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Built-in

One-day community or alumni tournament, 8 teams

Unsanctioned and light: one day, eight teams, four fields, round robin into a short bracket. No membership requirement, no sanctioning fees, your own rules. Still has a waiver, a weather plan and a refund policy, because someone can get hurt at any event.

Start a tournament from this
1
Days
8
Teams
4
Fields
$150
Bid fee
Division
mixed
Surface
grass
Sanctioned
no
Games guaranteed
4
Applications close
28 days out
Payment due
14 days out
Venue
not included
Sponsor prospects
2

Refund policy

Full refund up to two weeks before. No refund inside two weeks, except that if the whole event is cancelled for weather before play begins, teams receive a refund less committed costs.

Plan · 36 tasks

Teams

  • 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

Sponsors

  • 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

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

Money

  • 9 wksBid payment deadlineRegistration

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

Compliance

  • 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

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 · 2

Organisations only. Contacts never travel with a template.

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