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Two-day college weekend, 16 teams

The standard college tournament: sixteen teams, eight fields, pool play Saturday into a bracket Sunday, six games guaranteed. Sanctioned, with the certification and roster steps that stranded TDs actually get stranded on. Refund policy has weather written into it.

Start a tournament from this
2
Days
16
Teams
8
Fields
$350
Bid fee
Division
mixed
Surface
grass
Sanctioned
yes
Games guaranteed
6
Applications close
84 days out
Payment due
63 days out
Venue
not included
Sponsor prospects
5

Refund policy

Full refund up to the acceptance date. Fifty percent from acceptance until the payment deadline. No refund after the payment deadline.
If the whole event is cancelled for weather before play begins, teams receive a refund less committed costs. If one day is lost to weather, there is no refund — most costs are spent by then.

Plan · 53 tasks

Foundation

  • 52 wksDecide to host; name the TD and confirm they are not playingTD
  • 48 wksIdentify target weekend(s): season window, competing tournaments, academic calendar, campus events, weather historyTD
  • 46 wksIdentify field stakeholders by name: campus rec facilities coordinator, club sports, parks permit specialist, local ultimate orgTD
  • 44 wksFirst contact with field providers; request availability and pricingTD
  • 40 wksSite visit: field count, water sources, toilets, parking, powerTD
  • 34 wksApply for institutional funding — student government deadlines are often a semester aheadhardSponsorship
  • 32 wksNegotiate field agreement: price, setup time, lining, cancellation, insurance requirementsTD
  • 30 wksSIGN THE FIELD AGREEMENT — nothing is announced before thishardTD

Money

  • 28 wksBuild the budget; model break-even at several team countsTD
  • 28 wksSet the bid fee and write the refund and weather-cancellation policyTD
  • 9 wksBid payment deadlineRegistration

Sponsors

  • 26 wksApproach ultimate-industry brands — they have formal programs and slow cyclesSponsorship
  • 16 wksLocal sponsor push: food and drink, product donations, services, alumniSponsorship
  • 6 wksSponsor logo cutoff for anything printedhardSponsorship
  • 2 wksLast window for day-of product donations (water, ice, fruit)Sponsorship

Compliance

  • 36 wksStart TD certification and SafeSport traininghardTD
  • 24 wksConfirm insurance: sanctioning cover, or a certificate of insurance the venue will accepthardTD
  • 24 wksSubmit sanctioning application (6+ weeks out is the cheaper fee tier)hardTD
  • 24 wksRequest certificate of insurance with the facility's exact legal entity name and limitshardTD
  • 6 wksDeliver the COI to the facility (many require 30+ days)hardTD
  • 5 wksWrite the Event Medical Plan and Inclement Weather PlanMedical
  • 5 wksPublish the participant waiver and start collecting signatureshardRegistration
  • 7 daysRoster deadline — 5:00pm Wednesday before, for sanctioned college eventshardRegistration

Teams

  • 22 wksBuild target list: 3–4x the teams you need. Returning teams and last year's waitlist first.Registration
  • 20 wksInvite returning teams and prior waitlist before the public announcementRegistration
  • 18 wksPublish the bid announcement everywhere captains areRegistration
  • 12 wksApplication deadlineRegistration
  • 11 wksSend acceptances, waitlist notices, and declines — tell everyoneRegistration
  • 8 wksWork the waitlist to fill unpaid spotsRegistration

Staff

  • 18 wksAssign lead roles: volunteers, registration, scheduling, medical, food and water, social, media, sponsorshipTD
  • 4 wksRecruit volunteers — 25% more than the shift grid needsVolunteers
  • 2 wksConfirm every volunteer shift individually — a group message is not a confirmationVolunteers

Ops

  • 16 wksBook the athletic trainerhardMedical
  • 6 wksOrder porta-johns, rentals, tents, radioshardTD
  • 4 wksConfirm food, water source, and ice ordersFood/Water
  • 3 wksPublish the schedule, site map, and parking instructionsScheduling
  • 2 wksConfirm all vendor delivery windows in writingTD
  • 7 daysField lining (finish a full day before play)hardVolunteers
  • 7 daysAssemble player packsVolunteers

Swag

  • 14 wksFinalise swag design; set the hard sponsor-logo cutoffhardMedia
  • 10 wksOrder jerseys (4–8 week lead time)hardMedia
  • 8 wksOrder custom-stamped discs (3–5 week lead time)hardMedia
  • 6 wksOrder trophies, medals, and spirit prizeshardMedia
  • 5 wksOrder shirts (2–3 week lead time)Media
  • 3 wksOrder stickers and field bannersMedia

Format

  • 7 wksLock the field; seed the teams; generate format and scheduleScheduling
  • 7 wksPre-generate N-1 and N-2 formats and the weather-degraded schedulesScheduling

Comms

  • 3 wksOpen the Telegram group and get every captain in itRegistration
  • 7 daysSend the week-of email: schedule, parking, check-in, roster deadline, forecast, trainer, socialRegistration

Gameday

  • 0 daysField setup complete one hour before first pull; HQ, water, trainer, scoreboard livehardTD

Debrief

  • -7 daysSend the player survey while it's freshTD
  • -14 daysStaff debrief: what broke, what to change, who to thankTD

Memory

  • -21 daysWrite the archive for next year's TD: contacts, vendors, budget actuals, what brokeTD

Waivers · 2

Participant waiver and releaseparticipant · required
I understand that ultimate is a physical sport that carries a risk of injury, and that I take part in {{tournament_name}} voluntarily and at my own risk.

In consideration of being allowed to participate, I release {{organizer}}, its officers, volunteers, sponsors and the owners of the venue from any claim arising from my participation, except where caused by their gross negligence or wilful misconduct.

I confirm that I am medically fit to play, that I will follow the rules of the event and the instructions of its organisers, and that I consent to emergency medical treatment if I am unable to consent at the time.

I understand this is a template starting point provided without legal advice, and that the organiser is responsible for its suitability.
Volunteer agreementvolunteer · required
I am volunteering at {{tournament_name}} of my own free will and understand I will not be paid.

I will follow the instructions of the tournament director and the safety guidance I am given, and I release {{organizer}} and the venue from claims arising from my volunteering except where caused by their gross negligence.

I understand this is a template starting point provided without legal advice.

Sponsor prospects · 5

Organisations only. Contacts never travel with a template.

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