Chairman of International
Gay Rugby, Jeff Wilson has today released details
of the bidding process for the Bingham Cup 2018:
Hello, IGR Club representatives
On behalf of the IGR Trustees, I would like to take
the time to publicise the timeline and high level
process for the bidding of the 2018 Bingham Cup Tournament.
As you are all aware, the Mark Kendall Bingham Memorial
Tournament is the flagship event of the gay and inclusive
rugby community. It represents everything about the
values that our organisation embodies and is one of
the largest amateur rugby tournaments in the world.
After the success that we had with the last Bingham
Cup bidding process for the 2016 tournament, the trustees
decided in our last meeting to follow a very similar
process and to communicate the timeline appropriately.
Other than the announcement date, these dates may
move at any time based on business or unforeseen events,
though we plan to stick to these as much as possible.
The Bid Requirements are still being reviewed as part
of this process and we are on track to publish them
based on the following timeline. Also, we do plan
on a follow up communication in the near future to
provide more details as soon as possible.
Bingham Cup 2018 Bid Process, Timeline and Requirements
3 March – Bid Process Announcement
Announcement of overall process, dates, timelines
guidelines and expected requirements for each step
of the process. Communication of dates for the following
pieces of the process: Host City/Club intention to
bid, Terms & Conditions document between IGR and
the Host Club, Initial PowerPoint/Multimedia bid presentation
to the Board at the 2016 AGM in Nashville, and formal
Bid Requirements Book application.
15 March – Bid Process Opens
Formal intentions to bid in writing will be accepted
from this date. The written intention to bid must
be in the form of a letter from the Chairman/President
of the Member Host Club addressed to Jeff Wilson,
Chairman, International Gay Rugby Association and
Board, 71 Holland Road, West Ham, London, England
E15 3BP, United Kingdom. A scanned copy can be sent
24 March – Requirements Review Completed
The Bid Requirements Book covers the requirements
for a successful international, Rugby Union 15s tournament
– inclusive of gender, scrum legality, and not
limited to anything related to fixtures, marketing,
travel, community involvement and other categories
to be determined by the Trustees, the Regional Representatives
and the IGR Board. In conjunction with this, the IGR
Trustees will update the Terms and Conditions document
between IGR and the Organising Committee of the potential
31 March – Final Bid Requirements Documents
Trustees to publish the bid requirements documents,
Terms & Conditions Document and publish to the
IGR Board Community, igrugby.org mailboxes, externally
for igrugby.org documents and to the external mailboxes
of the IGR representatives. Bid books to be provided
in both a PowerPoint and PDF format, based on the
requirements listed in the Bid Requirements document.
Financials to be provided in the agreed Excel workbook.
24 April – Public Bid Intention Closes
Deadline for formal intention to bid, completed
in writing by the Organising Committee of the Host
Club and delivered both in physical and scanned form
delivered by email. No public marketing of potential
bids can occur prior to acceptance and announcement
by the IGR Chairman. Any intent to bid made public
through public marketing prior to this date may be
considered void prior to acceptance by the IGR Chairman
25 April – Public Marketing Open
After the intent to bid has been accepted, confirmed
and announced by the IGR Chairman on 25 April, the
potential Host Clubs can begin announcing and marketing
their intent to bid. This can include public support
from their local communities, national unions and
potential sponsors as well as direct marketing to
club representatives and potential attendees.
25 May – Annual General Meeting in
Each club is expected to provide a 15 minute high
level multimedia presentation highlighting the points
of differentiation of the potential bid – allowing
for questions from each board member. IGR AGM will
be held at Kissam Center Quad, Vanderbilt University,
2101 West End Avenue, Nashville, TN 37240 on Wednesday
May 25, 2016 at 1:00pm local time (CST). Skype Group
Call to be made available for club representatives
who will not be able to attend in person.
31 July – Bid Book Completion Deadline
Deadline for completed Tournament Bid Proposals
from potential host committees to the Trustees. Trustees
to validate bids virtually through email and committee
calls. The bid documents should be available in English.
Signed Terms and Conditions of the Hosting Agreement
must be included in the official pack.
1 - 12 August – Trustee Review Period
Trustees to review for completion prior to AGM inquiries.
Trustees will review each bid and ask supplemental
questions and clarifications to the bidding Host Clubs.
15 August – Approved Bid Materials
Final bid books from each potential Hosting Club
will be made available for review by all IGR members
clubs. Public discussion of bids to begin via agreed
8 September: Bid Book AGM Inquiries
Supplementary general meeting via conference call
for Tournament Bid Proposal Inquiries. Secret ballot
voting for 2 weeks opens at the conclusion of the
meeting via IGR email address.
30 September – Announcement of the
award of the 2018 Bingham Cup
Press pack and marketing packet completed. Formal
announcement via Skype Call and Press Conference.
FAQ and bid highlights created. Scheduled announcement
Questions about this process can be addressed directly
to me or any of the other trustees, Matthew Whiteley
Jon Glassmeyer (Jon.Glassmeyer@igrugby.org),
Andrew Purchas (Andrew.Purchas@igrugby.org)
or Duane Ward-Voerman (Duane.Ward@igrugby.org).
Good luck to any of the potential bidding clubs!
Chairman, International Gay Rugby