The Bingham Cup Bid Requirements Document. International Gay Rugby 4/8/18

Transcription

1 The Bingham Cup 2020 Bid Requirements Document International Gay Rugby 4/8/18

2 Introduction This document will serve as a guide to the elements that should be addressed in any bid to host the 2020 Bingham Cup. Bid Requirements help ensure the effectiveness and professionalism of potential hosts. Examples from previous successful Bingham Cup bids and major international sports events are included to indicate the aspiration of IGR to cement The Bingham Cup s place in the international sporting event arena. The format and deliverable should be similar to the international sports bids listed below. The links to these are at the end of this document. Basic Assumptions for all Bids The Bingham Cup has grown significantly from its origins in In 2018, it is expected that over 1,800 players, supporters and staff will be registered to attend The Bingham Cup in Amsterdam. Up to 60 teams will play in 3 tiers, over 3 days. In addition to registered players and supporters, on Sunday, June 10th, during the Cup Tier finals, over 200 people are likely to attend as spectators. To ensure adequate space, facilities, budget and staff are planned for, bids should use the following assumptions: Registered attendees Playing Sides are a minimum of 50, maximum of 75 All sides should have a minimum of 5 matches Pool and Elimination matches 2 20-minute halves Cup tier finals 2 40-minute halves Minimum 3 tiers (Cup, Hoagland, Challenger) Bid must contain evidence that the necessary number of fields to accommodate the above sides and schedule (along with training/warmup pitches) are either currently available or provide detail on plans to create sufficient fields 1

3 Hosting Agreement Terms As part of any bid book that is submitted to IGR, a set of IGR Board Approved Terms and Conditions is required to be signed by the Chairman/President of the potential host club. The Terms and Conditions document will include, but is not limited to, terms around: Bingham Cup Trademark and Usage Rights; Bingham Cup and IGR Logo Usage Requirements, including required pre-approvals (Host Logo, Merchandising, and other usage as defined by IGR); IGR and Bingham Cup social media policy; Third Party Liability indemnification for IGR and the Host Club; Any IGR Board approved nominal fee paid to IGR for use rights; Joint communication requirements for press; Tournament structure and management responsibility; Any required periodic content and format for reporting back to the IGR trustees and board Timeline and Requirements Week Commencing Monday 5 th March 2018 Bid Process Announcement Announcement of overall process, dates, timelines, guidelines and expected requirements for each step of the process. Communication of dates for the following pieces of the process: Host City/Club intention to bid, Terms & Conditions document between IGR and the Host Club, Initial PowerPoint/Multimedia bid presentation in Amsterdam, and formal Bid Requirements Book application. Monday 12th March Monday 30 th April 2018 Intention to Bid Period Formal intentions to bid in writing will be accepted between these dates. The written intention to bid must be in the form of a letter from the Chairman/President of the Member Host Club addressed to Andrew Purchas, Chairman, International Gay Rugby Association and Board, 71 Holland Road, West Ham, London, England E15 3BP and ed to trustees@igrugby.org Monday 26th March 2018 Requirements Review Completed by IGR Trustees The Bid Requirements document covers the requirements for a successful, International, Rugby Union 15s tournament inclusive of gender, scrum legality, and not limited to anything related to fixtures, marketing, travel, community involvement and other categories to be determined by the Trustees, the Regional Representatives and the IGR Board. In conjunction with this, the IGR Trustees will update the Terms and Conditions document that is required in all bids and will become the agreement between IGR and the Organising Committee of the Host Club winning The Bingham Cup 2020 bid. 2

4 Week Commencing Monday 2 nd April 2018 Final Bid Requirements Documents Published Trustees to publish the bid requirements documents, Terms & Conditions Document and publish to the IGR Board Community via IGR media channels. Monday 30 th April 2018 Public Bid Intention Closes Deadline for formal intention to bid, completed in writing by the Organising Committee of the Host Club and delivered by . No public marketing of potential bids can occur prior to acceptance and announcement by the IGR Chairman of bidding clubs. Any intent to bid made public through public marketing prior to the announcement of all the bidding clubs by the IGR Chairman, may invalidate the Club s intention to bid. Week commencing Monday 30 th April 2018 Chairman s Bid Announcement The Chairman of IGR will announce which clubs whose intention to bid has been accepted. Week commencing Monday 7th May 2018 Public Marketing Open After the intentions to bid has been accepted, confirmed and announced by the IGR Chairman, the bidding Host Clubs can begin announcing and marketing their intent to bid. This can include public support from their local communities, national unions and potential sponsors as well as direct marketing to club representatives and potential attendees. Wednesday 6 th June 2018 Bid Pitch at Bingham Cup Amsterdam Each bidding club is provided the opportunity to give a 15-minute, high level multimedia presentation highlighting the key points of their bid during the Bingham Cup in Amsterdam. In the past these presentations have been a component of the IGR AGM. There is the potential that bid presentations will be made at dedicated meeting to allow for increased attendance from the IGR community. Details for these presentations will be provided in due course. Monday 6 th August 2018 Bid Book Completion Deadline Deadline for completed Tournament Bid Proposals from potential host committees to the Trustees. Trustees to validate bids virtually through and committee calls. Bid books are to be available in English, and provided in both a PowerPoint and PDF format, based on the requirements listed in the Bid Requirements document. Budget spreadsheets should be included in the main bid document (PDF & PPT) and are also to be provided in separate Excel formatted files. A signed copy of The Bingham Cup Hosting Agreement Terms and Conditions must be included in the official bid package. Monday 6th August 2018 to Monday 20th August 2018 Trustee Review Period Trustees to review for completion prior to release to IGR member clubs. Trustees will review each bid and ask supplemental questions and clarifications to the bidding Host Clubs. Any Trustee who is a member of a bidding club will not be part of the bids review. Monday 3 rd September 2018 Approved Bid Materials Made Public Final bid books from each potential Hosting Club will be made available for review by all IGR member clubs. Public discussion of bids to begin via agreed channels. 3

5 Week commencing Monday 10 th September Bid Book AGM Inquiries Supplementary general meeting via conference call for tournament bid proposal inquiries. Secret ballot by IGR members for 2 weeks from the conclusion of the general meeting (s). Week Commencing Monday 1 st October 2018 Announcement of the award of the 2020 Bingham Cup Press pack and marketing packet completed. Formal announcement via Skype Call and Press Conference. FAQ and bid highlights created. Scheduled announcement date. Bid Content Requirements This section details the information required to be included in all final bids for the 2020 Bingham Cup. While the below detail must be present as indicated, bidding clubs are encouraged to provide additional detail and information related to the bid requirements. Bid Structure and Content Overview The completed Bid should cover (at a minimum) the following areas: 1. Bid Elevator Pitch 2. Organisational Framework 3. Tournament Dates & Timing 4. Budget & Finances and Budget Spreadsheet 5. Host Relationships 6. Host City Logistics 7. Roster Management 8. Tournament Management 9. Game Play Logistics More detailed description alongside selected examples are given below. 1. Bid Elevator Pitch Please ensure you open your Bid presentation document with a single page/slide containing a short (<150 words) summary of the top 3 reasons why your city/club should host the bid. 4

6 2. Organizational Framework The bid should explain the framework of the organizational committee, including: The committee s decision-making structure The planned composition of the committee The names and qualifications of committee positions already filled The legal relationship of the organizational committee to the host club 5

7 3. Tournament Dates and Timing The bid should explain the proposed dates and timing of the tournament, including: The proposed dates of the tournament (multiple options may be presented) How the proposed dates would help make the tournament feasible in a local context How the proposed dates would impact ease-of-access for teams travelling to the host city Proposed schedule of play (daily time of first kick-offs, time last match ends, time between matches). Bids should assume two 20-minute halves per match for pool and elimination play. Cup Tier finals should assume standard 40-minute halves. 4. Budget and Finances The bid should explain the estimated budget and proposed funding sources for the tournament, including at a minimum: The proposed total budget of the tournament Approximate estimated registration fees Estimated quantity of local sponsorship dollars and whether any commitments or expressions of interest have yet been received Note: more details on in-kind or financial sponsorships may also be provided in the Host Relationship section Other estimated revenue sources 6

8 An estimated budget spreadsheet showing the above as well as estimates of primary expenses Sample Budget Nashville 2016 Proposed Event Budget INCOME (USD) Team Registrations 140, Teams x $4000 ($160 * 25 players) Individual Registrations 8, players X $160 Supporter Registrations 12, Non-Player X $125 Sponsorships 30,000 $10,000 - Presenting/Gold Sponsor $ Event /Silver (Opening & Closing, Transport) $ Bronze (field, bags, etc.) Merchandise Sales 5,000 Miscellaneous Donations 500 TOTAL Income 196,000 EXPENSES Ambulance / EMT 10,000 Vanderbilt Life Flight Armbands 500 Francis Communications Awards 1,500 Bank Charges 4,000 Credit Card/Transaction Fees Banners 1,500 Closing Ceremonies 45,000 Wildhorse - Buffett dinner, DJ, Band, Cash Bar Field Expenses 1,500 Paint, etc. Field Rentals 5,000 Metro Nashville Parks & Recreation Miscellaneous 5,000 Printing, office supplies, etc. Opening Ceremonies 7,500 Vanderbilt Player Meals during matches 20,000 Bacon & Caviar Catering Portalets 1,800 Blinker Lite Security 8,500 Metro Nashville Parks & Recreation Sirs 4,000 Mid-South Rugby Referee Society Tents 7,500 Nashville Tent & Awning Tournament Bags 1,000 Francis Communications Transportation 36,000 Gray Line Transportation T-Shirts / Other Merchandise 5,000 Francis Communications Walkie Talkie Rental 400 D&D Event Water / Ice 5,000 Crystal Springs TOTAL Expenses 170,700 Net Total 25,300 IGRAB Fee 7,500 (5 GBP per player, $8.52 as of 7/22) Contingency 10% 17,070 Net Income 730 Sample Budget Amsterdam Budget Summary

9 REVENUE [IN ] Budget High Low Registration fees 202, , ,785 Sponsoring 50,000 60,000 45,000 Food & beverage 12,500 15,000 10,000 Merchandise 13,800 16,560 11,040 Advertising 5,000 5,000 5,000 Total revenue 283, , ,825 COSTS [IN ] Budget High Low Venue infrastructure 36,250 44,500 25,500 Tournament costs 37,000 44,000 30,500 Transport 25,000 30,000 20,000 Security & medical 30,500 38,000 25,500 support Marketing & 33,000 34,000 32,000 communications Organization costs 12,800 14,700 11,200 Social events 82, ,000 66,500 Contingency (10%) 25,705 30,520 21,120 Total costs 282, , ,320 Net surplus 600 3, No. of teams

10 Sample Budget Amsterdam Budget Detail 2018 REVENUE # of teams # total players based on 23 players/team 1,150 1, # of non players # of early registered players 920 1, # of standard registered players # of late registered players # of early non players # of standard non players # of late non players # of registrants 1,380 1,656 1,104 # of pitches # of volunteers REGISTRATION FEES (PER PERSON) Early player Standard player Late player Early non player Standard non player Late non player REGISTRATION FEES (IN ) Early player 133, , ,850 Standard player 18,975 23,100 15,675 Late player 20,700 25,200 17,100 Early non player 22,080 26,400 17,760 Standard non player 3,220 3,920 2,520 Late non player 3,680 4,480 2,880 Total registration fees 202, , ,785 SPONSORSHIP (IN ) Corporate sponsors 35,000 40,000 35,000 Public sponsors 15,000 20,000 10,000 Total sponsorship 50,000 60,000 45,000 DIVERSE REVENUE (IN ) Food and beverage profit 12,500 15,000 10,000 Merchandise 10 per head 13,800 16,560 11,040 Advertising 5,000 5,000 5,000 Total diverse revenue 31,300 36,560 26,040 Total revenue (in ) 283, , ,825 9

11 Sample Budget Amsterdam Budget Detail 2018 COSTS VENUE INFRASTRUCTURE Venue tents 12,500 15,000 10,000 Venue rents (other clubs) 10,000 12,500 5,000 Field prep 7,500 10,000 5,000 Wifi hotspot 2,500 2,500 2,500 Communication (walkie-talkies etc) 750 1, Cleaning/sanitation 3,000 3,500 2,500 Total venue infrastructure 36,250 44,500 25,500 TOURNAMENT COSTS Awards/trophies/medals 1,500 1,500 1,500 Other playing costs (refs) 4,000 5,000 3,000 Armbands/lanyards 2,500 3,000 2,000 Laundry 1,500 2,000 1,500 Player/volunteer/non-player catering 25,000 30,000 20,000 Video streaming 2,500 2,500 2,500 Total tournament costs 37,000 44,000 30,500 TRANSPORT COSTS Transport Total transport costs SECURITY & MEDICAL Security (tournament venue/opening/closing ceremony, closing 8,000 10,000 6,000 party) Safety & first aid 7,000 8,000 6,000 Ambulances 7,500 10,000 7,500 Sports massage/physio 8,000 10,000 6,000 Total Security & Medical 30,500 38,000 25,500 MARKETING & COMMUNICATIONS Marketing costs 10,000 10,000 10,000 Registration application 5,000 5,000 5,000 Website and app 7,000 7,000 7,000 Printing 2,500 3,000 2,000 VIP costs 5,000 5,000 5,000 Welcome packs 3,500 4,000 3,000 Total marketing & communications 33,000 34,000 32,000 ORGANIZATION COSTS Insurance 6,000 7,500 5,000 Bank costs 2,800 3,200 2,200 Audit & setup of Bingham Cup 2018 Amsterdam non-profit 1,500 1,500 1,500 Legal 2,500 2,500 2,500 Total organization costs 12,800 14,700 11,200 10

12 COSTS (cont.) EVENTS Opening ceremony 50,000 65,000 40,000 Closing ceremony and party 27,500 30,000 23,000 Volunteer thank you 5,000 5,000 3,500 Total Events 82, ,000 66,500 CONTINGENCY 10% Contingency 10% 25,705 30,520 21,120 Total contingency (10%) 25,705 30,520 21,120 Total costs 282, , ,320 NET SURPLUS 600 3, # of teams

13 5. Host Relationships a. Host Union b. Referees (availability, endorsement of bid) c. Commercial Relationships (Sponsorships) d. Other Local Endorsements e. Past local experience with tournaments 6. Host City Logistics a. Travel (to/from Host City) The bid should discuss the general logistics of travel to the host city, including: International and national travel services available in the host city Ease of reaching host city from other cities with IGR clubs Any airline or other transport provider partnerships that could help reduce travel costs b. Accommodation The bid should discuss team accommodations in the host city, including: Capacity of the host city hotels to accommodate conventions/large events Targeted neighbourhoods/areas of host city for host hotels Specific hotel partnerships, rates, and locations, if available c. Internal Host City Transport The bid should discuss transport within the host city, including: The general geographical relationship of the tournament venue, host hotels, airport, intercity transport hubs and event venues Transport services between host hotels and intercity transport hubs Local public transport availability between key tournament locations, if applicable Plans for provision of private shuttle services between key tournament locations, if applicable. 12

14 d. Social Events The bid should discuss planned social events for the tournament, including: The timing and nature of major social events such as receptions, dinners or bar nights Availability of venues in the host city to accommodate such events Specific venues for events if applicable and available at time of submission EXAMPLE 7. Proposed Roster Management The bid should explain the general framework & process anticipated to gather the information to create final team rosters, including at a minimum: Anticipated timelines Database or application to be used to collate data and maintain rosters Proposed process for verification of player eligibility 8. Proposed Tournament Management The bid should explain the planned structure of organization of staff and volunteers managing the tournament venue during tournament play, including at a minimum: Anticipated staffing, including host committee, paid staff and/or volunteers Major division of responsibilities during the tournament Chain of command 13

15 9. Game Play Logistics a. A. Site Overview Detailed description (including diagrams, photos, plans) over the full event site layout. Specification of player and non-player facilities (toilets, bar/restaurant, parking) Indication of other non-event amenities/facilities in the nearby vicinity. b. Pitches Detailed description and discussion of playing field availability and quality (both currently and expected during event. Explanation of plans and associated costs of any playing field improvements Explanation of plans for emergency measures to ensure pitch availability / suitability in the event of adverse weather conditions c. Medical/Physio/Safety Discussion of planned provisions for medical and physio services (preferably including specific service provider details) Explanation of plans for the providing site security and safety for players, officials and visitors d. Field Amenities Full description of changing and showering facilities available for all players (preferably including a basic analysis indicating suitability and capacity of facilities) Description of plans to provide water, ice, food and/or any related items necessary during matches and throughout tournament play 14

16 Links to Example Bid Books Amsterdam Bingham Cup 2018: Nashville Bingham Cup 2016: Sydney Bingham Cup 2014: Manchester Bingham Cup 2012: London 2018 Gay Games: Limerick 2018 Gay Games: Vancouver 2010 Olympic Games: NG/Bid-Report.pdf 15