Back to the news page

Touch World Cup 2011 - Invitation for expressions of interest

The Scottish Touch Association (STA) (www.scottishtouch.org.uk) has been awarded the rights to host the Federation of International Touch (FIT) Touch World Cup 2011. The tournament will be held in Edinburgh at the University of Edinburgh's Peffermill facility and this will be the first time the World Cup has been held in Europe. It is likely to be the largest World Cup ever, with men's, women's, mixed and senior teams attending from all over the world.

Event Objectives & Proposition

• To work with the existing Partners to deliver a World Class sporting event in Edinburgh.
• To significantly increase national interest in Touch and improve national development structures.
• To generate economic impact for Edinburgh and Scotland.

Expressions of interest
You are hereby invited to submit an expression of interest for the event management of the Touch World Cup 2011. Expressions of interest will be considered from both individuals as well as registered companies.

Tournament Format
The STA proposes to hold the World Cup from 22nd to 26th June 2011. We believe that the hosting of the tournament in school term time can add an important element to the development of Touch in Scotland and are including a youth tournament for local schools prior to the opening ceremony.

The World Cup will take place over four/five days and will include an opening ceremony, round robin groups and finals.

We anticipate that the World Cup will be attended by (approximately):

• 49 male teams / 21 female teams / 37 mixed teams (teams comprising squads of up to 15 players);
• 1600 players and 300 support staff;
• 80-100 male and female referees; and
• 1,250 spectators

Event management requirements
The following are considered to be core requirements:

• Establish a key point of contact for all participating nations and FIT;
• Registration of teams and players, including administering entry forms and assigning accommodation.
• Liaison with the Federation of International Touch on the tournament schedule;
• Liaison with Edinburgh First re accommodation bookings;
• Arrangement of transport from University accommodation to tournament venue;
• Recruitment and supervision of volunteers;
• Arrangement of Opening Ceremony and Closing Function
• Co-ordination and Distribution of Local Information Packs
• Production and execution of a detailed operations plan.

Scope of Work
The contractor will be expected to deliver on the following areas.

• Area - Suggest topics that should be considered
• Operations - Identification of Tournament Director in association with Federation of International Touch.
• Tournament co-ordination (working with the Federation of International Touch).
• Co-ordination of officials, referees and team managers including pre event briefings.
• Provision of general information and dealing with enquiries.
• Media facilities.
• Signage and on site communications, etc.
• Staffing of liaison officers and other volunteers.
• Contingencies and risk assessment.
• Facilities - Co-ordination of accommodation and catering bookings with Edinburgh First.
• Showers, toilets, changing, storage and team rest areas.
• Security and all health and safety requirements (i.e. medical support, inclusion of limited physiotherapy support).
• Services - Bar and public catering.
• Merchandise.
• Laundry arrangements (in association with Edinburgh First).
• Liaison - With LOC and the University of Edinburgh to ensure smooth transfer of players and information (bulletin board info at accommodation and playing venue).
• Budget Management - To manage the agreed budget.
• Local PR and Marketing - To raise awareness of festival locally.
• Development and management of dedicated website.
• Liaison with potential broadcasters.
• Legacy - The promotion of Touch in Scotland and particularly youth development through the involvement of local schools and rugby clubs. Participating nations will be expected to make themselves available for a coaching clinic at a designated school.  This will be done in association with City of Edinburgh Council's sports team. 
• Additional Income opportunities - Sponsorship - the opportunity exists to sell both the title sponsorship (at an appropriate level) and subsidiary sponsorships for this event.
• Merchandise & licensing - opportunities exist to sell space to identified retailers/ promoters at the event (including on-line merchandising)

It is envisaged that the bulk of work will be carried out in late 2010 and in the lead up to the event in 2011, but that some initial work (particularly on webpage, accommodation and budget) will be required immediately.

Key Deliverables & Success Measures
The appointed event consultant/ agency will be required to ensure a number of key elements are delivered on time and within budget. To support this, key success measures have been identified:

Deliverables

• Event plan & budget (approved by LOC).
• Regular budget and progress reports submitted to the LOC.
• Event takes place.
• Post-event analysis undertaken and outcome report produced.

Success Measures

• Event delivered on (or within) agreed budget.
• LOC satisfied with delivery of event (measured through post-event feedback).

Project Management
The successful consultant/agency will contract with and be remunerated by the City of Edinburgh Council.

The project manager shall report to the LOC (comprising the Scottish Touch Association, EventScotland, and the City of Edinburgh Council).

Anticipated Commitment
Start Date - Approx. 15 March 2010
Role - Approx. 60 days from March 2010 - July 2011
Rate - To be paid as a daily rate and agreed at contract

Timeline:
Expressions of interest, including previous events management experience, should be submitted to Donna Finnie by 12 February at the following address: Business Centre C1, Waverley Court, 4 East Market Street, Edinburgh EH8 8BG

Back to the news page