UPA sanctioned events must be run in accordance with the following guidelines.
Proper Use, Health and Safety Guidelines •
General Safety Rules •
Lightning Policy •
Heat, Nutrition and Hydration •
Sideline Safety •
Field Use •
Insurance Coverage •
Accident Report/Claim FormSanctioning Procedures •
Minimum Requirements •
What "events" can be sanctioned with the UPA? •
Rosters •
Liability Waivers •
Dues/Fees •
Youth Participants •
College Eligibility •
UPA College Regular Season •
Deadlines •
Event CancellationApply For Sanctioning - Download the
application if you have read the event guidelines and would like to apply to have your league, clinic, practice or tournament sanctioned by the UPA.
Please contact sanction_event@upa.org with questions.
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Proper Use, Health and Safety Guidelines
First and foremost, organizers and players are responsible for the safety of themselves, participants and spectators. All are expected to comply with safety guidelines when hosting a UPA sanctioned event.
General Safety RulesOrganizers of UPA sanctioned events must:
- Provide insurance coverage for the event and players;
- Prohibit participation of players who are under the influence;
- Provide directions to area hospitals in player programs, at event headquarters and with an organizer or official that will be at the fields throughout the course of the event;
- Have a cell phone for emergency use at the fields for the duration of the event;
- Follow all event guidelines and procedures for collecting and submitting follow-up paperwork such as rosters, waivers, and fees;
- Enforce youth requirements;
- Enforce all UPA safety guidelines and regulations.
Lightning Policy
Please review these guidelines before your event and keep on hand for reference.
Adapted from the 2002-2003 NCAA Sports Medicine Handbook Lightning Safety Guidelines Lightning can be a significant threat to the safety of participants in outdoor athletic events like Ultimate. The odds of being struck by lightning are significantly reduced when proper safety precautions are taken. The following preventative steps should be taken by UPA event coordinators in an effort to maintain the safety of participants and spectators.
- Establish a chain of command to determine who is watching for a potential lightning threat and who will make the call to stop play and send individuals to safety.
- Establish a means by which a lightning safety decisions and procedures will be communicated effectively to participants and spectators.
- Establish a means to monitor local weather conditions and weather advisories/warnings both prior to and during the event.
- Be aware of and be able to communicate to participants and spectators the location of the closest safe shelter. Safe shelter includes the following:
A) First choice: Any frequently used building with electrical wiring and plumbing facilities which will help to ground the structure. Shower facilities should be avoided. Showers and other plumbing facilities should not be used during a storm event.
B) Second choice: Any fully enclosed vehicle with a hard top and closed windows. It is not the rubber tires that protect the occupants from a lightning strike, but the hard metal framework which dissipates the electric charge around the vehicle. It is important to not touch the sides of the vehicle. - Use the Flash-to Bang method to determine when and if you need to send people to shelter. By the time the Flash-to-Bang count has reached 30 seconds, all individuals should be in a safe shelter location.
Flash-to-Bang: Begin counting when a lightning flash is sighted. Stop counting when the associated thunder is heard. Divide the count by 5 to determine how far away the lightning is. 30 seconds equals about 6 miles. Lightning has been known to strike from as far away as 10 miles, even under clear skies.
- Wait at least 30 minutes after the last flash of lightning or sound of thunder before resuming play.
- If you can't get to a safe shelter, try to avoid being the tallest object in an open field or on open water. Avoid other tall objects, metal objects, and water. Assume a crouch position with only the balls of your feet touching the ground, your arms wrapped around your knees, and your head lowered. Minimize contact with the ground. Do not lie flat.
- Avoid using telephone land lines. Cell phones are safe provided the person has followed other safety guidelines.
- If someone is struck by lightning, observe the following procedures:
- Survey the scene for safety
- Call 911
- Lightning victims are safe to touch. They do not carry a charge.
- If necessary, move victim carefully to a safer location
- Evaluate airway, breathing and circulation. Begin CPR if necessary.
- Evaluate and treat for hypothermia, shock, fractures, and/or burns.
Heat, Nutrition and HydrationHeat-related illness occurs where body cooling by evaporation is limited. Sweating depletes the body’s salt and moisture, which leads to dehydration. If a player recognizes any signs or symptoms of heat-related illness, he or she should treat the problem immediately.
- Signs and Symptoms of Heat Illness can include change in level of consciousness, abdominal cramps, nausea/vomiting, fatigue/tingling, chills, inability to spit, dry mucous membranes, decreased urine output and change in color.
- Steps for the treatment and prevention of heat illness:
- Acclimate – Gradually increase exposure to heat in days prior to competition.
- Avoid alcohol, caffeine, and carbonated beverages.
- Avoid certain medications/drugs that can increase risk of heat illness.
- Avoid certain nutritional supplements that can dehydrate the body and/or increase metabolism and heat production.
- Condition your body – Are you fit enough to sustain performance under current conditions?
- Drink and eat – Eat and drink “optimally” before, during, and after play.
- Don’t drink too much – Over-hydrating can be dangerous if it leads to a fluid and electrolyte imbalance.
- Monitor your urine – Clear/copious = hydrated. Dark = Need water/electrolytes.
- Be sensitive to prior illness – If you’ve been sick, your body may be more susceptible to dehydration.
- Rest and cool down after play – Find shade, wet the skin, get in front of a fan or breeze.
- Spectators and gear must remain a minimum of five meters from the perimeter lines (real or imaginary) surrounding the field. This includes but is not limited to bags, strollers, chairs, coolers and tents.
- If a player feels that an object on the sideline is not safe, s/he should inform Event Staff and should refrain from playing until s/he is satisfied that safe conditions have been established.
- The UPA and Event Staff reserve the right to move or remove objects or spectators from, on or near the playing field if those conditions are, in the opinion of the UPA or Event Staff, unsafe for players, staff, or spectators.
Field Use
Organizers and event directors must have appropriate permits to use "fields" for UPA sanctioned events. Fields include any area designated for Ultimate use during a sanctioned event. Discretion must be used when determining whether or not to continue with games in a situation that may be detrimental to the care and condition of the fields. Situations such as these could include, but are not limited to, participation during or after weather such as rain or snow when fields may be saturated. The UPA encourages the proper use of fields and recommends canceling events or games when necessary to avoid the mistreatment or destruction of fields.
The playing field and surroundings should be essentially flat, free of obstructions, and afford reasonable player safety. Well trimmed grass is the recommended surface.
The corners of the playing field proper and the end zones should be marked by cones made of a brightly colored, flexible material.
Insurance CoverageAll UPA sanctioned events are required to provide insurance coverage for their events. In order to receive insurance coverage from the UPA, you are required to complete the Insurance Request Page in the sanctioning application. Applications and requests for insurance coverage must be received prior to the start of the event (insurance certificates can not be back-dated). Events that have already been approved for sanctioning can request additional insurance certificates by completing and returning the
insurance request form. UPA insurance does not cover non-Ultimate activities such as socials, parties, showers, non-Ultimate games, driving, alcohol, food, etc. Review a
summary of the UPA's general liability policy for more details.
Back to top Accident Report/Claim Form An
accident report/claim form must be completed immediately when an accident occurs and mailed or faxed to the contacts on the instruction form. This holds true whether the person involved is a participant or a spectator, or whether or not you feel the incident will result in a claim. Although you may not have sufficient information to answer all the questions, it is important that the form be completed as fully as possible. Do not delay sending in the report form; an incomplete form is better than none at all. Always include your name and daytime phone number where indicated on the form.
Competition Guidelines
Spirit of the GameTM
Ultimate has traditionally relied upon a spirit of sportsmanship that places the responsibility for fair play on the player. Highly competitive play is encouraged, but never at the expense of mutual respect among competitors, adherence to the agreed-upon rules, or the basic joy of play. Protection of these vital elements serves to eliminate unsportsmanlike conduct from the Ultimate field. Such actions as taunting opposing players, dangerous aggression, belligerent intimidation, intentional infractions, or other 'win-at-all-costs' behavior are contrary to the spirit of the game and must be avoided by all players.
Spirit of the Game
TM sets Ultimate apart from other competitive team sports. For over 30 years, Ultimate has flourished, reaching a highly competitive level, without the use of referees. In Ultimate, the honor system works. Sure, human nature rears its ugly head from time to time - just as in any sport, just as in life. Yet, one of the many beauties of Ultimate is how, even amid the most difficult of situations, utmost graciousness is allowed to meet that challenge head on. Through this balance, Ultimate players are free to demonstrate the most honorable and the most joyous sides of human nature in sport.
Most Ultimate players care deeply about Spirit of the Game
TM. The organizational challenge for the UPA is to foster an environment where the challenge does not become, "to see what I can get away with". Rather than dictate what Spirit of the Game
TM is or should be, it is up to each player to do so for him or herself within the context of the teams he or she plays with and against.
Back to topScore Reporting ToolOrganizers of sanctioned events are welcome to use the online score reporting tool to manage their event. The score reporting tool can display various tournament formats and will provide a place to publish results for all games. Instructions for adding a tournament to the score reporting tool can be found
here.
Back to topRules
UPA sanctioned events will be played under the current edition of the
UPA Official Rules of Ultimate. Experimental rules changes (i.e. those outside of the current edition of the UPA Official Rules) may be permitted, but must meet the following criteria:
- They must be communicated in detail during the sanctioning application process and must be pre-approved by the UPA.
- They must be approved by the event organizer.
- They must be agreed upon by teams prior to the start of competition
Back to topObservers
Only UPA Certified Observers are permitted to officiate at UPA sanctioned events. Please contact your
regional observer coordinator if you would like assistance finding UPA Certified Observers for your event.
Experimental changes in officiating responsibilities (i.e. those outside of the current edition of the
UPA Observer Manual) may be permitted, but must be communicated in detail during the sanctioning application process and must be pre-approved by the UPA.
Back to top
Sanctioning Procedures
If you sanction your event with the UPA, you will be responsible for ensuring that the appropriate materials are submitted to the UPA. These include rosters, waivers, fees and chaperone forms if you have youth players. A link to all
forms can be found on the main sanctioning page.
There are many ways to accomplish these procedures. Materials can be collected manually, but directors may also require that participants submit them directly to the UPA. As the Event Organizer you can choose how you want to handle this process. The UPA is constantly working to provide additional services to make these steps easier.
Minimum RequirementsQuality is the key. UPA sanctioned events must at a minimum meet the following guidelines:
- Provide insurance coverage, safe fields, potable water, restrooms and good organization.
- Have a cell phone for emergency use at the fields for the duration of the event.
- Provide directions to area hospitals in player programs, at event headquarters and with an organizer or official that will be at the fields throughout the course of the event.
- Follow the UPA’s definition of the sport as a, “Player defined and controlled non-contact team sport played with a flying disc on a playing surface with end zones in which all actions are governed by the Spirit of the Game™" and must be played according to the UPA’s current edition of rules.
- Organizers must avoid the misuse or destruction of playing surfaces;
- Event organizers must read and abide by the use, health and safety guidelines regarding our lightning policy, heat, nutrition and hydration, and field and sideline use found online. Keep a copy with you at the event for reference.
The following are not required, but are recommendations for sanctioned events:
- Provide lined fields, food, shelter, social event and discs.
- Have an EMT at the field location during the event.
- Provide 2 coolers full of ice, for emergency use only.
- Provide 2 complete First Aid Kits with matching supplies for minor emergencies.
- Notify local ambulance companies of the dates and location of your event the week prior.
Back to topWhat events can I apply to have sanctioned by the UPA?
The UPA is devoted entirely to the sport of Ultimate as defined by the UPA and the current edition of the rules. As a membership based organization, the UPA only endorses and affiliates with events that support our definition of Ultimate and our
mission statement. The UPA defines Ultimate as a:
"Player defined and controlled non-contact team sport played with a flying disc on a playing surface with end zones in which all actions are governed by the Spirit of the GameTM."
For the purposes of event sanctioning, an "event" is defined as the occurrence of a single Ultimate activity or program which runs continuously for a specified amount of time.
A sanctioned event must meet the following criteria:
- Can include practices, leagues, tournaments, and clinics.
- All players, teams and divisions must be included as part of the sanctioned event unless you are providing your own insurance coverage.* An organizer may not apply to sanction individual days, divisions, field sites or portions of an event.
- The UPA sanctions (and insures) events, not teams. Therefore, everyone at a sanctioned event must be registered. Players/teams can not opt out of registering if they are participating in a sanctioned event.
- Each individual event must be sanctioned separately with the UPA. This includes events which have a separate or additional registration process, gaps in play, different names, etc. Examples would be seasonal leagues and practices.
- Events may not exceed 6 months.
- With the exception of winter leagues, events may not be sanctioned across two calendar years (i.e. Nov.-Feb.). To sanction for the following year, applicants will need to reapply.
- UPA insurance covers all Ultimate related activity at affiliated events. Insurance does not cover non-Ultimate activities such as socials, parties, showers, non-Ultimate games, driving, alcohol, food, etc. Read more about the UPA's general liability policy.
*Organizers may apply to sanction a particular division of their event (i.e. a masters division or college division) if they abide by the following:
- Provide $2 million of liability coverage for the entire event and provide the UPA with a certificate of coverage naming the UPA as an additional insured.
- Teams registered for a sanctioned event or division may only compete against other teams registered for the sanctioned event (i.e. teams may not compete against teams playing in a non-sanctioned division of the same event).
Back to topRosters - A complete UPA roster needs to be submitted for each team that participates. Organizers may use an excel spreadsheet in place of the actual roster form but it must contain all of the same information. All participants must be listed on a roster.
Rosters may be submitted through the
online or manual rostering system. Manual rosters may be mailed or emailed to
Sanction_event@upa.org.
Back to topLiability Waivers - Each participant is required to have a completed waiver on file with the UPA. Waivers for annual members are good for one calendar year. Each calendar year, players must submit a new waiver. Waivers may be mailed to the UPA or members may complete an online waiver. Please do not email or fax waivers.
Back to topDues/Fees - Each participant of a UPA sanctioned event is required to either be a
UPA member or pay the one time event fee. One time event fees are $10 for adult players (18 or older) and $5 for youth players. Upon paying an event fee, the player is then entitled to participate in that event for the duration of the event (i.e. if a practice lasts several weeks, the player only pays the event fee once). Players who pay the one time event fee will in no way be a member of the UPA and will not receive other benefits associated with UPA membership. Event fees are only offered for UPA sanctioned events. Participation in UPA Championship events requires membership. Participants in sanctioned events who are non-members must pay an event fee for each UPA sanctioned event they participate in.
While the UPA does encourage full membership sign up for the benefit of the players, either payment option is permitted for participation in a sanctioned event. Read about the
rebate program for additional reasons to encourage players to become UPA members.
Back to topYouth Participants - Any player under the age of 18 is a youth participant.
- WAIVER: Youth participants must complete/sign the waiver of liability AND have it signed by a parent/guardian. The waiver can be mailed in to the UPA or members can complete the waiver online by logging in to their online account.
- CHAPERONES: Each team/event with a youth participant must have an adult chaperone. It is recommended but not required that every youth team have 2 chaperones and that 1 chaperone be retained for every 12 youth participants. Each chaperone must complete a chaperone form and submit it to the UPA. A minimum of one chaperone must be identified for each team with minors participating.
- Chaperones must be 18 or older AND have graduated from high school.
- The chaperone will be legally and morally responsible for the health and welfare of the players s/he is chaperoning.
- The UPA, event organizers, and minors on the team are counting on the chaperone to exercise good judgment.
- The chaperone is responsible for keeping the medical authorization forms on site at all times for all youth players they are responsible for.
- MEDICAL AUTHORIZATION FORM: Each youth player must complete a Medical Authorization Form. This form is kept on site by the appointed chaperone for use in an emergency. It is the organizer's responsibility to make sure these forms are completed and that youth players don't participate without them. These forms are not turned in to the UPA.
Back to topCollege Eligibility - Participation in a UPA event or a UPA sanctioned event initiates your college eligibility period. It is the responsibility of the event organizer to be familiar with the current
college eligibility rules, especially relating to how participation in a UPA sanctioned event affects college eligibility.
Back to topUPA College Regular SeasonIn order to improve the determination of regular-season rankings, all regular-season collegiate events will be required to be sanctioned by the UPA in order for the participating teams’ results to qualify for official regular-season records and standings. In an effort to make the regular season more meaningful, these sanctioned games now will be included in a new season-long rankings formula for all eligible teams to determine bid allocations for the 2010 UPA College Series. The 2010 regular season will run from January 1 through March 28.
For the 2010 season, UPA Sanctioned Events with college teams in attendance must comply with the following requirements. These requirements are mandatory. Organizers of these events may not opt out of complying and college teams at these events may not opt out of participating as a college team
Event organizers:
- Must require participating college teams to enter their roster for said sanctioned event via the online rostering system at least 24 hours prior to the start of the event;
- Must provide a list of the school and team names for any college team participating at said event to sanction_event@upa.org at least 24 hours prior to the start of the event;
- Are required to provide a copy of the college team rosters for that event to the team contact for each college team at the event (the report will be provided by the UPA prior to the event);
- Will submit or verify the final scores of games between college teams at their events through the UPA’s online score reporting tool within 24 hours of the conclusion of the event.
For additional information regarding the UPA College Regular Season, please visit the UPA website,
http://upa.org/college/2010_college/season_guidelines Back to topDeadlines - Organizers must submit outstanding materials every couple of weeks throughout the course of their event (unless of course everything is taken care of). All final materials must be submitted (postmarked) no later than 10 business days after the last scheduled day of the event.
Deadlines are important for many reasons. The UPA works to process materials (especially waivers and fees) as soon as possible after they are received. Players need these materials to be accounted for at the UPA so they can begin receiving additional benefits and in order to participate in other UPA events. As the organizer of a UPA sanctioned event, you should submit any outstanding materials promptly and regularly (at least every 10 business days). When sending large amounts of materials, please use certified or priority mail and organize materials by team (if applicable). Please do not send cash.
Back to topEvent Cancellation - There is a $25 fee for cancelling a sanctioning application after it has been submitted. Event organizers must notify the UPA prior to the scheduled start of an event if their event is being cancelled for any reason. Failure to do so may result in a forfeiture of the sanctioning deposit.
Back to top Applying for Sanctioning
If you have read the sanctioned event guidelines and would like to apply to have your event sanctioned by the UPA, read these procedures for applying.
- The event organizer who signs the contract and application and who will be responsible for the event materials must be an adult (18 or older).
- Review the sanctioning guidelines and procedures.
- Review and complete the UPA sanctioning contract/application.
- Organizers applying for sanctioning must be a current member of the UPA and must have a waiver on file. Include a check with your application or login to pay online for your membership. Waivers can be mailed or signed online.
- Submit the completed application along with the deposit to: UPA, Attn: Event Sanctioning. This must be received at least ten business days prior to the start of the event.
- Event organizers will be notified once their application has been received and reviewed.
