CLPSS USA Yearly Sports Event Hosting Guidelines

Decision-Making Authority

The CLPSS USA Executive Committee will evaluate and approve a host at its sole discretion, based on the following guidelines and criteria.

Evaluation of Multiple Hosts

If multiple applicants submits form to host the tournament, CLPSS USA will evaluate proposals based on:

• Benefits to CLPSS USA members.
• Contribution amount to CLPSS USA.
• Adherence to the guidelines below.

Financial Management

• All funds, including sponsorships, must be deposited into the CLPSS USA bank account.
• In the case of direct receipt of funds by the host will forfeit the terms and all funds received in CLPSS USA bank account will be forfeited.
• Host will have access to the CLPSS USA bank account for deposit purposes only.
• Legitimate receipts must be submitted to CLPSS USA via email for expense reimbursements.
• All receipts must be submitted to CLPSS USA within 15 days of the tournament date for reimbursement.
• CLPSS USA will retain minimum of 10% of Gross Revenue or as per agreement and will forward the remaining funds to the host within 30 days of the tournament.

Eligibility

• The Hosts who have organized the tournament in the current year are ineligible to host it the following year unless no other applications are received.

Insurance Requirements

• Hosts must obtain a quote for event insurance covering one day before and one day after the event. The quote must be submitted with the hosting application.
• Approved hosts must provide a certificate of insurance within five (5) business days of written approval from CLPSS USA. Failure to do so will result in forfeiture of the hosting opportunity, which will then be offered to the next applicant.
• The insurance policy must name “Charotariya Leua Patidar of USA, Inc.” and CLPSS USA as an additional insured.

Parental Consent

• Players under 18 years old must have a consent form signed by a parent or guardian.
• Players under 16 years old must have a parent or guardian present during the tournament.

Contribution & Deposit Requirements

• A refundable deposit of $1,000 is required with the initial application.
• Upon application approval, an additional deposit of $4,000 is required within 30 days and all deposits shall become non-refundable.
• The Host may use vendor sponsorship funds to fulfill additional deposit requirement of $4,000 by depositing it into the CLPSS USA bank account.
• CLPSS USA will retain minimum of 10% of the gross revenue or as per agreement, whichever is greater, as a contribution to the organization.

Sponsorship

• Hosts cannot accept exclusive sponsorships without written consent from CLPSS USA.
• Hosts must recognize approved CLPSS USA sponsors on banners, flyers, virtual platforms, and advertisements for all CLPSS events.
• CLPSS USA will contribute 10% of its yearly sponsorship collection from approved vendors to the event.

Additional Terms

• If a host cannot meet or exceed the above requirements, CLPSS USA may organize the tournament with the assistance of the regional Board of Governors (BOG) and the local community.
• If the region’s BOG or community does not support CLPSS USA, the tournament will be solely hosted or relocated at CLPSS USA’s discretion.
• If a host(s) breaches the contract, all funds received or raised in the name of CLPSS USA must remain with CLPSS USA and must be deposited in its bank account. The host will be ineligible for 2 (two) years in the event of breach of contract.

Disclaimer

All rights are reserved. The above requirements and guidelines are subject to change without prior notice.