World Cup 2023 Bid Process

Dear Members,

It is time to start the process for selecting the site of the next NAF World Cup, to be held in 2023.

This document is to instruct organizers in creating a bid and to explain to the community what the process will be. This document contains the following:

1. Submission
2. When
3. Timelines
4. Voters
5. Proposal
   a. Technical
   b. Economic
6. Selection Process.

 

1. Submission
   a. Countries or communities submitting a bid should send them directly to the NAF President via PM or email (president@thenaf.net). Submissions should be in Word or PDF and must be in English.
2. When
   a. The World Cup should be planned for September 2023, or as near to this as can be reasonably scheduled for each community.
   b. Each bid will need to include a contingency plan, with dates, to accommodate a setback due to the pandemic (or other emergent situation), possibly for Spring 2024.
3. Timeline
   a. 9 September 2021: bid process announced. A Q&A thread will be created to give potential organizers a chance to ask questions. Questions sent directly to members of the selection or NAF committees will not be answered, as all information needs to be available to all bidders.
   b. 6 February 2022: bids due; selection committee begins discussion within a private forum.
   c. 6 March 2022: voting starts
   d. 13 March 2022: voting ends; winning bid announced.
   e. 14 March–15 June 2022: NAF and World Cup Organization prepares business plan and timelines for subscription to the World Cup.
4. Voters
   1. a. The voters consist of 65 representatives of the worldwide NAF community, representing the nations with the most NAF members as well as 5 emerging hubs. These voters were selected by the National Tournament Organizers of their respective nations.
5. Proposal
   a. The proposal must be divided into two separate documents:
   i. Technical proposal
   ii. Economic planb. The Technical proposal must include the following sections.
   i. The city
   1. Detailed description of the hosting city. Any special arrangements you have made with city leaders. Items of interest in and around the city, including ease of access for foreign attendees. Include entertainment options for families during tournament hours, as well as options for evening/outside of game times.
   ii. The venue
   1. Description of the venue and why it will be a suitable place for the World Cup.
   2. Maximum number of players the venue is able to accommodate. There is no mandatory minimum capacity, but for context previous World Cups had attendance of 273 (England, 2007), 480 (Netherlands, 2011), 992 (Italy, 2015), 1432 (Austria, 2019).
   3. Layout plan showing table layout, catering space, and booth/vendor space.
   4. Include any spaces available to the tournament players and NAF/WC committee members (restrooms, meeting spaces, etc.).
   iii. Dates
   1. The specific dates you are proposing for the event.
   iv. Schedule
   1. Proposed schedule for all rounds and other events (check-in, meals, etc.) per day.
   v. Transportation
   1. Detailed options for getting to the city and the venue. Include detailed plans for people inside and outside of your country. Plane schedules/airports, trains, buses, etc.
   vi. Accommodation
   1. Detailed options for accommodation (hotels, rentals, Airbnb) at various cost points.
   vii. Meals
   1. Lunch: in the venue. Include menu options, with beverages. Bidders are encouraged to have several options to accommodate dietary restrictions.
   2. Dinner: possible restaurants, with costs and hours available.
   viii. Staff
   1. Organization (with Blood Bowl curriculum) and volunteers
   2. Overview of member responsibilities
   3. Past performance: other tournaments run by this team; other events similar in size and scope.
   ix. Referees
   1. Number proposed (at least 1 for every 120 players) and benefits for their participation at the tournament.
   x. Web/APP
   1. Detailed description of the system that will be used to manage the tournament. Does it exist already? If not, schedule for development. Costs for development/running it during the event. If it already exists, where was it used before? How many games has it run before at one tournament? Risks and mitigations to these risks.
   xi. Reserves
   1. Players and squads to cover unexpected events, how to avoid too many defections and handle refunds.
   xii. Attendance
   1. How many players are likely to attend your event, with reasoning.
   xiii. Gadgets
   1. Proposal
   xiv. Awards
   1. Proposal for prizes for at least the following:
   a. Winning team
   b. Runner up
   c. Third place
   d. Best individual player.
   xv. Miscellany
   1. Marketing
   2. Special guests
   3. Entertainment
   4. Other
   xvi. Languages
   1. Plan to make materials available in English, French, German, Italian, and Spanish languages.
   xvii. Plan B
   1. Plan for delays due to the pandemic. Contingency plans, including agreements with venues, hotels, etc.

   c. The Economic plan must include the following.
   i. All-inclusive cost for participants, broken down by item
   ii. Business plan, including;

   1. Venue costs (with possible services, i.e., booths)
   2. Lunch costs
   3. Gadget costs
   4. Awards costs
   5. Referee costs
   6. Administration costs (professionals, bank)
   7. Possible transfers from the city to the venue and vice versa
   8. Legal form of the organization committee
   9. Possible profits for exhibitors
   10. Possible profits for sponsors
   11. Possible profits for bar
   12. Budget contingencies
       In the event of a budget shortfall, financial assistance from the NAF will NOT be available. Bids are strongly recommended to build contingency through additional ticket cost so bidding teams are not faced with personal liability. If this means there are cash reserves at the event, the NAF is sure that bidding team will come up fun ways to redistribute this.
   13. Plan for budget oversight and responsible committee member with assistant/backup identified.6. Selection Process
       a. Voters will be given detailed instructions regarding the selection process. Bids must be complete and include all items listed above. Any bid that does not include all items above will be considered non-compliant and will not be considered. The voters will be instructed to consider cost, ease of access for participants/travelers, risk, and the overall completeness of the plans.

 

NAF commitments

• Number of matches: 9 (3 on Friday, 3 on Saturday, 3 on Sunday)
• Create (or approve) the Tournament Rules
• Confirm/Modify gadget proposal
• The proposal cost for participants will be checked with NAF (Tournament Director or his delegate), in order to verify that Business Plan consider everything and possible unexpected events. Moreover, NAF can include some cost (i.e., the NAF inscription or renewal), or other possible costs due to work to check the economics.
• Any significant changes to the business plan outlined in a winning bid MUST be approved by the NAF Committee; otherwise the organizers run the risk of losing sanctioning and support.

IMPORTANT NOTE: This document can be updated in the following months should new information emerge.