Ultimate Canada CUC: Mixed 2016 Bid Proposal Package CUC: Mixed Bid Proposal 2016
Bid Proposal for CUC Thank you for expressing interest in hosting the Canadian Ultimate Championships Mixed Division (CUC: Mixed). The following regulations and guidelines are intended to help organizations make bids for the CUC: Mixed. The headings and guidelines are provided so that you may not only provide a realistic bid to Ultimate Canada, but also to help you plan and put your ideas into action. To ensure that all bids are judged on an equal basis we ask that you address each area outlined in the bid proposal. Bids will be evaluated on location and facilities, planning and feasibility, hospitality services, entertainment and marketing, promotion and recruitment. Before you begin work on your bid, be sure to consult the UC-TOC relationship document for the CUC: Mixed that provides important information regarding the responsibilities of the tournament organizing committee and Ultimate Canada. If after reviewing the initial documents, you would like to submit a bid, you are encouraged to contact Ultimate Canada to request a copy of the CUC tournament organizers manual. This document provides additional information on the event along with minimum expectations, suggested timelines and tips. If you have any questions regarding a bid for the CUC: Mixed please contact Teri-Lynne Belanger, Manager, Promotions and Events at (teri-lynne@canadianultimate.com). We wish you good luck with your bid! CUC: Mixed Bid Proposal 2016 2
SECTION I: Contact Information 1. Bidding organization name, contact(s) & email address(es) 2. City & Province for the bid 3. Tournament organizers. Please list the name of the tournament director and any additional tournament organizers along with their experience/qualifications. It is recommended that the event have a separate person in charge of the junior divisions and be planned as 2 events with some shared infrastructure. 4. Organizations supporting the bid. Names of the associations supporting the bid. Letters of support from community organizations, PTSOs, sponsors, agencies providing grants, municipalities, etc. 5. Groups goals regarding the event SECTION II: Dates & Location 1. Proposed tournament dates. The CUC: Mixed will be four (4) days in length. All teams compete Thursday-Sunday. The preferred dates are August 18-21 st, 2016. 2. Distance and airline expenses from the following Canadian cities: Vancouver, Calgary, Winnipeg, Toronto, Ottawa, Montreal and Halifax 3. Rotation. The CUC: Mixed will consider all areas of the country for the first two (2). A bid rotation may be set for 2018 that will carry forward. SECTION III: Playing Facilities 1. Tournament venue(s) name and address. Note: Strong preference to have 1 venue/site used on a given day (i.e All games played at one location) 2. Type of facility or facilities (ultimate, soccer, rugby, polo, etc.) 3. List of a few comparable sporting events that have taken place at the venue(s) 4. Number of fields and location. a. The mixed division will require a minimum of 6 fields with a preference for 8 fields or more. 5. Description of quality, grass, slope, and surrounding areas. Preference is to have grass fields that are 100 meters long x 37 meters wide. Having some turf fields included in the bid is acceptable. Minimum requirements exist for distances between fields (5 meters) and from permanent objects (9 meters). If any of the fields do not meet these criteria, please list how many and reason(s) why. 6. Parking for players and spectators 7. Map/layout of venue(s) 8. Contingency plan should main fields become unavailable 9. Recommendation for Championship Games facilities for the semi-finals and championship games on the Sunday of the event. Note: Venue with seating for a minimum of 1,000 spectators is required. 10. Facilities for spectators CUC: Mixed Bid Proposal 2016 3
SECTION IV: On-site Facilities 1. Availability of water 2. Availability of restrooms at the field site 3. Medical services availability at tournament 4. Proximity to closest hospital 5. Beer garden 6. Waste management plan 7. Other SECTION V: Transportation 1. Official tournament accommodations will be negotiated by Ultimate Canada with the help of the Tournament Organizing Committee. The TOC will be required to provide a list of recommended hotels to UC including alternative accommodation recommendations (ex. Dorms). Please indicate the primary reason for your recommendation (ex. location provides most logical stop for transportation to fields). a. Distance from main recommended accommodations to fields (map) b. Transportation plan. Will you have shuttles available? Please list reasons why shuttles are included in the bid or why they are not included in the bid? SECTION VI: Events, Promotions & Sponsorship 1. Website plan. Note: A standard CUC website has been constructed as part of the Ultimate Canada website. This website is to be used for each CUC. 2. Sponsorship plan. Note: Ultimate Canada retains several sponsorship rights. For details please see the UC-TOC relationship document 3. Onsite vendors (food and goods) 4. Plan for a Saturday night party 5. Volunteer recruitment plan 6. Other SECTION VII: Optional Items to Include in Bid 1. Risk management plan 2. Emergency response plan 3. Proposed tournament logo CUC: Mixed Bid Proposal 2016 4
SECTION VIII: Ultimate Canada Support 1. Ultimate Canada will provide trophies and medals 2. Ultimate Canada will provide prizes for winning teams and Spirit of the Game prizes 3. Ultimate Canada will provide website space and website template 4. Ultimate Canada will provide the TOC with the National Media plan and will work with the TOC to engage media at the local level. 5. Ultimate Canada will support sponsorship and may have existing sponsorship opportunities in place including merchandise and disc sponsorship 6. Ultimate Canada will establish the official tournament merchandiser and disc provider. Guaranteed income from these two areas will be provided to the TOC. 7. Ultimate Canada will provide 50 volunteers shirts and 25 hats 8. Ultimate Canada can extend insurance to cover the event on request 9. Ultimate Canada will provide game discs for the tournament 10. Ultimate Canada will pay for fees related to observers 11. Ultimate Canada will manage the promotion and media plan for CUC: Mixed including the videotaping of championship games 12. Ultimate Canada will layout and print the player s manual and ID badges. 13. Ultimate Canada will work with the local Tourism Association to secure accommodations for the event. NOTE: Full list of Ultimate Canada support and responsibilities is available in the UC- TOC CUC Relationship document. SECTION IX: Budget Note: A sample budget is available on request Note: Details regarding budget requirements are listed in the UC-TOC Relationship Document. The budget should: Reflect all aspects of your bid. Should be divided into income and expenditure. Example budget headings that might be included: Income Player fees Guest passes Sponsorship Grants Concessions CUC: Mixed Bid Proposal 2016 5
Donations Expenditure Fields Final Venue Tents Beer Garden Media Promotions Advertising and Banners Transportation Social Events Field Food Medical Expenses Insurance Administration Other field equipment SECTION X: Bid Assessment Process In order to assess objectively the different proposals, Ultimate Canada will consider this nonexhaustive list of criteria: 50% Location and facilities o Tournament location o Playing facilities o On site facilities o Etc. 20% Planning and feasibility o Tournament organizing committee o Budget (Includes consideration of adherence to UC outlined maximum and minimum budget requirements) o Access to grants (Indicate secured grants versus potential grants) o Medical services o Other sources of funding CUC: Mixed Bid Proposal 2016 6
o Etc. 10% Hospitality services o Transportation o Accessibility of accommodations o Etc. 10% Entertainment o Social events o Etc. 10% Marketing, promotion and recruitment o Players and public relations o Local media and marketing plan o Volunteer recruitment strategies Should you have any questions or requests for clarification that pertain to the evaluation criteria of your bid, past practices, or anything else around the bid process, a questions period will be open from April 28 th, 2015 to May 26 th, 2015. During this time all questions or requests for clarification should be sent to teri-lynne@canadianultimate.com with the subject line CUC 2016 Bid Inquiry. All responses will be published on May 29 th, 2015 on the CUC bid information webpage as well as e-mailed out to all people who submitted a question or request for clarification. CUC: Mixed Bid Proposal 2016 7