NEW Club Outdoor Event Entry Procedure

Bid Allocation Criteria for Oversubscribed Events

There will be separate entry allocation criteria for the different tiered events to ensure that the different types of event cater for the different types of player base. 

 

Thus, the following criteria will be applied, in order, for the respective level of event i.e. Tier 1 or 2, when the number of teams entered exceeds the capacity of the event.

 

TIER 1

  1. “Protected” teams[*1]
  2. “Invited” teams (GB, international, new/extremely local)[*2]
  3. UKU-Affiliated clubs ranked in the top 24 teams UKU Tour of the previous year OR using new ranking system[*3]
  4. Teams ranked in the top 24 teams UKU Tour of the previous year OR using new ranking system in future[*3]
  5. UKU-Affiliated clubs in order of their total tour points from UKU Tour of the previous year OR using new ranking system in future[*3]
  6. Remaining teams, in order of their total tour points from UKU Tour of the previous year OR using new ranking system in future[*3]
  7. Teams with no record from the previous year/in the overall UK rankings will be below those with a ranking, and will be separated by drawing lots should the need arise.

TIER 2

  1. “Invited” teams (GB, international, new/extremely local)[*2]
  2. Club’s distance from the event, up to 100 miles.
  3. UKU-Affiliated clubs 
  4. Remaining teams, in order of their total tour points from UKU Tour of the previous year OR using new ranking system in future[*3]
  5. Teams with no record from the previous year/in the overall UK rankings will be below those with a ranking, and will be separated by drawing lots should the need arise.

 

[*1] The top 12 teams will be given “protected” team status. This will be determined by the overall tour rankings of 2018 or they will be determined using the new ranking system at the time of entries being open for that particular tournament.


[*2] It is at UKU’s discretion to invite teams, including but not limited to; new teams, foreign teams, teams representing GB or much-changed teams believed likely by the competitions committee (based on e.g. known personnel or early season results) to finish in the top 24.  Teams whose participation the UKU Competitions Committee believe will benefit the growth of Ultimate may also be invited – for example, but not limited to, local teams who may not yet be ready to travel to other tournaments, or teams based in underrepresented geographical areas.  


[*3] The ranking algorithm which will be used to determine a club/team’s overall ranking in the future is still to be confirmed by the UKU Competitions Committee.


Entry Opening/Closing Dates for the Tiered Events

After experimenting with earlier entry deadlines in 2017 and 2018, it is clear that there are two different groups of teams - those that are organised with a clear management structure to enter teams into the events early, versus those that are not as organised and generally enter close to the entry deadline. With this, it has been decided that Tier 1 events will have an Early Bird/Final Closing Date entry process, to assist clubs who want to plan their season early and/or organise logistics in good time, whereas the Tier 2 events will only have one deadline to maximise accessibility for participation teams. Full details below. 


There will be only one entry opening date for each tournament 


Two entry closing dates may be used. It will be at the discretion of the UKU Event Team and dependent on the level of tournament.

 

TIER 1

Tier 1 events will always have two entry deadlines. 

  • Early Bird Deadline
  • Closing Date

The first deadline, the EARLY BIRD DEADLINE, is to give teams the opportunity to confirm their spot at the larger, more competitive tournaments in plenty of time, in part so they can organise logistics early and find cheap travel and accommodation options, whilst also benefiting from a slightly cheaper entry fee (no more than 10% cheaper) in comparison to the later entry window. It may be possible that tournaments will be filled up by the end of the first deadline, with the exception of the protected team spots (please see below). This will mean that the competition details can be confirmed earlier which will be useful for both the players and UKU. It may also provide UKU with the opportunity to organise a related Tier 2 event if there is evidence that enough teams will sign up as a result of them not being offered a space at the Tier 1 event.

 

Importantly though, in conjunction with the first entry deadline window, there will be a more stringent punishment for teams that pull out. To reduce the effect of teams entering in the first window to simply benefit from the slightly cheaper fee, whilst they do not have a committed number of players and/or they are unsure whether they should be entering in the first place, if a team enters before the Early Bird Deadline but pulls out before the tournament weekend they will:

  • Only receive a (maximum) 20% refund after the Early Bird Deadline date (no refund following the Closing Date)
  • Be placed on the blacklist to only be allowed to enter before the Early Bird Deadline at the full entry fee price at the next tournament 
  • Then, once a team has been placed on the blacklist twice, they will not be allowed to enter into the tournament before the Early Bird Deadline until the time that they are able to enter the tournament and not drop out before the Closing Date.

Also, this should reduce the probability that a significant number of (supposedly) guaranteed teams for the tournament pulling out before the event which might have a huge, negative impact on the tournament. 

 

The second deadline, the CLOSING DATE, is to provide the teams that are unsure of their level of commitment from their players the option to enter slightly closer to the tournament date. They will not, however, be guaranteed entry as the number of spots available may be filled at the time of the Early Bird Deadline and/or be oversubscribed at the time of the Closing Date. If the event is not filled by the Early Bird Deadline, the allocation criteria will again be applied to the second ‘lot’ of teams to determine who is offered the remaining space(s) at the event - although we do not deem the former being a problem whilst the new system is being introduced.

 

Teams that enter during the second entry period, however, will be asked to pay the usual entry fee rate. Although, in contrast to the tougher penalties for teams that drop out after entering before the first deadline, for teams that enter in the second window the previously used conditions will apply:

  • Drop out after the second entry deadline and you will only receive a 50% refund
  • Drop out in the three weeks prior to the event and you will not receive any refund (liable for the full team fee)

The only exception to this rule are those given “Protected Team” status. To ensure that the level of competition at Tier 1 events is guaranteed, the teams labelled as “Protected” will be guaranteed a spot at the more competitive event until the Closing Date. However, they will have to pay the same entry fee respective to the entry window that they enter in, as stated above. Only if a “Protected Team” has not entered by the Closing Date will that spot be offered to a “non-Protected Team”. 

 

How will you determine the rankings of teams for the allocation criteria as outlined above?

There will be 3 points at which the rankings of teams will be determined[*4]. This is to allow teams the maximum opportunity to get into the higher tiered event should their team’s ranking improve whilst the entries for this tournament are open. 

  1. “Protected Teams” will be determined at the entry opening date. These top 12 will be stated when entries open and will be guaranteed a spot at the Tier 1 event until the Closing Date.
  2. At the Early Bird Deadline the rankings list from that date will determine how the available spaces at the tournament are allocated. Should all spots be given to teams at this date, those not offered a space will be placed on the waitlist. 
  3. If there are remaining spots at the event following the Early Bird Deadline, another new ranking list will be drawn up on the Closing Date for all teams (including those from the waitlist) and the final spaces will be allocated using the updated rankings. This means that teams that may not have been allocated a spot due to a lower ranking at the Early Bird Deadline may have a better opportunity at getting a space at the Closing Date because of an improved team performance which is reflected in their updated ranking.

[*4] The ranking algorithm which will be used to determine a club/team’s overall ranking in the future is still to be confirmed by the UKU Competitions Committee.

 

To confirm, the ranking list drawn up at the Closing Date will not be used for seeding purposes. Seedings will be determined using the most up to date rankings when the seeding process is carried out by the UKU Competitions Committee. 

 

Moreover, similar to the previous event entry processes, the payment deadline will always be the same as the respective entry deadlines. Teams will not be eligible for a space if the team entry fee has not been paid, although with the new website entry process this concern should be removed.

 

Please note though, as entries will not completely close at the Early Bird Deadline if the tournament becomes full (entries will always be open until the Closing Date), it will be possible for teams that enter in the second entry window to move ABOVE teams that entered before the Early Bird Deadline (and were placed on the waitlist) in the allocation criteria. As such, should a team not be offered a space after entering before the Early Bird Deadline, they WILL be able to pull out before the Closing Date at no penalty. It is only if a team is offered and accepts a space and consequently pulls out that the stringent penalties will apply, as outlined above. Should a team decline their waitlist spot before the Closing Date, a full refund will be processed for their team entry fee.

 

TIER 2

Tier 2 events will only have one entry deadline, the Closing Date. This is to enable maximum participation, especially for those that are closest to the venue. Also, by not having an early deadline it means that those unsuccessful in their Early Bird Deadline bid to a Tier 1 event can have a fair opportunity at making it into the lower tiered event. 

 

The allocation criteria used focuses on providing the best opportunity for local teams to play rather than the emphasis on the competition level as reflected in the Tier 1 allocation criteria and entry deadline process outlined above.