Home | Teams | Submit A Bid | Logistics
We’re looking forward to hosting you at Mash-Up! Please review this page for important information to help you organize logistics for your team’s participation.
❓Have more questions? Send us an email at withoutlimitsultimate (at) gmail (dot) com
💰 Payment and Refund Information
⛈ Inclement Weather Policy
😷 COVID Safety Protocols
🌿 Field Information
🚗 Travel Information
🗓 Schedule
💰 Payment and Refund Information
Payment Information
🚨🚨🚨 There are two steps to confirming your spot at Mash-Up:
- Submit a bid here.
- Send payment by your payment deadline using one of the following methods:
- PayPal $475 to @wlultimate. In the “Note” section, please enter your team name. Please use the Friends & Family option or cover the cost of any transaction fees in your payment so that we will receive the full $475.
- Venmo $475 to @WithoutLimits-Ultimate. In the “Note” section, please enter your team name. The last 4 digits of the phone number are 0274.
If you need to send a check or are not able to send payment immediately:
- Send an electronic placeholder payment (of $475) using the above methods to confirm your spot. In the “Note” section, please enter your team name and “placeholder.” We will refund your electronic placeholder as soon as we receive payment from your school.
You must send payment to confirm your spot.
If you need check information, invoice, and/or W-9, please indicate this on your bid form or email withoutlimitsultimate (at) gmail dot com.
Refund Information
Team Drops
In the event that your team needs to withdraw from the tournament, refunds will be handled as follows:
Notification after:
December 15 – 50% refund
January 1 – no refund
If your team drops from the event after the 50% refund deadline, in order to submit a bid to a future Without Limits event, you may be required to pay an extra $50 deposit. The $50 deposit will be returned to you at the end of the event.
Cancellation Due To COVID
If the event must be canceled due to COVID, you will receive at least a 75% refund. We promise to be fair and will refund as much of your bid fee as possible. Bid fees retained will be used to cover irrecoverable costs (e.g. fields, rentals, supplies).
Cancellation Due To Weather
The site has a good inclement weather policy, but in the event of cancellation due to severe weather conditions, we reserve the right to cover our upfront costs. Similar to above, we promise to be fair in our handling of refunds. However, due to the last minute nature of weather cancellations, we may have more irrecoverable costs than a COVID-related cancellation that takes place 1-2 weeks before the event.
⛈ Inclement Weather Policy
The site has an amazing inclement weather policy, but if cancellation occurs due to severe weather conditions, we reserve the right to keep some or all of your bid fee in order to cover our upfront costs.
Please note that our new inclement weather policy is designed to deliver the best overall experience to as many teams as possible.
In the event of inclement weather (excluding extreme conditions such as snow or lightning), we will have four turf fields available at Smith River. We have also researched a number of other turf sites within a 3 hour radius. Given the number of other spring sports leagues and tournaments, turf availability at other sites is very limited. Although availability is unlikely, possible backups sites are located in Advance, NC; Greensboro, NC; and the Triangle (Chapel Hill, Durham, Raleigh), NC.
The first 8 women’s teams and 16 men’s teams to register and confirm their spots with payment will be given preference in inclement weather scheduling. If only Smith River turf is available, we will accommodate these teams first. If additional fields become available (i.e. some Smith River grass fields remain open or there is availability at other turf sites), we will accommodate more teams based on the order of registration, with consideration given to timely responses to inclement weather communication.
Please note:
- If a split site is implemented, teams may be split based on a number of different factors, including tier and/or gender division.
- Make sure that your team is prepared to travel independently. Teams from the same school may not be placed at the same site (e.g. A and B teams; women’s and men’s teams).
- Take note of your hotel’s cancellation policy. Many hotels allow cancellation up to 48 hours before check-in and you may want to factor this into your booking decision.
- Tiers may be combined or teams may be moved between tiers.
- We will communicate proactively with teams. Please be prepared to respond to emails and texts in a timely manner.
In the event of extreme inclement weather, the event will be cancelled. Player safety is our priority.
😷 COVID Safety Protocols
If the event must be canceled due to COVID, refund information is here.
Per USA Ultimate guidelines, in order to participate at Mash-Up (a regional / national event), players and coaches must:
- Provide proof of completed vaccination OR
- Submit proof of a negative COVID-19 PCR test – test must be performed within 48 hours of the start of the event and submitted prior to participation
Teams in violation of this policy will receive one warning and will be removed from the event upon the second infraction. Please help us comply with USA Ultimate guidelines as well as ensure the safety of all event participants.
Because we are not able to verify vaccination status for spectators, we ask that all spectators socially distance. Where social distancing is not possible, we ask that spectators wear a mask. Please communicate this to any friends and family who plan to attend. The safety of our community is of the utmost importance.
Instructions for Submitting Proof of Completed Vaccination
Step 1: Log in to your USAU Membership Profile.
Step 2: Click “View/Edit Your Information” in the yellow highlighted section near the top of the page.
Step 3: Click “Next” to get to the second tab – “2. Personal Information.” Fill in the COVID-19 information in the lower right corner. Remember to click “Upload Picture” after you’ve chosen your file. (Note: jpg or png files seem to upload best.)
Step 4: Go through any remaining steps on the remaining tabs. Click “Finish” when you are done to save all information.
Having issues with uploading proof of vaccination?
- Make sure the file type is a JPG or PNG. PDF files will not work.
- After you choose the file, click on “Upload Picture.”
- Click on “Next” through remaining tab. Click “Finish” when you are done to save all information.
If you are unable to upload proof of vaccination to your USA Ultimate account, please email a picture of your vaccination card to withoutlimitsultimate@gmail.com. In the email subject, put “Vaccination Card – Player Name, Team Name”.
Instructions for Submitting Proof a Negative COVID-19 PCR Test
Using a Google account, please fill out this form and upload your negative COVID-19 PCR test result. Read the complete instructions at the top of the form.
If you do not have a Google account, please email your test results to withoutlimitsultimate@gmail.com. In the email subject, put “PCR Test Results – Player Name, Team Name.” Your results must include:
– Your First and Last Name
– Date of Test
– That it was a PCR test
– Negative Result
Please note that these guidelines are subject to change at any time without notice.
🌿 Field Information
Smith River Sports Complex
1000 Irisburg Rd.
Axton, VA 24054
(276) 638-5200
http://smithriversportscomplex.com
Four of the fields will be field turf (the nice kind!) and eight will be Bermuda grass fields. Ten of the fields have lights. The grass fields are fully irrigated and drain upwards of 10-12 inches of water per hour, making for excellent playing conditions even in inclement weather.
The field site has a ton of extra amenities including full restrooms, a concession stand, picnic areas, a playground, a sound system, and a plethora of tables, chairs, tents, and coolers.
The Complex is a dog-friendly park. Dogs must be on leash no longer than 8 feet.
🚗 Travel Information
You will most likely want to fly into Raleigh-Durham (RDU), but other options are Piedmont Triad International (GSO) or Roanoke Regional (ROA).
Tournament Hotel
Comfort Inn Martinsville
1895 Virginia Avenue
Martinsville, VA 24112
276-666-6835
comfortinnva612@gmail.com
Amenities include:
– Free hot breakfast with hot waffles
– Free Wi-Fi and wired internet access
– Outdoor pool
– Business center
– In-room flat-screen televisions, microwaves, refrigerators, and coffee makers
– Coin-operated laundry available
Just mention “Ultimate Frisbee” when booking to get the group rate. Rooms are only $74+tax. The normal rate is $104+tax. We only have a limited number of rooms in our block, so book today to secure your special rate!