Spring Invite 2023

Introduction

This is the call for bids for the Spring Invite 2023

The Spring Invite is part of the European Ultimate Club Series and shall be held in Mixed, Open, Women. 

The goal is to have Tournaments for 16 Teams in each division. Meaning the Host can bid for one Division only or multiple ones. Ideally we will select the tournaments so that they are accessible from all of Europe. Geographical diversity is important. 

Therefore we want to have 2 Tournaments for each division hosting a total amount of 96 Teams all over Europe. 

In 2023 we are aiming to have 2 Tournaments in the Open division, 1 for the women division and 1 for the mixed division. Bidders are welcome to bid for 1 divisions (please specify the preference) or for a combination of 2 divisions (e.g. Open+Women or Open+Mixed).

Attention: The winners of each Spring Invite will get a direct wildcard for the EUCF 2023 in that division!

Time Line:

Aug 2022: Declaration of interest to host

Oct. 8th 2022: Bid complete, provisional budget

Oct. 31st 2022: Bid selection and announcement

Contact:

All mails shall be sent to office@ultimatefederation.eu

Tournament length:

2 full match days 

Date:

Target Date is April 22+23. Alternatively 29+30 April

Number of Teams:

There should be space for 16 Teams per division you want to host.

Number of Players:

Ca. 20 per Team

Venue:

The EUF schedule for 16 teams in 2 days foresees 4 WFDF-conform fields (between 100m x 37m + 5m restrain lines, minimum 90m x 33m + 3m restrain lines around each field) are necessary. Because of the time of the year, having some turf fields is more than advisable or you need to have some backup possibilities.  

Football goals must be removed or protected, for the safety of the players.

Having all pitches on 1 site is an asset.

Please add in the bid a google map link of the venue(s) and describe the grass quality.

Staff/Volunteers:

Please consider 1 Person per field/game plus at least 3 persons to manage volunteers, fields, accommodation, social events, service coordination etc.

EUF supports the Tournament Organization Committee remotely. Eventually, it will be possible to have a EUF representative to support the organisation on-site. In this case, this person will need to get free lodging and food as all volunteers and the travel costs covered. Please consider the costs for these extra people in your budget.

Medical staff and/or paramedics and First Aid-material must be available in the fields. An on-site ambulance at the fields is an asset.

Please describe your medical plan in your bid.

Accommodation:

Low budget (floor space, camping, hostels,…) accommodation should be offered for at least 200 participants.

The price range for the various accommodations must be indicated in the budget.

Please add in the bid a google map link of the accommodation and the distance to the venue(s).

Food:

Drinking water must be available at each pitch.

Please indicate where and how you plan to provide meals and the indicative costs.

Reachability:

Indicate how the tournament location can be reached (distance to airports, public transportation system,…).

Having a tournament location which minimises the travelling costs and so reduces the overheads of moving large groups of kids, is an asset. 

Media Visibility:

The first goal for a tournament organisation must be that the customers (=the players) get what they came for: good regular fields, smooth organisation of the competition.

Secondary EUF events can be used by local Ultimate associations to get a better visibility which should help getting sponsors and, on the middle term, new players.

Please indicate if and how you plan to increase the tournament visibility and which budget you reserve for this.

EUF will provide webspace 

Gifts/Trophies:

Spirit of the Game and Winner Trophies must be covered by the tournament budget or by sponsors.

A tournament gift per player is not necessary and should be considered only if covered by a sponsor.

Budget:

EUF would like to keep these tournaments as accessible as possible, in order to enable all interested teams to attend and not to exclude anyone for cost reasons..

Tournament costs to the individual player including travel costs will be a central criterion for bid selection.

For the budget plan, please use the EUF template.

We want to make clear that people, who work hard on these events, should receive some reasonable payment, nevertheless, management costs should be kept to the minimum.

The EUF committee wants to make sure that it is able to get very clear visibility of all the costs; that costs are reasonable, and that we help make sure players don’t pay for things that they might prefer not to have if given the choice.

Host Eligibility:

All bids must include a description of the relationship of the bid committee with the National Federation (NF). 

If the bid committee is not directly affiliated with the NF, the final bid must include a letter of endorsement from the NF.

The NF does not necessarily have to be involved with the planning of the event, but they must be aware of and support your intentions.

No bid can be accepted without this documentation.

We warmly suggest potential bidders to check the best practices described in the WFDF Bid Guideline and WFDF Tournament Director's Manual.