Bid Outline
The first College Championships was held in 1984 in Boston, MA and was a relatively small affair. Today, 32 teams (16 in each division) qualify for the Championship tournament. More than 600 players will participate in this event. For many of them it will be one of the most memorable experiences of their lives.
The following categories have been developed to help pinpoint key areas that will be evaluated in awarding this event. If you have any questions, contact Will Deaver at 1-800-UPA-GETH or Will.Deaver@upa.org.
What group or groups want to bring this event to your area?
What are the group's goals regarding the event?
What about your site or Ultimate community will contribute to a successful event?
Have prior UPA events or other large ultimate tournaments been held there?
What other comparable sporting events have been held at your site?
Where exactly will the event be held?
What type of facility is used (soccer fields, intramural fields, polo fields, etc.)?
Will all the fields be at one site (preferred)?
Is it located near a major airport?
What is the late May weather like (temperature, rainfall, wind)?
The College Championships is a three-day (Fri-Sun) event to be held on Memorial Day Weekend.
Who will serve as tournament director?
What event-organizing experience does that person have (ultimate or other)?
Is there a liaison with the field provider?
Is there a relationship between the local Ultimate organization and the city's Sports Commission or Convention and Visitors Bureau?
Is there a solid volunteer support staff (LOC) to assist the tournament director?
Is there a solid volunteer base (Ultimate and/or non-ultimate community) to staff the many jobs that need to be performed at this event (scorekeeping, water, trash, field set-up, media, etc.)?
Please list at least two contacts (primary and secondary) with address, phone and email addresses.
Please include a map indicating potential field layout.
The College Championship tournament requires 12 fields. Fields (including the end zones) are 120 yards long x 40 yards wide. All fields must be grass. Minimum requirements exist for distances between fields (5 yards) and from permanent objects (10 yards). (A lot of action in Ultimate happens outside field boundaries). Fields must be lined to UPA standards and small flexible cones must mark the end zones.
How many fields are available at the site?
Are there any other fields available that could be used if needed?
Are there any lit fields?
Is parking close by?
Is there permanent seating, or could temporary seating be arranged?
Is there any type of stadium available for finals?
Are restrooms or showers available at the field site?
Are there any sources of drinking water on-site (faucets or fountains)?
Where will the main tent or similar support facility be located in relation to the fields?
Would more than one tent be needed if the fields are far apart?
Can concessions be sold by vendors on site?
Are non-food exhibitors allowed to advertise and/or sell merchandise on site?
Does the field provider have a contract for exclusive concession rights, or can bids be sought?
Are permits required for food or non-food vendors?
A social event (or events) is a highly anticipated part of any Ultimate tournament experience. This type of event could include a party, dinner, band, or other appropriate social activity.
What type of arrangements would be available to accommodate such an event?
Can alcohol be served or sold on site?
Are there special local laws, ordinances, or other considerations that should be taken into account?
What measures would be taken to ensure the safety of participants and the prevention of underage consumption of alcohol?
What accommodations are available on or near the site?
Please include price range and availability for hotels including rates for complimentary rooms (for staff) and meeting space.
Regardless of the site selected, teams will be flying in from all over the country.
Is there a major airport near the site that will provide easy access?
If there is not a major airport in the immediate area, what is the closest one?
It is assumed that whatever airport is selected will have rental cars available. Teams usually rent cars at the airport flown into.
Are there other transportation options, such as public transportation or shuttle services?
The UPA maintains a $2 million liability policy that covers the College Championships. The insurance will cover the tournament director, volunteer staff, the field provider, and other groups as requested.
Is this insurance adequate for the field provider and all other organizations who will be involved in the event?
An EMT or equivalent is required to be at the event.
Does the event site have an existing contract with an ambulance/EMT service?
What is the estimated response time for an emergency at the field site(s)?
Maps to the hospital will need to be put in the event program.
How far is the nearest hospital from the field site?
Athletic trainers are required for the event. The services provided would be taping and basic first aid.
Is there access to athletic trainers (certified or students) for the site?
Are there any specific requirements (licensing, insurance) related to these services?
Could these services be obtained? Would there be a flat fee, or gratuity funded?
The UPA, as promoter, organizer and sponsor of UPA tournaments and events ("events"), has the exclusive right to control photography and video and audio recordings of the events and the exclusive right to the publication, reproduction and distribution of such recordings. The UPA may grant exclusive or non-exclusive licenses to individuals or entities that may allow the individuals or entities to record the events and/or publish, reproduce and/or distribute such recordings upon terms negotiated between the parties. The UPA has the right to prohibit unauthorized commercial photography, video and audio recordings at events, as well as the right to prohibit the unauthorized publication, reproduction or distribution of such recordings.
The UPA requires that the local organizing committee provide a Local Media Coordinator to assist the UPA Media Coordinator with obtaining local media contacts, developing (local) content for press packages, assistance at the media table during the event, and assistance recruiting (local) reporters and photographers to cover the event for the UPA.
Is there a person who could fill this role for the event?
The procurement of corporate participation at the event should be based on two essential objectives � to offset event-related expenses and to enhance the participant/fan experience.
All contractual agreements relating to sponsorship of the event must be coordinated and approved by UPA headquarters. As such, the LOC is not required to secure sponsors for the event, but is encouraged to provide information to UPA about relationships which organizers may already have with local companies with a strong history of local sporting event sponsorship.
How is the LOC positioned to help the UPA investigate and acquire corporate participation in the event?
The LOC will be asked to help the UPA put together player packs for each player, to include a tournament souvenir, program, and other items as determined jointly by the LOC and UPA.
The LOC will be asked to help the UPA put together volunteer packs for each volunteer. These may be different based on the various tasks performed and length of service at event.
The UPA will provide appropriate trophies and awards for teams and individuals.
Tournament programs are part of the event experience. Players and spectators alike will read, use, and collect them. Programs will be available for players free of charge (one each). Programs will also be made available to the general public (free or nominal fee). The programs will include event-specific information, local maps, general information about the teams and the sport of ultimate, and may include advertisements (sold to sponsors to offset event costs).
The LOC will be asked to provide the UPA with assistance and content for the event program, including contact information for local printing companies, advertisements sold by LOC (must meet UPA specs), local directions and maps, and other local information as approved or requested by UPA.
How is the LOC prepared to provide the UPA the required assistance in this area?
The tournament website is an important tool for dispersing information to participants and fans prior to the tournament and for event coverage during and after the tournament.
Does the LOC have a volunteer who can create and maintain a tournament website using approved content provided by the UPA and LOC?
The UPA sets the budget for the event within the context of the organization's overall budget. The LOC and UPA manage expenses together in order to provide the highest quality event given resource constraints. The UPA will generate revenue through player fees, merchandising, advertising and sponsorship. Various opportunities for the LOC to generate revenue through the event will be provided (e.g. food sales and advertising).
Please include a proposed budget for the event, with estimated expenditures based on the following categories:
Feel free to contact UPA headquarters before finalizing the draft budget.
For any questions or to submit a bid, contact:
<>Will Deaver  |
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