencing Pistes. Room needs to be minimum of 25m long. Spectator requirements: Seats around the Piste for teams and spectators. Equipment requirements: 6 x chairs per team 2-3 x tables 3 x chairs for officials 2 benches/chairs for non-playing teams 6 x Table Tennis Barriers to pen in players Chairs for spectators Power and extension cables for scoring system Storage/Screened off area for bag storage PA system Cool box with ice Printer Coloured paper Stationery and paperwork Medals and Trophies / / 1 x Show Piste and associated equipment Supplier Official requirements (arranged by ): 1 x Tournament Director, 1 x SAG member, team of officials Sport specific volunteer requirements: N/A

10 Fencing Floor Plan:

11 Football: Events: Men s & Women s Championship and Trophy Finals Pitch time required: 3 hours per match which includes 30 minutes warm up time and allows for extra time and penalties if required. Facility requirements: A minimum of two full size pitches with barriers around or one stadium pitch that would cater for two matches. Contingency pitches in the event of bad weather should be considered. Team benches/dug outs preferable. Changing rooms pitch side (to allow players to return to changing rooms at half time). Floodlighting preferable. Resting of the pitches 2 weeks prior to big Wednesday is preferred and the ability to do so will be a considered factor when choosing a host. Spectator requirements: A stand/seating area to hold up to 250 with additional standing around the pitch if required. Equipment requirements: 2-3 x full sized marked pitches (number dependent on schedule) All pitches fenced/roped off 2 x goals and nets per pitch Dug outs or benches/chairs for teams (2 per pitch) 1 x table per pitch 2 x chairs per pitch Electronic scoreboard (if available) Corner Flag Poles (x12 for 3 pitches) Corner Flags (x12 for 3 pitches) PA system Cool box with ice per pitch 16 x Footballs (4 new for KO for each game) Ball pump Spare whistles Gazebo per pitch (if no dugout/cover for PA) Medals and Trophies Stationery and paperwork / /Supplier / Official requirements: 1 x Tournament Director, 1 x referee, 2 x linesmen and 1 x 4 th Official per match Sport specific volunteer requirements to be appointed by host: Ball collectors x 4 (depending on number of pitches)

12 Football Pitch Layout:

13 Hockey: Events: Men s & Women s Championship and Trophy Finals Pitch time required: 2h45 per match including 30 minutes warm up. This allows time for extra time for penalty flicks if required. Facility requirements: 1 x water based Astroturf with water cannons. Dug outs/team benches for teams and covered dug out for table officials. Floodlighting essential. Area for filming/streaming if required. Access to adjacent Astroturf (sand or water) for warm up is advantageous but not essential. Specification Water-based Hockey Pitch with ability to water the pitch sufficiently for the requisite number of games (currently 4), and up to date compliant FIH Markings and run offs (4m at side lines and 5m at baselines) Secondary pitch for warming up (sand based, sand dressed or water) Separate changing rooms for teams within walking distance of the pitch, with hot showers and toilets. Access to drinking water for players Separate changing rooms for umpires within walking distance of the pitch, with hot showers and toilets. Spectator Space, barriered off from the pitch to prevent any pitch incursions. Toilet provision for spectators within walking distance, including disabled toilets. Separate Team Dugouts Separate covered dug out for Technical Officials, with table. Power supply for the technical dug out Floodlighting (Class 1 Minimum lux levels 500 lux) Essential Yes Yes Yes Yes For ~600 standing Yes Yes Yes Yes Desirable Yes For ~600 seated 2 match standard hockey goals and nets Yes Suitable elevated location / video tower for filming / streaming with power supply for at least 3 double sockets. Yes 1 x scoreboard Yes - Manual Yes - Electronic 4 x Corner Flags Yes 4 x chairs for sin binned players (2 either side of each bench) Yes PA System 1 x table and chair for announcer (if not in dug out) Yes 2 x chairs for doctor and physio Yes Room to act as a control room / breakout space Meeting Room for hosting / briefings Ability to get an emergency vehicle in close proximity to the pitch Please provide the following information about the pitch: carpet manufacturer, date laid / resurfaced and date due for resurface (if planned) and FIH pitch compliance certificates. Yes Yes Yes Yes Yes Yes

14 Ice for cool box Provided by 12 x Kookaburra Dimple Elite hockey balls Cool box Stationery and Paperwork Medals and Trophies Official requirements (arranged by ): 1 x Tournament Director 2 x Hockey SAG members 2 x umpires per match, NPUA (level 3 umpire). They should be umpires who regularly umpire the National Premier League in their respective gender for both the Men s and Women s Championship Finals, and in an ideal world an umpire who is FIH Class 1 Umpire (i.e. international standard). For the Trophy finals a NPUA umpire is required, but the requirement to regularly umpire Premier National League is desirable not essential. However the principle is that we should always aspire to the highest level of umpire possible, as this is a showpiece event and the culmination of the season for the teams. 2 x Table Officials per match Hockey Pitch Layout: Yes

15 Indoor Cricket: Events: Men s & Women s Championship Finals (may include Semi Finals and 3 rd /4 th place play off). Hall time required: 2.5 hours per match which includes warm up time. Facility requirements: Ideally an 8 lane cricket centre divided into two 4 lane courts with floor to ceiling taut net as the divider. A 4 lane facility will be considered. Spectator requirements: Seating for 50 people preferably on a balcony. Equipment requirements: 2 courts - 4 cricket lane widths wide each (ideally) 4 sets of stumps and bails Seating for teams (40) 1 x table 2 x chairs Electronic scoreboard (if available) PA system 6 cricket balls Medals and Trophies Stationery and paperwork Official requirements: 1 x Tournament Director, 3-4 umpires Sport specific volunteer requirements: N/A /Supplier Indoor Cricket Floor Plan N/A

16 Lacrosse: Events: Men s & Women s Championship and Trophy Finals Pitch time required: 2.5 hours per match (includes 30 minutes for warm up and if extra time is required) Facility requirements: Either 2 x high quality full-size grass pitches (one marked for Men s Lacrosse and one marked for Women s Lacrosse) or 1 x 3G pitch marked for Women s Lacrosse and 1 x 3G or Astroturf pitch marked for Men s Lacrosse, ideally adjacent to one another. In recent years the finals have been played on artificial surfaces to avoid any weather implications. 3m run off recommended. Unified markings preferred and based on advice from England Lacrosse. Resting of the grass pitches (if applicable) 2 weeks prior to big Wednesday is preferred and the ability to do so will be a considered factor when choosing a host. Spectator requirements: Standing space down the length of pitch behind a barrier. Equipment requirements: 1 x 3G marked for W Lacrosse or grass pitch 1 x 3G or Astro marked for M Lacrosse or grass pitch 2 x Lacrosse goals with nets with no holes per pitch 1 x table for officials per pitch 3 x chairs for officials per pitch, 1-2 chairs for medical Stack of cones per pitch PA System Electronic Scoreboard (if available) Cool box with ice Gazebo (if no dug out) to cover PA per pitch Lacrosse event box - Score sheets, stop watches, airhorns, flags, string/scissors etc Lacrosse balls - white and yellow Medals and Trophies Stationery and Paperwork /Supplier / Official requirements: 1 x Tournament Director, 1-2 x SAG members, 3 x umpires (Women s), 3 x referees (Men s), 1 x Bench Official (Men s) Sport specific volunteer requirements to be appointed by host: Timekeepers/Scorers (with Lacrosse knowledge) x 3 (Women s), Ball collectors x 4 per pitch

17 Unified Markings

18 Netball: Events: Women s Championship and Trophy Finals Court time required: 2 hours per match (includes 30 minutes for warm up and extra time if required). This does not include set up time. Facility requirements: One INF standard court with a sprung wooden floor and minimum of 3.05m run off. Minimum ceiling height clearance of 8.3m Ideally only Netball markings. Space court side required to house table officials and commentary team and an area (gantry/space at back of seating) for television/streaming cameras and team video analysis. Access to power and WiFi internet required for commentators and streamers. Spectator requirements: Tiered bleacher type seating for Equipment requirements: 1 x show court with 2 x international standard sunken posts (3.05m high) Bleacher seating 2 x team benches - chairs as per Super League (17 per team) 1-2 x table for officials (4 people) 9 x chairs for officials 1 x table for PA/Announcer 2-3 x chairs for Announcer/Event Presentation Towels for floor wiping Scissor mops Electronic Scoreboard Manual Scoreboard (backup) Cool box with ice PA System 10 x Netballs (International Match ball standard) Ball container (pop up ideally on wheels) or ball bag. Official Netball Paperwork as found at - INF Score sheet/ INF Running Score Sheet - INF Stoppage Form - Team List Sheet - Team Change Form - INF Player and Team Bench Discipline Form 2 x Umpire Alert System 1 x Orange Flag extra time signal 2 x Bench Official Stoppage Time Paddles (as per INF Rules) Blood/Bodily Fluids Spill Kit Small Stools for Ball Collectors (depending on numbers) Netball event box - Scorebook, air horns, spare whistles/ stopwatches, signage etc Post protectors x 2 Medals and Trophies Stationery / /Supplier

19 Official requirements (arranged by ): 1 x Tournament Director, 1 x SAG members, 2 x umpires per match + Reserve Umpire 5 x experienced table officials per match (Scorer 1 & 2, Timekeeper 1 & 2 + Bench Manager). Sport specific volunteer requirements to be appointed by host: 2 x Floor wipers/ball collector (Number of ball collectors will depend on location of court and whether it is open or has surrounding walls. For an open court the optimal number is 6). Netball Floor Plan: PA/Event Pres to be located much further back from the court, behind the team benches. Bleacher seating can be on both sides or either side. Team benches need to be located outside the 3.05m run off. Adequate space for branding boards may need to be considered. This should ideally be placed immediately up to the edge of the run off to provide umpires with a clear 3.05m space to officiate in. BLEACHER SEATING PA/EVENT PRES + 2 CHAIRS

20 Rugby League: Events: Men s Championship and Trophy Finals Pitch time required: 3 hours per match (includes 30 minutes warm up and extra time if required) Facility requirements: One pitch conforming to RFL standards with barriers/roping around. Contingency pitch in the event of bad weather should be considered. Changing rooms close to pitch preferable (to allow players to return to changing rooms at half time). Resting of the pitches 2 weeks prior to big Wednesday is preferred and the ability to do so will be a considered factor when choosing a host. Spectator requirements: Seating area or standing along pitch side (behind barrier). Equipment requirements: 1 x full size pitch marked for RL with full size posts 2 x dug outs/benches/chairs for teams Clearly defined replacements area (marked on turf). 1 x table 4 x chairs for officials/announcer Electronic scoreboard (if available) PA system 1 x set corner flag poles, flags and flag pole protectors Post Protectors x 4 Cool box with ice Stationery and paperwork Gazebo (to cover PA if no central dug out) Match Balls /Supplier / /Student Rugby League Student Rugby League Official requirements (arranged by ): 1 x Tournament Director, 1 x referee and 2 x touch judges per match Sport specific volunteer requirements to be appointed by host: 4 x Ball collectors

21 Rugby League Pitch Layout:

22 Rugby Union: Events: Men s and Women s Trophy & Vase Finals Pitch time required: 3 hours per match (includes 30 minutes for warm up and extra time if required) Facility requirements: 2 x pitches conforming to IRB standards with barriers/roping around. Contingency pitches in the event of bad weather should be considered. Changing rooms close to pitch preferable (to allow players to return to changing rooms at half time). Resting of the pitches 2 weeks prior to big Wednesday is preferred and the ability to do so will be a considered factor when choosing a host. Spectator requirements: Seating area or standing along pitch side (behind barrier). Equipment requirements: 2 x full size pitch marked for RU with full size posts Pitches barrier off (or roped) 2 x dug outs/benches/chairs for teams per pitch Post Protectors x 4 for Pitch 1 Post Protectors x 4 for Pitch 2 1 x set corner flag poles for Pitch 1 1 x set flags and flag pole protectors for Pitch 1 1 x set corner flag poles, flags and flag pole protectors for Pitch 2 1 x table per pitch 4 x chairs per pitch for officials/announcer PA system Electronic scoreboard (if available) Cool box with ice per pitch Stationery and paperwork Match Balls x 10 Gazebo (if no central dug out to cover PA) Medals and Trophies /Supplier / Official requirements (arranged by ): 1 x Tournament Director, 1 x referee and 2 x touch judges per match Sport specific volunteer requirements to be appointed by host: 4 x Ball collectors

23 Rugby Union Pitch Layout:

24 Squash: Events: Men s & Women s Championship and Trophy Finals Court time required: 2.5/3 hours per final. This includes 30 minutes warm up time. Facility requirements: 4 glass backed courts. Spectator requirements: Tiered viewing/balcony preferred Equipment requirements: 3 x chairs for control table 1 x table for officials/paperwork PA System (not essential) /Supplier Cool box with ice / Squash balls (Dunlop Double Yellow Spot) Medals and Trophies Stationery and paperwork (marker sheets and match posters) Official requirements (arranged by ): 1 x Tournament Director/Referee, 1 x SAG member, 4 x umpires Sport specific volunteer requirements: N/A Squash Floor Plan N/A

25 Table Tennis: Events: Men s & Women s Championship and Trophy Finals Hall time required: 3 hours to cover both a Men s and a Women s match 6 hours in total. This includes 30 minutes warm up time. This does not include set up time. Facility requirements: 4 x 12m x 6m competition areas plus 2 x practice tables. The facility should have a sprung wooden floor and lighting of minimum 500 lux. Table Tennis barriers should fully surround the 4 competition areas. All four competition tables must be the same and be of ITTF approved standard. Spectator requirements: Bleacher/balcony seating preferred. Equipment requirements: 6 x Table Tennis Tables (4 x competition, 2 x practice) Table Tennis Surrounds for 4 tables (all 6 if possible) must be same design 4 x Electronic scoreboards (Double Fish) plus batteries/power 4 x flip over Table Tennis scoreboards (as back up) 4 x chairs for umpires 4 x Table Tennis scoring tables or small square/exam tables for scoreboards 2 x tables for officials 4 x chairs for officials/announcer Cool box with ice PA System Table Tennis Balls Medals and Trophies Stationery (incl. 4 x clipboards) and paperwork / /Supplier Official requirements (arranged by ): 1 x Tournament Director/Referee, 1 x SAG member, 4 x umpires Sport specific volunteer requirements: N/A

26 Table Tennis Floor Plan:

27

28 Tennis: Events: Men s & Women s Championship and Trophy Finals Court time required: 9-10 hours to cover all games if 8 courts available. This includes warm up time. This does not include set up time. Facility requirements: 6-8 x indoor courts plus an area/office for the referee. Spectator requirements: Balcony standing. Equipment requirements: 6 x tennis courts 6 x nets 6 x umpires chairs (TBC if required) 6 x tennis scoreboards 24 x chairs (4 per court) 1 x net measurer 12 x Singles Sticks 1 x net winder 1 x table and 1 x chair for referee Cool box with ice PA system Tennis balls Medals and Trophies Stationery and paperwork / /Supplier Official requirements (arranged by ): 1 x Tournament Director/Referee, 1 x SAG member, 6 x umpires (if required) Sport specific volunteer requirements: N/A Tennis Floor Plan N/A

29

30 Volleyball: Events: Men s & Women s Championship and Trophy Finals Court time required: 2.5 hours per match including 30 minute warm up (not including set up time) Facility requirements: One FIVB marked court with wooden sprung flooring, lighting of minimum 500 lux and sufficient height clearance (7.5m), 3m run off to side, 5m to rear. Space court side required to house table officials and commentary team and an area for television/streaming cameras. Access to power and WiFi internet required for commentators and streamers. Spectator requirements: Tiered bleacher seating or balcony Equipment requirements: 1 x Volleyball show court 2 x nets (1 spare) 2 x net posts & protectors 3 x aerials (1 spare) Volleyball net measurer (referee may have one) 1 x Referee Stand (integral with posts) 2 x benches/chairs for teams 1 x table for officials 4 x chairs for officials/scorers Electronic scoreboard 1 x flip over scoreboard (back up) Towels for floor wiping 2 x V mops for floor sweeping Cool box with ice PA System Warm Up Balls (24) + Match Ball (2) / /Supplier 2 x Ball carts Pump, adaptor and PSI measurer Medals and Trophies FIVB Scorepad Rotation slips 2 sets of substitution paddles Official requirements (arranged by ): 1 x Tournament Director, 1 x SAG member, 2 x referees per match Sport specific volunteer requirements to be appointed by host: 4 x line judges, 2 x scorers; 2 x floor wipers; 4 x ball collectors per match. Must have Volleyball knowledge.

31 Volleyball Floor Plan:

32 Water Polo: Events: Men s & Women s Championship Semi-finals/finals and Trophy Finals Pool time required: Dependent on facility however if only one pitch available 12 hours required (to include warm up time) Facility requirements: Ideally a 50m pool to enable a 25m playing area (i.e. 28m of pool length required) plus a warm up area. Minimum of 12.5m pool width. Pool must be flat bottomed with a depth of 1.5m minimum. A 25m pool will be considered where 50m is not available. Spectator requirements: Poolside seating or viewing gallery. Equipment requirements: Water Polo match set up in pool (with warm up area) Water Polo goals x 2 Electronic Scoreboard 1 table for officials 6 chairs for officials Benches pool side for playing teams Cool box with ice PA system Water Polo Balls Ball carrier Stationery and paperwork (incl. score sheets) Medals and Trophies Ball pump / /Supplier Official requirements (arranged by ): 1 x Tournament Director, 1 x SAG member, 2 x referees, 2 x goal judges and 3 x table officials per match Sport specific volunteer requirements: N/A

33 Water Polo Floor Plan:

34 SECTION 3: Ancillary Requirements: Additional Room/Space: In addition to the sporting provision the event will require the following: Event Management Office to act as base during the event, centrally located (if multiple sites more than one office may be required). Tables, chairs, power and internet required. This to be available from Monday to Thursday, to allow for set up and pack down. Ground floor storage for use in the run up to and throughout the event. Ideally located near the Event Management Office and with a nearby drop off with vehicle access. Media Hub Centrally located space for media work area, interviews etc. (if multiple sites more than one office may be required). Tables, chairs, power and high bandwidth internet required Team Registration Area space for competing teams to confirm necessary paperwork and collect Player Passes etc. Location will vary by venue but needs to be close to the main arrival point. Multiple areas may be required depending on the distance between sporting facilities. Tables, chairs, power and internet required. Medical Room space to act as a base for the medical team*. Best location to be determined in conjunction with Chief Medical Officer/Chief Physiotherapist. Multiple rooms may be required depending on the distance between sporting facilities. Desk, chair, physio couch and fridge ideally required * will appoint sport doctors, physiotherapists and Paramedic cover for the event Catering: A match tea is to be provided for all participants, officials, volunteers and event staff each day. As a guide this was approximately 1400 meals on Big Wednesday in s need to be able to cater for this number of people in a staggered approach across both days of the event providing both sit down and take away options for the meal. The meal needs to be suitable for sports people with previous options including chilli and rice, jacket potatoes and fillings, pasta dishes etc. A vegetarian option must be available along with the option to cater for special diets with advance notice. Spectator catering also needs to be considered by way of existing concessions or external (temporary) suppliers. The proximity of spectator catering to the sports facilities is key. Healthy food options are preferable along with hot and cold drinks. The serving of alcohol to spectators is possible but needs to managed and planned in collaboration with. Spectator Facilities: Ticketing (of the whole event or stand-alone elements) will be discussed between the prospective host and. As all venues/facilities are different there is not one formula that can apply here. In addition to the catering and refreshment provision mentioned above bids need to consider toilet provision, possibilities for live results/screens, parking, public transport, routes for spectators around the venue(s). Event Presentation: As outlined in Section 2 each sport will require PA systems to enable announcements and music to be played. This can either be existing provision or sourced from an external company. will work with the successful bidder to plan the provision required. Electronic scoreboards on outdoor pitches are preferable. In-venue screens are a valuable tool to spread the messages of the event (images, video, results etc) across the venue(s)/campus. Access to these and any other similar multi-media platforms would be welcome. If any

35 professional sports are run through the university, we may wish to discuss potential sports presentation possibilities and look to utilise pre-existing sports presentation teams were applicable. Accommodation Whilst accommodation does not need to be integral to the bid, will require up to 50 low cost hotel rooms for staff and match officials in close proximity to the venue(s). If you have preferred rates with local hotels or your own accommodation available please notify us of this in your bid. Competing teams are expected to source their own accommodation if required however if there are preferable places that teams can be directed to it is something that can be done as an added element. Parking The host venue must be able to provide sufficient nearby parking for teams and spectators. Competitor parking should be free of charge. Parking for coaches on site is desirable but not essential. At previous events we have advised teams arriving by coach that coaches need to leave site after having been dropped off. Teams must be able to be dropped off close to the registration area or playing area (to be confirmed depending on site layout). Suggestions for a suitable drop off area are welcome and can be further discussed with. Security The host venue must work with to make sure adequate security is in place to ensure the safety of participants and spectators. Badged security staff can be sourced internally or via an external company. and the host venue will work together on confirming the numbers and locations required for this workforce. Health & Safety, Risk Assessments will complete a risk assessment for the event and source the relevant documentation from all external suppliers involved. We would require the following documents from the host institution/venue(s); (s) first aid procedures/code of practise (s) evacuation procedure & RAs Safety certificates for any temporary structures e.g. seating units Confirmation of lifeguard provision in the pool (where applicable) Hygiene certificates for any catering concessions Any other relevant documents as appropriate

36 SECTION 4: Added Value In addition to the competition at Big Wednesday it is important to consider additional activities which can create added value around the event, showcase more than just sport and improve the overall event experience. It is expected that the host venue in collaboration with are able to: Host a dinner on the Tuesday night. This is an opportunity for the host institution to showcase their commitment to sport and for to provide a networking opportunity for key partners and stakeholders. Run additional activity around the event by using existing connections with NGBs and other partners, for example - development days or engagement activities around the sport competition Engage alumni to support and promote the event in different ways. E.g. enhance spectator numbers or improve sports presentation Previous events It would also be of benefit to your bid if you are able to use examples of when you have hosted similar large, national, international or multisport events before and highlight the following, including, but not limited to: The processes and structures that were put in place to deliver the event Number of athletes/spectators How you managed spectators and spectator provision Parking/Security provision and details Catering provision and details were there bars for example and how did you mange this? Level of marketing involved to promote the event internally and externally Medical provision Media coverage gained, how that was achieved When choosing a host will also take into account the hosts potential of reaching multiple finals in Big Wednesday which can be an indication of potential atmosphere and overall expected event experience.

37 SECTION 5: Volunteering Provision vision for this event is to have the pinnacle of student sport take place in the best university sport facilities supported by the best possible student workforce. The relationship between and the host institution is integral to delivering the workforce element successfully. will work closely with the host institution to either help build a volunteer workforce or develop an existing one. Up to 100 volunteers per day are required in order for the event to be executed at the desired level. The host venue will need to provide a staff member to lead on volunteering and drive the recruitment, training and deployment processes of x number of volunteers. It will be the responsibility of the host institution to ensure that all of the correct internal departments and stakeholders are involved, previous successful partnerships have included: University Sport Department Students Union Student clubs for the sports within Big Wednesday Volunteering programme leads Student media teams Employability office Senior Academic Staff from appropriate degree courses (Event Management, Sport Management, Media courses, other sport related courses) will provide structure for the training to be delivered with the host as required in the hope that a volunteering legacy is retained or enhanced at the institution post event. The roles required for Big Wednesday include (though are not limited to): Sport Roles Event Roles Media Roles Team Liaison Officers Event Managers Photography Field of Play supervisors Volunteer Coordinators Social Media Volunteer Coordinators Registration & Ticketing Reporting Court/Pitch-side announcers Medal Presentation Filming Spectator Services Spectator information Logistics Team It is intended that certain roles are recruited far enough ahead of the event to be involved with key delivery staff in the planning and coordination of certain elements of Big Wednesday. Working in partnership with the host institution, aims to finalise a student workforce recruitment plan six months ahead of the event. Starting student recruitment at least four months ahead is integral to providing sufficient training and induction for the senior volunteering roles. In previous years these senior roles have been placement students who have had the event incorporated into their work programme. Ideally* working with the host institution, will organise: 2 training days prior to the event, usually 1 month out and 2 weeks out from the event - volunteers will need to commit to these events as part of their training. A run through/rehearsal on the Monday or Tuesday of their allocated areas/sports to ensure all volunteers are up to speed prior to the majority of sports starting. with therefore require access to facilities to be able to carry this out. Kit collection evening incorporated into a volunteer thank you event which would best sit on the Monday evening. *Dependent on venue and structure the detail of this may change

38 SECTION 6: Commercial Considerations Marketing It is expected that the host venue would work in conjunction with the Marketing & Sponsorship team to help facilitate communications in advance and during the event and assist in the delivery of any sponsorship activation programmes, or at the very least ensure they are made possible given University specific partnerships that are in place. This could include, but is not limited to: Local marketing to generate spectator interest Media contacts A joint media launch plan in local and national press Ticket sales (if appropriate) Access to key alumni/relevant sporting personalities Student media support Event broadcast live streaming/filming and highlights packages Bids should demonstrate support from the most relevant department/staff member within the host venue to work with the marketing & sponsorship team. Branding would reserve the right to brand the athlete area (field of play) at venues and agreed areas outside the venues and public domain areas with a mix of and partner branding. For host venue branding (that does not contain branding of commercial partners) would agree with the host appropriate levels of branding and is keen to recognise through a suitable branding plan the partnership between the host and. would reserve the right to have any conflicting venue partner branding pitch/court side removed. Commercial Rights owns all commercial, streaming and broadcasting rights to all competitions. This includes sponsorship, branding, merchandise sales, photography, advertising and value in kind promotions and product. will work to secure additional funding to cover costs and enhance the student experience at the event through leveraging these rights and delivering event based activity. A list of current commercial partners can be found on would welcome a partnership with the host in sourcing new commercial partners to the event.

39 APPENDIX 1 Competition Schedule 2013 Big Wednesday Leeds Met & Leeds Max Squad Max Staff No of teams Max Total Sport Gender Level Badminton Men Trophy Blue Badminton Women Trophy Blue Basketball Men Trophy Arena Basektball Women Trophy Arena Set up Fencing Men Trophy Cri Set up Fencing Women Trophy Cri Set up Football Women Trophy Top Pitch Football Men Trophy Bottom Pitch Lacrosse Women Trophy G Lacrosse Men Trophy Astro Netball Women Trophy Arena Rugby League Men Shield Rugby 1 Rugby League Men Trophy Rugby 1 Squash Men Trophy Squash Squash Women Trophy Squash Table Tennis Men Trophy Green Hall Set up Table Tennis Women Trophy Green Hall Set up Tennis Men Trophy Tennis Centre Tennis Women Trophy Tennis Centre Volleyball Men Trophy Blue Hall Volleyball Women Trophy Green Hall 11 Sports Total: Tuesday 19 March Max Squad Max Staff No of teams Max Total Sport Gender Level Badminton Men Champ Blue Badminton Women Champ Blue Basketball Men Champ Arena Basektball Women Champ Arena Set up Fencing Men Champ Cri Fencing Women Champ Cri Football Women Champ Bottom Pitch Football Men Champ Top Pitch Lacrosse Women Champ G Lacrosse Men Champ Astro Netball Women Champ Arena Squash Men Champ Squash Squash Women Champ Squash Table Tennis Men Champ Green Hall Table Tennis Women Champ Green Hall Tennis Men Champ Tennis Centre Tennis Women Champ Tennis Centre Volleyball Men Champ Blue Hall Volleyball Women Champ Blue Hall Cricket Women Champ Headingley Cricket Men Champ Headingley Rugby League Men Champ Headingley Swimming Team Shield 3 The Edge 20 Swimming Team Trophy Av The Edge approx Swimming Team Champ 3 The Edge Hockey Women Trophy Weetwood Hockey Men Trophy Weetwood Hockey Women Champ Weetwood Hockey Men Champ Weetwood 14 Sports Wednesday 20 March

40 APPENDIX 2 Competition Schedule 2014 Big Wednesday Surrey Max Squad Max Staff No of teams Max Total Sport Gender Level Badminton Men Trophy Arena C Badminton Women Trophy Arena C Basketball Men Trophy Arena A & B Basektball Women Trophy Arena A & B Set up (16:45) Fencing Men Trophy Studio Set up Fencing Women Trophy Studio Set up Netball Women Trophy Arena A & B Set up Table Tennis Men Trophy Arena A & B Table Tennis Women Trophy Arena A & B Volleyball Men Trophy Arena C Volleyball Women Trophy Arena C Set up Water Polo Women Trophy Pool Match Time Water Polo Men Trophy Pool :10 Water Polo Women Champ Pool Match Time (Round Robin) Water Polo Men Champ Pool :20 (Round Robin) 7 Sports Max Total: Tuesday 25 March Max Squad Max Staff No of teams Max Total Sport Gender Level Badminton Men Champ Arena C Badminton Women Champ Arena C Basketball Men Champ Arena A & B Basektball Women Champ Arena A & B Set up (16:45) Fencing Men Champ Studio De-rig Fencing Women Champ Studio De-rig Football Women Trophy FB Pitch Football Men Trophy FB Pitch Football Women Champ Top Show Pitch Football Men Champ Top Show Pitch Lacrosse Men Trophy Astro Lacrosse Women Trophy 3G (13:15-15:15) Lacrosse Men Champ Astro Lacrosse Women Champ 3G Netball Women Champ Arena A & B Set up Rugby League Men Trophy Top Show Pitch Rugby League Men Champ Top Show Pitch Rugby Union Men Vase RU Pitch Rugby Union Women Trophy Top Show Pitch Rugby Union Men Trophy Top Show Pitch Squash Men Trophy Squash Courts Squash Women Trophy Squash Courts Squash Men Champ Squash Courts Squash Women Champ Squash Courts Table Tennis Men Champ Arena A & B Table Tennis Women Champ Arena A & B Volleyball Men Champ Arena C Volleyball Women Champ Arena C Set up Water Polo Women Champ Pool Match Time (Round Robin W & M alternate) Pres Water Polo Men Champ Pool :50 - Match Time (Round Robin W & M alternate) Pres 12 Sports Max Total: Wednesday 26 March

41 APPENDIX 3 Competition Schedule 2015

42 APPENDIX 4 Competition Schedule 2016