The Union Cup 2021 Bid Requirements Document - International Gay Rugby 2/1/19
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
The Union Cup 2021 Bid Requirements Document International Gay Rugby 2/1/19
Union Cup 2021 Bid Requirements
Introduction
This document will serve as a guide to the elements that should be addressed in any bid to
host the 2021 Union Cup.
Bid Requirements help ensure the effectiveness and professionalism of potential hosts.
Examples from the 2019 Union Cup bids (Dublin & Manchester) and previous Bingham Cup
Bids (2020/Ottawa, 2018/Amsterdam & 2016/Nashville) are included to provide examples to
help guide in the development of any bid. The links to these are at the end of this document.
1Union Cup 2021 Bid Requirements
Basic Assumptions for all Bids
The Union Cup has grown significantly from its origins in 2005. In 2019, it is expected that
1000 or more players, supporters and staff will be registered to attend The Union Cup in
Dublin. 30+ teams will play 2 days in multiple tiers.
To ensure adequate space, facilities, budget and staff are planned for, bids should use the
following assumptions:
• Registered attendees 1000 ‐ 1400 (includes players, coaches/staff,
supporters and referees)
• Playing Sides are a minimum of 20, maximum of 25
• All sides should have a minimum of 5 matches
• Pool and Elimination matches 2 20‐minute halves
• Cup tier finals 2 40‐minute halves
• Minimum 3 tiers (Cup, Plate, Bowl)
• Bid must contain evidence that the necessary number of fields to
accommodate the above sides and schedule (along with training/warm‐
up pitches) are either currently available or provide detail on plans to
create sufficient fields
2Union Cup 2021 Bid Requirements
Hosting Agreement Terms
As part of any bid book that is submitted to IGR, a set of IGR Board Approved Terms and
Conditions is required to be signed by the Chairman/President of the potential host club.
A draft version of the hosting agreement will be released in February, to help guide clubs in
their decision to bid. The final signature copy will be sent to each bidding club upon the
acceptance of their intent to bid.
The Terms and Conditions document will include, but is not limited to, terms around:
● IGR Marks Usage Requirements, including required pre‐approvals for inclusion in Host
Logo, Merchandising, and other usage as defined by IGR;
● IGR and Union Cup social media policy;
● Third Party Liability indemnification for IGR and the Host Club;
● Any IGR Board approved nominal fee paid to IGR for use rights;
● Joint communication requirements for press;
● Tournament structure and management responsibility;
● Change management and approval process for changes to tournament structure (as
defined in winning bid);
● Any required periodic content and format for reporting back to the IGR trustees and
● Conditions regarding the recording of matches
● Conditions regarding the profits of the Tournament
3Union Cup 2021 Bid Requirements
Timeline and Requirements
1 February 2019
IGR will open the formal bidding process for all European clubs wishing to express their
intention to bid to host the Union Cup 2021. Intention to bid must be in the form of a signed
letter in PDF format from the Chairman of the bidding club and sent via email to
trustees@igrugby.org. Confirmation of receipt of the intention to bid will be provided by
return email from the IGR Chairman.
28 February 2019
Deadline for formal intention to bid for the Union Cup 2021 is at 23.59 London time.
1 March 2019
The IGR Chairman will publicly announce the names of all clubs who have expressed their
intention to bid.
31 March 2019
All Clubs expressing their intention to bid must present their full bid document by email to
the IGR Trustees and Regional Representatives for review.
15 April 2019
All recommended amendments will be provided via email to the bidding clubs by the IGR
Chairman.
30 April 2019
Amended bid documents should be returned to IGR for final review.
12 May 2019
IGR will approve / decline bids for public marketing based on the Union Cup bid criteria
document.
13 May 2019
Public marketing of the Union Cup 2021 bid documents may commence by the bidding
clubs.
8 June 2019
IGR will hold the Union Cup 2021 bid presentation meeting in Dublin. Representatives from
each European club will be invited to a high‐level PowerPoint / Multimedia presentation,
with the opportunity to ask the bidding clubs questions. Voting will commence after the
meeting, ending at 17.00 Dublin time on 9 June 2019. This vote will be open to IGR European
and Society members only and weighted by their membership status.
9 June 2019
All votes will be collated, and IGR will announce the host of the Union Cup 2021 at the
closing ceremony of Union Cup 2019.
4Union Cup 2021 Bid Requirements
Bid Content Requirements
This section details the information required to be included in all final bids for the 2021
Union Cup. While the below detail must be present as indicated, bidding clubs are
encouraged to provide additional detail and information related to the bid requirements.
Bid Structure and Content Overview
The completed Bid should cover (at a minimum) the following areas:
1. Bid Elevator Pitch
2. Endorsements & Support
3. Organisational Framework
4. Tournament Dates & Timing
5. Budget & Finances and Budget Spreadsheet
6. Host City Logistics
7. Roster Management
8. Tournament Management
9. Game Play Logistics
More detailed description alongside selected examples are given below.
1. Bid Elevator Pitch
Please ensure you open your Bid presentation document with a single page/slide
containing a short (Union Cup 2021 Bid Requirements
3. Organizational Framework
The bid should explain the framework of the organizational committee, including:
• The committee’s decision‐making structure, including legal and financial
relationship of the committee to the hosting club
For financial and legal liability protection of the host club, IGR
recommends that the organizing/host committee be independent from
the sponsoring club
• The planned composition of the committee
• The names and qualifications of committee positions already filled
• Past local experience with tournaments
4. Tournament Dates and Timing
The bid should explain the proposed dates and timing of the tournament, including:
The proposed dates of the tournament (multiple options may be presented)
How the proposed dates would help make the tournament feasible in a local
context
How the proposed dates would impact ease‐of‐access for teams travelling to
the host city
Proposed Tournament programme. A proposed timeline for the various events
that will occur during the tournament (check‐in, opening, competition, closing,
other planned events).
5. Budget and Finances
The bid should explain the estimated budget and proposed funding sources for the
tournament, including at a minimum:
The proposed total budget of the tournament
Approximate estimated registration fees
Estimated quantity of local sponsorship dollars and whether any commitments
or expressions of interest have yet been received
Note: more details on in‐kind or financial sponsorships may also be provided in
the Host Relationship section
Other estimated revenue sources
An estimated budget spreadsheet showing the above as well as estimates of
primary expenses
(examples of Dublin (UC 2019) and Ottawa (BC 2020) budgets follow)
6Union Cup 2021 Bid Requirements
Sample Budget – Dublin 2019
Finance Details
We have put together costings that reflect a tournament that is built around all
players, squads and supporters. We have prioritized the facilities, showers,
emergency medical care, physiotherapy and playing environment for the
tournament. We have based these financials on 1,000 attendees split 80% player
and 20% supporter/coach.
Income
Item Cost Total
Item € €
Player Fee 91,200
Supporter Fee 17,800
Sub Total 109,000
Additional Income
Merchandise (nett) 2,500
Concessions 2,500
Sponsorship 10,000
Fundraising 2,500
Sub Total 17,500
Total 126,500
7Union Cup 2021 Bid Requirements
Expenditure
Item Cost Total
Item € €
Venue Hire 15,000
Transport 15,000
Insurance 12,500
Opening Event 6,500
Closing Event 8,500
Referees 3,000
Portable Showers 6,500
First Aid 4,500
Water 5,500
Water/Heating Connections 5,500
Pitch supplies 5,000
Location hardwear 5,000
Promotion 5,000
Admin 2,500
Accounting 1,500
Awards 2,500
Legal 2,500
Misc. 5,000
Contingency 15,000
Sub Total 126,500
Surplus 0
8Union Cup 2021 Bid Requirements
Sample Budget – Ottawa Budget Summary 2020
9Union Cup 2021 Bid Requirements
Sample Budget – Ottawa Full Budget 2020
Bingham Cup 2020 Financial Budget Revenue
Early Bird Player Standard Player Late Player
REGISTRATION FEES (PER PERSON)
Registration Fee Registration Fee Registration Fee
$150.00 $185.00 $200.00
Based on 1700 Based on 2100 Based on 2250
REGISTRATION FEES
Players Players Players
50% of the Registrants at Early Bird Fee of $150 $127,500.00 $157,500.00 $168,750.00
45% of the Registrants at Regular Fee $185 $141,525.00 $174,825.00 $187,220.00
5% Late of the Registrants at Late Fee $200 $17,000.00 $21,000.00 $22,600.00
Total Registration Revenue $286,025.00 $353,325.00 $378,570.00
DIVERSE REVENUE
City of Ottawa Transportation – Buss Passes $17,000.00 $21,000.00 $22,500.00
Merchandise - $20 per person $34,000.00 $42,000.00 $45,000.00
Food & Beer - $20 per person $34,000.00 $42,000.00 $45,000.00
Total Diverse Revenue $85,000.00 $105,000.00 $112,500.00
Based on Based on Based on
ADMISSION:
250 people 350 people 450 people
$5.00 $5,000.00 $7,500.00 $10,000.00
SPONSORSHIP REVENUES
Tourism Ottawa Grant $82,720.00 $82,720.00 $82,720.00
Discover Ontario Grant $80,000.00 $80,000.00 $80,000.00
Advertisement $500.00 $1,000.00 $1,500.00
Private Sponsorship $50,000.00 $50,000.00 $50,000.00
Trillium Grant $5,000.00 $5,000.00 $5,000.00
Federal Grant $35,000.00 $35,000.00 $35,000.00
Total Sponsorship Revenue $253,220.00 $253,720.00 $254,220.00
10Union Cup 2021 Bid Requirements
Bingham Cup 2020 Financial Budget Expenses
GENERAL ADMIN EXPENSE
Logo $1,000.00
Signage & Marketing $20,000.00
Photographer $2,500.00
VIP Flight Accommodations $10,000.00
University of Ottawa Room Rentals $1,762.12
Tournament Board $1,695.00
Cuby for Cleats $3,955.00
Communications PR - Bid $15,000.00
Communications PR - Tournament $20,000.00
Website $8,475.00
Volgistics Volunteer Management App $2,712.00
Bid Presentation Admin & Travel Costs $3,691.53
Legal $7,500.00
Insurance $10,000.00
Banking Fees $5,000.00
Office Supplies $2,500.00
Financial Auditors $5,000.00
Total General Admin Expense $120,790.65
Bingham 2020 - Opening Ceremonies Expenses
Southam Hall Rental $21,809.00
Show Technical $2,000.00
DJ $0.00
Total Opening Ceremony Expenses: $23,809.00
11Union Cup 2021 Bid Requirements
Bingham 2020 - Tournament (Fixed Costs)
Dome, Fields & Clubhouse Rental Fee $20,000.00
Wifi hotspot $2,500.00
Tent Rental Fee for Secondary Location $5,000.00
Field Improvement Contribution $35,000.00
Ottawa University Practice Field Rental (2 days) $5,136.37
Portable Shower Trailers & toilet rentals $17,678.00
Rugby Posts (purchases, Temp sets of 2) $25,000.00
Water Bottle Filling Station - Permanent $3,995.00
Water Buffalos - Bottle Filling stations x 6 $6,780.00
Ottawa University Physio Equipment,
Tape & Strapping $2,825.00
Volunteer lunches $11,300.00
Volunteer T-Shirts $16,950.00
Referee kit $7,500.00
On-field Radios for Referees $5,550.00
Radios $12,500.00
Ambulance $23,730.00
Police $11,865.00
Referee Stipend $22,500.00
Medic Stipend $8,000.00
Field Paint, Flags, Pads $5,000.00
Jersey Laundry $8,475.00
Ice Maker $2,402.00
Barricades & Cones $5,000.00
Speaker & Mike rental for Player Village $800.00
Air Horns $300.00
Trophies $1,500.00
Cleaning/Sanitation $1,696.00
Physio/Massage $0.00
Adarondack Chairs $1,695.00
Gasoline & Parking for Courtesy Vehicles $750.00
Shuttle Bus $27,346.00
Rugby Balls $1,500.00
Total Tournament (Fixed Cost) $300,273.37
12Union Cup 2021 Bid Requirements
Bingham 2020 - Tournament Cost Based on Cost Based on Cost Based on
(Non-Fixed Costs) 1700 Players 2100 Players 2250 Players
Lunches $76,840.00 $94,920.00 $101,700.00
Bags $3,842.00 $4,746.00 $5,085.00
Water Bottle $11,526.00 $14,238.00 $15,255.00
Bus Pass $17,000.00 $21,000.00 $22,500.00
Wrist Bands $960.50 $1,186.50 $1,271.25
Tree Planting Fee $6,800.00 $8,400.00 $9,000.00
IGR player fee $14,450.00 $17,850.00 $19,125.00
Contingency Fund $25,000.00 $40,000.00 $50,000.00
Total Tournament (Non-Fixed Cost) $156,418.50 $202,340.50 $223,936.25
Bingham Cup 2020 - Closing Ceremonies Expenses
Aberdean Hall $7,759.30
Stage & Audio Rental $12,500.00
DJ $0.00
Total Closing Ceremonies Expenses $20,259.30
Cost Based on Cost Based on Cost Based on
Bingham Cup 2020 Expense Category 1700 Players 2100 Players 2250 Players
Opening Ceremonies $23,809.00 $23.809.00 $23,809.00
Bingham General (Admin) $120,790.65 $120,790.65 $120,790.65
Tournament - Fixed Costs $300,273.37 $300,273.37 $300,273.37
Tournament - Non-Fixed Costs $156,418.50 $202,340.50 $233,936.25
Closing Ceremonies $20,259.30 $20,259.30 $20,259.30
TOTAL $621,550.82 $667,472.82 $689,068.57
13Union Cup 2021 Bid Requirements
6. Host City Logistics
a. Travel (to/from Host City)
The bid should discuss the general logistics of travel to the host city, including:
• International and national travel services available in the host city
• Ease of reaching host city from locations in Europe, Great Britain and
Ireland having IGR clubs
• Any airline or other transport provider partnerships that could help
reduce travel costs
b. Accommodation
The bid should discuss team accommodations in the host city, including:
• Capacity of the host city hotels to accommodate conventions/large events
• Targeted neighbourhoods/areas of host city for host hotels
• Specific hotel partnerships, rates, and locations, if available
c. Internal Host City Transport
The bid should discuss transport within the host city, including:
• The general geographical relationship of the tournament venue, host
hotels, airport, intercity transport hubs and event venues
• Transport services between host hotels and intercity transport hubs
• Local public transport availability between key tournament locations, if
applicable
Plans for provision of private shuttle services between key tournament
locations, if applicable.
d. Social Events
The bid should discuss planned social events for the tournament, including:
• The timing and nature of major social events such as receptions, dinners
or bar nights
• Availability of venues in the host city to accommodate such events
• Specific venues for events if applicable and available at time of submission
14Union Cup 2021 Bid Requirements
7. Proposed Roster Management
The bid should explain the general framework & process anticipated to gather the
information to create final team rosters, including at a minimum:
• Anticipated timelines
• Proposed schedule of play (daily time of first kick‐offs, time last match
ends, time between matches). Bids should assume two20‐minute halves
per match for pool and elimination play. Cup Tier finals should assume
standard 40‐minute halves.
• Database or application to be used to collate data and maintain rosters
• Proposed process for verification of player eligibility to play in the Union
Cup, addressing local or national Union documentation requirements (if
applicable) and verifying player affiliation to participating clubs
* Please note that under the terms of IGR oversight as voted in 2017, IGR will be
responsible for organising the Tournament Liaison Committee as well as the bid
process for the following event.
8. Game Play Logistics
a. Site Overview
• Detailed description (including diagrams, photos, plans) over the full event
site layout.
• Specification of player and non‐player facilities (toilets, bar/restaurant,
parking)
• Indication of other non‐event amenities/facilities in the nearby vicinity.
b. Pitches
• Detailed description and discussion of playing field availability and quality
(both currently and expected during event.
• Explanation of plans and associated costs of any playing field
improvements
• Explanation of plans for emergency measures to ensure pitch availability /
suitability in the event of adverse weather conditions
c. Medical/Physio/Safety
• Discussion of planned provisions for medical and physio services
(preferably including specific service provider details)
• Information on the hospitals available and the method of transport to the
hospitals.
• Explanation of plans for the providing site security and safety for players,
officials and visitors
15Union Cup 2021 Bid Requirements
d. Field Amenities
• Full description of changing and showering facilities available for all
players (preferably including a basic analysis indicating suitability and
capacity of facilities)
• Description of plans to provide water, ice, food and/or any related items
necessary during matches and throughout tournament play.
9. Accessibility
• Information on which events and venues during the tournament will be
available to people with reduced mobility.
10. Live Streaming
• Information on how much of the tournament will be live streamed
including:
How many of the pitches, duration, how the matches will be allocated on
the pitches with streaming, any additional planned features.
16Union Cup 2021 Bid Requirements
Links to Example Bid Books
Dublin Union Cup 2019:
https://igrab.sharepoint.com/:b:/s/IGRTrustees/Ee7AFRhco8JMq9STiLCX67ABYN9ruVIqbvZ
d5gOGndiFzw?e=nJPLAf
Manchester Union Cup 2019 :
https://igrab.sharepoint.com/:b:/s/IGRTrustees/ERpf0XCdsXJGs80oxOw41sgBC‐
y3_O6YcZRE2A4kf7yVmg?e=nreekt
Ottawa Bingham Cup 2020 :
https://igrab.sharepoint.com/:b:/s/IGRTrustees/EViLnAwqgwBHtO9LsiTueB0B8M_AtMcS1gB2ulaZ
Z9JFGA?e=wdeMhE
Amsterdam Bingham Cup 2018:
http://igrugby.org/pdfs/amsterdam‐lowlanders‐Union‐cup‐2018‐bid.pdf
Nashville Bingham Cup 2016:
https://drive.google.com/file/d/0Bz2jcpWVDQ3TOE1ZUkczdDIzZDQ/view?usp=sharing
17You can also read
