January, 2016 HSBC WORLD RUGBY WOMEN'S SEVENS SERIES TENDER PROCESS
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HSBC WORLD RUGBY
WOMEN’S SEVENS SERIES
TENDER PROCESS
January, 2016
Tender Process
January 2016
To: Chief Executive Officer / Secretary
World Rugby Unions
25 January 2016
Re: HSBC World Rugby Women’s Sevens Series, 2016/2017 to 2018/2019 inclusive
Invitation to Tender
Dear Sir/Madam,
Rugby Sevens has experienced considerable growth over the past decade, which was
accelerated in 2009 by the International Olympic Committee’s decision to include the sport
in the 2016 and 2020 editions of the Olympic Games. Olympic inclusion has raised the
global status and profile of the sport which is reflected in the increasing interest and
investment in Sevens by National Olympic Committees, broadcasters and both new and
existing commercial partners.
Through the HSBC World Rugby Women’s Sevens World Series, we will work with hosts
and key stakeholders to ensure that new opportunities for growing the women’s game are
realised.
With this in mind, we are pleased to confirm that World Rugby will conduct a tender
process with a number of targeted Unions, for the hosting rights to tournaments in the
HSBC Women’s Sevens World Series 2016/2017, 2017/2018 and 2018/2019.
We would like to invite your Union to Tender and you can find below some key information
on the tender process and timelines
Do not hesitate to contact me should you have any questions.
Yours sincerely,
Philippe Bourdarias
General Manager, Competitions
World Rugby
Philippe.Bourdarias@worldrugby.org
cc. Regional Associations
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Overview
When considering potential future HSBC World Rugby Women’s Sevens World Series
tournament hosts, the opportunity to promote rugby sevens to the widest audience
possible is a key priority along with opening up new commercial and participation
opportunities for the game as a whole. Future Series tournaments must be attractive to
players, fans and sponsors. Government and/or city financial and event delivery support
will also be a key criteria.
Twelve teams compete in each tournament, over two or three days. Tournaments can be
played in conjunction with men’s HSBC Sevens World Series events which may result in
the combined tournament taking place over three playing days. Teams are divided into
three pools of four and play each other within pools to progress to a knockout phase.
Below is some key information that will help in the preparation of an expression of interest.
Timelines
January 25 2016 Expression of interest launched to selected World Rugby
Member Unions
February 8 2016 Expressions of interest submitted to Philippe Bourdarias,
General Manager, Competitions, Expression of interest must be
accompanied by a signed Deed of Confidentiality.
Within one week, all Unions who submit an expression of
interest will be issued with the hosting requirements
documentation and tender submission form which must be used
to return tender information.
March 18 2016 Tender responses submitted by Unions via the tender
submission document
March 18 to April 22
2016 World Rugby will undertake a detailed review of all the tenders.
This may involve communication with tender Unions to
clarify/discuss the details of their respective tender responses.
This process may also include clarifications on tenders and site
visits.
May 2016 World Rugby management submit recommendations to the
Sevens Strategy Group and the World Rugby Executive
Committee for consideration.
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Expression of Interest
Some key information should be included in the returned expression of interest.
Please include the following:
Union details
Union contact name
Union contact email
Union contact mobile telephone number
Event details
Proposed dates for the Series event
Proposed venue
Capacity of venue
Current use
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Key Hosting Information
Competition format
Twelve teams compete over two or three days. The teams play within their pools and
progress to a knockout phase.
The twelve teams are made up of;
Teams that have qualified from the previous Series
Teams that have come through a qualification process
Hosts and invitational teams who are determined by World Rugby.
Commercial Rights
The positioning of the future HSBC World Rugby Women’s Sevens Series will promote
high quality, world class events that are entertaining and appeal to players, fans, sponsors
and broadcasters. Increased sponsorship will build brand awareness and value and will
increase global viewership.
HSBC is the Series title sponsor for the duration of the period to which this tender refers.
World Ruby also retains the right to appoint three Series global sponsors. At the time of
writing, DHL has been confirmed as one of the three global sponsors.
Commercial categories currently retained by World Rugby
Financial services and payment services (HSBC is now signed as Series Sponsor)
Logistics (as DHL is a new Global partner)
Match balls, training ball, replica balls, including any merchandising and sponsors
premiums (as Gilbert are a series rights holder)
Tobacco and betting of any kind (as these categories are not permitted by World
Rugby)
Official clothing including match officials and World Rugby tournaments staff
Official World Rugby branded merchandise
Official data generator/ technology
Series commercial inventory will include;
10 Perimeter boards and/or LED time on the TV arc and 5 boards on the blind side
All second tier branding under 1,2m
Pitch side Toblerones
70% of the space on the media backdrop
Series mark and sponsor mark on stadium and advertising collateral
50% of the stadium flags
Branding on presentation podiums and sponsor representatives in presentation
parties
All pitch branding excluding 1 in-goal logo ceded to the Host Union
Branding on all players and match officials kit
Series trophy and sponsor branding around the trophy
Post pads, perimeter flag covers, perimeter flags, touch judge flags
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Sponsor mark on ball carrier kit and right to appoint ball carriers or ball carrier
mechanism
30% of big screen time
Free of charge General Admission tickets
VIP seats including two corporate boxes (24 seats) where available
15 pages in the tournament programme (or equivalent)
Series website, mobile phone and new media rights
Series related licensing and merchandising rights
Sponsor unique activations
Host Union rights
All the sponsor categories except those retained by World Rugby
Volunteer clothing
Ball boy/girl clothing
All the advertising space in the tournament programme except for up to six pages
retained by World Rugby
All the perimeter boards except those retained by World Rugby
All advertising and/or branding opportunities at all venues (including match, training
venues and host cities) other than inventory retained by World Rugby
30% of the media backdrop
70% of the stadium big screen time (if applicable)
On pitch logo located in the in-goal area
Broadcast Rights
Broadcast output from the 2014/2015 Series broke records for the women’s game. The
Series was shown on 18 different channels in 71 countries for 1207 hours with an
estimated reach of 238 million homes. All matches for each event were streamed live.
This is achieved via;
the production of a broadcast package
the provision of selected matches by rights holders
the production of highlights, video releases and new access
providing unprecedented access to footage.
This output is provided and controlled by World Rugby.
Host Unions will be required to deliver a five camera production to an agreed standard,
covering all matches played and stream each match
World Rugby will also provide the graphics package and graphics operators.
World Rugby retains the international broadcast rights. The host Union will have the right
to broadcast in the local territory.
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Revenue and Expenditure
Host Union revenue
Item Description
World Rugby hosting £70,000
grant
Sponsorship Local sponsorship rights
Ticketing All ticketing revenue
Hospitality Corporate hospitality and travel packages
Concessions All in stadia concession vending
Broadcast All local territory broadcast rights
World Rugby expenditure
Item Description
Flights Team flights from a central hub to the nearest
international airport to the venue
Match officials flights
Broadcast Broadcast and highlights packages
Graphics packages and operators
Television director
Accommodation Accommodation requirements for World Rugby
operational staff and broadcast staff
Player information Player information and statistics management
management
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Host Union expenditure
Item Description
Human Resources Seconded and volunteer operations staff members as
required
Technical Zone Management team, scorer, time keeper
Assistant Referees and In Goal Judges
Liaison officers
Accreditation and security staff
All medical staff
Costs will include transport, accommodation, meals and
allowances
Finance All insurances necessary for the event.
Tournament Hotel Team full board accommodation (including 3 athlete
friendly meals) including 6 twins, 3 singles for each of the
12 teams for 6 nights maximum.
Teams are permitted to bring max 3 extra staff at their
own cost.
Full board Accommodation for match officials (including
10 international referees and management and all
assistant referees, in-goal referees and technical zone
managers)
Full board Accommodation for judicial team
(approximately 3)
4 Meeting rooms available extensively throughout the
teams stay.
Technology All IT requirements in the team hotel which will include
high speed upload and download in the Tournament
office, bedrooms and public spaces
Fixed internet line in at least two rooms with high speed
upload and download
High speed upload and download wifi at the match
venue
Cabled broadband positioned in at least 10 areas
around the match venue
Separate streaming capability
Security Any additional security required at hotels, training or
match venues or during transport to and from any of the
above
Accreditation Accreditation pass production
In stadia accreditation zone information posters
Transport All ground transport for teams, referees and staff (World
Rugby and local) including airport pick up and return, trips
to training venues and match venues.
Judicial / Citing Equipment required for citing positions and hearing room
Match officials Physiotherapy for the match officials available for 2 days
during the Tournament
Match officials communications system
Medical Medical equipment as per World Rugby requirements
Match day doctor
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Medical room doctor
Medical room nurses
Ambulance and staff
Pitch retrieval staff
Team Services Two litres of water and one litre of isotonic drinks for all
15 squad members for all teams per day from the day of
arrival.
One extra litre of water required for 15 people per team
on match day
Water and isotonic for referees on training days and
match day. Water and isotonic for match officials team
on match days.
Water for staff on match and non-match days
Ice and ice baths for all teams and match officials
Physiotherapy requirements for the Teams
Laundry for 15 squad members and referees team for
each training day. Two sets of match kit per player and
referee on match day one
Additional towels should be provided to teams and
referees for training and match days
Match venue Match venue hire for each match day. Extra time may
be required to rig and de-rig for IT and broadcast
provisions
Scoreboard and clock
Hot food available in the stadium for athletes, referees,
judicial and tournament staff including World Rugby staff
on match days
Training Venue Hire of 4 excellent quality training venues for a minimum
of 4 days prior to match day
Training equipment such as cones and shields
Hire of a suitable sized pool if there is no such pool in
the hotel and suitable gym facilities with high
performance equipment
Marketing Costs associated with marketing the event
PR Campaign collateral
Image and look Branded items such backdrops, perimeter boards
Directional signage
Promotional material
Broadcasting Five camera HD production
Ceremonies Presentation podium and three winner’s boards
Any opening of closing ceremony costs
Sports presentation Entertainment costs for a PA and DJ on each match day
On pitch entertainment in schedule breaks
Final Function A final function may be held for all teams, match officials,
World Rugby personnel and staff at the Host Union's cost.
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Deed of Confidentiality
[INSERT UNION NAME]
[INSERT UNION ADDRESS]
For the attention of:
[INSERT DATE]
Dear [INSERT UNION CONTACT NAME],
Confidentiality Deed relating to the Invitation to Tender (hereinafter referred to as
the “Deed”)
The HSBC World Rugby Women’s Sevens Series (the ‘Series’) will resume in 2016/2017.
Each Series is comprised of a number of tournaments worldwide (each known as a
“Tournament”). World Rugby Tournaments Limited (“World Rugby Tournaments”) is the
owner of the right to stage and organise the Series. World Rugby Tournaments is a wholly-
owned company of World Rugby, the world governing body for rugby union.
The [INSERT UNION NAME] of [INSERT UNION ADDRESS], (the “Union”), has expressed
an interest in hosting a Tournament and wishes to receive the hosting operational
documentation and tender submission form (separately and collectively, the “ITT”) in order
that it may tender to become the Host Union of a Tournament (the “Tender”). As a condition
of sending the ITT to the Union and sharing with it certain other Information (as defined
below), World Rugby Tournaments requires the Union to agree to the terms and obligations
set out in this Deed relating to use, confidentiality and non-disclosure. For the avoidance of
doubt this Deed and the provisions herein shall continue until one year after the end of the
final match in the Series in 2019
1. The “Information” includes both World Rugby Tournaments Information and Tender
Union Information as defined in Clauses 1.1 to 1.3 below:
1.1 "World Rugby Tournaments Information" means:
The ITT and related documents, the hosting criteria for the Tournament as
determined by World Rugby Tournaments, Host Union Agreement
specifications and content, any and all World Rugby Tournaments tender
documentation from time to time distributed, any financial criteria and/or
information provided by World Rugby Tournaments in relation to the
Tournament, information on previous tournaments to assist the preparation
of tenders, World Rugby Tournaments correspondence in relation to the ITT
and/or Tender and feedback (in any form) in connection therewith, World
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Rugby Tournaments tender analysis reports, any aspect of the commercial
rights and/or commercial rights structure for the Tournament as determined
by World Rugby Tournaments, Participating Union Agreement information
and/or documentation, information relating to World Rugby or World Rugby
Tournaments and/or its or their associated entities, officers, employees,
agents and representatives, whether provided before or after the date of this
Deed.
1.2 "Tender Union Information" means:
All financial, commercial and taxation information in respect of the Tender
including, but not limited to, all forecasted revenues and expenditures
pertaining to the Tender including Government or other third party financial
support, any taxation information and any financial arrangements with other
parties in connection with the Tender and any other local hosting
arrangements.
1.3 The Information may be in any form including, but not limited to, oral,
written, electronic, graphic or electromagnetic form.
2. During the term of this Deed and after expiry or termination of the same howsoever
arising the Union shall:
2.1 keep the Information (or any part thereof) strictly confidential and not disclose,
produce, release, permit access to or publish the Information to any person
or entity other than its employees, officers, professional advisers and such
other personnel as may be agreed in advance in writing by World Rugby
Tournaments;
2.2 use the Information (or any part thereof) only for the purposes of responding
to the ITT documentation referred to above and/or making presentations to
World Rugby Tournaments and/or World Rugby Council Members;
2.3 not copy or reproduce any or all of the Information except as is reasonably
necessary for the purposes of responding to the ITT;
2.4 procure that the employees, officers, professional advisers and other
personnel referred to in clause 2.1 are bound by the same use, confidentiality
and non-disclosure obligations as included in this Deed and that any
Information is only disclosed, released, published or used in accordance with
and subject to the same terms and conditions as those on which the Union is
permitted to disclose, release, publish or use such Information pursuant to
this Deed; and
2.5 take full responsibility for a any breach of these confidentiality and non-
disclosure obligations by the employees, officers, professional advisers and
other personnel referred to in clause 2.1.
Notwithstanding the above, the obligations set out in this clause 2 do not apply to
Information which is required and ordered to be disclosed by a Court of competent
authority or by a regulatory authority recognised by World Rugby Tournaments.
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3. The Information shall be deemed not to include:
3.1 information which is or comes into the public domain otherwise than when, in
the opinion of World Rugby Tournaments, it has come into the public domain
through the Union's default or the default of those for which the Union is
responsible; or
3.2 information which is already lawfully and properly in the Union's possession
at the date of disclosure provided that:
a) such information can be shown to have been in the Unions’ possession
to the reasonable satisfaction of World Rugby Tournaments,
b) such information is not known to the Union to be subject to any other
obligations of confidentiality, secrecy or other restrictions.
4. In the event that the Union wishes to form a partnership, consortium, organising
committee or any other joint venture arrangement with any other person(s), entity(s),
company(s), union(s) or authority(s) in relation to hosting the Tournament, then the
Union hereby undertakes to ensure that the Information will be made available to
such other person(s), entity(s) or company(s) or union(s) or authority(s) only to the
extent that it is strictly necessary and only on the pre-condition that such other
person(s), entity(s),company(s),union(s) or authority(s) are made aware of and
comply with all the Union’s obligations of confidentiality under this Deed as if that
entity were a party to this Deed and will be bound by the same use, confidentiality
and non-disclosure obligations as are included in the provisions of this Deed. For the
avoidance of doubt, the Union shall remain primarily liable for any breach of this
Deed by any third party to whom it has provided Information.
5. The Union agrees and undertakes, and procures that all of its employees, officers,
professional advisers and other personnel referred to in clause 2.1 agree and
undertake, that it shall not disparage, denigrate or otherwise bring into disrepute
World Rugby, World Rugby Tournaments, the Tournament (including, but not limited
to, the commercial, financial and hosting terms), any other union or any individual or
group of individuals connected to World Rugby, World Rugby Tournaments, the
Tournament or any other union, including in relation to the expression of interest,
tender or hosting of the Tournament by any other union or any decision of World
Rugby or World Rugby Tournaments.
6. The Union agrees that it shall, immediately on World Rugby Tournaments’ written
request, and in any event on the termination of this Deed (as set out below), return
to World Rugby Tournaments or destroy all materials (including documents, papers,
computer disks or CDs and any other media or form in which the Information is
produced or stored) at World Rugby Tournaments’ option, or take such other steps
as World Rugby Tournaments may direct relating to the Information.
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7. This Deed shall commence on the date hereof as stated above and shall continue in
force until it terminates one year after the final match of the Tournament. The
termination of this Deed shall not affect any accrued rights or liabilities of either party
nor shall it affect the coming into force or the continuance in force of any provision
of the Deed which is expressly or by implication intended to come into force or
continue in force on or after that termination, including, without limitation, clause 2
above.
8. The Union agrees that the provision of the Information by World Rugby Tournaments
does not and will not constitute an offer of the position of Host Union for the
Tournament by World Rugby Tournaments unless and until a definitive written
agreement has been executed between both parties in relation thereto. Prior to such
time, it may be necessary for World Rugby Tournaments to change any terms and
conditions relating to the EOI, ITT and/or the obligations and rights involved, for
example (but not exclusively) in light of regulatory considerations. The Union further
acknowledges and agrees that World Rugby Tournaments shall not be obliged to
enter into any further contractual arrangements with the Union in respect to an offer
of the position of Host Union for the Tournament and such appointment shall be
made at World Rugby Tournaments' sole discretion.
9. Although it tries to ensure that all Information it shares with the Union is accurate and
complete, World Rugby Tournaments does not make or give any warranty,
representation or undertaking (express or implied) and/or no responsibility or liability
is or will be accepted by or on behalf of World Rugby Tournaments in relation to the
accuracy or completeness of any Information and all express or implied warranties,
representations or undertakings to that effect are hereby excluded.
10. Without prejudice to any other rights or remedies that World Rugby Tournaments
may have, both parties acknowledge and agree that damages would not be an
adequate remedy for breach of this Deed. In the event of a breach or threatened
breach of this Deed by the Union, World Rugby Tournaments shall be entitled to
seek the remedies of injunctions and/or specific performance and/or any other
equitable relief and both parties agree that no proof of special damages shall be
necessary for the enforcement of this Deed.
11. The Union acknowledges World Rugby Tournaments’ proprietary rights in the
Information at all times, including after termination of this Deed, notwithstanding the
cause of such termination and agrees that the disclosure of the Information to the
Union shall not be deemed to confer any rights whatsoever on the Union in respect
of the Information or any part thereof (including, but not limited to granting the Union
any right or licence to the Information for any use other or further than for the
purposes of responding to the ITT as described herein). Furthermore, as between
World Rugby Tournaments and the Union, World Rugby Tournaments will own the
rights to use and intellectual property for ITT and any work done on behalf of World
Rugby Tournaments presented as part of the tender process. By providing a
response to the EOI and/or ITT, the bidder assigns all intellectual property rights in
such work to World Rugby Tournaments.
12. The Union agrees and undertakes that it shall not make any press release, press
conference and/or other media announcement without World Rugby Tournaments’s
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prior written approval of the release, conference and/or announcement and the terms
thereof.
13. World Rugby Tournaments shall be entitled to issue a publicity statement confirming
that the Union has lodged a Tender to host the Tournament and other relevant details
in relation to the bid.
14. Save for any person or entity referred to in this Deed, a person who is not party to
this Deed has no right to enforce any term of this Deed under the Contracts (Rights
of Third Parties) Act 1999.
15. The provisions of this Deed shall be severable. In the event that any of the provisions
hereof are held to be invalid, void or otherwise unenforceable, the remaining
provisions shall remain enforceable to the fullest extent permitted by law.
16. The Union shall not assign, transfer, charge, encumber or otherwise deal with the
whole or part of this Deed or its rights or obligations hereunder without the prior
written consent of World Rugby Tournaments.
17. The Union shall act in good faith in relation to the performance of its obligations under
this Deed.
18. On an alleged or apparent breach or breaches of the terms of this Deed, World
Rugby Tournaments may, in its sole discretion, treat such breach as being contrary
to World Rugby Regulations and takes such steps as it considers appropriate
thereunder. Any such action shall be without prejudice to its rights to take any other
action whatsoever in relation to the alleged or apparent breach or breaches in
question.
19. Any and all costs incurred (directly or indirectly) by you or on your behalf in preparing
and submitting any aspect of the Tender process shall be borne solely by you.
20. All submissions and correspondence in relation to the Tender process shall be in the
English language.
21. No liability whatsoever, whether in contract, tort or otherwise, is accepted by World
Rugby Tournaments (or any associated companies) in relation to the ITT or any
aspect of the Tender process or any Information disclosed in connection with it, in
respect of any costs, liabilities, damages or expenses incurred by you or any third
party.
22. World Rugby Tournaments reserves the right (in its absolute discretion) to suspend,
discontinue, modify and/or terminate the ITT at any time.
23. You should be aware that no terms that seek to restrict in any way the discretion of
World Rugby Tournaments in this bid process will be accepted. In submitting a bid,
you expressly waive any right of action you may have against World Rugby
Tournaments or World Rugby (or any associated companies) with regard to the
Tender process. For the avoidance of doubt, submission of a bid does not involve
the creation of any contract.
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24. World Rugby Tournaments reserves the right to determine how to progress any
negotiations following submission of bids and to appoint any third party or parties
within the absolute discretion of World Rugby Tournaments (in relation to any or all
rights detailed in this document), on any terms and conditions (and the right not to
appoint any third party at all), notwithstanding anything in the ITT or in any response
received by World Rugby Tournaments. Selection of any bidders and the manner in
which negotiations are conducted shall be at World Rugby Tournaments’ absolute
discretion. You acknowledge that World Rugby Tournaments shall have the sole right
to determine whether or not negotiations shall be conducted on an exclusive basis
and to determine the period of the negotiation.
25. This Deed may be executed in any number of counterparts and by the parties on
separate counterparts, each of which when executed shall constitute an original, but
all of which when taken together shall constitute one and the same Deed.
26. The EOI and this Deed shall be governed by, and construed in accordance with the
laws of England and Wales and the parties agree to irrevocably submit to the
exclusive jurisdiction of the English courts.
If you agree with the terms of this Deed, please arrange for two copies of the Deed, as
enclosed, to be properly signed and witnessed by and on behalf of the Union. The witness
must be an independent third party and not, for example, an employee of the Union.
One copy should be emailed to World Rugby Tournaments for the attention of Alison
Hughes, Competitions Operations Manager, Alison.hughes@worldrugby.org and the two
original copies of the Deed should then be couriered back to World Rugby Tournaments at
the address above. World Rugby Tournaments shall then arrange for the two copies of the
Deed to be signed by and on behalf of World Rugby Tournaments and an original
counterpart of the Deed shall be returned to the Union for retention on its files.
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SIGNED as a DEED and DELIVERED by )
WORLD RUGBY TOURNAMENTS LIMITED )
Director : _______ _____ Witness:
Director/Secretary: Witness:
SIGNED as a DEED and DELIVERED by )
[UNION] )
In accordance with its applicable )
constitutional requirements )
Director _______ ____ Witness
Director/Secretary Witness
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