WMH European Cup 2021 - Bid Application Stage One - WGMA
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WMH European Cup 2021 Bid Application Stage One
OVERVIEW
Introduction
World Masters Hockey (WMH) is currently planning the European Cup scheduled to take place in
2021. The bidding process to host events is a two-stage process:
- In Stage One WMH invites initial bids to organize the next Event be submitted to WMH
Chair of Events by 20th March 2020. Successful applicants in this first stage will be
identified by 27th March 2020 following which they will need to complete Stage Two.
- Stage Two requires the submission of a comprehensive Bid Application Document. The
closing date for this submission is 24th April 2020. Successful applicants will be notified by
1st May 2020.
Event Approach
WMH Events Committee organise Events under the following criteria for Continental Cup:
(1) No WMH Continental Cup/Spirit of Masters tournament shall last longer than 7 playing
days;
(2) No tournament shall consist of more than 126 matches; unless there are more than 3
pitches in which case you can go up to 150 matches;
(3) Each match shall be allocated a minimum of 2 hours pitch time;
(4) A maximum of 6 matches will be scheduled per pitch per day;
(5) A divisional structure comprising of 8 teams will be adopted where WMH decides this
makes sense based on the number of entries for the specific age group competition.
WMH has adopted a system which involves staging separate mixed gender tournaments. – see
Appendix One.
There is nothing to prevent an NA from bidding to host more than one tournament. These
tournaments could be hosted at a single facility provided it has the capacity or at multiple
facilities at either the same or a different time. However, please note; a tournament cannot be
split across multiple facilities.
Objective
This Document provides any NA wishing to make a bid with guidance on what should be included
in their initial application and a template to complete so that all bids can be taken through the
same assessment process.
Successful completion of the required contents will provide the WMH Event Committee with
appropriate information for comparison and analysis of initial bids leading to the creation of a
short list of candidates to go through to Stage Two.
Page 1 of 10INTELLECTUAL PROPERTY
General
WMH owns the intellectual property that is inherent in the respective World Cups, Continental
Cups and Spirit of Masters and other International Masters tournaments that have been
conducted for many years. These rights are valuable and it is proposed that WMH will grant a
temporary non-exclusive license to such property insofar as it is necessary or desirable for the
fulfilment of obligations under the bid.
WMH Logo
WMH also owns its logo and will grant certain rights to a host to use the logo on material
associated with the tournament.
ASSOCIATED DOCUMENTATION
Hosting Agreement
Any successful bidder will be required to enter into a hosting agreement with WMH. A copy of a
draft of this document, for information only at Stage One, is provided with this initial bid
application as is a copy of the Bid Document required at Stage Two from successful initial
submissions. NAs should only return the initial bid application during Stage One of the bidding
process.
WMH Event Operations Requirements
In addition, it is advisable for NAs to have read and understood the Event Operations
Requirements document, also attached, when putting together the information to include in this
initial bid application submission template.
Page 2 of 10BID SUBMISSION TEMPLATE
1. Details of the bidding entity & tournament(s) bid for
Please identify the organisation within the NA/Delegated/Independent Organization that is
going to submit a bid(s). If it is the intention to apply for more than one tournament a bid
submission template must be completed for each separate tournament.
National Association Name
Event
Tournament/s bid See Appendix 1.
Proposed Host Name
Address
Host Website address
Contact Information of the person submitting the bid:
Name
Position with NA
Email contact
Telephone Contact
2. Scheduling
PROPOSED DATES Option 1 Option 2
Page 3 of 103. Chosen location
Proposed Host Name
City/Region/State Area
Population
Proposed Venue Altitude (meters)
Distance from international airport(s) (km)
Please specify which airports and means of
transport to venue and accommodation
Distance from other major communication
hubs (km) – please specify
4. Accommodation
Location of Accommodation
Is there sufficient Yes/No
accommodation close to the
venue to support this event.
Please give brief details
Page 4 of 105. Details of Hockey Centre playing facility
Proposed Venue Name
Details of Club
Number of pitches
Distances between
pitches
Altitude (metres)
Venue Normal Please supply a view of current layout
layout Tournament:
Please
indicate what
additional
temporary
facilities will
be provided
Are there ground announcement capabilities?
Are all relevant facilities and pitch equipment in accordance with FIH
Technical Requirements? If no please expand.
Competition Surface type (s)
pitches surface Date pitches laid
Do they have current FIH Certificate
of Pitch Compliance?
Competition Which pitches have artificial
pitches lighting lighting?
What is the Lux?
Is it incorporated in the FIH
Certificate of Pitch Compliance?
Practice Pitch, What additional facilities are
Warm up & available at the venue?
Surface type(s)?
Cool-down areas
Date laid or built?
What size is each one (m2)?
Location relative to competition
pitches
Competition Does the facility have sufficient dug Yes/No
pitches - outs and technical areas appropriate
for an international tournament.
additional If no please give details if you can
requirements remedy this.
Are the pitch electronic scoreboards Yes/No
visible from both the dugout and the
main spectator seating on all
pitches? If no give details if you can
remedy this.
Page 5 of 10Do the technical areas have Power Yes/No WiFi Yes/No
power/WiFi If no for either, give
details if you can remedy this
Do all the pitches have facilities to Yes/No
enable live match streaming
including video towers.
This is a desirable but if no please
give details of how you plan to
remedy this.
Are all medical facilities and services in accordance with the FIH (WMH)
Event Operations Requirements?
What is the distance (km) from the competition venue to the closest
public hospital?
Changing rooms (For Teams and Event Officials)
Please outline the number of changing rooms available for the event
6. Details of other Hockey Centre Facilities
Supporter Services and Facilities
Does the venue have any spectator seating? Yes/No
If yes please give brief details, if no
please outline any proposals you have to
install temporary spectator seating.
Please describe the hospitality/relaxation
areas you intend to provide for both players
and supporters.
Please confirm that you can supply sufficient
catering capacity to support this event with a
brief outline of your catering arrangements.
Do you have car parking capacity to support Yes/No
this event, please supply the number of
vehicles that can be accommodated? If
insufficient on site please outline other car
parking available locally.
Page 6 of 107.Finance
Although it may be difficult to be totally accurate, please complete as much as you feel makes
sense at Stage 1, to demonstrate that you have are aware of the financial aspect of staging a
major Master’s event. Should you be invited to move to the next stage, and then be awarded the
event, you will work closely with a WMH liaison official who will be able to advise on financial
considerations and assist in compiling the official tournament budget.
For your consideration; the WMH entry fee at present is £850. Although it is impossible to
confirm numbers of entries for any of WMH events, please complete the budget for an estimated
total of 48 teams from the age groups participating. You may wish to indicate under the
desirable column income /expenditure what you would add should more than 48 teams enter.
The headings on the budget sheet are to give a guide from previous WMH tournament
experience. Please feel free to add additional lines as necessary in any category, as every
tournament will have differing items of expenditure which a host may wish to include. However
please do not go down into great detail at this stage..
WMH understands that this is a sample budget and will treat all totals as merely indicative of the
likely cost.
At Stage one WMH needs to be satisfied that there is a sound commercial basis for considering
any bid.
If you have any questions about providing a budget for your bid, please contact Sue Briggs, WMH
Hon. Sec. at secretary.wmh@gmail.com
8. Summary
Provide a summary of your
objectives in making your
bid and why it is worthy of
being successful
What Legacy Benefits do you expect? (NA, City, region, state)
o
What benefits will WMH receive worldwide?
Please return completed application/s to secretary.wmh@gmail.com by the
published date.
Page 7 of 10APPENDIX 1 - TOURNAMENT STRUCTURE
Tournaments
Tournament 1
035/040 Women and Men
7 day tournament that starts on a Sunday and ends the following Saturday, allowing
one day on either end for travel. This would allow for 3 match days, rest day, and
quarter finals, semi-finals, and finals.
Tournament 2
045/050/O55 Women and Men and Spirit of Masters
7 day tournament that starts on a Sunday and ends the following Saturday, allowing
one day on either end for travel. This would allow for 3 match days, rest day, and
quarter finals, semi-finals, and finals.
Tournament 3
O60/O65/O70/O75/O80 (M) and Spirt of Masters
060/O65 (F) and Spirit of Masters
9 day tournament that starts on a Saturday and ends a week on Sunday. This would
allow for 2 game days, a rest day, then 3 more game days, including the quarter
finals, another rest day, and then the semi-finals and finals.
Combination of above Tournaments
Hosts can determine which combined tournaments to submit a bid.
Page 8 of 10APPENDIX 2 - TIMETABLE
This timeline lists the latest date for each of the actions to take place
ACTION Deadline prior to tournament
• Stage 1 bid documentation issued by WMH • T - 545
• Hosts present Stage 1 bid to WMH • T - 515
• Hosts advised of successful Stage 1 bid and documentation issued for • T -495
Stage 2
• Hosts Present Stage 2 bid to WMH • T - 465
• Hosts informed of successful bids and WMH Liaison Officer identified • T -440
• Hosting Agreement signed and then a HNOC to be formed and the • T -395
successful bids announced in conjunction with WMH, major sponsor, etc.
• Technical planning, refine brand design, tournament logos, • T -365
WMH to inspect facilities and meet with HNOC regarding:
• sponsorship
• marketing
• media
• catering
• facility.
Portfolio directors to form committees and prepare strategies, etc.
Sell advertising for program as part of marketing strategy.
• Finalise planning processes, media and marketing. Launch local web site, • T -365
meet with WMH Technical and tournament delegates to review
progress. Finalise budget.
• WMH/HNOC issue formal expression of interest documents to national • T -365
organisations and recognised entities (where applicable) to enter teams
in the tournament. HNOC issue first newsletter. Provide details of city,
transport and accommodation options.
• WMH/HNOC issue formal entry form to national organisations and •T -T270
- 270
recognized entities (where applicable) to register for the tournament,
and provide date by which entry fee is due.
• WMH confirm team entries through receipt of entry fees. • 155
•
• WMH to then provide competition draw, pools etc. Update website and • T -150
issue second newsletter. Logistics director to prepare schedules of the
procedures for all events, including persons to be involved in each
element. Advertise special events. Prepare program content.
Page 9 of 10APPENDIX 3 - BUDGET Essential Desirable Comments
TEMPLATE Expected income steams
Please list proposed income streams and expected
totals e.g WMH grant/Entry fee contribution,
sponsorship, commercial agreements including rental
income from retailers etc
0 0
Expenditure Centres Essential Desirable Expenditure Detail
Commercial: Outline expenditure. Eg Live
streaming, PR & Marketing, Programme design etc
Competition: Outline expenditure e.g Medals and
Trophies, costs for officials accommodation/transport/Kit,
'on costs' for volunteers etc
Spectator Services: Outline expenditure e.g
Branding, Sports Presentation
Operations: Outline expenditure e.g. Medical
services, car parking
Venue Services: Outline expenditure e.g. Pitch hire,
look and feel, spectator services, additional structures eg
toilets
Workforce: Outline expenditure e.g. Staff
accommodation, Staffing costs/allowances
(officials/staff/volunteers)
Contingency: A % of proposed expenditure to cover
additional unforeseen circumstances
P&L 0
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