Background ultimate federation
30/04/2018

Call for Bids for EYUC2019 as joind or split event for U17 and U20

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One time situation in 2019: EUC runs June 29-July 6; WJU24 July 13-20. Theses weeks are to be avoided.
Location: after many editions in western Europe, EUF is giving strong preference to a host in Eastern/Central Europe. Simplified: anything east of Germany. Please do check with EUF when in doubt!
 
Time Line:
may 31 2018:             Declaration of interest
June 30st:                  Bid draft complete, provisional budget
Aug 31th:                   Shortlist by EUF
Sept. 30th:                 Bid selection published
Contact:
All mails shall be sent to board@ultimatefederation.eu
Tournament length:
6 full match days + finals day; opening ceremony and match optional
Date:
Target Date is Aug. 3-10.  As alternatives also other dates in July or August are possible. The weeks June 29-July 7 and July 13-20 should be strongly avoided
Number of Teams:
There should be space for up to 70 teams
Number of Players:
In the previous events the average number of participants was around 25, including staff, guests and coaches. EYUC17 had ~1200 participants.
Venue for Single Event
Minimum 13 WFDF-conform fields (between 100m x 37m + 5m restrain lines, minimum 90m x 33m + 3m restrain lines around each field) are necessary. Please provide backup plan in case of rain, like higher number of fields available, turf fields, etc.
Football goals must be removed or protected, for the safety of the players.
Having all pitches on 1 site is an asset.
Having a grand stand for showcase games is an asset.
Please add in the bid a google map link of the venue(s) and describe the grass quality.
Venue for split events:
It is possible to send a reduced bit for U17 only or U20 only
As Youth Ultimate is growing, the team numbers have risen strongly. We are aware it may not be possible to find a host for 65 teams or more; so we do grant the possibility to bid for only U20 or U17.
U20: 35-45 teams, minimum 8 fields + rain plan
U17: 20-30 teams, minimum 5 fields + rain plan
Staff/Volunteers:
Please consider 2 Person per field/game plus at least 6 persons to manage volunteers, fields, accommodation, social events, service coordination etc.
EUF supports the Tournament Organization Committee with 3 experienced Youth Event Coordinators, who need to get free lodging and food as all volunteers and their travel costs covered. Please consider the costs for these extra volunteers in your budget.
Medical staff and/or paramedics/physiotherapists and First Aid-material must be available at the fields. Fix ambulance at the fields is an asset.
Please describe your medical plan in your bid.
Accommodation:
Low budget (floor space, camping, hostels,…) accommodation must be offered for at least 25% of the planned participants .
Price range for the various accommodations must be indicated in the budget. Be prepared that teams or individuals may want to stay an extra day prior to/after event.
Please add in the bid a google map link of the accommodation and the distance to the venue(s).
Food:
At least breakfast and warm dinner must be provided.
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,…).
If a shuttle service is necessary between accommodation and venue(s) indicate the planned costs and how it will be organized.
Indicate if you plan a pickup service from the next Airport / Train Station.
Having a tournament location which minimizes the travelling costs and so reduces the overheads of moving large groups of kids, is an asset.
Social Events:
Opening ceremony on Saturday including show case game.
Awards and closing ceremony on Sat/Sun afternoon.
Both of them will be run together with two EUF delegates.
Trading night and a farewell party should be considered. More social events are desirable. There will be some bye especially for the U17 teams, that could be filled with social/cultural events.
EUF like WFDF has a strict no-alcohol policy for all youth events (please refer to WFDF Bid Guidelines §4.5.H).
Please shortly describe the plan for the social events.
 
Media Visibility:
The Tournament will be streamed by a professional crew.
A 10Mbs Upload Internet Connection must be available on the field(s), which will be live streamed. EUF will do the initial coordination. The ToC will be responsible for the implementation of the streaming requirement.
Social Media Marketing has also become more and more important in our sport.
Please indicate if and how you plan to increase the tournament visibility and which budget you reserve for this.
EUF will provide webspace on ultimatecentral.com and on www.ultimatefederation.eu
 
Gifts/Trophies:
Medals will be provided and paid by EUF. 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:
Tournament costs to the individual player including travel costs will be a central criterion for bid selection. We want to enable all interested teams to attend and not to exclude anyone for cost reasons.
As a reference consider that the previous EYUC had a “cost to player” of about 250€, including budget accommodation, food (HB), player’s fee and share of the team fee. 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, being a youth competition, 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.