USA Ultimate-sanctioned events must be run in accordance with the following guidelines.
Proper Use and Safety Rules
• General Safety Rules
• Sideline Safety
• Field Use
• Insurance Coverage
• Accident Report/Claim Form
Competition Guidelines
• Spirit of the GameTM
• Formats
• Score Reporting Tool
• Rules
• Observers
Sanctioning Procedures
• Minimum Requirements
• What "events" can be sanctioned by USA Ultimate?
• Rosters
• Liability Waivers
• Dues/Fees
• Youth Participants
• College Eligibility
• USA Ultimate College Regular Season
• Deadlines
• Event Cancellation
Apply For Sanctioning - Download the application if you have read the event guidelines and would like to apply to have your league, clinic, practice or tournament sanctioned by USA Ultimate.
Please contact sanctioning@usaultimate.org with questions.
Proper Use and Safety Rules
First and foremost, organizers and players are responsible for the safety of themselves, participants and spectators. All are expected to comply with safety guidelines when hosting a USA Ultimate-sanctioned event.
General Safety Rules
Organizers of USA Ultimate-sanctioned events must:
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Sideline Safety
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Spectators and gear must remain a minimum of five meters from the perimeter lines (real or imaginary) surrounding the field. This includes but is not limited to bags, strollers, chairs, coolers and tents.
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If a player feels that an object on the sideline is not safe, s/he should inform Event Staff and should refrain from playing until s/he is satisfied that safe conditions have been established.
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USA Ultimate and Event Staff reserve the right to move or remove objects or spectators from, on or near the playing field if those conditions are, in the opinion of USA Ultimate or Event Staff, unsafe for players, staff, or spectators.
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Field Use
Organizers and event directors must have appropriate permits to use "fields" for USA Ultimate-sanctioned events. Fields include any area designated for Ultimate use during a sanctioned event. Discretion must be used when determining whether or not to continue with games in a situation that may be detrimental to the care and condition of the fields. Situations such as these could include, but are not limited to, participation during or after weather such as rain or snow when fields may be saturated. USA Ultimate encourages the proper use of fields and recommends canceling events or games when necessary to avoid the mistreatment or destruction of fields.
The playing field and surroundings should be essentially flat, free of obstructions, and afford reasonable player safety. Well trimmed grass is the recommended surface. The corners of the playing field proper and the end zones should be marked by cones made of a brightly colored, flexible material.
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Insurance Coverage
All USA Ultimate-sanctioned events are required to provide insurance coverage for their events. In order to receive insurance coverage from USA Ultimate, you are required to complete the Insurance Request Page in the sanctioning application. Applications and requests for insurance coverage must be received prior to the start of the event (insurance certificates can not be back-dated). Events that have already been approved for sanctioning can request additional insurance certificates by completing and returning the insurance request form. USA Ultimate insurance does not cover non-Ultimate activities such as socials, parties, showers, non-Ultimate games, driving, alcohol, food, etc. Review a summary of USA Ultimate's general liability policy for more details.
If you are using your own insurance provider for a sanctioned event, you must provide USA Ultimate with a certificate of coverage listing USAU as an additional insured. The certificate must include the following:
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USA Ultimate
4730 Table Mesa Drive, Suite I-200C
Boulder, CO 80305
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Name and dates of the event
Minimum coverage of $2 million general aggregate and $1 million each occurance limit
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Accident Report/Claim Form
An accident report/claim form must be completed immediately when an accident occurs and mailed or faxed to the contacts on the instruction form. This holds true whether the person involved is a participant or a spectator, or whether or not you feel the incident will result in a claim. Although you may not have sufficient information to answer all the questions, it is important that the form be completed as fully as possible. Do not delay sending in the report form; an incomplete form is better than none at all. Always include your name and daytime phone number where indicated on the form.
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Competition Guidelines
Spirit of the Game
Ultimate has traditionally relied upon a spirit of sportsmanship that places the responsibility for fair play on the player. Highly competitive play is encouraged, but never at the expense of mutual respect among competitors, adherence to the agreed-upon rules, or the basic joy of play. Protection of these vital elements serves to eliminate unsportsmanlike conduct from the Ultimate field. Such actions as taunting opposing players, dangerous aggression, belligerent intimidation, intentional infractions, or other 'win-at-all-costs' behavior are contrary to the spirit of the game and must be avoided by all players.
Spirit of the GameTM sets Ultimate apart from other competitive team sports. For over 30 years, Ultimate has flourished, reaching a highly competitive level, without the use of referees. In Ultimate, the honor system works. Sure, human nature rears its ugly head from time to time - just as in any sport, just as in life. Yet, one of the many beauties of Ultimate is how, even amid the most difficult of situations, utmost graciousness is allowed to meet that challenge head on. Through this balance, Ultimate players are free to demonstrate the most honorable and the most joyous sides of human nature in sport.
Most Ultimate players care deeply about Spirit of the GameTM. The organizational challenge for USA Ultimate is to foster an environment where the challenge does not become, "to see what I can get away with". Rather than dictate what Spirit of the GameTM is or should be, it is up to each player to do so for him or herself within the context of the teams he or she plays with and against.
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Formats
Organizers may use the USA Ultimate Formats Manual as a resource to help determine the format for a tournament.
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Score Reporting Tool
Organizers of sanctioned events are welcome to use the online score reporting tool to manage their event. The score reporting tool can display various tournament formats and will provide a place to publish results for all games. Instructions for adding a tournament to the score reporting tool can be found here.
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Rules
USA Ultimate-sanctioned events will be played under the current edition of the USA Ultimate Official Rules of Ultimate. Experimental rules changes (i.e. those outside of the current edition of the USA Ultimate Official Rules) may be permitted, but must meet the following criteria:
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They must be communicated in detail during the sanctioning application process and must be pre-approved by USA Ultimate.
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They must be approved by the event organizer.
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They must be agreed upon by teams prior to the start of competition
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Observers
Only USA Ultimate Certified Observers are permitted to officiate at USA Ultimate-sanctioned events. Please contact your regional observer coordinator if you would like assistance finding USA Ultimate Certified Observers for your event.
Experimental changes in officiating responsibilities (i.e. those outside of the current edition of the USA Ultimate Observer Manual) may be permitted, but must be communicated in detail during the sanctioning application process and must be pre-approved by USA Ultimate.
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Sanctioning Procedures
If your event is sanctioned by USA Ultimate, you will be responsible for ensuring that the appropriate materials are submitted to USA Ultimate. These include rosters, waivers, and fees, as well as chaperone forms if you have youth players.
Materials can be collected at the event, but directors may also require that participants submit them directly to USA Ultimate. As the Event Organizer you can choose how you want to handle this process. USA Ultimate is constantly working to provide additional services to make these steps easier.
Minimum Requirements
Quality is the key. USA Ultimate-sanctioned events must at a minimum meet the following guidelines:
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Provide insurance coverage, safe fields, potable water, restrooms and good organization.
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Have a cell phone for emergency use at the fields for the duration of the event.
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Provide directions to area hospitals in player programs, at event headquarters and with an organizer or official that will be at the fields throughout the course of the event.
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Follow USA Ultimate's definition of the sport as a, "Player defined and controlled non-contact team sport played with a flying disc on a playing surface with end zones in which all actions are governed by the Spirit of the Game"" and must be played according to USA Ultimate's current edition of rules.
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Organizers must avoid the misuse or destruction of playing surfaces;
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Event organizers must read and abide by the use, health and safety guidelines regarding our lightning policy, heat, nutrition and hydration, and field and sideline use found
online. Keep a copy with you at the event for reference.
The following are not required, but are recommendations for sanctioned events:
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Provide lined fields, food, shelter, social event and discs.
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Have an EMT at the field location during the event.
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Provide 2 coolers full of ice, for emergency use only.
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Provide 2 complete First Aid Kits with matching supplies for minor emergencies.
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Notify local ambulance companies of the dates and location of your event the week prior.
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What events can I apply to have sanctioned by USA Ultimate?
USA Ultimate is devoted entirely to the sport of Ultimate as defined by USA Ultimate and the current edition of the rules. As a membership based organization, USA Ultimate only endorses and affiliates with events that support our definition of Ultimate and our mission statement. USA Ultimate defines Ultimate as a:
"Player defined and controlled non-contact team sport played with a flying disc on a playing surface with end zones in which all actions are governed by the Spirit of the Game."
For the purposes of event sanctioning, an "event" is defined as the occurrence of a single Ultimate activity or program which runs continuously for a specified amount of time.
A sanctioned event must meet the following criteria:
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Can include practices, leagues, tournaments, and clinics.
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All players, teams and divisions must be included as part of the sanctioned event unless you are providing your own insurance coverage.* An organizer may not apply to sanction individual days, divisions, field sites or portions of an event.
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USA Ultimate sanctions (and insures) events, not teams. Therefore, everyone at a sanctioned event must be registered. Players/teams can not opt out of registering if they are participating in a sanctioned event.
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Each individual event must be sanctioned separately with USA Ultimate. This includes events which have a separate or additional registration process, gaps in play, different names, etc. Examples would be seasonal leagues and practices.
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Events may not exceed 6 months.
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With the exception of winter leagues, events may not be sanctioned across two calendar years (i.e. Nov.-Feb.). To sanction for the following year, applicants will need to reapply.
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USA Ultimate insurance covers all Ultimate related activity at affiliated events. Insurance does not cover non-Ultimate activities such as socials, parties, showers, non-Ultimate games, driving, alcohol, food, etc. Read more about USA Ultimate's
general liability policy.
*Organizers may apply to sanction a particular division of their event (i.e. a masters division or college division) if they abide by the following:
- Provide $2 million of liability coverage for the entire event and provide USA Ultimate with a certificate of coverage naming USA Ultimate as an additional insured.
- Teams registered for a sanctioned event or division may only compete against other teams registered for the sanctioned event (i.e. teams may not compete against teams playing in a non-sanctioned division of the same event).
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Rosters
A complete USA Ultimate roster needs to be submitted for each team that participates. Organizers may use an excel spreadsheet in place of the actual roster form but it must contain all of the same information. All participants must be listed on a roster.
Rosters may be submitted through the online or manual rostering system. Manual rosters may be mailed or emailed to sanctioning@usaultimate.org.
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Liability Waivers
Each participant is required to have a completed waiver on file with USA Ultimate. Waivers for annual members are good for one calendar year. Each calendar year, players must submit a new waiver. Waivers may be mailed to USA Ultimate or members may complete an online waiver. Please do not email or fax waivers.
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Dues/Fees
Each participant of a USA Ultimate-sanctioned event is required to either be a USA Ultimate member or pay the one time event fee. One time event fees are $10 for adult players (18 or older) and $5 for youth players. Upon paying an event fee, the player is then entitled to participate in that event for the duration of the event (i.e. if a practice lasts several weeks, the player only pays the event fee once). Players who pay the one time event fee will in no way be a member of USA Ultimate and will not receive other benefits associated with USA Ultimate membership. Event fees are only offered for USA Ultimate-sanctioned events. Participation in USA Ultimate Championship events requires membership. Participants in sanctioned events who are non-members must pay an event fee for each USA Ultimate-sanctioned event they participate in.
While USA Ultimate does encourage full membership sign up for the benefit of the players, either payment option is permitted for participation in a sanctioned event. Read about the rebate program for additional reasons to encourage players to become USA Ultimate members.
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Youth Participants
Applies to participants under the age of 18.
- WAIVER: Youth participants must complete/sign the waiver of liability AND have it signed by a parent/guardian. The waiver can be mailed in to USA Ultimate or members can complete the waiver online by logging in to their online account.
- CHAPERONES: Each team/event with a youth participant must have an adult chaperone. It is recommended but not required that every youth team have 2 chaperones and that 1 chaperone be retained for every 12 youth participants. Each chaperone must complete a background check and be 21 years old. A minimum of one chaperone must be identified for each team with minors participating.
- MEDICAL AUTHORIZATION FORM: Each youth player must complete a Medical Authorization Form. This form is kept on site by the appointed chaperone for use in an emergency. It is the organizer's responsibility to make sure these forms are completed and that youth players don't participate without them. These forms are not turned in to USA Ultimate.
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College Eligibility
Participation in a USA Ultimate event or a USA Ultimate-sanctioned event initiates your college eligibility period. It is the responsibility of the event organizer to be familiar with the current college eligibility rules, especially relating to how participation in a USA Ultimate-sanctioned event affects college eligibility.
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USA Ultimate College Regular Season
In order to improve the determination of regular-season rankings, all regular-season collegiate events will be required to be sanctioned by USA Ultimate in order for the participating teams’ results to qualify for official regular-season records and standings. In an effort to make the regular season more meaningful, these sanctioned games now will be included in a season-long rankings formula for all eligible teams to determine bid allocations for the 2011 USA Ultimate College Series. The 2011 regular season will run from January 1 through April 3.
For the 2011 season, USA Ultimate-sanctioned events with college teams in attendance must comply with the following requirements. These requirements are mandatory. Organizers of these events may not opt out of complying and college teams at these events may not opt out of participating as a college team
Event organizers:
- Must require participating college teams to enter their roster for said sanctioned event via the online rostering system at least 48 hours prior to the start of the event;
- Must provide a list of the school and team names for any college team participating at said event to sanctioning@usaultimate.org at least 3 days prior to the start of the event;
- Are required to provide a copy of the college team roster report for that event to the team contact for each college team at the event (the report will be provided by USA Ultimate prior to the event);
- Will submit or verify the final scores of games between college teams at their events through USA Ultimate's online score reporting tool within 24 hours of the conclusion of the event.
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Deadlines
Organizers must submit outstanding materials every couple of weeks throughout the course of their event (unless of course everything is taken care of). All final materials must be submitted (postmarked) no later than 10 business days after the last scheduled day of the event.
Deadlines are important for many reasons. USA Ultimate works to process materials (especially waivers and fees) as soon as possible after they are received. Players need these materials to be accounted for at USA Ultimate so they can begin receiving additional benefits and in order to participate in other USA Ultimate events. As the organizer of a USA Ultimate-sanctioned event, you should submit any outstanding materials promptly and regularly (at least every 10 business days). When sending large amounts of materials, please use certified or priority mail and organize materials by team (if applicable). Please do not send cash.
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Event Cancellation
There is a $25 fee for canceling a sanctioning application after it has been submitted. Event organizers must notify USA Ultimate prior to the scheduled start of an event if their event is being canceled for any reason. Failure to do so may result in a forfeiture of the sanctioning deposit.
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Applying For Sanctioning
If you have read the sanctioned event guidelines and would like to apply to have your event sanctioned by USA Ultimate, read these procedures for applying.
- The event organizer who signs the contract and application and who will be responsible for the event materials must be an adult (18 or older).
- Review the sanctioning guidelines and procedures.
- Review and complete USA Ultimate sanctioning contract/application.
- Organizers applying for sanctioning must be a current member of USA Ultimate and must have a waiver on file. Include a check with your application or login to pay online for your membership. Waivers can be mailed or signed online.
- Submit the completed application along with the deposit to: USA Ultimate, Attn: Event Sanctioning. This must be received at least ten business days prior to the start of the event.
- Event organizers will be notified once their application has been received and reviewed.
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