Grass Roots Ultimate Benefit (GRUB) Tournament

Beneficiary Application and Process

Grass Roots Ultimate

Grass Roots Ultimate is a non-profit, 501(c)(3), volunteer-run organization dedicated to creating opportunities for people of all ages and skill levels to play, enjoy, and benefit from the sport of Ultimate.

Grass Roots Ultimate Benefit Tournament (GRUB)

GRUB is a fundraising tournament run by GRU. It supports community improvement by raising funds for a local, non-profit organization.We believe that the spirit of sportsmanship, inherent in the game of ultimate, can provide a model forindividual and social responsibility within our community.

GRUB will take place July 15-16 2017. GRU and the beneficiary will work closely together to plan and operate the event. After a beneficiary is chosen, the GRU board will meet with the beneficiary to coordinate event details. The beneficiary should plan to devote significant time to fulfilling its responsibilities during the tournament (see requirements listed below).

While it can vary from year to year, GRUB typically raises $10,000+ for the beneficiary. Funds are raised by a combination of the base player entry fee as well as by additional donations from players and donations solicited by players. Donations are made to GRU and a grant is made by GRU to the beneficiary.

General Guidelines for selecting the GRUB beneficiary

The Grass Roots Ultimate Board of Directors will select the GRUB beneficiary based onseveral factors, including:

Must be a non-profit organization with 501(c)3 status.

Must be a community-based organization serving the Boulder/Denver metro area.

Application must be complete and submitted electronically to .

We look favorably upon non-profits in which GRU players have some involvement orconnection — for example, as staff, as volunteers, or in some other way.

We favor smaller, grassroots organizations where our contributions will make a significant difference.

Organizationmust commit to fulfilling the following responsibilities:

  1. Providing volunteers on Friday, Saturday, and Sunday the weekend of the event. See volunteer schedule/expectations on page 2 of this document for a full description of volunteer tasks.
  2. Providing player benefits (each dollar saved thanks to the beneficiary’s relationships with vendors/donors is a dollar more GRU will be able to donate directly to the beneficiary):
  3. Provideone or two incentive prize(s) valued around $200 toaward to our highest fundraising participant(s). For example, a pair of tickets for the Avs or Nuggets.
  4. Provide an incentive prize for the highest fundraising team(s). Each team usually has around 20 participants. Prizes could include an item for each member of the team (hat, shirt, water bottle, etc…) or a food item to be shared amongst the team members (ice cream, baked goods, beverages, etc…).
  5. Gather donations of basic needs for the tournament. Such items include bagels, fruit, snacks, and beverages.
  6. Connect the Tournament Director with a food vendor who could provide our Saturday evening player meal at a decreased cost so that we can donate more to the beneficiary. This meal is one of the tournaments largest expenses and a beneficiary with an established relationship with a food vendor can be extremely valuable. We serve 450 participants dinner on Saturday evening.

TIMELINE

Application Due Date: March15, 2017

Submit electronically to:

Beneficiary selection announced by: April 1, 2017

Volunteer Schedule/Expectations

Friday Afternoon: Up to two (2) volunteers

  1. Assist with loading of equipment and supplies at the GRU storage locker.
  2. Pickup/deliver donated supplies as necessary. Including getting bagels and bananas.

7:30AM – 9:30AM Saturday: No less than four (4) volunteers

  1. Field Setup – fields are lined but volunteers need to place eight (8) cones on each field to define the boundaries of play.
  2. Tournament Central Setup – several tents are set up to accommodate our beneficiary, event manager, athletic trainer, and any additional vendors. Volunteers will assist with setup as requested.
  3. Providing Player Water – two to four water stations will be set up around the field complex to serve players hydration needs. Water is filled near the permanent bathroom facilities and transported to the field water stations by use of a motorized golf cart. All stations must be ready by 9AM.

9:30AM – 4:00PM Saturday: No less than three (3) volunteers

  1. Staff Tournament Central – at least one volunteer should be available at tournament central to answer player questions, collect player fees, distribute player prizes/incentives, and to represent your charitable organization.
  2. Refill Player Water – the water stations must be monitored constantly throughout the day to ensure no station ever runs out of water. Water is filled near the permanent bathroom facilities and transported to the field water stations by use of a motorized golf cart.
  3. Remove Excess Trash – some of the filed trash cans fill rapidly during the day. To minimize end of day cleanup the trash cans must be monitored and emptied as necessary. Trash is removed from the metal field trashcans, placed into trash bags, and placed in the dumpster in the parking lot.
  4. Monitor Restroom Facilities – ensure that portalets have adequate toilet paper available for participants.

4:00PM – 7:30PM Saturday: No less than six (6) volunteers

  1. Player Meal Setup – coordinate with the meal provider to ensure that food service will run smoothly.
  2. Player Meal Service – many food providers will decrease our cost if we provide volunteers to serve the food. At least four volunteers should be available to assist with meal service.
  3. Field Cleanup – as participants leave the fields for the day volunteers must walk the grounds and pick up all the trash left behind. In addition all of the facilities trashcans must be emptied into trash bags and deposited in the dumpster in the parking lot. GRU is 100% dependent on our relationship with field providers and leaving the facility perfectly clean every day after our use is a standard that we cannot compromise on.
  4. Field cones and water stations do not need to be broken down on Saturday evening.
  5. Tournament Central Breakdown – all of the tournament central tents, table, chairs, etc. need to be stored in the provided truck overnight.
  6. Player Meal Cleanup – a significant amount of waste is generated during the player meal. Volunteers must ensure that the facility is clean and all trash is in the dumpster before leaving the facility.

7:30AM – 9:30AM Sunday:No less than three (3) volunteers

  1. Tournament Central Setup – see above
  2. Refill Player Water – the water stations must be refilled prior to the beginning of play. Water is filled near the permanent bathroom facilities and transported to the field water stations by use of a motorized golf cart.

9:30AM – 4:00PM Sunday:No less than three (3) volunteers

  1. Staff Tournament Central – see above
  2. Refill Player Water – see above
  3. Remove Excess Trash – see above
  4. Monitor Restroom Facilities – see above

4:00PM – 7:30PM Sunday:No less than four (4) volunteers

  1. Field cleanup – as participants leave the fields for the day volunteers must walk the grounds and pick up all the trash left behind. In addition all of the facilities trashcans must be emptied into trash bags and deposited in the dumpster in the parking lot. GRU is 100% dependent on our relationship with field providers and leaving the facility perfectly clean every day after our use is a standard that we cannot compromise on.
  2. Collect Field Equipment – cones and water stations need to be collected and packed into the truck.
  3. Tournament Central Breakdown – all of the tournament central tents, table, chairs, etc. need to be packed into the provided truck.
  4. Assist with unloading of equipment and supplies at the GRU storage locker.

Note: If significant GRU volunteers/staff time is required to complete the volunteer tasks listed above the beneficiary donation will be reduced as determined by the tournament director and GRU Board of Directors.

GRUB BENEFICIARY APPLICATION

I. Organizational Information

Name of Organization:

EIN/501(c)3 Number:

Website:

Primary Contact (name, phone, emails):

II. Narrative (please do not exceed three additional pages)

  1. In one or two sentences, what is the basic message that you want to the ultimate community, whom may not already be familiar with your cause, to understand about the organization?
  1. What target audience does your organization server (not to exceed one paragraph)?
  1. Highlight a program success story in the Boulder/Denver area.
  1. How will these funds be used to impact your organization?
  1. Who is the ultimate player involved with your organization and is that player committed to helpingthe organization prepare for the tournament?
  1. How do you plan to fulfill the beneficiary volunteer expectations as outlined in the application cover letter?
  1. How do you plan to fulfill the player benefit requirements as outlined in the application cover letter? Please provide examples of donations your organization has acquired in the past or relationships your organization has with vendors that could help defer costs associated with running this tournament or that could be used for incentive prizes?