1. REQUEST FOR INFORMATION PROCESS AND CONCLUSION OF AGREEMENT
1.1 The Esports World Cup Foundation, a non-profit organization registered with the National Center for Non-Profit Sector in the Kingdom of Saudi Arabia ("KSA") under registration number 1100025300, with its registered office at 3450 Al Imam Saud Ibn Faisal Rd, 6496 Al Malqa District, 13523, Riyadh, KSA ("EWCF"), will organize the Esports Nations Cup ("ENC"), which is scheduled to be held for the first time in November 2026 and thereafter every two years.
1.2 The concept of the ENC is that players who have either qualified or received an invitation will compete for their country or territory at the ENC (together, a "National Team Delegation") in a unique cross-game format, involving competition across multiple game titles (each, a "Game Title") against other National Team Delegations.
1.3 The tasks and operations associated with a National Team Delegation’s participation in the ENC, may be carried out either (i) entirely by an independently operating national team manager (the "National Team Manager") or (ii) in part by a national association based in the respective country or territory (the "ENC National Team Partner").
1.4 Against this background, EWCF is conducting a request for information process (the "RFI Process") through which interested natural persons and national esports associations may submit applications to be considered for appointment as the National Team Manager (hereinafter "NTM Applicants") or as the ENC National Team Partner of a specific National Team Delegation (hereinafter "NTP Applicants" and with NTM Applicants collectively hereinafter "Applicants").
1.5 The rules governing the conduct of the RFI Process, the requirements for participation, and the criteria for awarding the title of ENC National Team Manager or ENC National Team Partner are set out in this Procedure Letter (the "Procedure Letter"). No other terms or conditions apply to, or are incorporated into the RFI Process. Furthermore, no agreements or understandings other than this Procedure Letter have been or will be concluded between any Applicant and EWCF in connection with the RFI Process, whether verbally or in writing.
1.6 By clicking the "I Accept" or a similar confirmation button on the RFI Process website ("RFI-Website") or confirming a similar statement in the digital document to be sent to [email protected] and receipt of the subsequent confirmation email by EWCF, this Procedure Letter is concluded between the EWCF and the respective Applicant.
2. SUBMISSION OF INFORMATION AND A QUALIFIED APPLICATION
2.1 Upon acceptance of this Procedure Letter, the Applicant shall be granted access to a structured information‑exchange process. In this context, the Applicant will be provided with further information regarding the role and the specific responsibilities of theNational Team Manager and/or the ENC National Team Partner, depending on which position the applicant has registered for ("Desired Position"). After that, the Applicant will be requested by EWCF to provide additional information, depending on the Desired Position:
2.1.1 For NTM Applicants, such requests for information may include, without limitation: personal details (e.g., full name, address, date of birth, photograph, and a copy of a valid identification document), application materials (e.g., curriculum vitae and letters of recommendation), and information regarding the NTM Applicant’s esports‑industry knowledge, general work experience, professional network, and experience in esports, event, and team management.
2.1.2 For NTP Applicants, such requests for information may include, without limitation, general information on the NTP Applicant (e.g. ownership and legal form, members and endorsers, government recognition, governance, financial operations, tax and banking details), personal details of the person submitting the application and of persons set to fulfill the obligations of the ENC National Team Partner (e.g. names, birthdays, residences, copy of passports, curriculum vitaes) as well as recommendations for NTM Applicants with whom the NTP Applicant would prefer to work.
2.2 EWCF may, at its discretion, implement at any point further measures to collect information, including Q&A sessions and online interviews.
2.3 The indicative timelines for the respective steps and phases of the RFI Process – including deadlines for applications, the submission of documents, and dates of online-interviews – will be communicated by EWCF to the Applicant within the course of the RFI Process. EWCF may, at its sole discretion, update or amend any timelines and/or deadlines at any time.
2.4 If, on the basis of the information submitted, the Applicant remains eligible as a candidate for the Desired Position, EWCF will provide the Applicant with a draft National Team Manager service agreement (the "NTMSA") or ENC National Team Partner agreement ("NTPA"), as applicable. The NTMSA and the NTPA set out the specific obligations and responsibilities of the National Team Manager and the ENC National Team Partner. In order to submit an offer that EWCF may consider in its subsequent decision‑making phase, the Applicant must execute the NTMSA (or the NTPA, as applicable) unilaterally and upload the executed NTMSA/NTPA via the RFI‑Website in accordance with the instructions provided by EWCF. For the avoidance of doubt, provision of the NTMSA/NTPA does not constitute, and shall not be construed as, an offer capable of acceptance by any Applicant. A binding NTMSA/NTPA shall come into effect only upon EWCF’s formal countersignature.
2.5 To be deemed a qualified application for consideration in the further course of the RFI Process (a "Qualified Application"), the Applicant must satisfy the following prerequisites:
- The Applicant shall submit all requested information in the form prescribed by EWCF and within the applicable deadlines communicated.
- The Applicant shall electronically execute the NTMSA/NTPA and upload it via the RFI‑Website in accordance with the instructions provided by EWCF.
- The Applicant must meet the minimum eligibility requirements, namely: For NTM Applicants: (i) be a natural person with of at least 18 years of age and the legal capacity to contract, (ii) have no undisclosed actual or potential conflicts of interest as set out in Section 5.2., (iii) not be banned from travelling to the KSA, (iv) have no relevant criminal convictions, (v) have not committed any esports integrity violations in particular regarding betting and gambling, and (vi) has not been banned by publishers, federations, or event organizers. For NTP Applicants, foregoing minimum eligibility requirements shall apply to persons set to fulfill the obligations of the ENC National Team Partner mutatis mutandis.
2.6 If any of the foregoing prerequisites are not met, the application will not be deemed a Qualified Application and will not be considered by EWCF in the further evaluation and selection process.
3. EVALUATION AND DECISION
3.1 After the application deadline has passed, EWCF will evaluate the Qualified Applications it has received. Within the course of the evaluation, EWCF may conduct Q&A sessions or online interviews and may request clarifications and/or additional information from Applicants in its sole discretion.
3.2 Upon completion of the evaluation process, EWCF shall decide (i) whether an ENC National TeamPartner shall act together with a National Team Manager or the National Team Manager shall act alone with the full scope of responsibilities, and (ii) which Applicant(s) shall be appointed respectively.
3.3 The decision referred to in Section 3.2(i) may be based on a comparative assessment of the capabilities as well as the relevant experience demonstrated by NTM Applicants and NTP Applicants, respectively. EWCF shall assess and evaluate the Applicants both comparatively and on their individual merits against the following non‑exhaustive criteria:
- recognition within the national, regional, and/or international esports and sports community and presence in social media;
- relationships and network within the esports and sports ecosystem, including with local government entities, teams and/or players;
- operational experience in the games and/or esports or sports industry;
- experience performing the responsibilities and obligations set out in the NTMSA/NTPA, including event management, player management, marketing, and business development;
- willingness to devote sufficient time, in particular during qualifiers and ENC tournament period and refrain from engagements that create conflicts; and
- personal and cultural competence of the individuals set to be involved in the Desired Position (e.g. English and local language skills).
EWCF retains full discretion to determine the weighting of the foregoing criteria, to take into account additional criteria not expressly listed, and to make the decision. EWCF may, in its sole discretion, involve and consult one or more publishers of the Game Titles in such decision and shall have no obligation to disclose, explain or otherwise communicate the reasons for any decision, including its appointment of a National Team Manager or a ENC National Team Partner.
3.4 Upon EWCF’s decision, EWCF shall countersign the NTMSA or NTPA previously executed unilaterally by the successful Applicant and issue a formal written notice to such Applicant, together with a copy of the fully executed NTMSA/NTPA, confirming the Applicant’s appointment as the National Team Manager or ENC National Team Partner for the relevant National Team Delegation, as applicable. No other response or communication by EWCF or the RFI Manager shall constitute an acceptance of any application by EWCF.
3.5 Participation in the RFI Process does not create any entitlement to an award, appointment, or contract, and Applicants acknowledge they do not rely on any statements outside this Procedure Letter and the executed NTMSA or NTPA.
4. GENERAL RULES FOR THE RFI PROCESS
4.1 The RFI Process may be managed and conducted by EWCF or, at EWCF’s sole discretion, delegated in whole or in part to an external service provider (the "RFI Manager"). The RFI Manager shall be authorized by EWCF to act solely in accordance with, and subject to, the terms of this Procedure Letter and shall have no authority to bind EWCF beyond the scope of the RFI Process. The exact scope of the authorization, if any, will be communicated to the Applicants in each case.
4.2 Nothing in this Procedure Letter or in any communications (written or oral) provided to the Applicant by EWCF, the RFI Manager and/or any of their employees, agents, or advisers in connection with this Procedure Letter and/or otherwise prior to or during the RFI Process shall be construed as a grant of (or an agreement or obligation to grant) any rights or any representation, warranty, or promise unless it is set out in a duly executed written agreement. Without limitation, EWCF shall have no obligation to accept, shortlist, negotiate with, award to, or enter into any agreement with any Applicant, and may, in its sole and absolute discretion, reject any application (in whole or in part) or discontinue, suspend, vary, or terminate the RFI Process at any time, in each case without incurring any liability to any Applicant.
4.3 EWCF reserves the right, at any time, to modify, adapt, alter, extend, delay, interrupt, and/or discontinue the RFI Process and/or to announce or conduct a new RFI Process for any National Team Delegation. EWCF may, at its discretion and subject to applicable law, waive any non‑compliance or late compliance by an Applicant with any requirement of the RFI Process and may consider or accept applications from Applicants that have not complied with their obligations under this Procedure Letter or have not participated in the RFI Process. Any waiver or acceptance of non‑compliance shall be without prejudice and shall not constitute a general modification of the requirements of the RFI Process nor any claims for Applicants. Applicants acknowledge that EWCF has full discretion in this regard.
4.4 Applicants must notify EWCF in writing, without undue delay, of: (i) any changes to information provided to EWCF in the course of the RFI Process; (ii) any material changes that have occurred, are occurring, or are reasonably foreseeable in relation to such information; and (iii) any other changes that could reasonably be expected to be relevant to EWCF in its decision‑making for the RFI Process, including the evaluation of applications.
4.5 Applicants may withdraw their application at any time during the RFI Process by sending a notice by email to EWCF using the communication channels notified by EWCF. Upon EWCF’s receipt of such notice, the application shall be deemed withdrawn and will no longer be considered in the RFI Process.
5. INTEGRITY AND CONFLICTS OF INTEREST
5.1 By submitting an application under this Procedure Letter, each Applicant represents and warrants to EWCF that, to the best of the Applicant’s knowledge, the Applicant has not and will not:
- influence EWCF, its employees, or any person having responsibility for the RFI Process other than by proper and requested comment on the quality of an application;
- offer, provide, or promise any advantage to, or otherwise improperly induce, any such person mentioned above with a view to influencing the acceptance or rejection of any application;
- disclose to or discuss with any other Applicant or any third party any confidential details of the RFI Process or any amounts or terms of the NTMSA;
- coordinate, collude, or agree with any other Applicant regarding participation in the RFI Process or any other aspect of it other than within an openly disclosed and permitted joint application or consortium.
Applicants shall notify EWCF without undue delay upon becoming aware of any circumstance that could reasonably be expected to place them in breach of the warranties and representations set out in this agreement and shall provide reasonable details of such circumstance to the extent permitted by applicable law.
5.2 Applicants must disclose to EWCF, without undue delay, any actual or potential conflicts of interest in relation to the RFI Process or the ENC. For these purposes, a “conflict of interest” includes any circumstance in which the Applicant has, or may reasonably be perceived to have, an interest that conflicts with the impartial and independent conduct of the RFI Process. This shall e.g. be the case (without limitation) if the NTM Applicant or any person with decision-making authority in the entity of the NTP Applicant (a) is a family member (including spouse, civil partner, fiancé(e), parent) of any employee, officer, director or agent of EWCF; (b) has any contract, mandate, or other remunerated or non‑remunerated engagement in place with such a person; or (c) has any other close personal, financial, or professional relationship with such person that could reasonably be expected to impair independence or create the appearance of undue influence.
5.3 EWCF may, in its sole discretion and subject to applicable law, permit mitigation measures it deems adequate or disqualify the Applicant, without prejudice to any other rights or remedies available to EWCF.
5.4 The Applicant represents that it is not subject to any sanctions or other legal restrictions that would prohibit its participation in the ENC or prevent it from traveling to, entering, or remaining in KSA.
6. DATA PROTECTION AND PRIVACY
6.1 EWCF acts as the controller for personal data submitted by the Applicant in connection with the RFI Process. Applicants acknowledge that EWCF will store and process such personal data for the purposes of managing and conducting the RFI Process and assessing eligibility and suitability for the role of National Team Manager or as ENC National Team Partner.
6.2 Where the Applicant is a legal entity applying for the role of ENC National Team Partner and provides personal data of individuals (such as employees, officers, or representatives) as part of the RFI Process, the Applicant represents and warrants that it has provided all necessary notices and obtained all necessary consents, permissions and authorisations required under applicable laws to disclose such personal data to EWCF and to permit EWCF to process such data for the purposes described in this section.
6.3 EWCF may verify information for accuracy and, where permitted under applicable laws, conduct proportionate background checks, regarding e.g. sanctions, integrity, references and adverse media activities, limited to what is lawful and necessary for the foregoing purposes. For the above purposes, EWCF may disclose personal data to carefully selected third parties (including publishers, ESIC, Sportsradar, background check vendors and IT hosting providers), some of which are acting on behalf of EWCF as processors under written agreements and documented instructions. In all cases, disclosures will be limited to what is necessary and permitted by applicable law and in case consent is required by applicable law, EWCF will obtain such consent in advance.
6.4 EWCF shall ensure that any transfer of personal data and subsequent processing by third parties complies with applicable data protection law, including the implementation of appropriate technical and organizational measures and, where personal data is transferred across borders, appropriate transfer safeguards as required by law.
6.5 EWCF retains personal data only for as long as necessary for the RFI Process and related activities described in this Section, and thereafter for the duration required by applicable statutory retention periods or for the establishment, exercise, or defense of legal claims. Once no longer required, EWCF will delete or irreversibly anonymise the personal data.
6.6 Subject to applicable law, the Applicant may have the rights of access (including to receive a copy of personal data in a readable and clear format), rectification, erasure, as well as, in some cases, the right to object to processing of its personal data. Where processing relies on consent, the Applicant may withdraw consent at any time without affecting the lawfulness of processing based on consent before its withdrawal. The Applicant also has the right to submit a complaint to the competent authority, including the Saudi Data & Artificial Intelligence Authority (SDAIA). If the Applicant is not satisfied with how EWCF handles their personal data or wishes to raise concerns, they are encouraged to first contact EWCF using the details provided in this section. EWCF will seek to resolve any issues promptly and transparently.
7. COMMUNICATION, PUBLIC ANNOUNCEMENTS AND CONFIDENTIALITY
7.1 Applicants shall in each case use only the communication channels notified by EWCF for the transmission of information and documents. If EWCF has not named a communication channel, Applicant shall use the RFI-Website or the designated email addresses provided by EWCF. EWCF shall not be responsible for, and may disregard, communications sent to any other unapproved channels.
7.2 Unless EWCF notifies otherwise, EWCF will send all notices and other communications to the contact details provided by the Applicant on the RFI‑Website.
7.3 Only EWCF is entitled to disclose publicly information about the subject and/or terms of the RFI Process, the participation of an Applicant therein, and/or the conclusion of the NTMSA/NTPA and its content. Applicants may not make any announcement in relation to the Procedure Letter, the NTMSA/NTPA or any other RFI document or the status of their application, without the prior consent of EWCF via email, to be given or withheld at EWCF sole discretion.
7.4 Applicants acknowledge and agree that all information, documents, communications, discussions, and materials provided, generated, or exchanged in connection with the RFI Process (including any application content and drafts or forms of the NTMSA) are confidential to EWCF. Applicants shall: (i) use such information solely for the purposes of participating in the RFI Process; (ii) not disclose such information to any third party without EWCF’s prior written consent; and (iii) implement reasonable safeguards to protect confidentiality. Notwithstanding the foregoing, Applicants may disclose such information on a strictly need‑to‑know basis to their external professional advisers (including legal counsel and tax advisers) who are bound by statutory professional secrecy obligations; provided that Applicants remain responsible for compliance and ensure no further disclosure occurs. Nothing in this clause prevents disclosures required by applicable law, court order, or competent authority, provided that (to the extent legally permissible) the Applicant gives EWCF prompt written notice.
8. REPRESENTATION, WARRANTIES AND LIABILITY OF APPLICANT
8.1 The Applicant hereby represents and warrants to EWCF
- it is authorized to sign the Procedure Letter and has read, understood, agreed to, and bindingly accepted the content, conditions, and duties set out herein;
- in case of a NTP Applicant, the person, who executes the NTPA is entitled to directly legally bind the NTP Applicant without requiring further agreement or approval from other bodies or persons;
- all the information, documents and contents which are or will be provided by the Applicant are and will be (including throughout the RFI Process) full, correct, accurate, and complete and do not infringe any third party rights; and
- the Applicant shall not say anything derogatory, or otherwise act in any manner, or commit any act which in the opinion of EWCF, will bring or is likely to bring the ENC or EWCF into disrepute or will cause or is likely to cause damage to the reputation or business of the ENC or EWCF.
8.2 Applicant shall indemnify, defend and hold harmless EWCF and its successors, assignees and Affiliates from and against any and all losses, damages, liabilities, penalties, suits, judgements and expenses (including reasonable legal expenses) arising out of any third party claim, demand, action, investigation or proceeding to the extent arising from or relating to Applicants breach of its warranties and representations.
9. LIMITATION OF LIABILITY
9.1 Subject to Clause 9.2, EWCF shall not be liable in contract, tort (including negligence and breach of statutory rights) or otherwise for any indirect, special, consequential, incidental or punitive losses or damages arising out of this Agreement or for any damages that were not reasonably foreseeable under the circumstances.
9.2 Nothing in this Agreement shall exclude or limit the liability of EWCF for: (i) death or personal injury resulting from its wilful or negligent act or omission or that of any of its representatives; (ii) for fraud or fraudulent misrepresentation; or (iii) any other liability that cannot be lawfully limited or excluded.
9.3 Except as specified in Clause 9.2, in no event shall EWCFs (or its Affiliates’ or any of its or their respective representatives) aggregate liability for any and all losses or damages arising out of or in connection with this Agreement, whether arising out of or related to breach of contract, tort (including negligence) or otherwise exceed USD 100. Further, without prejudice to Clause 9.2, any and all liability of EWCF (including any liability of its affiliates and any of its or their respective representatives) towards any Applicant arising from, relating to, or in connection with any non‑consideration, non‑selection, rejection, or discontinuation under the RFI Process (including any alleged culpa in contrahendo or other pre‑contractual duties) is excluded.
10. MISCELLANEOUS
10.1 The RFI Process (including all related documents) shall be conducted in the English language. All documents and all information provided by Applicants to EWCF and all communications by Applicants with EWCF must be in English. If it is impracticable for any document to be in English, the original-language document must be accompanied by a certified English translation, and the English version shall prevail.
10.2 Each Applicant shall be solely responsible for all costs, expenses, losses, and liabilities incurred by it or by any third party assisting it in connection with any aspect of the RFI Process, including: (i) the preparation and submission of its application(s); (ii) the creation and compilation of application materials; (iii) responses to requests for further information; and (iv) any subsequent stage or undertaking relating to the RFI Process.
10.3 EWCF is entitled to assign, transfer (including by assumption or novation of its obligations), sublicense, pledge, charge, mortgage, and/or otherwise dispose of its rights and duties under this Procedure Letter completely or partially to other companies and to also reverse any such assignments, transfers, sublicenses, pledges, or other disposals at any time. Applicants may not assign or transfer their application or any rights arising out of this Procedure Letter without EWCF’s prior written consent.
10.4 Participation in the RFI Process does not create, and shall not be construed as creating, any partnership, joint venture, agency, or other fiduciary relationship between EWCF and any Applicant.
10.5 The place of performance in connection with the Procedure Letter is KSA. This Procedure Letter and any non‑contractual obligations arising out of or in connection with it shall be governed by and construed in accordance with the laws of KSA. The courts of Riyadh, KSA shall have exclusive jurisdiction to settle any dispute arising out of or in connection with this Procedure Letter or the RFI Process.
10.6 If any provision of this Procedure Letter is or becomes invalid, void, or unenforceable, in whole or in part, the validity of the remaining provisions shall not be affected. In such event, the parties shall replace the invalid, void, or unenforceable provision with a valid and enforceable provision that, to the extent legally permissible, most closely reflects the legal and economic intent of the original provision and the purpose of this Procedure Letter as a whole.
10.7 This Procedure Letter constitutes the entire agreement between EWCF and the Applicant relating to the RFI Process and supersedes any prior understandings, arrangements or statements relating to the same subject matter. No variation of this Procedure Letter shall be effective unless in writing and signed by or on behalf of EWCF. No failure or delay by EWCF to exercise any right or remedy shall operate as a waiver of that right or remedy.
10.8 The following provisions, including any related definitions, interpretative provisions, and enforcement provisions, shall survive any conclusion of the RFI Process, including its termination, discontinuation, or withdrawal (in whole or in part): Section 6 (Data Protection and Privacy), Section 7 (Communications, Public Announcements/Publicity and Confidentiality), Section 8 (Representations, Warranties, and Liability of the Applicant), Section 9 (Limitation of Liability), and Section 10 (Miscellaneous), including provisions on governing law and jurisdiction. For the avoidance of doubt, such survivals apply as well where an Applicant withdraws an application pursuant to Section 4.5 or where EWCF discontinues or rejects an application in whole or in part.