Job Description World Under-24 Ultimate Championships Tournament Director Summary The Tournament Director (TD) shall be responsible to the AFDA for all matters that concern the planning, organization, implementation and evaluation of WU24UC 2018. The event will be held at UWA Sports Park, Perth, WA from Sunday 7 January 2018 to Saturday 13 January 2018. Tasks The Tournament Director responsibilities shall be to plan and organize the tournament in a way that accurately reflects the Proposal Bid submitted by the AFDA (September, 2015) and accepted by WFDF and the guidelines and knowledge laid forth in the WFDF Tournament Director's Manual (TDM) and WFDF Bid Guidelines for Ultimate Championship Events 2011, including: a) Distribute pre-tournament information to National Associations and other interested parties. b) Organize the Opening Ceremony at the main venue on January 7, 2018 in accordance with the WFDF Protocol Manual on Ceremonies at World Championships. c) Organize the Closing Ceremony at the main stadium on January 13, 2018, including medal and trophy awards, in accordance with any instructions from WFDF and in accordance with the WFDF Protocol Manual on Ceremonies at World Championships. TOC will provide trophies for all divisions top 3 teams and the Spirit of the Game award winning teams in all divisions. Trophies are subject to WFDF approval and must meet event graphical design. No other awards or trophies shall be given to teams during the ceremony without prior written consent of WFDF. As noted in WFDF responsibilities 8. I. w., WFDF will provide medals for top three teams in all divisions and spirit of the game award medals. d) Develop the official tournament logo(s) for use on all promotional materials, signage, event merchandise and marketing information. The final logo(s) are to be approved by WFDF and must include the official event name. No other logos or designs can be used or developed by TOC without prior written approval by WFDF. No use of the logo can be used without prior written consent by WFDF. e) Provide access to accommodation providers for: registered players and guests (minimum 3 options) WFDF and National Association representatives, sponsors and others (minimum 2 options) This is for those who register and pay the respective fee up until a deadline to be fixed in mutual agreement or up to 700 persons. Those who register and pay the fee after this deadline may have to find accommodation on their own. f) Provide breakfast and one (1) main meal for all players. The fee structure for this service shall be clearly communicated to all players, and detailed and clear provisions shall be made for players to purchase this service separately from player fees. g) Provide plentiful, healthy varied meal packages that are geared to competitive athletes representing a wide background of cultures and food preferences. Cater to special dietary requirements including vegan, lactose and gluten intolerance, nut allergies. The complete meal plan with costs needs WFDF approval no later than six 6 months prior to the event with the detailed meals as menu no later than three (3) months prior to the event.
h) Provide on-field first aid medical facilities and services by (Medical Service Provider/s) at each venue for all players. Basic first aid services should be available at no charge to participants and available starting 1 ½ hours before competition until the close of competition each day (30 minutes after conclusion of last match). For any additional on-site activities such as trading night a basic first aid service should be offered during times tournament participants are on-site. i) Make reasonable efforts to provide access to accommodation and food for all players, guests and representatives registered after the registration deadline or once the official accommodation is full (but see point e & f). j) Provide and maintain a minimum of 14 regulation size fields at UWA including lines, cones and scoreboards, and other necessary equipment. TOC shall follow all WFDF guidelines regarding the 5 m buffer zone for each field. Minor exceptions to the 5m buffer zones may be possible, but all such exceptions must be discussed and agreed in detail with the WFDF Ultimate Committee representative. k) Provide sufficient staffing at the competition fields including a minimum of one (1) scorekeeper and one (1) timekeeper at each field for each game. l) Provide adequate supplies of drinking water and ice at each field location, including a plan for proper storage and efficient distribution to all players and teams as needed. m) Provide all essential event facilities including clean and abundant toilet facilities, regular rubbish collection and disposal, and shade for players. n) Provide facilities at the fields including a first aid medical centre, staff centre, central information centre (with internet access) for staff, players, public and press, facilities for eating and drinking (in addition to those provided for as part of the food and accommodations package) and the organization of other stallholders. o) Provide internet access (preferably wireless network) for registered players and guests at locations convenient to the playing fields. p) Provide a system for communication by staff between all fields, transportation and accommodations sites and to communicate with all players in the event of emergencies. q) Should accommodations be more than a 15 minute walk to the fields provide a shuttle bus service from all accommodation sites that will deliver players to their fields at least 1 hour prior to the official start time and collect them from fields within 30 minutes of the conclusion of the final game for all competition days, as well as shuttle service between accommodations sites and social venues. r) Supply a sufficient number of staff and/or volunteers to run the tournament, including the TOC, local site staff to cover accommodation, food and other domestic issues, field staff, medical staff, security staff and concessions. The volunteer organisational chart needs to be presented to WFDF no later than six (6) months prior to the event and is subject to WFDF approval. TOC is obliged to provide Volunteers with sufficient information, instructions and guidance to fulfil their job and will issue a Volunteer information manual no later than two (2) months prior to the event for all Volunteers. TOC will insure Volunteers against accident and health risks. Key volunteer staff to be approved by WFDF prior to final recruitment. s) Provide tournament social events to include Opening Ceremony party on January 7, 2018 and the Players Party and Trading Night on dates to be confirmed. Provide transport for all official and social events for all event participants if not within a 15 minute walking radius from official accommodation. t) Display game results and current standings in each division on a daily basis at the fields and other relevant locations. u) Provide team trophies for the top three teams in each division. v) Provide Spirit of the Game trophies for the team receiving the highest average score in each division. w) Develop a plan that determines access to fields, accommodation, meals, social events and transportation through the use of the accreditation cards or similar means. Accreditation cards
will be provided with lanyards suitably covering the cards. Lanyard and card design to be approved by WFDF x) Provide a printed daily tournament newsletter (circulation at least 50% of the number of competitors and guests) each day for January 7 to 13, 2018, and Finals' program (circulation to include additional copies of at least 50% of the number of expected external spectators) for January 13, 2018. The provision to have printed newsletters may be amended with approval of WFDF to online versions. y) Establish and maintain an official tournament website with a unique domain name through which player registration, event information, newsletter, on-line results, statistics and media streaming will be provided subject to WFDF approval. z) Provide facilities for the Captains' Meeting on January 6 or 7, 2018 (capacity 2 people x #teams) and the WFDF Annual Congress on a date around the event to be determined (capacity up to 60 persons) including internet access, conference call facilities, food and beverage. Should the weather conditions command so, the room must be equipped with air-conditioning. aa) Provide four (4) suitable workstations at Tournament Central with internet access, printer and photocopier access and power supply for the duration of the event for WFDF directors/officers. Provide a secure lockable storage area located at the workstations for equipment and document storage. bb) Provide Guest/Staff/VIP accreditation cards to on-site, non-playing WFDF staff and Board of Directors for access to transportation and social events. cc) Provide suitable VIP room facilities for an agreed number of VIPs on-site with view of main venue showcase field. dd) Provide up to six (6) free meal packages and single lodging packages and transportation to WFDF directors/officers in the main tournament hotel for the duration of event and in the days preceding the event. ee) Provide up to twelve (12) free meal packages and 6 x twin share lodging packages and transportation to WFDF Game Advisors in the main tournament hotel or second level tournament hotel. ff) Provide free transportation for said six (6) WFDF directors/officers on-site. gg) Ensure attendance of TOC representative at the Captains' Meeting, WFDF Congress and other meetings as required by WFDF. TOC to capture attendance at the captains meeting and provide a detailed list to WFDF. hh) Establish and maintain contact with local, national and international media before, during and after the tournament, including issuing regular press releases. ii) Provide access to social events for registered event participants during the course of the tournament. jj) Provide third party general liability insurance of no less than US$ 5 million on behalf of TOC and WFDF to cover all potential claims for injury or damage as a result of events at the tournament. WFDF shall be named as an additional insured on all policies. TOC must notify WFDF of the arrangements for such insurance no less than nine (9) months prior to the start of the event. Event will not proceed without fulfilment of this requirement and WFDF reserves the right to take sanctions should this requirement not be met. kk) Prepare, distribute and collect from each player, volunteer & staff members individually signed waivers of liability. In the case of minors (under 18 years of age), waivers must be signed by the player and parent or legal guardian. Waiver of liability will be provided by and subject to final approval by WFDF six (6) months prior to the start of the event. Collected WOL to be orderly filed and supplied to WFDF prior to commencement of the tournament. This process will be overseen by a WFDF representative. ll) Ensure that all sub-contractors and providers of facilities have third party public liability insurance on behalf of TOC and WFDF to cover all potential claims for negligence, injury or damage resulting from their actions while providing services to the tournament or the failure of any facilities provided by them in the course of organizing the tournament.
mm) Accept responsibility for all the local financial aspects of running the tournament within the budget approved by WFDF. nn) Pay a tournament sanctioning fee of USD 20.00 to WFDF for each player in all divisions. oo) Provide final event report within eight (8) weeks after the close of the tournament. pp) Cooperate with WFDF in the identification, procurement and servicing of title and others sponsors (cash and in-kind) to offset event expenses and increase player experience. qq) As needed, cooperate with WFDF in fulfilling requirements of WADA Anti-Doping code, WFDF Anti- Doping rules and possible testing for performance enhancing drugs. TOC will set out to provide a Doping Control station as per WADA standards for testing at no cost for WFDF being available upon request for in-competition and out-of-competition testing permanently. rr) Comply with all WFDF guidelines and policies related to alcohol and its distribution at World Championship events. ss) Order and pay for a sufficient number of the game discs as agreed with the Ultimate Committee to be used for play. tt) Provide flights, transportation and accommodation for up to 2 site visits for up to 2 WFDF officials per visit prior to the event. uu) Provide WFDF with a minimum of 20 reserved seats for all showcase games, including Opening Game and Finals, taking place in stadium or other venue with grandstand seating vv) Provide official tournament website backend with a unique domain name through which player registration, event information, newsletter, on-line results, statistics and media streaming will be provided. ww) Carry out any other tasks required as outlined in the WU24UC contract. Reporting & performance review This position reports to the AFDA Director of International Events and AFDA CEO The AFDA may also put in place an event Board to oversee the event Performance will be reviewed quarterly by the AFDA Director of International Events Essential Criteria Strong interpersonal and communication skills Self-organisation skills Experience as a Tournament Director at a Nationals or Worlds level Experience recruiting and coordinating volunteers Desirable Criteria Experience managing events in Perth Understanding of WFDF event management processes and policies Attended previous World Championships for Ultimate in any capacity Understanding of the AFDA Strategic Plan Remuneration The TD will be paid from the WU24UC Budget. Appointment Appointed by the AFDA Board Performance Review
The AFDA WU24UC TD will undertake a performance review with the AFDA Board post Tournament