Ultimate Canada-TOC Relationship for CUC 2015-2016
Ultimate Canada is delighted that you are interested in hosting one of the Canadian Ultimate Championships (CUC and/or CUC: Mixed). This document contains some important information that you should know before you send in a bid application. Each year Ultimate Canada receives bids from groups across the country to host one of the CUC s. Once a successful bid is selected, Ultimate Canada sanctions the hosting of that CUC by a Tournament Organizing Committee (TOC). Both the relationship between Ultimate Canada and the TOC as well as the responsibilities of each is outlined below. Responsibilities of Ultimate Canada The primary responsibilities of Ultimate Canada are to monitor the TOC and ensure that National standards are maintained, operate the competition aspect of the tournament, coordinate marketing of the tournament, establish specific key partnerships and provide support to the TOC. 1. Appoint a contact person to represent Ultimate Canada in communications between Ultimate Canada and the CUC TOC. The UC representative for the TOC is: Teri- Lynne Belanger, Events Manager, teri-lynne@canadianultimate.com. All official communication from Ultimate Canada to the CUC TOC will come from the above appointed contact person in order to facilitate clear and efficient communication. 2. Registration of all teams and players including review of eligibility documents. 3. Collection of player fees. 4. Determination of rankings and game schedules for all divisions. The schedule will be made in consultation with the TOC regarding field quality and layout. 5. Provide start up money for the TOC. $5,000 initial funds will be provided up to a maximum of $20,000 total funds for CUC and $10,000 total funds for CUC: Mixed. 6. Provide the CUC organizers manual clarifying minimum expectations and suggested timelines. 7. Advertise the CUC amongst the Ultimate Canada competitive athletes and ensure the website and CUC web template is available for the TOC to use on the Ultimate Canada web server. The TOC is also entitled to send out communications to CUC participants to advertise the. 8. Coordinate all printed material for players including players manual and official identification cards. 9. Reimbursing the TOC and/or pay for CUC expenses in a timely manner.
10. Organization of accommodations for athletes, staff and officials. 11. Ultimate Canada will take the lead on sponsorship. Some sponsorship agreements will be in place before the tournament. The TOC is permitted and encouraged to secure sponsorship in areas that Ultimate Canada does not have an agreement in place for. 12. Ultimate Canada will provide a media plan to the TOC for National media attraction. The TOC is permitted and encouraged to attract and solicit local media coverage using the media templates provided. 13. Ultimate Canada reserves broadcasting rights for the CUC. Ultimate Canada will organize video services to videotape championship games. 14. Provide tournament support materials on request including: radios, scoreboards, field number signs and water pumps. 15. Provide the following items: trophies, medals for top 3 teams, prizes for 1 st place teams and spirit winners. Additionally provide the following for specific s: a. CUC: 60 game discs, 200 volunteer shirt and 100 hats b. CUC: Mixed: 50 volunteer shirts and 25 hats 16. Advise the TOC and provide support. 17. Provide a competition director to support the tournament. 18. Recruiting observers and covering their expenses. 19. Support volunteer recruitment, particularly for the junior divisions. 20. Collaborate with the CUC TOC in the financial reconciliation process a. Send a first report containing draft income collected by Ultimate Canada and credit card fees paid by Ultimate Canada before September 10 th after the b. Send a second report containing an updated draft income collected by Ultimate Canada and credit card fees paid by Ultimate Canada before October 10 th after the c. Send a final report containing final income collected by Ultimate Canada and credit card fees paid by Ultimate Canada before November 10 th after the 21. File GST/HST for the.
Responsibilities of the CUC TOC 1. Appoint a contact person to represent the CUC TOC in communications between Ultimate Canada and the CUC TOC. Contact information for the CUC TOC representative, including an email address and phone number, will be provided to Ultimate Canada by September 10 th of the year before the tournament. All official communication from the CUC TOC to Ultimate Canada will come from the appointed contact person in order to facilitate clear and efficient communication. 2. All local logistics for the tournament detailed in the CUC bid form are the responsibility of the TOC. 3. Provide updates to the Ultimate Canada contact regarding planning and budgets. a. A first budget should be prepared by April 4 th (4 months out) b. A second budget should be prepared by June 4 th (2 months out) c. A third budget should be prepared by July 4 th (1 month out) 4. Consider these budget elements: a. Average roster of 21 players when estimating revenue b. Use the following figures when estimating the tournament s share of player fees: $76 per adult player and $51 per junior player c. Saturday night party maximum: $12,000 for the CUC (Adult) and $4,000 for the CUC: Mixed. d. Organizer stipend maximum: $9,000 for CUC and $3,000 for CUC: Mixed e. Budget for a surplus and/or contingency of no less than $9,000 for CUC and $3,000 for CUC: Mixed f. Budget sponsorship revenue from merchandise and discs as: $10,000 for CUC and $3,000 for CUC: Mixed g. Note: GST/HST will be charged on fees and can be left off of expenses 5. Keeping accurate accounting records and provide Ultimate Canada with receipts after the. 6. Secure insurance for the. Note: Ultimate Canada s insurance may be extended to cover the tournament. 7. Meet the minimum requirements listed in the CUC organizers manual 8. Obtain local sponsorship for the tournament. 9. Provide the following for the official tournament merchandiser: a. 20 x 20 of tent space at the main playing facility with access to two power outlets. This space must be available the day before the tournament begins. b. A site layout at least 2 months before the CUC for all playing facilities used. c. Covered space at the finals venue with access to two power outlets.
d. Opportunity to place up to 2 banners on the CUC site. e. Opportunity to place promotional items in player packs. f. 4 complimentary guest passes. 10. Provide the following for Ultimate Canada volunteers and staff: a. A minimum of 12 complimentary Guest Passes b. The rental of 1 (one) Kubota or golf cart in order for Ultimate Canada to facilitate meetings, bring media and delegates to fields For the CUC. Not required for the CUC: Mixed. c. Accommodations for UC Volunteers and staff will be taken care of by Ultimate Canada and are not the responsibility of the TOC. 11. Collaborate with Ultimate Canada in the financial reconciliation process a. Send a first report containing draft financials before September 10 th after the b. Send a second report containing updated draft financials before October 10 th after the c. Send a final report containing all financials before November 10 th after the Profit (loss) sharing 1. 50% of profits will go to Ultimate Canada and 50% of the profits will go to the local organizing committee to support local legacies (examples include field funds, junior programs, outreach programs, etc.) 2. If there is a net loss from the tournament then Ultimate Canada is responsible for 50% of the loss and the TOC is responsible for 50% of the loss. Negotiable Areas -Signing agreements to book venues