- European Athletics

Transcription

European Athletic Association
EAA
www.european-athletics.org
EAA
© 2003 European Athletic Association – Avenue Ruchonnet 18
1003 Lausanne, Switzerland
Editorial Board:
The EAA Top Events Working Group
(Luciano Barra, Jo Dick, José Luis de Carlos,
John Lister, Till Lufft, Karel Pilny, Hansjörg Wirz)
Additional Contributors: Nic Russi, Jorge Salcedo, Tony Webb
Photos:
Andy Heading and Nic Russi (EAA Archive)
Co-ordination:
Luciano Barra
Editor:
Bill Glad
Produced by Justus von Liebig Verlag, Darmstadt
ISBN 3-87390-177-3
Printing: Druckerei Ph. Reinheimer GmbH, Darmstadt
All rights reserved by the publisher. No part of this publication may be
reproduced or transmitted, in any form or by any means, electronic,
mechanical, photocopying, recording or otherwise, without the prior
permission of the publisher.
EAA
October 2003
Foreword
For sports organisations, the staging of events is an important and often
demanding task. The European Athletic Association is grateful to its member federations and the individuals who take on the workload connected
with delivering its programme of major events.
The success of these events, and of the EAA itself, is determined by the
standard to which they are organised and managed. We have addressed
this issue through the formation of an EAA Top Events Group and the
appointment of event co-ordination staff. However, it is also important that
we do everything possible to make the work of our local organising committees more straightforward, effective and enjoyable. For this, they need
information.
Understanding the requirements and the expectations of the EAA and its
partners, is critical from the moment consideration is first given to hosting
an event, throughout the bidding process and, of course, during the organisation period. Everyone involved must share a common philosophy and
picture of how the event should be delivered.
In 2001, the EAA started to fill the information gap by publishing the first
part of this manual, the Bidding Manual, which was well received by our
federations and potential organisers. I am pleased to announce that the
second part, the Organisation Manual, is now ready. The contents of the
complete manual are an essential resource for all EAA event organisers
and, I am sure, will make an important contribution to the success of our
major events in the future.
My thanks go to the members of the EAA Top Event Group and the various
contributors who have worked long and hard to compile this valuable work.
Hansjörg Wirz
EAA President
EAA
TABLE OF CONTENTS
GLOSSARY OF TERMS
INTRODUCTION
i
1
PART I
STRATEGIC MANAGEMENT
1.
RELATIONS WITH AUTHORITIES
7
1.1
1.2
Patronage Management
Legal and Taxation Aspects
7
8
2.
EVENT PLAN AND ORGANISATIONAL STRUCTURE
9
2.1
2.2
2.3
2.4
Planning
Structure
EAA Co-ordination
Competition Programme and CompetitionTimetable Preparation
9
11
12
13
3.
BUDGET AND FINANCE
15
3.1
3.2
3.3
Income
Expenditure
Financial Management and Control Procedures
15
16
18
4.
ATHLETICS FAMILY
19
4.1
4.2
4.3
Athletics Family Communications
Visas
Protocol
19
20
20
5.
VENUE INFRASTRUCTURE
21
5.1
5.2
Construction and Installation Planning
Venue Management
21
23
Organisational Manual
EAA
6.
COMMUNICATIONS
25
6.1
6.2
6.3
6.4
6.5
Communications Infrastructure
Website
Event Design
Official Publications
Communications Plan
25
26
27
27
28
PART II OPERATIONAL MANAGEMENT
7.
LOGISTICS
33
7.1
Accommodation
7.1.1
Accommodation Plan
7.1.2
Guest Management
7.1.3
Welcome & Information Desks
Athletes’ Accommodation
7.2.1
Planning
7.2.2
Athletes’ Accommodation Management
7.2.3
Team Services
Catering
7.3.1
General Catering
7.3.2
Athlete Catering
Official Transportation
7.4.1
Transportation Plan
7.4.2
Vehicle Management
7.4.3
Driver Management
7.4.4
Communication
7.4.5
Parking Arrangements
7.4.6
Public Transport System
Arrival and Departure
7.5.1
Planning
7.5.2
Passport Control and Customs Assistance
7.5.3
Baggage Collection and Transportation
7.5.4
Transport Desk
7.5.5
Departure Management
Security
33
34
35
35
35
36
36
37
38
38
38
39
39
41
41
41
42
42
43
43
43
44
44
44
45
7.2
7.3
7.4
7.5
7.6
EAA
7.7
Accreditation
7.7.1
Accreditation System Plan
7.7.2
Identification System
7.7.3
Application and Approval
7.7.4
Design and Production of ID Cards
7.7.5
Distribution of ID Cards
7.7.6
Marking of Restricted Zones and Directional Signs
7.7.7
Operation
Venue Management
Venue Communication
7.9.1
Walkie-Talkie System
7.9.2
Mobile Phones
Venue VIP Hospitality
7.10.1 Facility Set-up
7.10.2 Catering, Staff and Service
7.10.3 Decoration
7.10.4 Access Control
Venue Seating
7.11.1 Seat Allocation
7.11.2 Access and Security
Official Clothing
7.12.1 Supply
7.12.2 Ordering
7.12.3 Delivery and Distribution
7.12.4 Control
Health and Safety
7.13.1 Planning
7.13.2 Certification
7.14
Medical Services
7.14.1 First Aid Services
7.14.2 Competitor Care
46
46
47
47
48
49
49
49
50
50
51
52
52
52
53
54
54
54
55
56
56
56
57
57
57
57
58
58
59
59
59
8.
EVENT PRESENTATION
61
8.1
Preparation
8.1.1
Event Presentation Plan
8.1.2
Preparation Process
61
62
63
7.8
7.9
7.10
7.11
7.12
7.13
EAA
8.2
Operation
8.2.1
Event Presentation Manager
8.2.2
Video Screen Operator
8.2.3
Music Producer
8.2.4
Announcers
8.2.5
On-field Co-ordinators
63
63
64
65
65
65
9.
COMPETITION
67
9.1
Facility and Equipment Preparation
9.1.1
Rooms and Working Areas
9.1.2
Competition Facilties and Installations
9.1.3
Warm-up Facilities and Installations
9.1.4
Competition Equipment
9.1.5
Equipment Support Crews
Competition Management Preparation
9.2.1
Key Appointments
9.2.2
Competition Timetable
9.2.3
Entries
9.2.4
Technical Officials
9.2.5
International/Area Technical Officials and
Race Walking Judges
9.2.6
Manuals
Competition Mangement Operation
9.3.1
Technical Information Centre
9.3.2
Technical Meeting
9.3.3
Equipment Management
9.3.4
Call Room
9.3.5
On-field and Post Event Operation
9.3.6
On-field Security
Doping Control
9.4.1
Facilities and Equipment
9.4.2
Operation
Competition Logistics
9.5.1
Accommodation
9.5.2
Transportation
9.5.3
Attachés
67
67
68
68
68
69
69
69
70
70
71
9.2
9.3
9.4
9.5
72
72
73
73
74
75
75
76
77
78
78
79
80
80
80
80
EAA
10.
TECHNOLOGY
81
10.1
Competition Technical Services
10.1.1 Timing System
10.1.2 Distance Measurement System
Data and Graphics Network
10.2.1 Competition Management Links
10.2.2 Printer and Copier Interfaces
10.2.3 Electronic Information Systems
10.2.4 Electronic Scoreboards and Video Screens
10.2.5 Computer Room
81
81
82
83
83
84
84
86
87
11.
MEDIA SERVICES
91
11.1
Facilities
11.1.1 Media Tribune
11.1.2 Media Centre
11.1.3 Mixed Zone
11.1.4 International Broadcast Centre
11.1.5 Outside Broadcast Compound
Broadcast Technical Requirements and Operation
11.2.1 Planning
11.2.2 Technical Requirements
11.2.3 Camera Plan and Access
Written Press Technical Requirements and Operation
11.3.2 Press Conferences and Flash Quotes
Photographers Technical Requirements and Operation
11.4.2 Positions and Access
Media Logistics
11.5.1 Accommodation
11.5.2 Transportation
11.5.3 Catering
11.5.4 Accreditation
10.2
11.2
11.3
11.4
11.5
92
92
93
94
95
96
96
97
97
97
98
99
99
100
100
101
102
103
103
103
104
EAA
11.6
Other Media Services
11.6.1 Event Website
11.6.2 Statistics Services
11.6.3 Media Centre Services
11.6.4 Media Guide
104
104
105
105
106
12.
COMMERCIAL OPERATIONS
107
12.1
Sponsorship Rights Management
12.1.1 Clean Venue
12.1.2 Sponsorship Plan
12.1.3 Approval Procedure
12.1.4 Ambush Marketing Protection
General Servicing
12.2.1 Venue Advertising
12.2.2 VIP Tickets and Hospitality
12.2.3 Promotion, Display and Sales Franchise
12.2.4 Crowd Competitions
Sponsor Village
12.3.1 Planning
Market Square
12.4.1 Planning
Merchandising
12.5.1 Planning
12.5.2 Production Approvals and Distribution
Broadcast Sponsorship and Airtime Advertising
12.6.1 Procedure
107
107
108
110
110
111
111
112
112
112
113
113
113
114
114
114
115
115
115
13.
PROMOTION
117
13.1
Promotion Campaign and Tools
13.1.1 Promotion Plan
13.1.2 Promotion Materials
13.1.3 Broadcast Media
13.1.4 Print Media
13.1.5 Website
13.1.6 City Promotions
13.1.7 Other Organisation Promotions
117
117
118
119
119
120
120
121
12.2
12.3
12.4
12.5
12.6
EAA
13.2
Ticketing Operations
13.2.1 Ticketing Plan
Venue and Site Decorations
13.3.1 Planning
Event Programmes
13.4.1 Planning
121
121
123
123
124
124
14.
PROTOCOL AND CEREMONIES
125
14.1
VIP Recognition
14.1.1 Planning
VIP Logistics
14.2.1 Accommodation
14.2.2 Transportation
14.2.3 Arrival and Departure Management
14.2.4 Accreditation
Other VIP Services
14.3.1 Social Programme
14.3.2 Souvenir Gifts
14.3.3 VIP Guide
Flag Management
14.4.1 Planning
Opening and Closing Ceremonies
14.5.1 Opening Ceremony Plan
14.5.2 Closing Ceremony Plan
Award Ceremonies
14.6.1 Podium
14.6.2 Timetable
14.6.3 Awards
14.6.4 Presenters
14.6.5 Award Ceremony Management
Souvenir Gifts
14.7.1 Welcome Bags
14.7.2 Commemorative Medals
14.7.3 Diplomas
125
125
126
126
127
127
127
127
127
128
128
128
128
129
130
131
131
131
132
133
133
133
134
134
134
134
13.3
13.4
14.2
14.3
14.4
14.5
14.6
14.7
EAA
15.
ADMINISTRATION
135
15.1
Personnel
15.1.1 Staff Management
15.1.2 Volunteer Management
Office
15.2.1 Planning
Financial Management
15.3.1 Budget
15.3.2 Cash Flow
15.3.3 Bank Account
15.3.4 Approval for Expenditure
15.3.5 Monitoring
15.3.6 Account and Audit
15.3.7 Insurance
Reporting
15.4.1 Progress Reports
15.4.2 Official Bulletins
15.4.3 Final Report
135
135
136
137
137
138
138
138
138
139
139
139
139
140
140
140
140
15.2
15.3
15.4
EAA
PART III APPENDICIES
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
EAA EVENT CO-ORDINATION COMMITTEE
EAA EVENT BUDGET TEMPLATE
VENUE ROOM AND WORKING AREA REQUIREMENT
GUIDELINES
WARM-UP FACILITY REQUIREMENT GUIDELINES
EVENT WEBSITE GUIDELINES
EAA TEAM SERVICE GUIDELINES
OFFICIAL TRANSPORTATION GUIDELINES
OFFICIAL CLOTHING GUIDELINES
EUROPEAN CROSS COUNTRY CHAMPIONSHIPS
GUIDELINES
PRINCIPLES FOR PREPARATION OF A COMPTITION
TIMETABLE
TECHNICAL OFFICIALS MANUAL CONTENTS TEMPLATE
TEAM MANUAL CONTENTS TEMPLATE
TECHNICAL INFORMATION CENTRE GUIDELINES
COMPETITION MANAGEMENT FORMS
AGENDA POINTS FOR A TECHNICAL MEETING
INFIELD ACTIVITY MANAGEMENT
EAA DOPING CONTROL DELEGATE GUIDELINES
TECHNICAL REQUIREMENTS FOR AN EAA EVENT
EBU TECHNICAL GUIDELINES
MEDIA GUIDE CONTENTS TEMPLATE
NOTES ON SPONSORSHIP
EVENT PROGRAMME GUIDELINES
AWARD CEREMONY GUIDELINES
FINAL REPORT CONTENTS TEMPLATE
143
145
149
151
153
155
159
163
165
169
171
173
175
179
181
183
185
191
199
201
203
205
209
213
EAA
Glossary of Terms
The following list, while not attempting to be comprehensive, is designed to act as a
quick reference to terms used throughout this manual.
Ambush Marketing promotional activities at or around an EAA event carried out by
companies that have not purchased sponsorship rights.
ATO initials standing for Area Technical Official. ATOs are expert competition officials
from countries other than the Host Country appointed by the EAA to assist with the competition at an EAA event. ITOs (International Technical Officials) are normally appointed
for IAAF events.
Attaché a person trained and assigned by the organisers to accompany a team or VIP
and to provide assistance and information during the period of an EAA event.
Bidding Manual the official EAA manual containing guidelines and additional information for those interested in presenting a candidature to host an EAA event.
Broadcast Sponsorship a form of commercial advertising on television or radio whereby the advertiser is associated with the programme to be transmitted. EAA sponsors are
entitled to purchase broadcast sponsorship connected to the transmission of EAA
events. A broadcast sponsor often purchases additional commercial slots (called airtime
advertising) during the broadcast.
CATV initials standing for Cable Antenna TeleVision, which is a network for showing television pictures within a stadium or competition area at an EAA event.
CIS initials standing for Commentator Information System, which provides a comprehensive range of data, including results, to broadcast commentators while they are on
air and other groups working at an EAA event.
Competition Programme the list of events to take place at an EAA event (see Event
Programme).
Competition Timetable the schedule of events and activities (including award ceremonies) that take place at an EAA event.
EAA initials standing for European Athletic Association.
EBU initials standing for European Broadcasting Union.
ECC initials standing for Event Co-ordination Committee, which comprises representatives of the EAA and the Local Organising Committee. The ECC reviews progress on
the preparation of an EAA event.
EDM initials standing for Electronic Distance Measurement, equipment used to measure performances in the horizontal jumps and throwing events.
Organisational Manual i
EAA
ENG initials standing for Electronic News Gathering, normally used to describe the
hand-held television cameras used for recording interviews.
Text fehlt noch
EPM initials standing for Event Presentation Manager.
Event Programme a publication that provides spectators with information at an EAA
event (the schedule of events, participant numbers, records, etc).
Exclusivity a company that purchases sponsorship rights to an EAA event is protected
from business competitors having similar rights at the same event.
Flash Quote quotes normally obtained immediately after the completion of an event by
a selected team of reporters and relayed to the rest of the media through an electronic
system.
IAAF initials standing for International Association of Athletics Federations (formerly the
International Amateur Athletic Federation).
Host Broadcaster the national television company responsible for, among other things,
the production of the image and sound signals that will be provided to the European
Broadcasting Union for distribution to its members and other broadcasters who have
purchased rights to broadcast an EAA event.
Host City the city where an EAA event takes place. Normally the Host City is a signatory to the event contract.
Host Country the country where an EAA event takes place.
IBC initials standing for International Broadcast Centre, the main working area for those
involved in the television and radio production aspects of an EAA event.
ITO initials standing for International Technical Official (see ATO).
ITP initials standing for International Technical Partner, a company that provides a service (such as the installation and operation of the electronic timing equipment) to an
EAA event.
LAN initials standing for Local Area Network, a group of interconnected computers and
servers.
LOC initials standing for Local Organising Committee.
Marketing activities related to realising maximum value (in terms of cash and VIK) from
an EAA event for the organisers and the EAA through the sales of sponsorship and
broadcast rights associated with the event and the provision of services to other customer groups. Marketing also includes increasing the value of the associated rights by
promoting the event through advertising and other communications activities.
ii Organisational Manual
EAA
Master Plan a document that details all the various operations required to prepare and
stage an EAA event. It includes the timing of milestones and key dates for the operations.
Media Centre an area where media representatives can work, access services and
relax usually located in or near the stadium at an EAA event.
Media Tribune the seating area, usually near the finish line, for broadcast and print
media representatives to work as they view the competition at an EAA event.
Member Federation a national athletics federation that is a member of the European
Athletic Association and the International Association of Athletics Federations.
Mixed Zone an area close to the finish line, through which all competitors must pass
after their event and in which representatives of the media are stationed in order to conduct interviews with the competitors.
OBC initials standing for Outside Broadcast Compound, the area where the heavy
equipment and transport vehicles required for the broadcast operations at an EAA event
are parked.
TD initials standing for Technical Delegate.
TIC initials standing for Technical Information Centre. The TIC is the main liaison point
and source of information between the event organisers and team officials.
Unilateral Broadcaster a television or radio broadcaster, other than the Host Broadcaster, that has purchased rights to broadcast an EAA event.
Venue the stadium or place where an event takes place. At an EAA event, other areas
such as a warm-up track, Media Centre and even official hotels are considered part of
the venue.
VIK initials standing for Value in Kind, goods or services provided by a sponsor instead
of or in addition to cash. VIK reduces an EAA event organiser’s financial budget and
conserves cash.
VIP initials standing for Very Important Person.
VVIP initials standing for Very, Very Important Person.
Organisational Manual iii
EAA
INTRODUCTION
This Manual has been prepared by the EAA to assist Member Federations and event
organisers to understand the diverse issues covered and develop the methodical
approach and attention to detail required for the success of an EAA event.
Such an event is a serious and challenging undertaking that requires a professional attitude, particularly from those in leadership positions. It is essential that everyone involved at this level invest the time to read through the information contained here and
thereby obtain a strong theoretical base before committing themselves and others to
practical operations. Ideally, this manual should be read in its entirety and in conjunction with the EAA Bidding Manual and the event contract as a part of the preparation of
a bid. Members of the Organising Committee (LOC) and key staff should read it again,
in its entirety, as they develop their plans after being awarded the event. They should
then refer to relevant sections as needed throughout the preparation period.
The Manual is divided into 3 main parts:
Part I – Strategic Management
Part II – Operational Management
Part III – Appendices
The first two parts contain chapters that reflect the 15 Functions that are the basic structure for the work of the organisers. The 6 Functions included in Strategic Management,
are presented as broad overviews. The intention is simply to identify the Functions, describe the Projects they comprise and, in most cases, provide some general guidance.
This is because the appropriate handling of these aspects, and the organisational structure to do so, will vary according to the event, the personnel and the circumstances.
Under Operational Management, covering the remaining 9 Functions, more detail is provided. Here, guidance is given on the specific Tasks that make up each of the various
Projects. This is partly because the contractual obligations are very specific and certain
arrangements must be approved by the EAA. It is valuable, therefore, for this part to be
read in conjunction with the event contract in question.
Experience has shown that different ways of doing things, and even different types of
people, are required for the two sets of Functions, Strategic and Operational. Mixing
them, particularly in the organisational structure of a larger event, can create unnecessary problems. Therefore, it is recommended that the organisational structure of an
EAA event comprises both Strategic and Operational elements to be activated at different points in the preparation process.
Organisational Manual 1
EAA
STRATEGIC
MANAGEMENT
ORGANISATIONAL STRUCTURE
EVENT PLAN AND
RELATIONS
ORGANISING
COMMITTEE
(LOC)
ATHLETICS FAMILY
BUDGET &
OPERATIONAL
MANAGEMENT
COMMUNICATIONS
LOGISTICS
VENUE
EVENT
PRESENTATION
COMMERCIAL
OPERATIONS
COMPETITION
PROMOTIONS
WITH AUTHORITIES
FINANCE
INFRASTRUCTURE
TECHNOLOGY
ADMINISTRATION
MEDIA
SERVICES
PROTOCOL &
CEREMONIES
Figure 1: Suggested management structure for a European Athletic Association event.
Experience has also shown that the organisation of an EAA event is greatly facilitated
if organisers are clear from the start about the value of such an undertaking and what
constitutes success. It would be a mistake for anyone involved to see their work only in
terms of fulfilment of the specific obligations set down in the event contract. The most
important motivations for organising an EAA event include:
•
The staging of major events is a fundamental function of athletics and any other
sport. These events provide the most important occasions for athletes to test
themselves and excel, they are showcases that attract vital resources for the
sport’s operation, they play a key role in the national and international development of the sport and they create valuable opportunities for host cities and other
authorities to attract attention, promote messages and develop tourism.
2 Organisational Manual
EAA
•
EAA events also afford tremendous and sometimes unique chances for individuals and organisations to benefit through practical experience, the development
of skills and even the expression of creativity. Planning, budgeting, leadership,
delegation, teamwork, time management, negotiation and communication are
just some of the areas in which those who make up the organisation will be challenged to grow and to achieve excellence themselves.
•
Finally, this work can be exciting and enjoyable, particularly if the event is well
planned and operated. After such an event has been successfully staged, there
is always a feeling of great personal satisfaction and pride among all those, both
paid and volunteer, who have been involved and played a part.
The EAA hopes that the careful study of this manual will contribute to all these measures of success for its event organisers and, of course, to the continuing high quality of
the events themselves.
EAA
EAA
PART I
STRATEGIC MANAGEMENT
STRATEGIC
MANAGEMENT
Strategic Management refers to setting policy, planning, making key decisions and the
conduct of activities of a general nature, all of which will impact a number, or possibly
all, of the aspects of the event and the organisational structure. For EAA events these
activities can be grouped into the following areas:
EVENT PLAN AND
ATHLETICS FAMILY
COMMUNICATIONS
RELATIONS
ORGANISING
COMMITTEE
(LOC)
WITH AUTHORITIES
BUDGET &
VENUE
FINANCE
INFRASTRUCTURE
Figure 2: Suggested structure for strategic management of a European Athletic Association event.
Regardless of the size of an event, strategic issues must be addressed and resolved in
a timely and effective manner, often in the bidding phase, or they will reflect negatively
on the whole venture. As an example, the use of a venue for an event will require the
formal agreement of the owner/operator. There may also be the need for construction
or improvements that require separate projects and substantial capital investment to
complete. These matters are of a political nature and must normally be resolved at the
level of local or even national government before a bid is put forward. If they are not
handled well, the event could, in the worst case, end up without a venue, clearly jeopardising its success.
The same importance, time requirements and seriousness of consequence can be
attached to the financing of the event itself, relationships with contractors and to the
other matters shown in Figure 2.
In this context, good Strategic Management calls for an Organising Committee (LOC)
charged with the responsibility for making important decisions and carrying out key
functions. It is, of course, possible and may be advantageous to have some form of
Honorary Committee as an umbrella structure but responsibility for Strategic Management should always remain in the hands of an active LOC.
EAA
It is vital to form an LOC and have key individuals working even before the event has
been awarded. To delay would mean losing valuable time for planning and research (including collecting experiences from the EAA and past organisers) and the ability to take
full advantage of the positive effects of winning the bid. It is a common mistake for organisers to “go to sleep” for a period and later struggle to catch up, compromising the
quality of the event and their enjoyment of the experience.
Ideally, an LOC will comprise individuals who reflect the nature of the bid and the organisations (the Member Federation, the Host City, etc) that have been a part of the bid.
Each LOC member should have an overview and understanding of the event and organisation, a certain level of expertise in one or more areas critical to the project and
good contacts.
A person who has the appropriate leadership skills and, importantly, who is not overburdened with operational responsibilities related to the event should chair the LOC and
oversee the strategic functions.
The early appointment of a senior executive officer (the exact title will vary from situation to situation) is essential. This individual is to be responsible for and co-ordinate the
operational functions required to deliver the event and, therefore, must be a major contributor to the early planning. His/her attributes will include leadership, management and
communication skills as well as experience in the organisation of sport events.
EAA
1.
RELATIONS WITH AUTHORITIES
The organisation of an
EAA event will require substantial support and assistance from a number of organisations and entities.
These will probably include
national and local governments, other sport organisations, national broadcasters, businesses, police
and security agencies and
more. Establishing good relationships, including contractual arrangements, and
involving these authorities
as much as possible in the
preparation are vital for the
success of the event.
As this work can be complex and delicate, requiring certain skills and contacts, and may
touch on any function of either the strategic or operational management of the event, it
must be handled directly by the Chair of the LOC or carefully selected representatives.
It is also important, particularly for larger events, that highly competent support staff is
available. In the later stages of preparation, some activities may have to be referred to
the operational Functions (Promotion, Ceremonies, etc) but they must be followed
closely at the top management level.
1.1
Patronage Management
Project
Description
Organisers must be prepared to carefully manage relationships with representatives of
the authorities and other individuals who are critical to the success of the event. In addition to the important negotiations to secure the necessary agreements, there will be
a need to plan and co-ordinate ongoing requirements related to these patrons.
In preparing for this Project the following should be considered:
Fulfilment of the obligations of authority contracts
Providing regular information and updates to patrons
Invitations to, or even the specific organisation of, activities for patrons throughout the preparation period
Utilisation of patrons for the promotion of the event
Patron privileges at the event and during the operation period
Public recognition of each patron’s (and their organisation’s) support to the event
•
•
•
•
•
•
EAA
Guidance Notes
Depending on local custom and circumstances, it may be advantageous to set up an
Honorary LOC that includes representatives of the authorities and other important individuals that have supported the bid and event as a structure for managing these key relationships. However, this committee must not be given strategic or operational responsibilities.
1.2
Legal and Taxation Aspects
Project
Description
The organiser of the event needs to be a legal entity to enable it to enter into legal contracts with the EAA and others. Usually the organiser is the EAA's Member Federation
either alone or jointly with the Host City. The EAA prefers the Host City to be part of the
Organising Contract as this is a visible sign of its commitment to and support of the
event. As a part of the process, organisers should clarify all taxation arrangements,
preferably in writing, with the relevant authorities.
Identification of appropriate legal, taxation and other professional advisors
The cost of professional services
The person or persons who will have the authority to sign key documents
Options for legal structure and taxation
•
•
•
•
Guidance Notes
The organiser(s) who have signed the Organising Contract with the EAA will establish
the Local Organising Committee (LOC). Care must be taken in choosing the members
of the LOC and ensuring that their responsibilities and powers are well defined as it is
important that the LOC is constituted in a way that enables it to concentrate on the event
itself. Membership of the LOC enables those partners who supported the bid to share
ownership and support the event. No less important, the establishment of an effective
LOC will enable the federation to give its normal attention to its other activities and obligations while the LOC concentrates on the organisation of the event.
It is important to know, or study, and use the relevant taxation regulations (income tax,
corporation tax, employee tax and VAT) and differences between non-profit and commercial activities. The aim is to find the most cost efficient system of dealing with the
large amount of money that will be involved in the event.
The LOC’s structure should be set up during the bid phase, with the participation of the
Host City and other relevant authorities. The EAA regards it of particular importance (indeed, it is a condition of the event contract) that the Host Broadcaster is fully integrated
in the LOC from its inception. The early establishment of the LOC makes it possible for
issues that may require time to address to be resolved and for the details of the
arrangements to be included in the bid documents. If it is not possible to form the LOC
during the bid, a deadline date will be included in the event contract.
EAA
2.
EVENT PLAN AND ORGANISATIONAL STRUCTURE
The successful organisation of an EAA event is built on a foundation of careful, methodical planning and a logical, well managed organisational structure. Work in this area
is a process that will continue throughout the whole of the preparation period after a
very intensive phase during the bid and immediately after the event has been awarded.
It will also involve co-ordination with the EAA.
This work is complex and will touch on all aspects of the event and involve the key personalities in the organisation. The person in charge, preferably the Chair of the LOC,
must have a complete overview of the organisation and plans, the necessary capabilities and full authority. Importantly, this person should not be overloaded with operational
responsibilities within the organisation so that he/she can devote the time required for
this role.
2.1
Planning
Project
Description
Because of the complexity of organising an EAA event, planning is a critical Project that
must be co-ordinated at the Strategic Management level. The process includes setting
goals and the elaboration of objectives, resource requirements and schedules for meeting those goals.
Understanding of the planning process
Schedules and milestones
Documentation and approval
Co-ordination with EAA planning requirements
•
•
•
•
Guidance Notes
A key to good planning is early identification of all the operations and activities that must
be carried out and then assembling these logically within a Master Plan. This manual
provides a list of essential activities for the organisation of an EAA event, which should
be used as the starting point for this process. The presentational format reflects the
well-known principle of grouping “like” activities together. Closely related Tasks are combined to form Projects; related Projects are then collected together into Functions.
Every Task is a part of a Project and every Project is included in a Function (see Figure
3). All EAA event organisers are strongly encouraged to follow this method and to use
it as the basis for the design of the organisational structure to deliver their event. Readers will note that the Table of Contents of this manual, with its Function-Project-Task
configuration, can be used as a reference for this process.
EAA
Project
Project
Project
Function
Task
Task
Task
Task
Task
Task
Task
Task
Task
Figure 3: Structure of work for a European Athletic Association event Organising Committee.
Each Function will need to have a plan for the preparation and delivery of its responsibilities. Normally, these are elaborated in parallel with the development of the organisational structure. It is essential that each of these plans contain a schedule of milestones
and deadlines for the activities covered. All Function plans should be documented and
approved at the Strategic Management level. The contract with the EAA will include
deadlines for various obligations and any amendments must be approved by the EAA.
When the organisational structure, the operations to be carried out and the timeframe
for the work are combined they form the Master Plan. This is an important management
tool, as it allows for the control of progress (and appropriate action when it is not satisfactory) and of the work of all the personnel involved. The EAA will provide each LOC
with a generic Master Plan template, from which a specific Master Plan can be developed and compliance with contractual obligations can be jointly managed.
EAA
2.2
Structure
Project
Description
An organisational structure will need to be in place to manage the many and interrelated
operations required to deliver the event. This structure must reflect the event plans as
they develop and the requirements of the contract with the EAA.
Co-ordination of the organisational structure with the event plans
Definition of roles and responsibilities
Delegation of authority and accountability
Co-ordination of the organisational structure with EAA requirements
Management of human resources
•
•
•
•
•
Guidance Notes
Simplicity and functional requirements are key principles for developing and managing
the organisational structure. It is critical that there is a clear link between every single
activity identified in the plans and the organisational structure. Therefore, the event
plans and organisational structure should be developed in parallel. Regardless of the
size of the organisation, it must be possible to show each Function, Project and Task
(and the relationship between them) on an organisational chart. It is also important that
the organisational structure is not too fragmented. It is, therefore, strongly recommended that the Functions given in this manual be followed as closely as possible.
The positions required to fulfil the event plans should be identified and carefully defined.
Appropriate individuals should then be chosen to fill the positions. Experience has
shown that organisers often get into difficulties when, instead of defining positions and
filling them, they try to divide responsibilities on the basis of the individuals available.
Among the first appointments will be the competent managers required to take responsibility for each Function. These individuals should be in post soon after the award of
the event so that they can assist with the development of the operational plans. It is a
common and dangerous mistake to delay appointments and keep responsibilities in the
hands of a small number of people until the last possible minute. This approach, commonly called the "one man show", is extremely inefficient and has compromised the
quality of many events in the past.
To follow the method outlined here means that if there is a problem the responsible individual can be easily identified and, if he/she is considered not to be up to the job,
he/she can be given additional support or replaced if necessary. Not to structure the organisation and delegate responsibility in this way is nearly always a mistake as it reduces control and ultimately the quality of delivery of the event.
In the initial planning, it will be necessary for organisers to estimate the human resource
requirements (staff and volunteers). They should also consider the main aspects of
human resource management, which are covered in Chapter 15, Administration.
EAA
Experience has shown that the unexpected can happen, even in the best organised
events. Crises, ranging from operational difficulties to serious incidents involving the police, can arise and organisers must be able to react and deal with them promptly. For
the European Championships other large events, a high-level crisis management team
should be appointed for any emergency situations that may develop. For all events, it is
useful to have a small group of persons responsible for managing any operational
crises. This could be as small (in fact the smaller the better) as two or three key individuals – for example, the Competition Director, the EAA Organisational Delegate and
the TV or Marketing Delegate.
“MANAGING” AN EVENT ORGANISATION
The management of an event organisation has been likened to managing a sport
team. Careful attention to people skills is a must for everyone in a leadership position. The workers will be both paid staff and volunteers. It is essential that leaders
on every level understand how to motivate both groups. A very useful tool is the
ability to communicate the value of the experience of working on such an event in
terms of personal growth and development. Each individual should be helped to
appreciate the various skills that they will attain during the work and be able to
apply to future activities.
2.3
EAA Co-ordination
Project
Description
The Event Co-ordination Committee (ECC) meets periodically to conduct a general review of progress in organising the event. Detail of the ECC membership is given in
Appendix 1. The ECC is an important management tool for both sides and it is a condition of the event contract.
Meeting schedule and attendance
Meeting preparation
Meeting follow-up
•
•
•
Guidance Notes
Soon after the award of the event, the initial ECC meeting will be held. In addition to the
leaders of the LOC and senior staff, EAA representatives will attend this meeting. At the
first meeting the framework of the organisation and respective responsibilities (particularly financial responsibilities) should be reviewed so that all possible causes of future
misunderstandings are removed. Subsequent meetings will be scheduled well in advance and, once agreed, their dates should not be altered. Later in the preparation period, it may be necessary for organisers to hold meetings with individual members of the
ECC on specific issues.
EAA
The main ECC meetings will always work to a standard agenda, which will be circulated
in advance by the EAA. The organisers will be responsible for the preparation of appropriate documentation and presentations.
It is important that minutes are produced for these meetings and that any agreements
are promptly and effectively followed up. In most cases, the EAA will be responsible for
producing the minutes, which will be circulated to all participants for their comments
prior to their approval.
Site visits to meet representatives of the organisers are not social occasions (though,
of course, they should be enjoyable) and therefore should focus on the tasks as necessary. Organisers sometimes feel that the EAA representatives are over intrusive but
this should not be the case and a sympathetic understanding of common needs is a
basis for a good working relationship.
2.4
Competition Programme and Timetable Preparation
Project
Description
One of the most important planning tasks for EAA events is the preparation of the Competition Programme and Competition Timetable. These must take into account the requirements of the athletes, the spectators in the stadium and the broadcasters. A wide
range of parties, including of course the organisers, will have an input into the process.
Guidance Notes
The EAA Organisational Delegate will be responsible for the Competition Programme
(events to be held, start and finish of competition sessions, time of Opening Ceremonies, etc). Responsibility for co-ordinating the preparation of the Competition Timetable
EAA
rests with the EAA Organisational Delegate and the EAA Technical Delegate. Organisers, however, will need to participate in the process to ensure that their ideas are taken
into account. In accordance with the EAA – European Broadcasting Union (EBU) contract, the Competition Timetable must be approved by the EBU. Therefore, the participation of the Host Broadcaster, the EBU’s representative, in this process is also essential.
See Chapter 9, Competition, for further information on the preparation of the Competition Timetable.
EAA
3.
FINANCE AND BUDGET
It hardly needs mentioning that careful preparation of the financial aspects is essential
for the success of an EAA event. This work includes identification of the main sources
of income and decisions on the expenditure for the event. Combined, these two aspects
form the event budget, which is presented as an element of the candidature. If the event
is awarded, the event budget becomes a condition of the event contract. A template for
the event budget is given in Appendix 2.
Work in this area covers both 'political' and 'commercial' issues and requires the careful attention of the LOC, particularly in the bid phase. Later, the management of the
event budget will be referred to the Administration Function but it must at all times be
followed closely at the top management level.
3.1
Income
Project
Description
The LOC must understand the potential sources of income for its event and be prepared
to secure from them the cash and other resources required. The most important work
on this Project must take place in the bid phase, as identification of the main sources
and a guarantee for any deficit are a requirement of the bid documentation and the
event contract.
In planning this Project the following should be considered:
Contributions from national and local authorities and other entities
Ticket sales
Profits from the exploitation of the LOC’s national commercial rights
EAA Organisation Grant
•
•
•
•
Guidance Notes
By exploiting all possible income sources, it is possible to cover the costs of the event
and many EAA event organisers have finished off with a surplus.
A key to maximising income is to understand that it may take the form of cash or what
is called “value in kind” (VIK). VIK can be the provision of goods or services required
for the event for which the organisers would otherwise have to pay. Forms of VIK that
EAA event organisers have obtained in the past include:
Promotional assistance for the event
Secondment of staff who continue to be paid by their regular employers (which
gives the employers the value of both being associated with the event and the
experience gained by its staff when they return to their normal jobs.)
Decoration of the venue
Set up of Marathon and Race Walking courses
Traffic mobility for Marathon and Race Walking events
•
•
•
•
•
EAA
•
•
•
•
•
Social Programme activities
Security staff
Office space
Office machines, furniture and other services
Required products from sponsors
Often authorities and sponsors are better able or more willing to support the event with
VIK or a mixture of VIK and cash. Many sports events have been organised successfully with relatively little cash by attracting enough VIK. It is important, however, to make
a distinction between VIK that is required to organise the event and VIK that is not
strictly necessary.
The exploitation of the LOC’s national commercial rights is discussed in Chapter 12,
Commercial Management.
When preparing an event budget, organisers often assess the risk that part of their anticipated income will not be realised. Typically a risk rating using a scale of 1 to 3 or 1
to 5 is assigned to each identified source. This tool helps the organisers to better understand the potential income for the event and plan accordingly.
SUPPORT FROM OTHER ACTIVITIES
When planning the event budget it is important to identify and investigate any major
social, cultural and promotional activities that may be taking place around the time
of the EAA event. Often, the event can be linked to seemingly unrelated national
or local activities, such as a tourist board promotion or the celebration of the anniversary of city’s founding or a bid for another sport event such as the Olympic
Games. These events are particularly interesting if they have budgets that can contribute cash or VIK to the EAA event.
3.2
Expenditure
Project
Description
The LOC must identify the areas of expenditure for its event and allocate costs in line
with organising requirements, including various contractual obligations, and available income. This Project will see important decisions on expenditure taken in the bid phase
so that the event budget can be included in the bid documentation and, should the event
be awarded, become a binding part of the event contract.
In planning this Project the following should be considered:
Understanding of LOC and EAA obligations
Detailed list of expenses
Prioritisation of expenses
Contingency
•
•
•
•
EAA
Guidance Notes
Before preparing the expenditure part of the event budget, it is important to fully understand the specific obligations of the LOC and the EAA as detailed in the bidding
application and event contract. Without this understanding, it is possible to assume
erroneously that the EAA or another party will meet costs that are the responsibility of
the LOC.
A list of an organiser’s typical costs for the European Championships is given in the budget
template in Appendix 2. This can be adapted for allocating costs for any EAA event.
As the event budget is prepared in the bid phase before many aspects of the LOC’s expected income are received or certain (ticket sales, commercial rights revenues, etc),
Organisers normally prioritise their expenditure items (see box). This procedure helps
the organisers to make expenditure cuts in a controlled manner if, at a later stage, some
of the anticipated income is not realised or other problems arise. It should be noted that
any cuts to the expenditure plans given in the bid that may affect the quality of the event
must be approved in writing by the EAA.
To ensure that the event budget is as realistic as possible it is also important that a
figure for inflation and a contingency to cover unforeseen expenditure are added. The
inflation figure will vary according to the specific circumstances and economic conditions. The recommend contingency to add when the expenditure is planned in the bid
phase is 10%. This figure can be adjusted later as the event budget is refined.
PRIORITY SCALE
Typically, a priority rating of 1 to 3 is assigned to each identified line of expenditure
in the event budget, though some organisers use a 1 to 5 scale. In either case, the
highest priority is assigned to “must have” items, the second level of priority is given
to items that are very important and the lowest priority is given to items that it would
be “nice to have” but would be the first to be cut in case of problems. Obligations
of the event contract for an EAA event should, of course, be given the highest
priority.
EAA
3.3
Financial Management and Control Procedures
Project
Description
The LOC is responsible for putting into place adequate procedures for the management
and control of the event’s finances. The Committee must also oversee the operation of
these procedures throughout the entire organisation of the event.
Appointment of a Financial Director
Cash-flow projection
Banking arrangements
Procedure for the approval of expenditure
Procedure for monitoring and adjustment of the event budget
Accounting and audit arrangements
Insurance
•
•
•
•
•
•
•
Guidance Notes
It is a condition of the event contract that the organisers provide the EAA with a final audited account for the event by a specified date.
Further information on financial management procedures is given in Chapter 15, Administration.
EAA
4.
ATHLETICS FAMILY
Each of the various groups included in the Athletics Family plays an important role in
the sport and making EAA events possible. The Athletics Family includes the EAA itself,
the Member Federations, broadcasting and marketing partners and others. Managing
these relationships, and the support and services to be provided, to the satisfaction of
these groups is an important responsibility for the LOC.
This matter comprises a wide variety of activities that will be spread across a number
of different operational Functions. However, because the event will be judged on the
quality and consistency of delivery of these activities, it is essential that they are centrally co-ordinated and controlled by the LOC.
The VIP seating area at the European Championships
4.1
Athletics Family Communications
Project
Description
The organisers must provide technical, logistical and other information effectively to the
Athletics Family throughout the preparation period. Organisers must also be prepared
to deal with requests and react in a timely way to any problems that may arise.
Information requirements
Co-ordination with other Functions
Managing the information flow
Dealing with requests and problems
Visits by team leaders, future event organisers and other officials
•
•
•
•
•
EAA
4.2
Visas
Project
Description
One of the most important obligations of the LOC is to ensure that all participants are
able to enter the country for the event. This Project includes securing a letter of guarantee, to be included in the Bid documentation, from the relevant national authority that
it will provide all participants with the necessary visas. It also includes ensuring the relevant embassies are officially informed and assisting the Member Federations and
others as required.
Determination of visa requirements
Liaison with the relevant national authority
Official invitation letters to Member Federations and others requiring visas at
least one year prior to the event
Cost of visas (whenever possible, the visas should be given free of charge.)
•
•
•
•
4.3
Protocol
Project
Description
The LOC is responsible for implementing appropriate protocol procedures as required
by the event contract and the quality of delivery in this area will be important as to how
the event is judged. Dealing with important guests, particularly those from abroad, requires high levels of awareness and sensitivity, good planning and constant supervision
by the LOC.
Appointment of a Protocol Officer
Identification of VIPs and appropriate ways to treat them
VIP logistics
Other VIP services
Ongoing involvement of LOC members in protocol activities
•
•
•
•
•
Further information is given in Chapter 14, Ceremonies and Protocol.
“PROTOCOL”
The word “protocol” comes from the Greek word protokollen, where protos means
“first” and kollen means "glue". The "first glue" has for centuries been considered
the system of international courtesy and conduct.
EAA
5.
VENUE INFRASTRUCTURE
The LOC is responsible for providing a venue to the specifications set for the event and
agreed in the contract with the EAA. The venue includes the stadium or competition
area as well as warm-up areas and ancillary facilities for the media, sponsors and competition management. Preparation work on the venue infrastructure could include construction or refurbishment of permanent facilities and installation of temporary facilities.
There may also be a requirement to manage the venue during the period of the event.
As the venue is perhaps the most visible and striking aspect, particularly of the major
stadium events, its preparation will be a key consideration in how the event is judged.
This is clearly a strategic issue for organisers because of its importance and the ‘political’ nature of dealing with venue operators and sources of funding. Therefore, it must
be handled directly by the leadership of the LOC with co-ordinated input from appropriate Functions.
5.1
Construction and Installation Planning
Project
Description
The LOC must carefully assess its proposed venue against the event requirements and
international standards and then plan any construction or installation work required. For
events that take place outside a stadium, organisers may also have to carry out the work
themselves. Though it is unusual for event organisers to undertake major Projects on a
stadium, if only because of the capital investment that is normally involved, it will be
necessary to work closely with whomever is responsible to ensure that work is carried
out according to relevant technical regulations and deadlines.
Activity and services space requirements
Technology requirements
Utility requirements
Plans and diagrams
Approval of plans
Work schedules and
milestones
•
•
•
•
•
•
EAA
Guidance Notes
It is important that early in the planning, organisers identify all the groups, activities and
services involved in the management of the event and determine the size and location
of the spaces required for each operation. The process should include study of Part V,
“General Information” of the Bidding Manual, the Operational Functions covered in this
manual and additional information to be provided by the EAA and others. Appendix 3
contains room and working area requirements for the European Championships and
Appendix 4 contains the warm-up area requirements for EAA stadium events.
Figure 4: Example of a flow diagram for athletes at a major stadium event. (Source:
IAAF Basic Competition Organisation Manual)
EAA
The organisers are responsible for ensuring that all rooms and working areas are ready
for use by the agreed dates.
The activity space plans can be checked by creating a flow chart (see example diagram)
for each group involved in the event showing the relationship and route between all its
possible activities at the venue from the time of arrival until departure.
Many activities at the venue will involve technology, which may have major installation
implications, particularly cabling and routing, which must be planned for early. These include:
Television production facilities
Video screens
Stadium sound system
Information systems
•
•
•
•
Utility requirements (power, water, lighting, heating, air conditioning) should also be
assessed early so that any required modifications can be planned and carried out.
Organisers are required to provide location diagrams for all administration and storage
room possibilities. The EAA and the organisers will plan the allocation of rooms together. Detailed plans and drawings of facility and equipment installations, with any
modifications indicated, must also be produced. These must also be supplied to the relevant marketing, technical and broadcast partners so that the plans can be approved
and the work schedules can be monitored.
5.2
Venue Management
Project
Description
During the event, it is important that the venue is effectively managed and that all services are delivered efficiently. For a stadium event, this will normally involve the handover from the stadium operator of some or all functions to the organisers. This handover will be for a period starting just before the event, so that final preparation of the
venue can take place, and lasting until just after the event is completed.
Identification of the different responsibilities of the organisers and stadium
operator
Schedule for hand-over and return of functions
Provision for delivery of services under the responsibility of the organisers
•
•
•
See Chapter 7, Logistics for additional details.
EAA
EAA
6.
COMMUNICATIONS
Communications, which should not be confused with Media Services (see Chapter 11),
covers the exchange of information with all groups involved in an EAA event, including
the authorities, sponsors, media, staff and volunteers, participating teams and the
general public. Good communications play a vital role in the preparation, operation and
promotion of the event.
As the risk of poor communication at any time is a negative perception of the event
(which could lead to reduced spectator and media audiences), it is of great strategic importance that the leadership of the LOC directly manages this area. Though there are
operational aspects of communications, it is generally a mistake to delegate responsibility to an operational Function.
6.1
Communications Infrastructure
Project
Description
Organisers will require the appropriate infrastructure and personnel to manage their
various communications tasks. The arrangements and tools to be used will be specific
to each situation but the principles and planning are the same for all cases.
In preparing this Project the following should be considered:
Official Spokesperson
Personnel
Information
Information Technology
•
•
•
•
Guidance Notes
It is important for organisers to make an early choice of one or at most two Official
Spokespersons with the authority to speak for the event. Limiting the number of authorised speakers helps increase their effectiveness and makes it easier to control the communication of messages.
Ideally, the Chair of the LOC should be the main speaker for the organisation and event.
If this is not possible, the Spokesperson should be a member of the LOC, be well informed about all policies and activities related to the event and have access to any
relevant information. A Spokesperson should have the appropriate skills and experience
of dealing with the media. A background in journalism or advice from an experience
journalist can be helpful. He/she must also be capable of managing communications
support personnel.
Organisers will need to produce and maintain a basic collection of easily accessible information on the event, the EAA and athletics. This should include fact sheets, maps,
schedules, statistics and summaries from past editions of the event.
EAA
Up-to-date information technology is essential. This will include PCs, fax, administration
databases etc It will also include a permanent high-speed Internet access with a good
e-mail service.
6.2
Website
Project
Description
Organisers are required by the event contract to establish and maintain an exclusive
website (which is not a part of the Member Federation site) as an information and promotion tool for the event. The website has a dual function: to promote the event and to
provide fast and detailed information about the event.
Design and Layout
Content management (including regular updating)
•
•
Guidance Notes
The design of the event website should be an integral part of the organiser’s event design (see below) and should be planned and produced in conjunction with the EAA
Media Officer. Aspects such as a secure online transaction system (for ticket sales with
credit card payment) must normally be created with the co-operation of an experienced
web-design company.
It is very important that the website is “living”, i.e. it is regularly updated and maintained
and is topical, so that visitors will be encouraged to return. It should also contain practical information required by the media and teams prior to the event.
It would be a mistake to leave the responsibility of managing the website content to a
PR agency, a web programmer or a web designer. Instead, it is recommended that the
organisers involve a competent editor (e.g. an athletics journalist) for this task.
The website must be online by the date fixed in the
event contract, at least 6
months before the event
(12 months before the European Championships),
and remain online for at
least 3 months after the
event.
Home page of an EAA event website
For further information on
website design and content, see Appendix 5.
EAA
6.3
Event Design
Project
Description
The purpose of creating an event design is to provide the event with a corporate identity that is easily recognisable. This will comprise key branding elements such as the
logo, typeface and event colours, which should, ideally, be developed simultaneously.
The event design will greatly assist the organisers in establishing and promoting the
event should be strictly followed on all event materials, information releases and the
website.
Design proposal and approval
Co-ordination with EAA and sponsor designs
Production of a design manual
•
•
•
Guidance Notes
Organisers should refer to the EAA Sponsorship and Design Manual for detailed guidance on the creation of an event design. Note that the event design must be approved
by the EAA.
6.4
Official Publications
Project
Description
Organisers are responsible for producing a list of official publications, each with a deadline specified in the event contract. Each of these publications provide information to
one or more of the various groups involved with the event in a format that has become
established over the course of many EAA and other international athletics events. In
some cases, the required contents will be sourced from other Projects with this Project
responsible for the production aspects.
Content requirement and sourcing of each publication
Design and layout (including co-ordination with the event design)
Printing
Distribution
•
•
•
•
Guidance Notes
The official publications include the following:
Bulletins (see section 15.4 for further information)
Statistics Handbook (see section 11.6 for further information)
Team Manual (see section 9.2 for further information)
Event Guide (see section 14.3 for further information)
•
•
•
•
EAA
•
•
•
•
•
•
•
6.5
Media Guide (see section 11.6 for further information)
Daily Programmes (see section 13.4 for further information)
Final Report (see section 15.4 for further information)
Newsletters
Volunteer Handbook
Results Book
Souvenir Photo Book (which should include a selection of photographs tailored
to reflect the EAA’s international sponsors)
Communications Plan
Project
Description
Organisers must be proactive in their communication in order to promote interest (and
generate ticket sales!) and avoid potential problems by ensuring a frequent flow of positive information to all concerned groups. They must also be prepared to react quickly
and effectively to any negative stories that might arise. Managing such a programme requires careful planning and co-ordination.
A theme for the event’s communications
Tools and activities
Co-ordination
Contingency arrangements
Monitoring
•
•
•
•
•
Guidance Notes
Organisers should consider the various media and public relations tools available to
them and, using as many as possible, create a well thought out, long-term schedule of
public relations (PR) activities. The aims should include raising awareness of the event
and sending appropriately timed messages. It can be very helpful to start with PR before making requests for support. Useful tools and activities to consider include:
Personal contacts
Events (receptions, launches, sponsor signings, schools events, etc.)
Media tools (releases, conferences, selected briefings, photo opportunities and
interviews)
Promotion campaign (see Chapter 13, Promotion)
Printed materials (official publications and newsletters)
•
•
•
•
•
DEVELOPING A COMMUNICATIONS “SCRIPT”
Like the dramatic structure of a theatre play or the progression of a cinema film,
the communications plan should aim for a careful build up of information and a
widening of the circle of people “in the know”. The plan should be co-ordinated
with the promotion campaign and feature a rhythm of new information and re-enforcement of previously released ideas.
EAA
Communications plans should be carefully co-ordinated with the EAA, partner authorities and the event sponsors.
Arrangements should be prepared for handling PR and media information in the event
of negative news or a crisis. Key elements of contingency arrangements include:
Contact lists for LOC members and senior staff.
Arrangements for briefing of the Spokesperson
“What if ?” planning sessions for the Spokesperson
Prepared statements and media releases that can be adapted to situations as
they arise
•
•
•
•
Procedures for monitoring the implementation of the communications plan and making
adjustments, if required, should be prepared at the time the plan is first elaborated.
EAA
EAA
PART II OPERATIONAL MANAGEMENT
OPERATIONAL
MANAGEMENT
Operational Management refers to the execution of the specific activities directly related
to delivering the event in question. For an EAA event these can be grouped into the following Functions:
LOGISTICS
EVENT
PRESENTATION
COMMERCIAL
OPERATIONS
COMPETITION
PROMOTIONS
TECHNOLOGY
ADMINISTRATION
MEDIA
SERVICES
PROTOCOL &
CEREMONIES
Figure 5: Suggested structure for operational management of a European Athletic Association event.
As it is a condition of each event contract that the EAA approve the Operational Management structure, it is strongly recommended that Organisers propose a scheme that
reflects the 9 Functions in the way they are shown here as closely as possible.
The recommended structure has been designed with the larger EAA events in mind and
experience has shown that this number of elements is easier to manage than a more
fragmented organisation. It might even be possible to combine some elements in the
structure of a smaller event. However, it must be stressed that every event will require
that all the Functions shown be fulfilled according to the contract.
The senior executive, who will be responsible for Operational Management of the event,
should have the appropriate leadership, management and communication skills (including the ability to speak English). It is essential that he/she is a member of the LOC,
is appointed immediately after the event has been awarded and takes part in the early
planning for the event. The senior staff members, who will be responsible for the each
of the Functions, should be able to manage plans, supervise people, have specific experience of working on major events and speak English. These major appointments will
need to be confirmed in writing by the EAA.
EAA
EAA
7.
LOGISTICS
Logistics may not be a very common word in athletics but it is entirely appropriate for
describing the co-ordination of many important aspects of the organisation of an EAA
event. Good logistics are essential for the smooth operation of an event and will greatly
enhance the experience of those involved. This work includes the interrelated Projects
of Accommodation, Catering, Transportation, Arrival and Departure, Venue Management, Seating, Security and Accreditation, and Official Clothing. Logistics will involve interfaces with most other Functions.
The expertise required for the various logistical Projects is not always called for in the
day-to-day operation of athletics. Thus, it is a common mistake to assign responsibility
for one or more of these Projects to an individual on the basis of his/her position in the
federation or sport rather than any practical knowledge or experience. It is wise, particularly for larger events, to look for professionals or people with extensive experience in
a specific field to manage these Projects. A second common mistake is to split up these
Projects within the organisational structure of the event. Good co-ordination is essential and, therefore, it is strongly recommended that organisers structure this Function so
that a senior staff member has overall responsibility for all the Projects covered in this
section.
The structure and plans for this Function must be specifically approved by the EAA.
“LOGISTICS”
The word “logistics” comes from the French word logistique. It was first used during the 19th century in relation to the supply and movement of armies. Nowadays
it refers to complex operations involving many people, facilities or supplies.
7.1
Accommodation
Project
Description
The Accommodation Project is more than a question of securing the necessary numbers of rooms. It is about using the available facilities to create the best possible living
and working conditions during the event for each of the various groups involved in a
scheme that has a clear logic. This Project will involve close co-operation with both the
Technical and Media Service Functions.
EAA
Guidance Notes
7.1.1
Accommodation Plan
Task
The accommodation plan should make provision for all groups that will be involved in
the event, including spectators. The plan can involve complex arrangements and contracts. Work on it should begin early in the bidding phase, as information on the official
hotels and prices to be charged must be included in the Bid documentation. For these
reasons it is advisable, particularly for larger events, to utilise a hotel association or experienced travel agency.
Work on the plan should start with consideration of international category room requirements provided in Part V, “General Information”, of the Bidding Manual and the
needs of the organisers, Member Federation, local sponsors and other domestic
groups.
Each group will have a specific set of requirements and priorities, which should be anticipated in the plan. Normally these include:
Suitability, quality and price for the particular group
Proximity to the event venue and other official sites
Ease of access for transport services and parking
Availability, suitability and price of meals (especially extended meal service for
athletes, competition officials and event management personnel)
Availability of service areas (welcome/information desk, work and meeting/conference rooms, storage for event related equipment, gym, swimming pool, space
for event medical staff)
Possibility of flying the EAA and event flags on the hotel flagpole, placing sponsor branding in the lobby and other public areas and distributing products provided by sponsors (particularly beer and water) free of charge.
•
•
•
•
•
•
After the event has been awarded, the organisers should obtain specific requirements
from the official groups, particularly the needs for offices and meetings rooms, before
the final contracts are signed so that expensive “surprises” can be avoided.
Final room allocations for the International category groups will be made by the EAA.
The accommodation plan should also cover:
Required support personnel
Links with the official transportation and security services
•
•
A date for the completion of the accommodation plan will be set in the event contract.
The plan should include preparation milestones that can be monitored by the LOC and
the EAA.
EAA
7.1.2
Guest Management
Task
The organisers must use the Guest Management software available from the EAA.
Final confirmation deadlines for hotel bookings should be negotiated with the official hotels (the norm is 2 months before the event) and should be communicated, together with
any penalties that may be applied, to the EAA, Member Federations and other groups
as soon as possible. It is also advisable to remind people of this information in subsequent communications.
From their arrival at their accommodation until their departure, the guests may require
assistance from event support personnel who have received specific training and briefings. For larger events, these will normally include Co-ordinators for each group, Welcome/Information Desk volunteers, Team Attachés and Attachés for the competition officials and event management personnel.
As the majority of guests will leave on the same day, careful thought should be given to
checkout and departure so that checkout times can be co-ordinated with the transportation services and to ensure the procedures are smooth and efficient.
7.1.3
Welcome & Information Desks
Task
Each official hotel should have a Welcome & Information Desk installed in the hotel
lobby. The locations should be visible and the desks should operate from the time of arrival of the first guest, until after the final guest has departed.
Each desk will need a notice board, telephone line and list of key telephone numbers.
A sufficient number of personnel should be assigned to run the desks from 08.00 until
20.00 each day. A rota should be prepared to insure that there are sufficient personnel
on hand at all times, even during meal times or slow periods. Personnel must speak
English and, if possible, other language speakers should be available. All personnel
must be carefully briefed and have available extensive information on the event, the city
and any relevant activities in order to help guests with enquiries.
7.2
Athlete Accommodation
Project
Description
Athlete accommodation normally covers the largest group of guests and involves very
specific requirements, which can affect performances and the success of the event.
Because of its importance and the need to provide certain details it is treated has a
separate Project. Athlete accommodation will normally require a separate plan that is
integrated into the overall accommodation plan.
EAA
Guidance Notes
7.2.1
Planning
Task
After determination of the number of athletes to be accommodated, the planning process for Athlete accommodation should include study of the EAA Team Services Guidelines.
The essential requirements to consider in planning the athlete accommodation are:
The location of the accommodation must be no more that 30 minutes drive from
the competition venue.
The accommodation should be compact and of uniform quality. Good quality student accommodation is acceptable, otherwise a single hotel (or adjacent hotels
of the same quality) will do. There should be no more than two athletes per room.
The meal arrangements must be flexible enough to provide for athletes competing late in the evening and very early in the morning and the food must be of
good quality. (See section 7.3, Catering for further information)
The accommodation must have sufficient ancillary rooms and spaces for meetings and the team services (see below) provided by the organisers and the
teams themselves.
It must be possible to provide security to meet the requirements of the relevant
local authorities.
•
•
•
•
•
The plan should also cover:
Provision of team services
Links with the Official Transportation and Security services
•
•
•
the EAA.
7.2.2
Athlete Accommodation Management
Once the athlete accommodation plan has
been approved, if not before, the person
directly responsible for this task must be
appointed and begin preparations. The
choice of this person is important; should
have knowledge of the needs of competitors and must speak English (and ideally
other languages).
He/she should operate under the co-ordination of the person responsible for accommodation. However, due to the nature
of the activity, when the event period begins he/she should be given full authority
and responsibility for the management of
this operation.
Student housing used for athlete
accommodation at the European
Championships
Task
EAA
7.2.3
Team Services
Task
Information on all team services provided by the organisers should be available at the
athlete accommodation, in the Technical Information Centre (TIC) and in the Team
Manual.
Team Attachés
Team Attachés are an important link between the organisers and the teams. For this
reason the choice of individuals to serve in this position is important. Attachés can be
a student/athlete working on a volunteer basis. They must be enthusiastic and conscientious and, ideally, they should speak the language of their assigned team.
In addition to the general training given to all the event’s volunteer personnel, Attachés
should be specially prepared to ensure they are well informed about the different aspects of the organisation of the event, knowledgeable of the city and have at least a
minimum appreciation of athletics. (As the job of the Team Attachés and the attachés
for the Event Management personnel are the same, their preparation can be combined.)
The number of Attachés to be appointed to each team depends on the number of athletes and team officials of each country, on the days of competition and on the pattern
of the competition.
It is important that an Attaché Co-ordinator with experience in this area be appointed to
prepare and manage the attachés.
Athlete Care
Basic first aid should be available at all times in the athlete accommodation. Specific
areas should be assigned and properly supplied. It is also a good idea to have medical
doctor on call.
It is also necessary to provide physiotherapists or masseurs. These will also require
properly supplied areas to work. Additional working areas should be provided for teams
that bring their own competitor care staff.
Recreation Activities
The athlete accommodation should have provision for some recreation activities. These
normally include:
Swimming pool
Television and video
Table Tennis
Billiards
Magazines and newspapers
PCs for games and Internet access
•
•
•
•
•
•
For additional information on team services, see Appendix 6.
EAA
7.3
Catering
Project
Description
Catering for the groups accommodated in the official hotels and athlete accommodation
will normally be provided by the operators or by catering service contractors arranged
by the organisers. However, it is important that the organisers are involved in the planning and supervision of all operations to ensure that the quality and any specific diet requirements are met. Organisers must also be aware of and plan for the possibilities of
catering for one or more groups at other locations including the competition venue (for
officials and other volunteers, VIPs, etc) and the various media locations.
Guidance Notes
7.3.1
General Catering
Task
For most of the groups involved in the event, the restaurant provision that one would expect at a good quality hotel will be adequate. It may be necessary to make special
arrangements for the restaurants in the hotels used by the technical officials and personnel involved with the Competition Management and Event Presentation are open
long enough to serve those who will return late from the competition.
VIPs will tend to eat many of their main meals at official functions and therefore hotel
packages that include meals other than breakfast may not be appropriate.
7.3.2
Athlete Catering
Task
It almost goes without saying that food is very important for the athletes and can have
an effect on their performance. Thus, the catering requirements for the athletes are
more specific than for other groups.
Special consideration must be given to the quality, quantity and, above all, the variety of
food available. The catering service should prepare menus in advance with the advice
of a sport nutritionist and one or more athletes for approval by the organisers. In the
case of the European Championships (Outdoor and Indoor), when athletes will have to
stay for several days, menus will have to be approved and services supervised by the
EAA Organisational Delegate or an appointed representative.
Consideration must also be given to the hours of service, which will need to be adjusted
according to the competition schedule and approved by the organisers. Normally, breakfast should be available 4 hours before the first event starts and 5 hours before a
marathon or race walking event. Meals should be served for extended hours in the
evening after late competition. Arrangements should also be made so that combined
event athletes (and their coaches) can order boxed meals to take to the stadium.
It is strongly advised that a self-service buffet style is used in order to speed up service.
Athletes must also be able to take away drinks, fruit and (self-made) sandwiches.
EAA
Free (bottled) still water must be available in the athlete accommodation and at all training areas and competition sites. An international or national supplier could provide this
water but if such arrangements are not in place, the organisers will be responsible for
this service.
For additional information, see Appendix 6.
7.4
Official Transportation
Project
Description
It is not sufficient for the Official Transportation Project to just provide an adequate number of busses and cars. The Project will need to deliver a complete and reliable service,
which is fully integrated with the Accommodation Project and includes well-planned
schedules of vehicle movements and trained drivers.
Guidance Notes
7.4.1
Transportation Plan
Task
The transportation plan must make provision for the movements of all categories of
accredited participants in the event, their baggage and equipment. Creation and delivery of the plan calls for an experienced specialist in this work. Military service personnel are often used for this purpose. Work on the plan will normally require consultation
with the Host City authorities about road access, parking possibilities, etc.
Official cars at the European Championships
EAA
Participants in the event will need transportation for the following movements:
From the place of arrival (i.e. the airport or main railway station) to the accommodation and return at the end of the event
From the accommodation to training sites and/or competition venues and return
From the accommodation to any official functions or activities associated with the
event and return
•
•
•
The required number of vehicles will depend on the number of participants, the distances to be covered and the traffic conditions. In most cases, the biggest movement of
people at one time will be the return from the venue to the accommodation at the end
of a day’s competition. The capacity to cope with this demand in a reasonable amount
of time gives the number of vehicles required. All other movements, and the required
vehicles, can be calculated as a percentage.
Though the transportation plan must be integrated, the system for each category of accreditation should operate independently of the others. The nature of each system will
also depend on the circumstances. For example, if all the athletes are accommodated
at a single location it is possible to run a shuttle bus service to the training and competition sites. If they are in separate hotels, a more complex system of schedules and
dedicated vehicles may be required.
When it is complete, the transportation plan should show the movement of each vehicle throughout each day of the event. It should also cover:
Location and operation of the transportation management office during the event
Preparation and management of vehicles
Preparation and management of drivers and other support personnel
Identification and decoration of vehicles
Identification and marking bus stops and other pick-up/drop-off sites served
Communication arrangements
Parking arrangements at the venue and various sites served
Transport of baggage and equipment (including vaulting poles)
Administrative procedures for the purchase and use of fuel (petrol/diesel).
Contingency plans (including extra vehicles to cover breakdowns)
Insurance arrangements
•
•
•
•
•
•
•
•
•
•
•
A date for the completion of the transportation will be fixed in the event contract. The
plan should include preparation milestones that can be monitored by the LOC and the
EAA.
It is important that the plan includes the assignment of specific responsibility for managing the athlete, VIP and media transportation systems. Generally, the responsible
persons will work under the Head of Transportation but during the period of the event,
they must have the authority to take urgent decisions when problems arise.
For further information, see Appendix 7.
EAA
7.4.2
Vehicle Management
Task
The “fleet” of official vehicles will normally include a mixture of coaches, mini-buses,
vans, pool cars and dedicated cars. The vehicles to be used need to be modern and
have air-conditioning in warm weather and heating in cold weather. Official cars must be
decorated with the event logo and the car supplier logo. All branding will need to be
approved by the EAA.
If cars or other vehicles are to be provided by a sponsor, the organisers and the EAA
Organisational Delegate will need to study the arrangements carefully. They must check
that the event’s needs are met by the contract and, if not, that other provisions are made
for any shortfall.
It should be remembered that vehicles can break down or be damaged. Therefore, it is
necessary to be prepared with repair and cleaning services and an adequate number
of reserve vehicles.
7.4.3
Driver Management
Task
In most cases, volunteers will drive the official cars mini-buses and vans. These drivers
will need to be carefully selected, the most important qualities being a good driving
record and experience driving in the Host City. All drivers will need to be trained (including instruction on routes, access to venues, parking arrangements and how to
address their passengers) and given appropriate uniforms.
During the event, drivers and vehicles will need to be positioned to meet pre-arranged
and anticipated requirements. It will be necessary to plan for providing the drivers with
meals and rest breaks. It is useful to have rooms available, both for refreshment and coordination, at the main points in the transport system (airport, hotels, competition
venue, etc).
Bus companies normally provide their vehicles with experienced drivers, which makes
management somewhat easier. However, it will be necessary to ensure that these
drivers are briefed in the same way as the volunteer drivers (particularly on access to
venues and parking arrangements). It may also be necessary to plan for providing bus
drivers with meals during the period they are on duty.
7.4.4
Communication
Task
Drivers will need to be provided with mobile phones and/or radios for co-ordination.
They must also have a printed list of important telephone numbers.
Transportation Desks or Transportation Offices should be set up wherever transport requests might be made (airport/hotels/competition venue). If possible, these should be
combined with the Welcome & Information Desks in the same location. In any case, they
must have adequate signage, all relevant information on the transportation system and
communication links.
EAA
Information on the transportation system will need to be included in the Event Guide
and Team Manual. The information must cover in detail all relevant procedures and
timetables. It must be made clear in the Team Manual that the official cars are for official services and not for any other use. The EAA Organisational Delegate should review
this information before it is published.
7.4.5
Parking Arrangements
At any of the main
points in the transportation system (airport/
hotels/competition venue) there is likely to
be a need to park official vehicles. Arrangements, including any
identification required,
must be made in advance for each site in
order to avoid problems during the event.
In some cases, teams
will require parking
passes for their private
cars or other vehicles.
Drivers should be instructed on the parking
arrangements at each
site and given printed
detailed information to
refer to during the
event.
7.4.6
Task
Official cars at the European Championships
Public Transport System
Task
At the European Championships and many other EAA events, it is customary for the
Host City to make it possible to use all public transport (buses, trams, trains, underground/subway) free of charge on presentation of the event accreditation card. This is
a valuable service and can help to supplement the organisers’ transportation system,
providing a “safety net” and helping to reduce the number of transport requests that
have to be satisfied individually.
The availability of this service must be indicated in the Bid documentation.
Information about the public transport system (including routes, maps and timetables)
should be made available at the Information Desks in the official hotels and athletes
accommodation.
EAA
7.5
Arrival and Departure
Project
Description
The first impression that most participants have of an event is how their arrival is handled. Often, this impression will be the same as their judgement of the whole organisation of the event. And, of course, the handling of departure procedures is no less important. For these reasons, arrival and departure arrangements are treated as a separate Project requiring its own plan, which is integrated with the transportation plan.
Guidance Notes
7.5.1
Planning
Task
The arrival and departure plan must provide the conditions for these procedures to run
smoothly and with a minimum of stress for the participants in the event. In this type of
operation, particularly at an airport, anything can happen. From the organisers’ point of
view, it can be challenging and difficult. It is more than a question of proper planning;
the continuous and numerous exceptional circumstances that will arise must be managed. It is important, therefore, that an experienced person who has good contacts
with the airport, railway and other authorities is appointed to lead the Project.
The essential elements to consider in planning the arrival and departure procedures
are:
Passport control and customs assistance
Baggage collection and transport
Transport Desks
Departure management
•
•
•
•
The arrival and departure procedures plan should also cover:
Links with the Official Transportation service
•
•
the EAA.
7.5.2
Passport Control and Customs Assistance
Task
It is helpful if a representative of the organisers can meet each arriving team to monitor the passport control and customs procedures and provide assistance when required.
The arrival of individuals normally does not call for such assistance but it is a good idea
if the representative is on call in the airport or railway station.
Care must be paid to the access of medicines that are nowadays controlled by national
laws. Teams should be informed of any relevant regulations before they travel.
EAA
It is important that the organisers are also prepared to give assistance to the EAA’s
International Technical Partners (EAA–ITPs) or visiting broadcasters crossing borders
in vehicles carrying technical equipment (data, timing/distance measurement, cameras,
etc) for the event. The organisers should make themselves aware of the procedures and
any required information (i.e. vehicle make and model, registration number, driver
names, date and estimated arrival time at border, etc) and provide it to the appropriate
authorities. This work should be co-ordinated through the EAA.
7.5.3
Baggage Collections and Transportation
Task
To speed up arrival of teams it will be necessary to organise an efficient service for the
collection and transportation of baggage at each point of arrival.
Some airports are ready to provide special service for speeding up the distribution of
the baggage and dedicate a specific area where the baggage can be collected. In such
a case, it would be good to issue and distribute specific baggage tags to participants
before they depart for the event.
For the arrival of large groups or groups with large amounts of equipment, a separate
vehicle to transport baggage and equipment should be arranged with the transportation
service.
7.5.4
Transport Desk
Task
The organisers should place a Transport Desk at each point of arrival. The desk should
be located just outside the arrival area and should be immediately visible and identifiable as being connected to the event. If possible, a second desk should be located inside the Customs area. This type of operation will benefit greatly from good co-operation with airport and or railways authorities.
Transport Desks must have a notice board, telephone line and list of key telephone
numbers. Personnel must speak English and, if possible, other language speakers
should be available. All personnel must be carefully briefed and have all relevant information on the transportation system in order to help guests with enquiries.
While the Transport Desks should assist any visitor they should be prepared for the
teams/athletes as they often arrive in large groups and may need special assistance.
7.5.5
Departure Management
Task
The departure process is as important to guests as their arrival. For this reason it must
be organised with the same care and attention to all aspects: transport to the point of
departure, baggage, customs, departure forms, flight bookings etc The Transport Desks
should be moved to the departure area so that the personnel are available to assist.
EAA
7.6
Security
Project
Description
Security is nowadays a very delicate matter, which must be handled according to the
specific circumstances of each event. It is therefore not possible to give organisers
more than a general overview of this Project.
Some form of security will normally be required for all areas where official activities of
the event take place, including the competition venue, training areas, hotels and special
activities. It may also be required for the official transportation service. Normally, a mixture of specially briefed volunteers, venue and hotel staff, professional security agencies and the police are
required to provide security for an event. It will
be necessary to brief all
security personnel at the
venue on the event’s accreditation system (see
below).
Organisers are advised
to consult their own security authorities, presenting all logistical plans
and different activities of
the teams/athletes.
Security presence outside the stadium at the European
Championships
The security plan should
include preparation milestones that can be monitored by the LOC and
the EAA.
EAA
7.7
Accreditation
Project
Description
Every individual officially involved
with the delivery of the event (athletes, organisers, competition officials, event management and presentation staff, volunteers, commercial
partners, the media, etc) must be accredited. This is important from both
the security and operations points of
view, as the system delivered by this
Project will help to ensure that only
those individuals who require access
to an area obtain it. This restricts the
number of people there and gives
those involved in the operations a
chance to carry out their work unimpeded.
Guidance Notes
7.7.1
Accreditation System Plan
Task
The accreditation plan, which will be developed in close co-operation with the EAA,
must be designed to deliver an effective system for controlling access to identified areas
at the competition venue. Responsibility for the creation and delivery of the plan should
be assigned to a person with experience in this type of work and the EAA will usually
insist that the accreditation system is operated by the same company that provides the
competition with data service (see Chapter 10).
The key aspects to be covered by the plan are:
Identification system
Application and approval
Design and production of ID cards
Distribution of ID cards
Marking of controlled zones
Operation of the system
•
•
•
•
•
•
A date for the completion of the accreditation system plan will be fixed in the event contract. The plan should include preparation milestones that can be monitored by the LOC
and the EAA.
It will be important for all accredited personnel to be informed about the system and procedures prior to their arrival at the event. After the plan is prepared, this information
should be included on the event website and in the various manuals that are produced
in advance of the event (i.e. the Team Manual, Media Manual and VIP Event Guide).
EAA
7.7.2
Identification System
Task
The key to an accreditation system is a system of identification that clearly shows the
areas to which the individual is allowed access. The EAA has prepared a standard system, which is based on the needs of a European Championships. It utilises cards with
three elements of identification:
Card user category (Alpha-numeric and colour-coded)
Accreditation zones (numbered)
Zone access granted to each card user
•
•
•
The system used by the organisers should be broadly in line with the EAA standard system, but may be adapted and simplified according to the type of event and the layout of
the venue. The decision on the system to be implemented for an event rests with the
EAA.
In cases where organisers use an existing system for other events at the venue, it may
be possible to integrate this into the EAA’s overall concept. This issue must be raised at
the time of the evaluation visits. However, in all cases, the EAA’s accreditation system
will be the final authority for access and control during the event.
7.7.3
Application and Approval
Task
Teams
Accreditation for team entries (athletes and officials) will be managed via the online
entry system on the EAA’s website. The respective entry forms will be prepared by the
EAA in consultation with the organiser. (Entry forms will be accessible through the "Service"- button on www.european-athletics.org)
Media
The organisers will be responsible for distribution of accreditation application forms for
the media (including broadcasters, written press and photographers). Requests are
usually handled through an online form provided by the organisers on the event's website or with application forms on paper (downloadable from the EAA website as Word
and pdf files). All media request forms will be returned directly to the organisers
Other Groups
Accreditation requests by other groups (VIPs, sponsors, future organisers, meeting
directors, etc) will be handled through the EAA Guest Management System. This system will register names, travel details, hotel booking and further details. Organisers may
request amendments to the details gathered by the system.
The EAA reviews all requests for accreditation (registered with the online system as well
as on other forms). The organisers should therefore provide the EAA with an overview,
by category, of all applications received.
Approval of applications will be as follows:
Host Broadcaster to be responsible for reviewing and approving TV accreditation
requests
EAA and organisers (in accordance with the AIPS) to be responsible approving
other media accreditation requests
•
•
EAA
•
•
EAA and organisers to be responsible for approving team accreditation requests
EAA to be responsible for approving visiting guest accreditation requests
In principle, the identification cards should be produced in advance of the event – this
means that the organisers should set sufficiently early deadlines for return of the application forms.
Even with the best planning in the world, there will always be last minute accreditation
requests. It is therefore prudent to set up procedures to help manage this efficiently.
The EAA and the organisers will each need to appoint one person to be responsible
for approving such requests on site. No card should be distributed without this
approval.
Having said that, the impression should never be given that it is easy to get an accreditation card on site by simply avoiding the application procedures that were so carefully put in place earlier.
7.7.4
Design and Production of ID Cards
Task
Standards for the look, layout and size of the identification cards are covered in the
EAA’s Design Manual. Photos will be required for cards produced for the European
Championships. For other events, inclusion of photos will be left to the organisers’
discretion.
All accreditation cards
must be laminated or
plasticised – this will
help to prevent the
cards being changed
or altered independently. For the European Championships
in particular, the organisers should utilise
a production system
that reduces the possibility of forgeries
being made. The production system should
also allow for corrections and last-minute
requests to be made.
Accreditation ID card and cord
The cords for the
cards will be provided
by the EAA and will be
branded with the EAA
logo only.
EAA
7.7.5
Distribution of ID Cards
Task
An Accreditation Centre (or centres) will be required for card distribution. The centre(s)
should be easily accessible by the different groups (the competition venue, athlete accommodation and official hotels can be used) and open at times to be agreed by the
EAA and the organisers. Whenever possible, there should be a data link between
Accreditation Centres.
A formal distribution system will need to be set up in order to ensure that the right person receives the right card. In addition, a sufficient number of people should be available to help distribute the cards quickly and efficiently.
The issuing of accreditation cards should start as early as possible. In some instances,
the organisers may wish to distribute cards prior to arrival at the event.
7.7.6
Marking of Restricted Zones and Directional Signs
Task
All entrances to all accreditation zones must clearly display the accreditation access
numbers that are allowed entry. This may take the form of an accreditation poster or of
some other entrance control device to be agreed with the EAA. This display will help
cardholders to quickly see their access rights.
Depending on the layout of the venue, there may be separate entrances for the different categories of persons (athletes, media, VIPs etc). In such a case, the main approaches leading to the venue (e.g. roads, paths) should be clearly identified with signs
for each category. Inside the venue, directional signs should be displayed showing the
routes to each zone or facility within the venue. The organisers are responsible for ensuring that the necessary directional signs are displayed around the venue.
7.7.7
Operation
Task
As a part of their responsibility for safety and security at the venue, the organisers must
ensure the effective policing of the accreditation system. This will involve placing an
adequate number of reliable, well-briefed security personnel on each entrance to each
controlled zone. These control points must be staffed constantly from when the system
begins operation until after the event is finished.
For the European Championships, the accreditation system should be operational one
week before the start of the event. For other events, the operation period will depend on
the venue and circumstances and must be agreed with the EAA Organisational Delegate. Whilst the accreditation system control may only come into operation just prior to
the event itself, the LOC must guarantee the safety and security of the personnel working on the event, and their property, for the duration of their time at the venue.
For the system to function effectively, it is vital that a full briefing with all security personnel takes place well in advance of the event. As well as understanding the system
and access rights, they should, upon request, be able to direct persons to other areas
EAA
within the venue – a good knowledge of the venue is therefore necessary. The EAA will
make representatives available for such a briefing, to assist the organisers and provide
additional information as required.
7.8
Venue Management
Project
Description
A number of operations and activities that must be carried out at competition venues,
particularly stadia, are not obviously the responsibility of either the venue operator or
the organisers. It is important therefore that these are understood and that agreement
is reached on which party will carry them out during the period of the competition.
Those that fall under the responsibility of the organisers will form this Project.
Areas that organisers should consider in discussions with the venue operator and in
planning this Project include:
Cleaning (including tribunes, toilets, offices and working areas, competition area,
parking areas and outside the venue)
Parking area control (including security staff and directional signage)
Catering facilities and arrangements (for spectators, VIPs and operational personnel)
Directional signage (requirements, installation, removal)
Access control and security (prior to the event security and accreditation system
coming into operation – particularly important in relation to the delivery of equipment and materials for the event)
Utility installation (supplies of power, water)
Technology installation (phone lines, cabling, main scoreboard, video screen, etc)
Installation of venue decorations
Health and safety arrangements (including First Aid stations)
Ticket collection
•
•
•
•
•
•
•
•
•
•
7.9
Venue Communication
Project
Description
The ability to communicate with others in different parts of the venue and elsewhere is
important for most of the groups working at the event. The system most often used calls
for a combination of two-way radios (walkie-talkies) and mobile (or cellular) telephones.
Guidance on these is given below. The organisers must determine the best system for
their venue and then prepare the required equipment and put procedures in place to ensure its smooth operation.
EAA
Guidance Notes
7.9.1
Walkie-Talkie System
Task
The organisers are responsible for providing the necessary walkie-talkie handsets and
frequencies for the use of the following groups:
The organisers’ personnel
EAA delegates and staff
European Broadcast Union staff
Host Broadcaster staff
EAA International Marketing Partner (EAA-IMP) staff
EAA International Technical Partners (EAA-ITPs) staff
•
•
•
•
•
•
According to the requirements of these groups, walkie-talkie accessories (headsets,
hands-free microphones, belt clips, etc) must also be provided. For the European Indoor
Championships, consideration should be given to the noise level in the competition
venue when choosing the accessories.
The EAA Marketing Department will advise the organisers of the number of handsets
and the accessories required for its own use and the use of the EAA-ITPs, as well as
when they will be required.
Occasionally, some of the EAA-ITPs bring their own walkie-talkies to the venue. In these
instances, the organisers will be responsible for obtaining the necessary clearance for
the radio frequencies to be used by the respective EAA-ITPs. The EAA-ITPs will also
require one handset from the organisers in order to be integrated into the venue system.
The organisers should allocate a room at the venue, for distribution, as well as charging
handsets overnight.
Experience has shown that in some big stadia (inside the buildings), the reception for
walkie-talkies is poor or even that they do not work. This must be taken into account in
the planning.
Channel Allocation
In principle, the radio channels should be allocated by operational group e.g. competition, protocol, marketing, etc. The organisers will therefore need to have at least six
channels available for use. The final allocation of channels should be agreed with the
EAA.
Each person should remain on his/her allocated channel. However, there will be a need
for a limited number of key persons (to be identified and agreed by EAA and organisers)
to switch to the other channels. The organisers will need to ensure that the handsets
and system selected will allow this.
Each handset should display a summary of the allocation of channels and the key people
on those channels.
EAA
Using the Walkie-Talkie
The organisers should arrange a briefing for everyone using the walkie-talkies, to
review:
How to operate the handset and accessories
How to communicate with and respond to others, use of languages
Importance of keeping communications short / keeping the channels free
Collection/returning handsets overnight
•
•
•
•
7.9.2
Mobile Phones
Task
The EAA delegates, EAA Marketing Department staff, and the EAA-ITPs will all have
their own mobile phones. The organisers should ensure that all of their key personnel
also have a mobile phone during the event. This includes personnel not based in a fixed
office (e.g. airport welcome desks, transport offices, etc).
If a mobile phone/SIM card sponsorship is in place, the product supply agreement
should include a sufficient number of phones for the organisers’ needs. Otherwise, the
normal situation is for most people to use personal mobile phones.
The organisers will be responsible for producing a pocket-sized directory of important
phone numbers for the event.
The organisers will also be responsible for co-ordinating with the relevant companies to
ensure that the mobile phone coverage system can handle the volume of calls that can
be expected at the venue during the competition (remember that the spectators will be
using their phones as well!). It may be necessary to temporarily increase the capacity.
As with walkie-talkies, experience has shown that in some large stadia, mobile phone
reception is poor or even that they do not work. This must be taken into account in the
planning.
7.10
Venue VIP Hospitality
Project
Description
The purpose of hospitality at an event is to provide a relaxed environment for guests to
meet and to socialise whilst enjoying local and international cuisine and refreshments.
Whether the event is held at a stadium or a cross country course, the organisers are responsible for the cost, set-up and operation of a hospitality facility, known as the ‘EAA
Club’. The Club is normally located adjacent to the VIP tribune and operates for a period of time agreed between the organisers and the EAA.
Guidance Notes
7.10.1
Facility Set-up
Task
The size of the facility and the number of guests to be served in the EAA Club depends
on the event and will be a provision of the event contract.
EAA
The layout of the Club is
important and should be
planned so as to allow easy
access and free movement: entrance/exits, buffet tables, refreshment tables/bars, guest tables, etc.
The provision of cloakrooms and toilets should
also be foreseen.
Unless otherwise agreed,
the general rule for the
provision of tables is 75%
seated tables and 25%
standing at (high) tables.
Depending on the season,
the provision of heating or
air-conditioning should be
foreseen. Other technical
equipment to be considered includes microphones,
TV monitors and video machines.
EAA Club entrance and directional signage at the
European Championships
7.10.2
Catering, Staff and Service
Task
A selection of menu proposals for the EAA Club must be submitted to the EAA for its
approval. Unless otherwise agreed, the catering proposal should be based on buffet
style service. The proposal should include:
Selection of hot and cold food
Variety to be offered between competition days
Hot and cold drinks, alcoholic and non-alcoholic (excluding any sponsor provision)
•
•
•
Professional staff should be hired to ensure the smooth running and cleanliness of the
Club, under the control of a Supervisor. Staff should include security and cloakroom/
toilet attendants.
EAA
7.10.3
Decoration
Task
The presentation of the EAA Club is as important as the refreshments that are provided.
The facility’s external entrance and interior must be decorated in a style and to a standard to be agreed with the EAA. Decoration should complement the existing architectural style, where possible. Elements and themes from the overall event design should
also be incorporated into the Club’s decorations.
Fresh flowers and plants should be placed on buffet and guest tables. Neutral (nonbranded) table linen should be used.
Sponsors may wish to install product displays or to decorate the Club with branded materials. All such activities will need the prior approval of the EAA International Marketing
Partner.
7.10.4
Access Control
Task
Access to the EAA Club
will be controlled by either
an accreditation ID card
(refer to section 7.7 for further details) or by a separate invitation card to be
exchanged for a wristband.
Most guests will use the
accreditation ID card to
enter the EAA Club. The
invitation/wristband system can be used for guests
requiring access to the
EAA Club only.
Hostesses and a minimum
of two security staff should
be available at each of the
Club’s entrances.
7.11
Inside the EAA Club at the European Championships
Venue Seating
Project
Description
Seating arrangements at the venue are important from several points of view. The purpose of this Project is to ensure that contractual obligations, working requirements and
spectator needs are best met within the capabilities of the venue. The final approval of
the seating plan will be made by the EAA with the organisers being closely involved in
the planning and responsible for implementing all decisions.
EAA
Guidance Notes
7.11.1
Seat Allocation
Task
Before seat planning can start, the numbers required by the EAA must be taken into
consideration – guidelines for the event are provided in the Bidding Application Form
and the actual seat allocation will be decided by the EAA.
Seats must not be sold to the public or otherwise allocated, until they are released by
the EAA. Seats/space for spectators can only be allocated once the EAA’s requirements
have been fulfilled.
The key principles to be considered when planning the seating are:
Media seats are normally positioned at the finish line (see Chapter 11, Media
Services for further details)
For stadium events, team seating should be accommodated on the first bend. In
addition, access needs to be given to field event coaches to seats in the front
rows adjacent to the field event areas (refer to the Team Services Guidelines).
VVIP and VIP seating should be accommodated as close as possible to the
finish line.
•
•
•
With the exception of the European Cross Country Championships, the tribunes should
have numbered seats and rows, corresponding with ticket numbering.
Seating reserved for sponsors
The VIP seating area at the European
Championships
The requirements for the European Cross Country Championships vary slightly from
stadium events, as tribunes must normally to be brought in. These may or may not include areas for spectators – that is a decision for the organisers.
EAA
7.11.2
Access and Security
Task
Access to the media and team seating areas will be via accreditation card together with
the necessary access number. For VVIP and VIP tribunes, the access control system
will depend on the specific situation. In all cases it must be thought through carefully in
the planning.
The tribunes allocated to the media, teams, VVIPS and VIPs must have security staff
to protect the seats, as well as stewards/hostesses to assist people to their seats.
Where there are no fixed barriers around the allocated seating areas, the organisers
should either erect temporary barriers or hire additional staff to protect the seats.
7.12
Official Clothing
Project
Description
To easily identify the personnel working at the event, organisers are responsible for providing official clothing. This ‘uniform’ helps to bring the officials and volunteers together,
adding to the sense of being part of one team as well as linking them to the prestige of
the event. This Project requires careful planning, which must begin well in advance of
the event so that orders can be placed and fulfilled. A date for the completion of the
official clothing plan will be set in the event contract.
Guidance Notes
7.12.1
Supply
Task
At least one year before the event, the organisers will need to agree with the EAA on
the groups that will be given official clothing and the specific items to be supplied.
These decisions will be influenced by the availability of a sponsor or supplier for these
items as well as the size and nature of the event.
The groups receiving official clothing normally include:
EAA appointed Delegates
EAA Technical Officials (ATOs/ITOs)
Local officials and other event volunteers
Local event management staff
EAA International Technical Partner (EAA-ITP) staff
•
•
•
•
•
A clothing supply list should be prepared showing the clothing items that should be
allocated to each person.
The organisers may wish to consider using different colours for some of the items to be
supplied (e.g. polo shirts or caps) for the different groups, to make a distinction between
their functions.
EAA
In addition to the official clothing, organisers should consider more formal clothing for
persons performing special duties, for example in the area of protocol, where a jacket
and tie or scarf will be required.
7.12.2
Ordering
Task
Getting official clothing in the right sizes can be challenging. As the clothing order may
need to be placed long before the officials and volunteers are known or appointed,
approximate quantities in the various sizes will need to be ordered – the clothing supplier may be able to provide some guidance, based on past experience.
Organisers should anticipate a deadline for the clothing order of four or more months
prior to the event.
7.12.3
Delivery and Distribution
Task
The official clothing should be available at the venue at least 15 days but not more than
4 weeks (to avoid misplacement or loss) prior to the event to allow time for distribution.
Personnel to manage the distribution and an area with changing room facilities should
be arranged. A specific day should be set aside for exchanges in case of sizing difficulties.
Organisers should ensure that the area where the official clothing is stored before its
distribution is secure.
7.12.4
Control
Task
Organisers should prepare official clothing guidelines, for distribution to everyone wearing the official clothing. These guidelines should cover such issues as how, when and
where the clothing should be worn. The organisers will be responsible for ensuring that
these guidelines are adhered to.
Sample guidelines are given in Appendix 8.
7.13 Health and Safety
Project
Description
It is the responsibility of the organisers to ensure that the environment at the event
venue is safe and complies with all statutory provisions and that the welfare of each participant, including spectators, is looked after. This includes ensuring that all necessary
steps are taken to protect people from the hazards related to the athletic events themselves, especially the field events. To discharge this duty of care, a Project encompassing detailed planning and preparation, carried out in conjunction with the emergency services, will be required.
EAA
Guidance Notes
7.13.1
Planning
Task
The health and safety plan for the event should be developed in close co-operation with
the emergency services (police, fire, medical) and other safety experts. Responsibility
for the creation and delivery of the plan should be assigned to a person with experience
in this type of work. For stadium events, the operator will have experience in this area
and should be able to recommend a suitable expert.
Planning should begin with a review of all applicable regulations, measures currently in
place at the venue and the records of any incidents that have taken place. Issues that
should be considered include:
Number of entrances and exits, including display of clear information about
emergency routes and exits
Flow of people around the venue and keeping accesses clear
Security checks to be conducted at all main entrances
Use of surveillance cameras and central control room
Use of public announcement system and/or video screen for information about
safety and emergency issues
Hire of help/information staff, stewards and security staff
Access to/provision of public telephones (even with the increased use of personal mobile phones)
Provision of first aid rooms to provide medical assistance
Provision of sufficient number of toilets for men and women
•
•
•
•
•
•
•
•
•
Note that this list is not intended to be complete and that additional issues should be
considered in light of the specific circumstance of the venue.
Organisers should produce a risk management strategy, which includes the following elements:
Identification of hazards, those who might be harmed and how they might be
harmed
Evaluation of the risk (low, medium, high)
Assessment of precautions and control measures
Recording of findings
Implementation of agreed precautions and control measures
Purchase of appropriate insurance cover
Review and, if appropriate, revision of the strategy
•
•
•
•
•
•
•
the EAA.
7.13.2
Certification
Task
It is assumed by the EAA that all certificates and permits required by the local authority’s public health and safety code for the competition venue will have been obtained by
the organisers and will be valid for the period of the event.
EAA
7.14
Medical Services
Project
Description
The health and well being of all participants and spectators should be of the highest priority for the organisers. Provision must be made for appropriate medical services at the
competition venue as well as the athlete accommodation and other sites used by the
event. Responsibility for this Project should be assigned, preferably to a person or group
with experience in this area, in plenty of time for necessary preparations to be made.
The plan should include preparation milestones that can be checked by the LOC and
the EAA Technical Delegate.
Guidance Notes
7.14.1
First Aid Services
Task
Basic First Aid services must be available at the competition venue, road event courses,
warm-up areas and training venues to all event participants (competitors, event personnel, media, volunteers, VIP guests and spectators). First Aid services should also
be provided at the athlete accommodation and official hotels if they are not already
available from the operators of these facilities.
The plan for these services should include treatment areas, equipment and supplies,
personnel and communication. In many countries, these services are provided through
volunteer first aid or ambulance associations. Wherever possible it is always a good
idea to have a medical doctor present, or on call.
Organisers must arrange with the nearest available hospital to receive emergency
cases. It is also necessary to have a plan for transporting these cases. This plan will include the personnel responsible, vehicles to be used, routes to be followed and contact
telephone numbers.
7.14.2
Competitor Care
Task
Organisers must provide the facilities, supplies and personnel for physiotherapy and
massage services to the athletes taking part in the event. These will be required at the
competition venue, warm-up venue and athlete accommodation. The number of personnel to be provided by the organisers and the periods during which their services are
to be available should be agreed with the EAA Technical Delegate. As many teams and
individual athletes bring their own competitor care personnel, extra working areas
should be set aside for this purpose at each location.
EAA
EAA
8.
EVENT PRESENTATION
In all EAA events, the presentation of the activities that take place in and around the
competition area is critical for the enjoyment of spectators and media audiences and for
the performances of the athletes. The key aspects of this work are the management
and delivery of an approved schedule of activities and a complex flow of information to
the spectators. Also important are interfaces with the Competition Functions, Technology, Protocol and Ceremonies (for co-ordination of award ceremonies) and the Host
Broadcaster.
The technology and techniques used in this Function are constantly evolving and it is
therefore important that the person given responsibility and his/her team are experienced, up to date and flexible. Good people management skills, fluent English and the
ability to work well with both competition management and Host Broadcaster operations
are essential as well. It is normal for organisers to hire professional production companies for this highly specialised Function. It will also be necessary to have adequate personnel and resources to carry out the required preparations.
8.1
Preparation
Project
Description
The aim of event presentation is to create a show
that is compatible with the
television production. This
show will be a combination
of the competition and
other activities taking place
at the venue, audio elements (announcers, music,
crowd reactions), video
elements (video screen
with TV broadcast and/or
coverage of the infield announcers action) and
graphic elements (scoreboard, written information
like start lists and results).
Co-ordination of these elements requires a carefully
planned and managed
preparation Project.
The Event Presentation control area with a view to the
field of play
EAA
Guidance Notes
8.1.1
Event Presentation Plan
Task
Planning for event presentation must integrate the following elements:
A Competition Timetable that should be the best possible for all involved (athletes, spectators, TV, press, etc)
Co-ordination of competition and ceremonies
Co-ordination of venue information services
Co-ordination of event presentation and event start times
Co-ordination of sponsor crowd competitions
•
•
•
•
•
To make the concept run smoothly and that the elements look and sound professional,
it is necessary to elaborate first a script covering these items and then a very detailed
running order, or Event Presentation plan, of the start and finish of every activity that
will be taking place at the venue. This must be prepared in close co-operation with the
Competition Director and the Host Broadcaster’s Producer.
It is also essential to have an experienced event presentation team and all the technical requirements.
The event presentation team will include:
Event Presentation Manager (EPM)
Assistant Event Presentation Manager
Video Screen Operator
Scoreboard Operator
Music Producer
English Announcer
French Announcer
Local Language Announcer (if the local language is not French or English)
On-field Announcer
TV Camera Operators
•
•
•
•
•
•
•
•
•
•
•
The technical requirements will include:
A control booth with a view of the entire stadium or course (ideally located adjacent to the Competition Director’s booth)
High quality Public Address system
High quality alpha-numeric scoreboard (two are required for the European
Championships)
A video screen of +/- 70 m2 (two are required for the European Championships)
A video screen mixing desk capable of mixing four different feeds
A screen with all TV production signals
Audio connection with the Host Broadcaster Producer
A communication system linking the members of the event presentation team
with each other and with the competition Referees
•
•
•
•
•
•
•
•
EAA
Finally, it is essential that rehearsals involving the whole event presentation team, the
Host Broadcaster and all the technical equipment are planned and carried out.
A date for the completion of the event presentation plan will be fixed in the event contract. The plan should include preparation milestones that can be monitored by the LOC
and the EAA.
VIDEO SCREENS
Very often one or more video screens will need to be hired and installed temporarily. Organises must follow the EAA’s requirements as to the sizes and technical specification of video screens.
8.1.2
Preparation Process
Task
The following work plan is recommended for the preparation of the event presentation:
Organisers appoint the EPM
EPM appoints members of the event presentation team
Event presentation team members deliver working draft for their respective roles
(following the general philosophy of the EPM)
Initial testing of technical equipment (maintenance or repairs if required)
Event presentation team meets to develop working drafts, script and running
order
EPM meeting with the Host Broadcaster Producer and EAA Organisational Delegate and EAA Technical Delegate to explain the plan and co-ordinate the works
EPM meeting with the competition referees to explain the plan and address any
doubts
Event presentation team meets to finalise script and running order
Final test of technical equipment and rehearsals
•
•
•
•
•
•
•
•
•
8.2
Operation
Project
Description
Event presentation is a relatively new operation in athletics. It is therefore useful to outline the tasks of the key members of the event presentation team whose roles might not
be universally understood by event organisers.
Guidance Notes
8.2.1
Event Presentation Manager
Task
The Event Presentation Manager (EPM) is responsible for the implementation of the
prepared script and running order. He/she may give the relevant orders to change the
plans in case of external or internal needs that may arise in the course of the event.
EAA
He/she should be an expert in athletics, have an agile mind, have the conviction and capacity to lead, be able to work under extreme pressure and have a sound technical
knowledge of television and audio-visual means.
8.2.2
Video screen Operator
Task
The Video Screen Operator is in charge of presenting the video screen images and information on the competition under the direction of the EPM.
The video screen may be set up to show only the images from the TV feed produced
by the Host Broadcaster. In this case, the operator need only be a competent technician
who will make the connection and control the broadcast.
A more creative (and costly) arrangement is for the video screen to be connected to all
the images produced in the stadium. In this case, the Video Screen Operator will be responsible for choosing the most interesting images at any particular moment and coordinating these with the work of the announcers, graphic presentations and other
activities taking place in the stadium.
Temporary video screen at the European Cross Country Championships
EAA
8.2.3
Music Producer
Task
The Music Producer is responsible for preparing appropriate music and introducing it to
the presentation in accordance with script and running order for the event. With developments in technology it may be possible for one of the Announcers to act as the
Music Producer, thus improving the co-ordination of the two functions.
8.2.4
Announcers
Task
There are two types of announcers on the event presentation team. The first type is the
“generalists” who work from a box in the stands and provide information in the local language, English and French. This information is largely scripted for timing and co-ordinated with the video screen and scoreboard. The second type is the “On-field” Announcer who, in the local language, conducts flash interviews, crowd competitions and
improvises announcements at appropriate moments.
Normally, two-thirds of announcements should be made in the local language and onethird should be made in English and French (if they are not the local language).
The announcers must be carefully chosen for their professional skills and knowledge of
athletics. Their work must be directed towards creating a good atmosphere in the stadium and spectator satisfaction.
8.2.5
Task
The On-field Co-ordinators are the “hands” of the EPM on the field and thus play an extremely important role. Their responsibilities include assisting the Infield Announcer with
athlete interviews, delaying or speeding up the start of an event when required and
moving people who disturb the broadcast.
EAA
EAA
9.
COMPETITION
The competition is, of course, the central activity of any EAA event and the importance
of this Function is obvious. The key aspects of this work include preparation of facilities
and equipment, management of the competition and the co-ordination of logistics for
the personnel involved. This work also involves critical interfaces with the Venue Infrastructure, Technology and Event Presentation Functions.
It is essential that the person responsible for this Function, normally called the Competition Director, has a thorough knowledge of the IAAF Technical Rules, extensive experience of managing competitions and speaks English. Ideally, he/she should also have
an understanding of event presentation, good people management skills and at least a
basic knowledge of information technology and television production. He/she will be required to meet with EAA Delegates on a number of occasions throughout the preparation period. It is strongly recommended that the organisers begin the process of identifying the individual with the broad range of attributes required for this role early in the
Bid phase.
9.1
Facility and Equipment Preparation
Project
Description
This Project is required to ensure that the venue is completely ready for the competition. It calls for understanding of the various competition related operations that will take
place. In addition to the information provided in this manual, the guidance of the EAA
Technical Delegate will be of great value to the organisers. Ideally, plans for this Project
should be developed in close co-ordination with Venue Infrastructure.
Guidance Notes
9.1.1
Rooms and Working Areas
Task
The room and working area requirements for the competition operations are specific to
the event. For the guidance of organisers, an overview of the operations and requirements for the European Championships is given in Appendix 3. The EAA Technical
Delegate is responsible for the final decision on what will be required for a specific event
and the location of each room/working area at the venue.
For stadium events and those where facilities already exist, a survey should be conducted as early as possible, and certainly before the Bid documentation is submitted,
to determine the remedial and upgrade work that will be required. If this is planned together with work on the Venue Infrastructure, it may be possible to reduce costs.
EAA
Consideration of the security needs for each room/working area should be given and
required work planned accordingly.
The plan for the preparation of competition related rooms and working areas should include preparation milestones that can be monitored by the LOC and the EAA.
9.1.2
Competition Facilties and Installations
Task
The competition facility and installation requirements are also specific to the event. It
hardly needs to be said that in all cases, the highest international standard will be required. For stadium events, the requirements will include a synthetic track (with certification by the IAAF) and field event facilities (again with IAAF certification) in a number
and layout that meet competition management, event presentation and TV broadcast
needs. Road courses will need to be certified according to the relevant IAAF/AIMS procedures. Cross country courses will need to be prepared in accordance with the guidelines provided in Appendix 9,
The person responsible for both competition facilities and equipment, normally called the
Technical Manager, reports to the Competition Director. During the competition, he/she
should be focused on supervising this work and solving any related problems that arise,
rather than becoming involved in the control of the general activities of the event.
A survey should be conducted as early as possible, and certainly before the bid documentation is submitted, to determine the remedial and upgrade work that will be required.
The plan for the preparation of competition facilities and installations should include
preparation milestones that can be monitored by the LOC and the EAA.
9.1.3
Warm-up Facilities and Installations
Task
Warm-up facilities and installations are required for stadium events. Specific needs are
outlined in Appendix 4. The survey and planning procedure should be the same for the
warm-up facilities as for the competition facilities and installations.
9.1.4
Task
All competition equipment to be used in an EAA event must be in full conformity with the
relevant IAAF Rules and EAA Competition Regulations.
The organisers are responsible for providing implements, the type and quality of which
are appropriate for the level and needs of the competing athletes. A list, drawn from the
IAAF’s current approved list, must be submitted to the EAA Technical Delegate for approval. Once this is obtained, the information should be circulated to the participating
federations well in advance of the event.
The EAA Technical Delegate(s) may, on request, accept the use of other IAAF approved
implements. These must be checked, approved before the competition and put at the
disposal of all participants.
EAA
The plan for obtaining new competition equipment and or remedial work on existing
equipment should include preparation milestones that can be monitored by the LOC and
the EAA.
9.1.5
Equipment Support Crews
Task
It will be necessary to recruit and train the support crews for moving equipment (hurdles, starting blocks, etc) and assisting with other tasks (raking the jumping pits) during
the event. This task is normally included in the Facility and Equipment Preparation Project because during the event these crews work under the direction of the Technical
Manager.
The plan for this work should include preparation milestones that can be monitored by
the LOC and the EAA.
9.2
Competition Management Preparation
Project
Description
Good competition management is largely the result of good preparation. This preparation is a major part of the organisation of any event and must start well in advance. This
Project, which normally begins with the appointment of the Competition Director,
covers the key tasks that must be completed before the event begins.
Guidance Notes
9.2.1
Key Appointments
Task
The choice of personnel to cover the key competition management positions and the
timing of their appointments are critical. Availability of individuals with the appropriate
attributes and skills, the cost of employment and the time to complete necessary preparations must all be carefully considered. The EAA Technical Delegate can normally provide advice in this area.
For the European Championships, the most important positions covered by this task
include the following:
Competition Director
Technical Manager (see above)
Meeting Manager
Arena Manager
Call Room Manager
Chief Marshal
Track Events Referee (s)
Field Events Referee (s)
Marathon/Walks Referee (s)
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EAA
Each of these positions includes responsibility for the work of a number of personnel.
This means that planning must include recruiting and appointing the required individuals and preparations for appropriate training and briefing, particularly for the technical
officials (see below for further information on technical officials).
9.2.2
Competition Timetable
Task
Preparation of the Competition Timetable is more than a technical matter. In addition to
the smooth running of the competition, important considerations in the process include
the interest of the spectators, requirements for the event presentation and requirements
for the television production.
The EAA Organisational Delegate is responsible for co-ordinating a timetable co-ordination meeting. This meeting will be the opportunity for the organisers, the Host Broadcaster and the Event Presentation Manager to present suggestions and resolve issues
related to their role in the event. The EAA Organisational Delegate will deal with suggestions on organisational matters and the EAA Technical Delegate will address suggestions that are of a technical nature. It may be necessary to repeat this meeting before the final timetable is ready.
The EAA Technical Delegate will start the process by elaborating a set of principles relevant to the event in question (see Appendix 10 for a sample set of principles). These
principles will take into account information about the event and venue, known requirements of the organisers and known requirements of the Host Broadcasters. The EAA
Technical Delegate with then produce a draft timetable, which follows the principles
he/she has elaborated. This draft timetable will be circulated to the EAA Organisational
Delegate, the organisers, the Host Broadcaster, the Event Presentation Manager and
any other interested parties.
Final responsibility for the Competition Timetable rests with the EAA.
The deadline for agreeing the timetable with the European Broadcasting Union is at
least 6 months before the event (18 months in the case of the European Championships). For this reason the final draft must be completed well in advance. Once approval
is obtained, the timetable can be sent to the participating federations and made public.
9.2.3
Entries
Task
An online entry system, through the EAA website (www.european-athletics.org), is used
for all EAA events. The system allows federations, each of which has its own ID number and password, to enter required details of their athletes and other information (room
requests, travel details, numbers of officials and athletes, etc) in a standard format. The
information is collected in an event database.
The organisers, and other approved parties such as EAA Delegates, can access the information for competition management needs and other operations (accommodation,
accreditation, communication, etc). The information entered through this system is con-
EAA
sidered the same as a signed paper and therefore can be used as the basis for any
financial matters (e.g. room costs).
If necessary, the organisers can request adaptations to the online entry system.
Entry deadlines are set in the relevant EAA Competition Regulations. The regulations
also require that confirmation of entries should take place well in advance of the Technical Meeting. It is important that this deadline is carefully followed in order to be able
to produce entry lists and start lists in time for distribution to teams and media. The online entry system must be controlled to prevent the premature publication of entries before they have been checked.
For Junior and U23 events, it will be necessary for the organisers to check the passports of all entered competitors prior to the distribution of number bibs.
9.2.4
Technical Officials
Task
The organisers are responsible for
providing the technical officials who
will operate the competition. These officials will work under the direct supervision of the Referees who, in turn, will
report to the Meeting Manager. They
will be observed, and if necessary,
supported by International or Area
Technical Officials (ITOs/ATOs).
Technical officials must be very carefully selected, with consideration given
their overall competence (technical
skills, experience, temperament, physical condition, etc). Ideally, technical
officials should speak English. Organisers should aim to have the very best
technical officials from their country
even if they are not from the specific
city/region where the competition will
be staged (which, of course, will have
implications for the event budget).
Even if the selected technical officials
are highly competent and experienced,
it is necessary to prepare them
through refresher courses, workshops
and test competition at the venue. Organisers should be aware that rules and procedures change regularly. It is bad for the athletes and the event (and not fair to the technical officials themselves) when mistakes that could have easily been avoided through
proper preparation are made in view of a full stadium and an international television audience.
EAA
Plans for the technical officials should also include the provision of well equipped
changing and relaxation areas and appropriate services (meals, refreshments, special
clothing for uncomfortable weather, etc).
9.2.5
International/Area Technical Officials and Race Walking Judges
Task
The ITOs/ATOs and Race Walking Judges will be appointed by the EAA. Prior to the
event, there will be contact between the Competition Function and these officials for informative and logistic purposes.
Plans to support these officials in their work during the period of the event will include:
Provision of appropriate relaxation and meeting areas (separate from those of
the local technical officials)
Provision of services similar to those for the local technical officials
Co-ordination of logistical services (see below)
Appointment of one or more Attachés (ideally an experienced judge with international experience)
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•
9.2.6
Manuals
Task
Because of the large amount of important technical information involved in an EAA
event, and the large number of people capable of asking the same basic questions, it
is essential that the Competition Function produce handbooks or manuals as event
guides for both technical officials and participating teams.
Certain information will come from other Functions and be common to both these publications (administrative, logistical, etc). Other information, however, will be specific to
the particular group (including operational information for the technical officials or athlete service information for the teams). Samples of the specific technical contents for
these two manuals are given in Appendix 11 and Appendix 12.
The Team Manual, the contents of which must be approved by the relevant Delegates
before being considered as official, must be sent to all the participating teams at least
one month before the scheduled start day of the event, however, it is desirable to do this
even earlier when possible. Copies should be sent to the heads of the organiser’s various Functions and all Team and Delegate Attachés. It should also be published on the
event website.
Depending on the participating teams, it may be produced in English or in English and
French. If necessary, a version in the organising country’s language may be also be produced for internal use.
EAA
9.3
Competition Management Operation
Project
Description
This Project covers the competition management tasks and operations that take place
mainly just before and during the period of the event. Although the personnel involved
will have experience in these procedures and confidence in their ability to deliver, it is
essential to ensure that planning and preparation are carefully carried out in advance.
Guidance Notes
9.3.1
Technical Information Centre
Task
The main role of the Technical Information Centre (TIC) is to ensure the smooth liaison
between each team delegation and the organisers, the Technical Delegates and the
Competition Management personnel by facilitating the flow of technical information between those parties and through the provision of other services.
The TIC should be sited as close as possible to the team seating, to enable easy access for athletes, coaches and team officials. Although all accredited team members
have access to the reception area and notice boards in the TIC, only specifically authorised personnel will have the necessary keys to enable them to pick up information and
other items from the pigeon-holes. Copies of all information should be posted on the notice boards (using different colour paper for male and female events and for amendments to previously posted information).
The TIC works in a close relationship with the Data Service provider, which handles the
entries and produces the results and most of the other technical information. Therefore,
a printer interface is required with the Computer Room where the Data Service provider
operates (see Chapter 11, Technology). The TIC must also be equipped with an adequate number of
good quality and reliable copy machines.
The TIC should be in operation
when the first teams arrive and operate throughout the event.
Technical Information Centre reception area with
pigeon-holes for delivery of documents to team
representatives
The number of staff required for
the operation of the TIC will depend on the event and the number
of competitors. It is very important
that there are TIC staff members
who are competent in English,
French, German and Russian and
it is helpful if other languages are
also available.
EAA
OTHER INFORMATION POINTS
When the TIC is not located close by, it can be useful to have a set of notice
boards, a printing point and copiers at the main warm-up area. It may also be
appropriate, depending on the layout of the venue, to have other information points
as well.
For further information on the layout and operation of the TIC, see Appendix 13.
The TIC’s operations will involve the use of a number of forms, which must be prepared,
copied and distributed prior to the start of the event. The EAA will provide templates for
these forms that can be translated and adapted if necessary. For a list and description
of these forms, see Appendix 14.
9.3.2
Technical Meeting
Task
The purpose of the Technical Meeting is to provide a final opportunity for the organisers
to update the team representatives and key officials regarding the arrangements for the
competition and to answer questions they might have.
The meeting should be held the day before the event begins. It should be chaired by the
Technical Delegates and should not be too long. Normally only questions submitted in
advance will be addressed.
The meeting will be attended by the:
EAA President (or a representative)
EAA Delegates
Jury of Appeal
Representatives of the LOC
Chief Technical Officials
International or Area Technical Officials
Competition Director
Arena Manager
TIC Representatives
Doping Control Delegate
Data Service provider representative
EAA Event Co-ordination staff
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•
Each team may be represented by a maximum of two people and, if necessary, an
interpreter.
The meeting room should be of adequate size to comfortably accommodate all the participants and be arranged so that they can all easily follow the information to be given.
Computer and overhead projection equipment for presentations would be ideal.
Standard agenda points for a Technical Meeting are given in Appendix 15.
EAA
9.3.3
Equipment Management
Task
During the event, the Technical Manager is responsible for the delivery, installation and
return to storage of all equipment required for the competition. In an ideal situation,
there should be no need for the Technical Manager to communicate with the competition management, as all the planning and preparation, including the elaboration of
checklists, will have been done in advance. However, the nature of athletics meetings
means that the unexpected will often occur and adjustments must be made. For a timely
response to each situation an alert Technical Manager and equipment team, good contingency planning and an efficient communication system are required.
9.3.4
Call Room
Task
The efficient and timely operation of the Call Room is critical to the conduct and presentation of any competition, and particularly the European Championships and other
major stadium events. This can be achieved through accurate preparation of the athlete
flow (see section 5.1) and the Call Room schedule.
Once it has been ascertained which athletes are present for a particular event, and no
later than the time set for this purpose on the Call Room schedule, the Call Room
should notify the Data Service provider of any alterations to the start list or event sheet.
A corrected copy should accompany the competitors to the event site, to ensure that the
officials are aware of any changes.
Other Call Room responsibilities include:
Check that number bibs are correctly worn
Confiscate any items that athletes are prohibited from taking on to the field (a
Confiscation Form should be completed and the items should be returned to the
athlete at the TIC)
Check that correct competition uniforms are worn (photos of the official competition uniforms of all competing teams should be available in the area where this
check takes place)
Check that any logos and markings on the athletes’ clothing and competition kit
are in conformity with the rules
Often the Call Room will also be responsible for the issuing of hip numbers to
athletes in track events
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•
Call room facilities at the European Championships
EAA
Because of the need to communicate with the Data Service provider the Call Room
must have a data input terminal (a PC) linked with the Computer Room (see Chapter 11,
Technology) and a printer.
The EAA Technical Delegate will be able to provide additional information on the operation of the Call Room.
THE CALL ROOM SCHEDULE
The Call Room schedule should provide a list of each heat or group of a field event
and timings for each of the following activities for that event:
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•
9.3.5
The time at which a first announcement will be made at the warm-up track
for athletes to report to the Call Room
The time that a final announcement will be made at the warm-up track for
athletes to report to the Call Room, which will, in effect, also be the time at
which all athletes for the event should be in the Call Room (or first Call
Room if two are being used, as is often the case)
The time at which the athletes will be escorted from the Call Room to either
the second Call Room or the event site
The time at which the escorted athletes will arrive at the event site
The starting time of the particular event or heat/group (if more than one)
On-field and Post- Event Operation
Task
The Competition Director (assisted by the Meeting Manager and Arena Manager at the
European Championships and other major stadium events) must continually monitor all
activities on the field and ensure, among other things, that:
The Technical Manager has prepared each event site for competition well prior
to the athletes arriving and that changeovers from one event to another occur as
quickly as possible after each event concludes
Equipment is removed from the track and infield when it is not in use
Each of the other officials has reported and is undertaking the duties allocated
to them
All officials and volunteers are correctly uniformed and enter/exit the competition
arena in an orderly fashion
All personnel on the track and infield conduct themselves appropriately
The flow of athletes from the warm-up sites to the Call Room(s) to the competition arena is maintained according to the set schedule
The “Basket Crews” collect the competitors clothing and equipment then exit the
track before the start of each race taking the baskets to the Post-Event Control
area in an orderly manner
There is a close co-ordination with the Event Presentation Manager and that
each event starts at the scheduled time or is adjusted as required and all affected parties are notified as quickly as possible
The correct result of each event is determined, announced and published as
quickly as possible
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EAA
•
Award ceremonies occur according to the agreed schedule and, where this is not
possible, are "slotted in” in co-ordination with the Event Presentation Manager
For additional information on the management of activities on the infield of stadium
events, see Appendix 16.
As soon as each individual event concludes, the competitors should be directed or escorted to the Mixed Zone. This is normally done by the officials at each event, according to the plan set down by the Competition Director.
After passing through the Mixed Zone, and any quick interviews they might wish to give
to media, the athletes should come immediately to the Post-Event Control area where
they can retrieve the clothing and equipment that was removed by the “Basket Crew”
and be reunited with team officials
Other activities that normally take place in the Post-Event area are:
First aid and medical services
Notification of the need to report to doping control and subsequent management
of same
Preparation for medal ceremonies
Co-ordination for more formal media conferences
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•
9.3.6
On-field Security
Task
At the European Championships and other major stadium events, the issue of security
and on-field access is of extremely high importance. Often, professional security staff
or police authorities will be required to work with the venue staff or event volunteers to
carry out this task properly. The persons given the job of co-ordinating the planning and
preparation of this work with the overall security operation are the Chief Marshal and,
for the larger stadium events, the Arena Manager.
An important aspect of this task is to set up an effective system of checkpoints at every
possible point of entry to the competition area. Anyone without the correct accreditation
must not be allowed past these points.
The Arena Manager is responsible for constantly surveying the track and infield for
unnecessary persons and equipment or individuals not conducting themselves appropriately. He/she must have the authority to act as necessary and have the means of
communicating quickly with the Chief Marshall, officials and others who can take
prompt corrective action as directed. During the competition, he/she should be located
together with the Event Presentation Manager and Competition Director.
EAA
WHY IS ON-FIELD SECURITY SO IMPORTANT?
Safety – Many athletic events can be dangerous to anyone in the competition
arena who is not paying full attention.
Better presentation of the competition – The fewer personnel on the infield the
better the sight lines will be for the spectators and television viewers.
Athlete security – Athletes should be free to participate in their competitions without harassment on the field.
Fairness – The presence of unauthorised personnel on the competition arena
could prevent all athletes from receiving an equal chance to produce their best performance.
Prevention of damage – To equipment and installations.
9.4
Doping Control
Project
Description
Doping control procedures must be carried out according to the relevant IAAF regulations and guidelines at all EAA events. Organisers have specific responsibilities with regard to the required facilities, equipment and operation of doping control. The work of
this Project is to prepare and implement a plan that ensures these responsibilities are
met with the highest degree of integrity. Planning should begin with careful study of the
latest edition of the IAAF Procedural Guidelines for Doping Control. The leader of this
Project, normally called the Doping Control Chief, will work closely with the EAA
Doping Control Delegate, who must approve all related arrangements.
Guidance Notes
9.4.1
Facilites and Equipment
Task
Organisers must make provision for an appropriately sized and located Doping Control
Station at the competition venue. The quality of this facility has a major impact on the
overall quality of the doping control service and therefore every effort should be made
to ensure that it is as close to ideal as possible.
The main elements of a Doping Control Station are:
Waiting room
Working room
Separate male and female toilets (with sufficient space for a sampling officer to
closely observe the athlete)
Sample room (if blood samples are to be collected)
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•
These should be spacious, clean and pleasant. Each area must be appropriately furnished for its function and in accordance with the IAAF and EAA guidelines. A television
and a selection of sealed drinks should be available.
EAA
The EAA Doping Control Delegate will inspect the Doping Control Station prior to the
event to see that all arrangements have been properly implemented.
Organisers must also provide the required equipment and supplies including:
Collecting vessels
Pre-coded clean bottles
Labstix (for measurement of pH and specific gravity)
Outer containers (EAA authorised systems only)
Seals (if required by the system)
Large containers for dispatch of samples to testing laboratory
IAAF Doping Control and Notification forms
Refrigerators (for storing samples prior to dispatch)
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The numbers of each of the items above will depend on the anticipated number of
samples to be taken at the event. Organisers should take into account that Member
Federations will request additional tests for their athletes when national records have
been established in the competition. It is recommended that doping control request
forms are available in the TIC. The EAA Doping Control Delegate can give advice on
the number of these items that should be available.
9.4.2
Operation
Task
When planning the doping control operations for an event, the following must be
addressed:
Arrangements with the testing laboratory
Doping Control Station personnel (number required, selection, training, etc)
Doping Control Stewards (number required, selection, training, etc)
Athlete selection and notification procedures
Production of samples (observation, measurement of pH and specific gravity,
processing, etc)
Documents and reports
Storage of samples
Shipment of samples to the testing laboratory
Security and access control arrangements
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Organisers should study the EAA Doping Control Delegate Guidelines in Appendix 17.
The IAAF Procedural Guidelines and the EAA Doping Control Delegate can provide
additional valuable advice on these operations and other aspects of doping control.
EAA
9.5
Competition Logistics
Project
Description
Because of the importance of the national and international competition personnel to
the event, it is important that their logistical needs are given special attention. Though
plans and arrangements should be made by the Logistics Function, is necessary that
accommodation and transport pertaining to this group are co-ordinated thorough this
Project.
Guidance Notes
9.5.1
Accommodation
Task
Though competition accommodation must be included in the overall accommodation
plan, account must be taken of the need of many competition personnel to work long
hours or on unusual schedules. Therefore, they should be accommodated as close as
possible to the venue.
9.5.2
Transportation
Task
The organisers must provide transportation between all the competition personnel’s
accommodation and the competition venue as well as the normal service from/to the
airport and other major arrival points. As with accommodation, transportation for the
competition personnel is included in the general transportation plan but during the
event, it should be managed separately.
9.5.3
Attachés
Task
At the European Championships and other major stadium events, it is normal for the
organisers to provide Attachés for the following:
EAA Technical Delegates
ITOs/ATOs (one or two for the whole group)
Race Walking Judges (one or two for the whole group)
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The Attachés should have the necessary information and be briefed to deal with any
logistical issues that arise for the competition personnel. Ideally, these Attachés should
be technical officials with international experience themselves.
EAA
10.
TECHNOLOGY
The technology involved in athletics has changed dramatically in recent years and EAA
events are now dependent on a complex electronic network for collecting, processing
and distributing information and images. This Function covers the management of the
timing and measurement equipment required for the operation of the competition and
the graphics and data networks (stadium scoreboards/video screens, the information
systems etc). It also involves co-operation with entities outside the organisational structure (EAA Technical Service Partners, other service contractors and the Host Broadcaster) and critical interfaces with the Competition Functions and Media Services.
Careful planning, to help keep costs down, and good co-ordination and co-operation at
all times are essential for the success of the event.
Although there will be a number of separate service partners and suppliers, there will be
a need for the organisers to co-ordinate and support the operations in this area. It hardly
needs to be said that the person given responsibility must have a good understanding of,
and experience with, the various technologies. He/she should also speak English and be
a good manager who can work effectively with a number of different partners.
The structure and planning of this Function must be made well in advance and must be
specifically approved by the EAA. The co-ordination of technical aspects is so important that the directions of the EAA must be followed at all times.
10.1
Competition Technical Services
Project
Description
This Project is concerned with ensuring that the timing and distance measurement systems are installed and that the proper connections and interfaces are made with other
operations (data processing, event presentation and information systems). The aims are
to make it possible to operate the competition and to make the results and other data
quickly available to the data and graphics network (and thus the spectators, Host Broadcaster and other media). The work of the Project must be carried out in accordance with
the relevant rules and with approvals from the EAA appointed representatives.
Guidance Notes
10.1.1
Timing System
Task
The official timing of races must be with an approved video-finish system. In most
cases, it will be necessary to have two completely separate systems with independent
power supplies, so that there is a backup in case of problems. The timing systems are
normally connected with the data and graphics network.
The timing systems must be set up and operated by persons with the appropriate training.
EAA
The positioning of the video cameras (with unobstructed views of all lanes on the finish
line from outside and inside the track) and the timing cabin, from where the system is
operated, are critical considerations. These areas must be properly secured.
Another consideration is a secure storage area for equipment and materials not in use.
This area may also be used for other technology systems.
Photocells are used to obtain intermediate times for the long distance races on the
track. For road and cross country events, transponders (in the competitors shoes or on
their legs) and mats are used. At the time of publication of this manual, neither system
can be used for official results but they are important for providing information to spectators and the media. The set-up for these systems is normally straightforward but it is
important to consider the connections and interface with the data and graphics network.
Computer Room operation area for the
data and graphics networks
(see section 10.2.5)
10.1.2
Distance Measurement System
Timing equipment and the Marathon
lead car at the European Championships
Task
Measurement of the throws and horizontal jumps is with an electronic distance measurement (EDM) system with steel measuring tapes as a backup. The EDM system is
normally connected with the data and graphics network.
Though straightforward, the set-up and operation of the EDM system must be carried
out by personnel with the appropriate training.
The main considerations for the EDM are the working area required for each event and
the connections to the data processing and information systems. A secure storage area
for equipment and materials not in use will be needed. This area may also be used for
other technology systems.
EAA
WORKING WITH TECHNICAL SERVICE PARTNERS
Organisers will need to plan for and provide sufficient working places and other facilities (including accommodation and food and refreshments) for the technical
service partners. These partners will visit the venue well before the event to inspect
and agree upon all necessary facilities. It needs hardly to be said that the organisers must give every possible support, including volunteer helpers, as necessary.
Good working relationships with all technical partners also are extremely important. A good way to create these is to organise an informal social get-togethers
such as a “welcome barbecue” shortly before the competition.
10.2
Data and Graphics Network
Project
Description
The aim of this Project is to make it possible for the mass of data and images involved
in the operation of an event to reach those who need it, when they need it and in a form
they can use. Its objectives include providing the necessary facilities, equipment and
conditions for the network to function and ensuring that the necessary connections and
interfaces are made. It will involve close co-operation with the Data Service provider, the
Host Broadcaster and others throughout the preparation period and during the operation of the event.
Guidance Notes
10.2.1
Competition Management Links
Task
The management of the competition will require data and graphic network links to electronic equipment (PCs, data input terminals) at operational points located around the
venue. The technology at these points must be planned and prepared in conjunction
with the relevant service providers so that the operational personnel can use it during
the event. The points and network dependent operations include:
Seeding Desk (input of start list seeding)
Call Room (input of any competitors that do not start and relay team member
names)
Timing Cabin (input of timing results, reaction times, intermediate times and disqualifications)
Field event sites (input of field event distance measurements)
Wind gauges (input of wind readings)
Flash Interview Room (input of flash interviews)
•
•
•
•
•
•
Planning for these points should include storage and security arrangements for when
the technology is not in use.
EAA
10.2.2
Printer and Copier Interfaces
Task
There are a number of operations that will require printed information, thus links with
print points and copy centres must be planned. Normally these include:
Call Room (printouts and copies of start lists for various technical officials)
Flash Interview Room (printouts of start lists and results)
Technical Information Centre (printouts and copies of start lists, results and other
information)
Warm-up Area (printouts of start lists and results)
Technical Delegates Room/ITO Room/Judges Room (printouts and copies of
start lists, results and other information)
Media Centre (printouts and copies of start lists, results and other information)
Media Tribune – if not located close to the Media Centre (printouts and copies of
start lists, results and other information)
•
•
•
•
•
•
•
Normally the Media Centre or Media Tribune copy centres will provide copies of information required in the VVIP seating area.
PCs and high-speed printers (normally supplied by the Data Service provider) and,
where required, high-speed copiers (provided by the organisers) should be available at
each point to enable the printing to be as efficient as possible.
The organisers should produce a list clearly specifying how many examples of each
document will be issued, to whom or where they will be distributed and the order of
priority. They should also ensure that there are sufficient messengers to deliver the
copies quickly and efficiently.
10.2.3
Electronic Information Systems
Task
In addition to the distribution of information through hard copies, there will be a requirement to provide information and images through electronic systems. These include:
Cable Television (CATV)
CATV is a cabled TV network used show feeds that are different from those provided
by the Host Broadcaster. Depending to the technical infrastructure, some selected TV
channels (e.g. host country) can also be shown.
The CATV network is through standard TV cabling (RF standard). Provision of this
cabling and the required monitors are the responsibility of the organisers. The Data
Service provider normally produces the signal for the CATV.
Commentator Information System (CIS)
The CIS is an “intranet”, containing event information that can be accessed interactively
through PCs or touch-screen terminals. It was originally designed to provide information
required by broadcast commentators in the Media Tribune while they are on air. However, CIS terminal locations now normally include:
Event Presentation box
Announcers box
All media working areas
•
•
•
EAA
•
•
•
•
VVIP seating area
Technical Delegates room
“Public area” of the Technical Information Centre
LOC Office
If a CIS can be provided to all workstations on the Media Tribune, it can be a replacement for the CATV data channels.
The CIS network requires a Local Area Network (LAN) with servers. The Data Service
provider is responsible for provision of these and the content on the network. The screens
for the network are usually provided by the EAA. Provision of the necessary cabling is
the responsibility of the organisers.
Internet
The provision of a live results service on the World Wide Web is well received by the
media and fans not able to be present at the venue. All output from the data processing
(start lists, results, etc) at each EAA event is published on the EAA website, which will
be linked to the event website.
The continuous updating of the website requires an appropriate high-speed connection
to the EAA web-server. The organisers are responsible for providing this. Normally the
Data Service provider can supply content that is already in the correct format (html etc.).
Cabling between the stadium and International Broadcast Centre at the European
Championships
EAA
10.2.4
Electronic Scoreboards and Video Screens
Task
The use of electronic scoreboards and video screens is important for the operation of
the event and essential for good quality event presentation. EAA Competition Regulations require the following:
High quality stadium alpha-numeric scoreboard (two are required for the European Championships)
Field event boards (rotating, double sided – one for each event in operation)
Other on-field boards (single or double sided – as needed to give wind speed
readings, intermediate times, time remaining for an attempt)
A video screen of +/- 70 m2 (two are required for the European Championships)
A video screen of +/- 15 m2 for the athlete warm-up area (required for the European Championships only)
•
•
•
•
•
In some cases, an alphanumeric scoreboard may be substituted by a colour matrix
video screen that can show both video images and written data (start lists, intermediate
results, final results, medals standing, etc).
To operate this network the following will also be required:
A video screen mixing desk capable of mixing four different feeds
A screen with all TV production signals
Audio connection with the Host Broadcaster Producer
•
•
•
It will be necessary to confirm that the Host Broadcaster will provide the signal to show
on the video screens. Normally this will be the international signal. Both a clean feed
and a feed integrated with the data graphics should be requested.
Alpha-numeric scoreboard
On-field scoreboard
EAA
10.2.5
Computer Room
Task
The core of the data and graphics network will be the Computer Room, which will be
linked to a variety of systems and operational points at the competition venue.
The operations that will take place in the Computer Room include:
Collection, entry, and confirmation of data
Backup for input from the field
Seeding
Control of the CIS and Internet services
Generation of printouts
Provision of TV graphics to the Host Broadcaster and other broadcast rights
holders
Central intercom
•
•
•
•
•
•
•
The Computer Room at the European Championships
The Computer Room will need to be large, have easy access to the competition area
and an adequate power supply and a separate backup supply. It should be located so
as to minimise the distances (and thus the cost of cabling) to the other operational
EAA
points on the network that will require system connections. Further specifications
should be obtained at the earliest opportunity from the Data Service provider and relevant functions of the organisers.
The equipment that will be required in the Computer Room will include:
Main and backup results system servers
CIS server
Website production system and upload tool (ftp, Internet access required)
TV Graphics unit
•
•
•
•
Normally, the data processing equipment and the TV Graphics Unit are located close
to each other and connected with a Local Area Network (LAN) connection. The TV
Graphics Unit is connected with the TV Production by video cabling and the distance
between the two should be kept as short as possible.
The Data Service provider normally provides the following equipment:
Servers, workstations, network hardware and equipment
Cabling
Internal cabling (computer room, between Data Service provider devices, infield
terminals, connection to the timing cabin)
•
•
•
The Data Service provider contract may require the Data Service provider to be fully responsible for all networking and cabling (including the CIS network, printers and other
output devices, TV monitor cabling). Alternatively, the Data Service provider contract
may be for a basic (contents only) service without any networking related to the data
processing work. In such a case, the networking and cabling will be the responsibility of
the organisers.
To avoid any confusion, infrastructure requirements and responsibilities should be confirmed at the earliest opportunity with the Data Service provider.
Because of the high value of the equipment that will be installed there, it is very important that the Computer Room is completely secure at all times. It is also the organiser’s
responsibility to arrange appropriate insurance cover for the contents.
For further details, see Appendix 18.
Event Network general ECH Munich 2002 (as at 23 May)
EAA
Figure 6: Data and graphics network configuration for an EAA stadium event
Event Network Cross Country
EAA
Figure 7: Data and graphics network configuration for an EAA cross country event.
EAA
11.
MEDIA SERVICES
The vast majority of people who experience an EAA event do so through the media,
which include the press, television and radio broadcasters, and the Internet. The impressions and images the media convey make an important contribution as to how the
event is judged. This Function is concerned with providing each group within the media
with the facilities, equipment, information and other services they require to do their
jobs. Its aim is to create working conditions that allow the media to focus on the athletes
and competition, rather than organisational shortcomings. This work will involve co-operation with the EAA Media Delegate and Media Manager, Host Broadcaster and the
other media as well as critical interfaces with the Venue Infrastructure, Technology and
Logistics Functions.
The important responsibility for Media Services must be assigned to a person who has
an understanding of all aspects of the media, including its ever-changing technology,
and experience of working in media operations at major events. He/she must speak
English and preferably other languages as well. He/she must also be able to manage
people, work under pressure and have an understanding of the latest technology in this
field. Work on Media Services starts early in the preparation of the event and it is therefore necessary that he/she is appointed as soon as possible.
Media seating at the European Championships
EAA
11.1
Facilities
Project
Description
At an EAA event the media will need to work in a number of areas in and around the
venue. This Project is about the preparation of the facility and equipment requirements
for these areas. Fulfilment of the organisers’ obligations will be facilitated if an experienced representative of the Host Broadcaster is a member of the LOC and there is
close co-operation with the EAA Media Delegate and Media Manager.
Guidance Notes
11.1.1
Media Tribune
Task
The Media Tribune is more than a place where broadcast commentators and journalists
watch the competition. It is, in fact, an “open air office” with a roof (to protect the various electronic equipment), where media staff carry out much of their work. Organisers
are expected to make the Media Tribune a functional and comfortable space with easy
access to the other areas where media staff will be required to work.
The Media Tribune at athletics events is traditionally placed close to the finish line. The
idea is to give broadcast commentators the best possible view for the track events and to
minimise the distance that journalists must walk to get to the mixed zone for interviews
immediately after a race. In some stadia, excellent media facilities (mainly used for football) are permanently located in the middle of the main tribune. It such a case it is possible to consider locating some or all of the media there to take advantage of the existing
infrastructure and save unnecessary costs. It is important that there is a clear separation,
with physical barriers, between the media tribune(s) and adjacent spectator seating.
The basic elements of the Media Tribune are two types of working position, one for
broadcast commentators and one for written press journalists. These are normally separated into different areas within the tribune. Each type of position has specific technical requirements (see the following sections) but, in general, they all require the following:
Seating (with enough space for easy access, so that every journalist can come
and go without disturbing others)
Working table or desk space
Access to power and telephone lines
Access to TV monitors (normally provided by the Host Broadcaster)
Access to electronic information systems
Delivery of printed information on the event (start lists, results, etc) with means
for ensuring papers are not blown away in bad weather
•
•
•
•
•
•
The space requirement for the Media Tribune will depend on the event and the number
of accredited media staff. Normally, all journalists who have been accredited by a set
deadline are guaranteed a working position on the tribune. For additional media staff
and/or those not working to tight deadlines during the event (e.g. magazine journalists)
seats without a desk/table can be offered.
EAA
11.1.2
Media Centre
Task
The Media Centre is a second “office” for the work of the media, a place where media
staff can relax and where additional services can be provided. Like the Media Tribune,
Organisers are expected to make the Media Centre both functional and comfortable.
Ideally, the Media Centre should be located directly adjacent to the Media Tribune. In
some stadia it might not be possible to locate the centre inside the stadium building. In
such cases, the normal solution is to have a “sub-centre” in the stadium and a larger
centre outside the stadium (but as close as possible).
Working positions in the Media Centre will require the following:
Seating
Working table or desk space
Access to power (2 sockets, 1 for notebook computers and 1 for mobile phone)
•
•
•
There will also be a requirement for a communications area with the following:
Public telephone phone lines with modem plugs (RJ11) (payment options should
include cash, access code, credit card, prepaid card)
Public facsimile lines (see payment option details above)
Private lines (analogue, ISDN, ADSL, Public WLAN) by order and at the cost of
the customer
•
•
•
The working area in the Media Centre at
the European Championships
Pigeon-holes for distribution of
documents to the media
It is important that correct, detailed and UNDERSTANDABLE information on the use of
these communication links and technical staff to assist with any problems are available.
Other facilities and services normally provided in the Media Centre include:
Accreditation Desk
Information Desk and bulletin board for important announcements and personal
information)
Pigeon-holes (for distribution of start lists, results, etc)
•
•
•
EAA
•
•
•
•
•
•
Interview area
Refreshment area
Internet corner with printers
Data monitors with access to the competition data (start lists, results) and with
printers
Large television monitors with feeds of the event (normally provided by the Host
Broadcaster)
Lockers (for storage of equipment and papers during the day and overnight)
The total space required for the Media Centre must take into account the number of
accredited media representatives and their working position needs. At the European
Cross Country Championships and other events held in colder weather, most journalists
will do their work in the Media Centre. At events where there are two sessions with a
long break in between, the number of positions required is normally higher than at
events where there is only one session, when most of the work has to be done on the
Media Tribune.
11.1.3
Mixed Zone
Task
The Mixed Zone is an area where the media and the athletes can meet immediately
after the competition for interviews. For more than two decades, it has been a feature
at major athletics events that is critical for the work of the media but difficult to set up.
For this reason it is important that an experienced representative of the media be consulted early in the planning.
Unilateral
Broadcasters
Radio
Unliateral
Broadcasters
m
iu )
k
ad ium
c
t
S ra
T
ck)
(
Hostbroadcaster
TV
TV
ENG Zone
Written Press
Written Press
W
Way
O
Out
Athletes
Athletes‘ clothing
Figure 8: Suggested layout for a Mixed Zone.
EAA
The Mixed Zone is located as near as possible to the point where the athletes must
leave the competition area on their way to where they will be able to retrieve their clothing. In most stadia, this will be the exit nearest to the finish line. The idea is that all
athletes must pass by the media as they go through the Mixed Zone, whether they
chose to give an interview or not is another matter.
Within the Mixed Zone, athletes and
the media are separated by a fixed barrier, over which interviews can be held.
The spaces for the two sections of the
Mixed Zone do not have to be very
wide. It is better to have a long Mixed
Zone so each group (e.g. 1 athlete, 20
journalists) has enough room. It is suggested that the Mixed Zone barrier be
built with bays, so a better grouping
around an athlete is possible.
The various media should be positioned along the length of the Mixed
Zone in the following order of priority:
Host Broadcaster
Other TV broadcasters
Radio broadcasters
ENG/radio
Written press and local radio
•
•
•
•
•
Athlete interview in the Mixed Zone
Journalists often do not have enough time to move back to the Media Tribune to watch
the next event and many will spend most of their time in the Mixed Zone. Therefore, the
Mixed Zone should be equipped with:
TV monitors (normally provided by the Host Broadcaster)
Data monitor and 1 printer
•
•
11.1.4
International Broadcast Centre
Task
At the European Championships, the Host
Broadcaster and unilateral broadcasters
will require an International Broadcast Centre (IBC) for the facilities and equipment to
produce their programming.
Temporary working areas in the
International Broadcast Centre at the
The IBC requires a covered area of about
2500 m 2. It should be located as close as
possible to the Computer Room (see Chapter 10, Technology), which will be the source of the television graphics, and the Outside Broadcast Compound in order to minimise the length of cabling (and cost) required.
EAA
The organisers are responsible for the infrastructure, working furniture, toilets and utility connections of the IBC. They are also responsible for catering arrangements in the
IBC for media personnel.
11.1.5
Outside Broadcast Compound
Task
The Outside Broadcast Compound (OBC) is the area where all the equipment vans and
scanners from the Host Broadcaster and unilateral broadcasters will be parked during
the event.
The size of the OBC will depend on the number of trucks and by the length of the event.
It should be located as close as possible to the IBC to minimise the length of cabling
(and the cost) required.
Organisers are responsible for ensuring that the ground where the OBC is located is
properly prepared to take the weight of the equipment, the necessary power and other
utility connections are in place, and the security aspects.
The Outside Broadcast Compound at the European Championships
11.2
Broadcast Technical Requirements and Operation
Project
Description
In addition to the facility requirements mentioned above, the needs of broadcasters,
particularly television, can have a significant affect on the set up of the venue and operation of the competition. This Project is necessary to ensure that the organisers fulfil
all their contract responsibilities in this area. Again, fulfilment of the obligations in this
area will be facilitated if an experienced representative of the Host Broadcaster is a
member of the LOC and there is close co-operation with the EAA Media Delegate and
Media Manager.
EAA
Guidance Notes
11.2.1
Planning
Task
The Letter of Guarantee signed by the Host Broadcaster and submitted with the Bid for
the event says that the standards for broadcast production that have been agreed between the EAA and the European Broadcasting Union (EBU) will be met (see Appendix
18). Careful study of these, the most important of which are those relating to television,
is essential for planning this Project. Once they are fully understood, the organisers and
the Host Broadcaster should discuss the implications (responsibilities, construction, cost,
etc) in relation to their specific situation and agree on an action plan.
11.2.2
Technical Requirements
Task
Without prejudice to the plans agreed with the Host Broadcaster, the organisers should
take into account two important sets of technical requirements. The first, which applies
to events taking place in a stadium, is for sufficient artificial lighting to ensure the quality of the colour television picture. The minimum requirement is 1200 lux. Testing of the
light levels must take place in the presence of EBU engineers and on the basis of athletics events (not the football field in the centre of the track).
The second set of requirements applies to the broadcaster commentary positions in the
Media Tribune. Commentary positions for television broadcasters must be 2 metres
wide (in order to give enough space to seat 3 persons) and 1 metre deep. Commentary
positions for radio broadcasters need only be wide enough to seat 2 people. In both
cases, there must be ample space behind seats for easy circulation during the competition. A standard design for commentary positions is included in the Bidding Manual.
The Host Broadcaster is normally responsible for the cost and installing of one TV monitor at each commentary position. The exception to this is at the European Championships where these are the responsibility of the organisers. Each position will also have
a CIS terminal, for which the cost, installation and cabling to the servers are the responsibility of the organisers.
All decisions on the placement of broadcasters in the available positions will be made
by the EAA after consultation with the EBU and the organisers.
11.2.3
Camera Plan and Access
Task
The plan for placement of the Host Broadcaster and other TV broadcaster cameras on
the course or in the stadium where the event will be held is another important matter
that should be agreed between the organisers and the Host Broadcaster.
For stadium events, these positions will sometimes “kill” seats by taking their space or
blocking their view. Organisers must be aware of all seat kills before offering tickets for
sale. Construction of extra platforms for these positions, if required, is normally the responsibility of the organisers.
EAA
It is mandatory at the European Championships, and advisable at other events, that
access to camera positions is controlled using a system of bibs (different colours for
staff working inside the track and those working in the rest of the stadium). The bibs will
be supplied by the EAA to the Host Broadcaster, which will then be responsible for distributing them on a day-by-day basis to its own staff and the staff of the unilateral
broadcasters.
It is also mandatory at the European Championships that stickers are used to identify
the cameras of broadcast rights holders so that non-right holders can be prevented from
filming.
11.3
Written Press Technical Requirements and Operation
Project
Description
Athlete interview in the Mixed Zone at a smaller EAA event
Written press journalists mostly work under extreme pressure and on an individual basis
(compared to the teams involved in the broadcast media). They can, therefore, have
complicated requirements and are sometimes particularly demanding. Moreover, there
are normally 2 or even 3 times as many representatives of the written press as there
are of the broadcast media. The facilities and services that organisers can provide to
make their work smoother and more efficient are greatly appreciated and will impact
how the event is presented to the world. The aim of this Project is to understand and
meet the needs of the written press. This work will require close co-operation with the
EAA Media Delegate and Media Manager.
EAA
Guidance Notes
11.3.1
Task
As described above, one of the main working areas is the Media Tribune where most
accredited journalists will have a reserved working position. Written press working positions normally consist of a table of at least 60 cm x 55 cm (70 cm x 60 cm is better)
and a movable chair. For shorter events (1 - 2 days), a regular spectator seat or a bench
can be acceptable.
Written press working positions must have at least one power socket for each journalist (normally used for notebook computers). They should also have a phone line available for each journalist who requests one (call costs to be paid by the user). It is normal to have one TV monitor (normally provided by the organisers and installed by the
Host Broadcaster) and one CIS terminal for every three journalists.
The organisers should provide delivery of all printed event materials (start lists, results,
etc) to each written press position and a box for holding the papers in windy weather.
All decisions on the placement of written press journalists in the available Media Tribune
positions will be made by the EAA after consultation with the organisers.
11.3.2
Press Conferences and Flash Quotes
Task
Opening Press Conference
An opening press conference, co-hosted
by the organisers and the EAA, should
be held on the day before the first competition. This conference can take place
at either the Media Centre or the Headquarters Hotel depending on the available space and facilities. As the journalists are normally quite busy the day before the competition, it does not make
sense to move them to a special place for
this conference.
Athlete press conference
So that the journalists can make their
deadlines, the conference should not take
place too late in the day. However, especially for the smaller events, many journalists will
be arriving on this day so it should not be first thing in the morning either. The ideal compromise is to start between 12:00 and 14:00.
The presence of one or more well-known athletes will increase the attraction of the conference for journalists. The EAA can give support by arranging for athletes to
attend.
A small buffet with refreshments and snacks is always very welcome at a press conference but a bigger and/or longer reception should be organised on another day.
EAA
“Flash Quote” Service
At the European Championships and other large events, it is normal for the organisers
to provide a “Flash Quote” service. These quotes are obtained by a small team working
in the Mixed Zone and provided to the media on printed sheets and through the CIS.
The journalists working on this service should be experienced and have good language
skills (at least English and French and preferably other languages as well). The EAA
can provide a list of journalists who are experienced Flash Quote interviewers. It is better to use them (even if that means higher costs) instead of inexperienced people.
Post-Event Press Conferences
At the European Championships, a press conference will be organised with the medal
winners of each event. These conferences normally take place just after the Award
ceremony and before the medallists go to doping control. At other EAA events, it is suggested that the organisers arrange press conferences as the need arises (e.g. a big star,
a new record, a much anticipated competition).
The organisers should produce a standard procedure for the post-event conferences
(including approximate timetable) and arrange for an experienced person to moderate.
Normally, the Moderator will start with a number of prepared questions so that the athletes
are not asked the simple, boring questions (how do you feel?) that might otherwise arise.
11.4
Photographer’s Technical Requirements and Operation
Project
Description
As with the other media representatives, photographers work under great pressure and
have their own set of specific technical and operational needs. These are often misunderstood and can be a source of friction between photographers and organisers. The
aim of this Project is to make it possible for photographers to do their work with minimum
distractions and capture the brief and unrepeatable moments that will define the event.
For the European Championships and other events where it is deemed appropriate, the
EAA will appoint a Photographic Commissioner who will work closely with the organisers. In other cases, close co-operation with the EAA Media Manager will be required.
Guidance Notes
11.4.1
Task
Most agency and newspaper photographers work with digital cameras and to maximise
the advantage of this technology they need to be able to transmit their pictures as
quickly as possible – preferably without leaving the competition venue. Therefore, one
or more Photographer Rooms with high-speed telephone connections for all photographers who require them (call costs to be paid by the user) must be provided. These
rooms need to be secure so that notebook computers and other equipment can be left
in them while the photographers work.
EAA
For the European Championships and other stadium events Photographer Rooms can
be placed at the following locations:
On the Media Tribune, preferably in a corner close to the finish line area (with
direct access to the photographers' position)
Behind the finish line area on or under the tribune (with direct access to the photographers' position)
In or near the Mixed Zone
•
•
•
Photo agencies often request high-speed telephone connections in the infield area at
stadium events. One possibility is to install connection points inside the triangle formed
by the timing boards (in the four corners of the infield).
The latest technology allows a wireless network connection between the photographers
and the Media Tribune, so that pictures can be sent "on air" from the camera to a Photo
Editor’s Desk or directly to external points.
Only a few photographers, mainly those working for magazines and books and therefore not on a tight deadline, ask for a film development service these days. It may be
that photo labs are no longer required, even at the European Championships.
11.4.2
Positions and Access
Task
The positions from which they will shoot their pictures are perhaps the most important
considerations for photographers, who are always trying to get a special shot or an unusual angle. Organisers need to make available as many areas and locations as possible while at the same time controlling access so that the photographers are not im-
Infield photographers
peded by others and do not unnecessarily interfere with the operation of the competition, the work of the other media or the view of the spectators.
For stadium events the photographers are divided into two groups:
“Infield” Photographers
“Outfield” Photographers
•
•
EAA
Infield Photographers have access to the track and centre of the competition area.
According to IAAF Guidelines, the number of Infield Photographers must not exceed 16.
The EAA and the organisers appoint 1 Official Photographer each while the other 14
are selected by the EAA Photographic Commissioner, in consultation with the EAA
Media Manager and the Head of Media Services.
All Infield Photographers must wear numbered bibs provided by the organisers when
working. Normally 2 or 3 of these bibs are reserved so that they can be rotated on a
daily basis, to give other photographers a chance to work on the infield.
The most important working area for the Outfield Photographers will be a platform constructed behind the finish line. This platform will be shared with television cameras. The
area between the finish line and the platform is a “no go” zone for the Infield Photographers. At the European Championships and the other big events, photo agencies may
install a line of non-manned cameras for head-on-shots behind the finish line. This has
to be taken into consideration when this area is planned.
Ideally, the Outfield Photographers should be able to circulate around the stadium at a
low level (e.g. in a moat) and shoot from any position around the track. If this is not possible, specific areas will need to be identified by the organisers and agreed with the Host
Broadcaster (which will consider TV camera positions and camera shots) and the EAA
(which will consider the positions of the advertising boards). Additional platforms may
need to be built to give the photographers places to work. Access to all the photographers working areas will need to be strictly controlled during the competition.
It is recommended that the Outfield Photographers be given bibs (a different colour from
those of the Infield Photographers) to help those controlling access to their working
areas and so spectators can see that they are professionals doing their work.
All photographers also need to be accredited for the following areas:
Media Centre
Media Tribune
Mixed Zone
•
•
•
It is recommended that on the day before the competition, all photographers attend a
special briefing where their bibs can be distributed and all operational procedures (including “no go” areas) can be discussed.
11.5
Media Logistics
Project
Description
Because of the importance of the media and special needs of various representatives,
it is important that logistical matters are given special attention. Though plans and
arrangements should be made by the Logistics Function, is necessary that all matters
pertaining to the media are co-ordinated thorough this Project.
EAA
Guidance Notes
11.5.1
Accommodation
Task
Though media accommodation must be included in the overall accommodation plan, it
is also closely connected to the accreditation procedure and therefore must be strictly
supervised by the Head of Media Services.
Media accreditation and accommodation request forms should be combined. They
should contain information about the different hotels available (a variety of standards
and costs should be offered) and deadlines for requesting accommodation bookings.
Some media representatives will request accommodation in the official hotels while
others will make their arrangements independently. Once accreditation is approved (see
section 11.5.4), the requested hotel booking can be co-ordinated with the Logistics
Function.
11.5.2
Transportation
Task
The organisers must provide transportation between all official media hotels and the
competition venue. It is also normal to provide a service from/to the airport and other
major arrival points. As with accommodation, transportation for the media is included in
the general transportation plan but during the event, it should be managed separately.
The organisers are not responsible for the transport of media representatives who book
their own accommodation but these representatives should be authorised to use the
transportation system from the official hotels.
If the media hotels are located close to each other, even if they are different standards,
it will make the operation of the media transportation system simpler.
11.5.3
Catering
Task
Refreshments must be made available for all media representatives. For smaller events,
complimentary coffee and cold drinks are always provided and snacks (sandwiches,
cookies) are very welcome. At larger events, particularly those in hot weather, refreshments must be provided in the Media Tribune, Media Centre, Mixed Zone and for the
photographers on the field, so that those working do not have to leave to stand in line
in the spectator area to buy what they need.
If an event schedule has a break between two sessions, a place where the media can
have a meal in or close to the venue should be organised. Normally, this is a buffet style
service. Of course, it would be very welcomed if accredited media representatives received complementary meals in such a situation but this is not mandatory.
At the European Championships, the organisers are responsible for the catering
arrangements in the International Broadcast Centre as a part of the event contract, but
the Host Broadcaster must approve the plans in advance.
EAA
11.5.4
Accreditation
Task
Accreditation of all media must follow the EAA accreditation plan. Media accreditation
forms must be sent to all EAA federations at least 6 months before the event (9 months
before the European Championships).
In principle, only broadcast rights holders (national television and radio broadcasters
who are EBU Members) have the right to be accredited to and broadcast from EAA
events. Normally the Host Broadcaster will approve all broadcast accreditation requests
before passing on the hotel request to organisers. It is important to agree this procedure in advance.
At the European Championships and possibly other larger events there will need to be
a differentiation between the different types of broadcast staff (network executives,
commentators, technicians, etc) and the access they are allowed. This can be done
through the initials and number system on the identification card.
Non-rights holding broadcasters can be accredited as observers in the written press
area. To avoid mistakes, the organisers must co-ordinate accreditation approvals with
the EAA Media Manager and the Host Broadcaster.
For most events, the organisers and the EAA will set the total number of accreditations
for written press and photographers. For the European Championships, the organisers,
the EAA and the International Sports Press Association (AIPS) will agree. The EAA and
AIPS will be responsible for the allocation of the accreditations before passing on the
hotel requests to the organisers. Again, it is important to agree the procedure for booking hotels in advance.
11.6
Other Media Services
Project
Description
This Project is concerned with making available important information and other services that are much appreciated by the media. The specific tasks should be planned
together with the EAA Media Manager.
Guidance Notes
11.6.1
Event Website
Task
Organisers are required by the contract with the EAA to establish and maintain an exclusive website as an information and promotion tool for the event. As much of the information on the website will be of particular interest to the media, it is normal for Media
Services to support the Communication Function by providing content before and during the event. For further information, see Chapter 6, Communication.
EAA
11.6.2
Statistics Services
Task
Organisers are required to publish a statistical handbook for their event under the direction of the EAA. This will include results of previous editions of the event and other
statistical information useful to the media. The same information should be made available electronically through the event website. The EAA can provide the contents and
copies of previous statistical handbooks.
Immediately prior to and during the event, a statistics service must be provided for the
following areas of responsibility:
Control and necessary amendment of the statistical data provided by federations
with regard to entered athletes. This work must be started immediately after the
final entry deadline and completed before the Technical Meeting.
Provision and necessary amendment (i.e. personal bests set in qualification
rounds) of statistical data related to the event, ranking lists, national records for
the CIS and on request.
•
•
The EAA will appoint one or more statisticians, depending on the event, for this work.
11.6.3
Media Centre Services
Task
Organisers should plan for providing the following services at the Media Centre:
News-stand
Lockers
Rental services (cars, mobile phones, etc)
Camera loan and repair
Travel agent
•
•
•
•
•
Relaxation area
in the Media
Centre at the
World Championships
EAA
11.6.4
Media Guide
Task
A media manual or Media Guide must be produced and distributed to all the media personnel attending the event. In addition to general information about the event, it should
contain logistical, service, technical facility and other information that applies to the
media.
The EAA will provide the organisers with a list of contents appropriate for the event. A
generic template is given in Appendix 20. The organisers are responsible for adding
specific details, printing and distributing the guide. This Project should be responsible
for providing the content for the Media Guide but, to ensure a unity of production standards and adherence to the event design, all other aspects should be co-ordinated by
the Official Publications Project (see section 6.5).
For the European Championships and other major events, this guide should be sent to
accredited media personnel so that they receive it before they depart from their country
for the event.
EAA
12.
COMMERCIAL OPERATIONS
Commercial activities such as sponsorship and merchandising are important sources of
revenue and “in kind” (VIK) benefits for an EAA event. In addition to management of
sponsorship and other commercial rights related to the event, this Function is also concerned with the fulfilment of obligations to the EAA’s commercial partners, which, in
turn, makes the EAA grant to the LOC possible. To provide maximum benefit for the
event, this work must be carefully co-ordinated and requires close co-operation with the
EAA Marketing Department and sponsors as well as important interfaces with the leadership of the LOC, Logistics and Promotion.
Responsibility for this Function should be assigned to a person with a good commercial
mind, attention to detail and the ability to work with people. He/she must speak English
and have an understanding of the relevant rules and regulations for sponsorship and
advertising at athletics events.
12.1
Sponsorship Rights Management
Project
Description
In this context, sponsorship can be defined as a relationship in which a company pays
(in cash, by supplying product or providing a service) for specific rights that will help it
to further its commercial aims. Anything that might help a sponsor with its promotional
efforts can be considered a right. This Project is concerned with ensuring that relations
with sponsors of the event are conducted correctly and that contractual obligations, including those between the organisers and the EAA, are fulfilled.
Guidance Notes
12.1.1
Clean Venue
Task
It is an absolute condition of allocating an event that the LOC guarantees a “clean“
venue and this is stated in the event contract. Clean venue means that there can be no
adverstising or promotional material anywhere (not even non-commercial material). This
is often quite difficult to achieve and it is common to find all kinds of commercial branding around a stadium; especially connected with catering, or vending activities where
refridgerators, cool boxes, drinks dispensers, glasses, tables, umbrellas, etc often carry
commercial logos. All such branding must be removed or covered in good time before
the event starts so that official sponsor’s branding can be positioned. The EAA Marketing Department will carry out a rigorous inspection of the venue a few days prior to
the event and it is the responsibility of organisers to remove all offending material.
EAA
Clean venue also means that there cannot be any franchises. If a venue has made franchise contracts with caterers, beer or soft drink vendors, sports retailers etc, these must
be suspended for the duration of the EAA event and, again, it is the responsibility of the
organisers to guarantee this.
It should not be forgotten that the venue does not just mean the place (stadium, marathon
course, cross country course) where the competition takes place. It also includes places
that are directly linked to the event, including training and warm-up areas, hospitality
areas, media facilities, etc. Even official hotels should be regarded as part of the venue
and agreements should be made accordingly with the management. It would not be good
for the EAA or the organisers if the head of an important sponsor arrived at his/her VIP
hotel to discover that a competitor had organised a conference there at the same time.
Organsisers must be open and co-operate fully with the EAA on this point.
12.1.2
Sponsorship Plan
Task
General
It must be stated that all sponsorship rights to an EAA event belong to the EAA. This is
important for several practical reasons. Firstly, the EAA must be able to generate its own
income, which it needs in order to give financial support (organising, accommodation
and travel subventions, etc) to the event itself. Secondly, the EAA’s international sponsors want to be associated with the whole of the EAA’s 4-year programme and the EAA
must be in a position to make contracts on that basis. Thirdly, at each event the EAA
has to be able to guarantee the contracted rights, especially the important exclusivity
that all sponsors want.
Sponsors are essential to the financing of an event and, as such, are important to both
the organisers and the EAA. Organisers must work closely with the EAA to ensure that
all sponsors, but particularly the EAA’s international sponsors, are treated correctly and
receive all the rights and benefits for which they have paid.
In order to assist organisers to raise their own monies and VIK, the EAA grants specific
local sponsorship opportunities to the LOC. However, these local rights can be used
only with the specific permission of the EAA. This is to avoid conflicts.
Before any commercial activity starts, the organisers and the EAA Marketing Department must agree on a plan that takes into consideration all sponsorship opportunities
related to the event, the different levels of sponsors, the different packages of rights to
be offered to each level and the procedures to be followed before any agreement is concluded.
International Sponsors
The EAA Marketing Department will inform organisers as to who the international sponsors are and the the rights they have contracted. The most important rights will usually
include:
Advertising at the venue (perimeter/infield/course boards, bibs, etc)
Advertising on all official printed publications (including tickets)
Complimentary tickets in the best seats
•
•
•
EAA
•
•
•
•
•
Complimentary hospitality (the EAA Club)
Complimentary transportation (VVIPs may need personal cars)
Complimentary social programme, if appropriate
Complimentary invitations to official receptions
Assistance with hotel reservations
Each international sponsor representative and guest must be treated as a VIP and will
normally receive a personal gift bag, VIP event guide, etc.
Some international sponsors may wish to arrange special trips or additional hospitality
activities or parties for their guests. Activities over their contractual entitlements have to
be paid for by the sponsors but the organisers must give every assistance with the planning and organisation.
Each international sponsor has the right to receive a fixed number of VIP event tickets
as a contractual entitlement. Organisers must also reserve extra VIP seats for sponsors
who may wish to purchase them in addition to their entitlement. VIP tickets entitle the
holder to use the hospitality facilities in the EAA club.
In the period before an event, representatives of international sponsors will wish to visit
the venue and other official sites to ensure that everything to which they are entitled to
and that they may need will be delivered correctly. Organisers must give every assistance on these occasions.
Some international sponsors will also be providing services (timing, etc) and other
practical benefits (products) to the event and will need special facilities (working rooms,
volunteer help, storage, transport of equipment), which the organisers must provide.
National/Local Sponsors
It hardly needs to be said that no national or local sponsor that conflicts in any way with
an EAA international sponsor can be allowed. There must also be a proper balance between international and national/local sponsors.
The event contract will specify the product categories/business areas where the organisers are free to sign up sponsors. Even in these cases, however, the actual sponsor
and the proposed rights must be approved by the EAA and its refusal is always possible.
All other product categories/business areas are retained under the control of the EAA
but organisers can apply for the release of a particular category or area if it has a
serious sponsorship possibility. The EAA will try to help whenever possible.
All rights granted to national/local sponsors must stricly comply with the relevant EBU
and IAAF advertising regulations and organisers are advised to have full understanding
of these.
For additional information see Appendix 21.
EAA
12.1.3
Approval Prodcedure
Task
Whenever organisers have a serious sponsorship possibility witn a national/local company, they should inform the EAA as soon as possible. The EAA Marketing Department
will require full details of the proposed deal including the name of the company, business category, rights to be granted and value (cash or VIK). Orgnaisers must also submit the proposed contract (which must be in English).
When the EAA has given its written approval for the deal, but not before, the organisers
may sign the contract. The EAA may place conditions on its approval and these must
be followed. A copy of the signed contract must be given to the EAA.
12.1.4
Ambush Marketing Protection
Task
EAA events are a tempting opportunity for unauthorised advertisers and many ingenious ways have been designed by companies that are not contracted to (and have
therefore not paid) to the event. Such “ambush marketing” seeks to attract the attention
of TV cameras and the paying spectators. As would be expected, official sponsors find
ambushing objectionable and it is the responsibility of the LOC to take all possible steps
to prevent it happening.
Some precautions that organisers can take include:
•
•
•
A ban on spectators taking advertising material or products of sponsor competitors into the stadium. This would be coupled with a right to eject the offending
person and/or materials.
Agreement with the Host City to control public adverstising positions in sensitive
places.
Offer of complimentary invitations to likely offenders on condition that they do
not aubuse.
Branded airship flying
over the stadium at the
EAA
EXAMPLES OF AMBUSHES
Some examples of actual ambush marketing at past EAA events include:
•
•
•
An unauthorised, heavily branded airship flying close to the stadium
Groups of spectators in prime seats suddenly putting on heavily branded
T-shirts or other clothing
Competitors of official sponsors placing giant banners on buildings near the
event venue(s)
12.2
General Servicing
Project
Description
Sponsorship is a two-way relationship. Sponsors expect benefits and value in return for
the payments they make to an event. This Project deals with providing this value, or servicing, through the type of commitments that are normally found in sponsorship contracts, regardless of the event. It is important that the various responsibilities of the organisers and the EAA are well co-ordinated to ensure the best possible service is delivered.
Guidance Notes
12.2.1
Venue Advertising
Task
The most visible signs of sponsorship are the advertising boards and other material
(bibs, etc) at the competition venue and other official sites conected with the event. The
more valuable are those within the normal view of the television cameras and most of
these positions are reserved for the international sponsors. In addition, “composite“
boards and other signage with the logos and branding of sponsors will be positioned at
various places, including hotel lobbies, the EAA Club, Media Centre, etc.
The positioning of the advertising boards will be decided by the EAA Marketing Department. Organisers are responsible for assisting with installation and transportation
as well as ensuring that, during competitions, all boards are kept free of obstructing
persons or items.
All international sponsor boards will be produced by the EAA’s contracted board service
company. Organisers may arrange for their own production of national/local sponsor
boards, provided they are made to the same specification and quality, or they may use
the EAA’s contractor. Sub-standard boards may be removed by the EAA.
The EAA Marketing Department and the EAA’s board service company will carry out a
site survey well before the date of the event. Representatives of the organisers must be
present for the survey.
EAA
The venue must be made available for the installation and positioning of advertising materials at least two days before the start of the event. The materials will be removed
immediately after the conclusion of the event.
12.2.2
VIP Tickets and Hospitality
Task
Tickets for good seats at the event and hospitality during the competition are a second
important right for sponsors and suppliers.
The organisers are required to provide VIP seats for all EAA international sponsors.
These must be located in a prime seating location (normally next to VVIP seating in the
main stand, as near to the finish line as practical). The seats are to be numbered (or
named) and the seating area must have both security and hostess support appropriate
to the number of seats and venue configuration. The EAA international sponsors will
have the right to access the EAA Club (see section 7.10).
Up to 100 additional VIP seats (with EAA Club access) must be available in total for
EAA international sponsors to purchase from the organisers at full price. A cut-off date
will be agreed and any seats that are not sold can be used by the organisers. Ideally
these seats should be located together with the required VIP seats. In addition, regular
(non VIP) seats may be requested by EAA international sponsors. These seats are to
be provided at an agreed discount price, subject to availability at the time of the request.
A provisional estimate of the number of required VIP seats is stated in the event contract but the actual numbers will be notified to the organisers nearer the date of the
event. Organisers must not sell or allocate any seats that may be needed for sponsors
and other VIPs.
12.2.3
Promotion, Display and Sales Franchise
Task
Sponsors have the right to promote, display and sell their products and services at the
venue. The organisers are required to provide suitable space within the venue for these
activities. The choice of space for each company will be co-ordinated with the EAA
Marketing Department.
12.2.4
Crowd Competitions
Task
Although most promotional activity at the venue will take place away from the competition area, many companies request crowd competitions to be incorporated into the
presentation of the event. These, of course, must be subject to the efficient and timely
running of the competition. Plans for these competitions must be approved in advance
by the EAA.
EAA
12.3
Sponsor Village
Project
Description
At the European Championships (and some other EAA events if the demand is identified) sponsors require an area where they can offer their guests private hospitality. If
there is sufficient demand, organisers should consider having a “Sponsor Village“
where sponsors and other affiliated organsiations (such as the State, Regional and
Host City authorities, Member Federatios and local VIPs) can provide their hospitality
either individually (in seperate marquees) or in combination (a single marquee with
seperate tables or areas). A well designed Sponsor Village can add to the overall quality and image of the event.
Guidance Notes
12.3.1
Planing
Task
The Sponsor Village is usually located in a space convenient to the VIP entrance of the
competition area in an existing facility, in purpose built marquees or an appropriate area
within the stadium. The space must be provided at no cost to the EAA international
sponsors. Marquees, power, water, food preparation, food and drink supplies, service,
etc will be at the cost of the individual EAA international sponsor. Arrangements with
national/local sponsors can be varied in the respective contracts.
If sponsors wish to develop their own exclusive area, provided such an area is available,
this again would be at the cost of the sponsor, with the space being provided at no cost.
The organisers should create an overall visual concept to help the sponsors and other
prospective participants understand the opportunity.
The decision to organise a Sponsor Village should be made well in advance (at least 2
years before the European Championships) as the EAA international sponsors and
other prospective participants will need plenty of time to decide upon and plan their involvement.
12.4
Market Square
Project
Description
At the European Championships and other large EAA events, it is important to create
the right atmosphere both outside and inside the stadium. This can be done very successfully by establishing a “Market Square“ in an area near the stadium along the route
followed by the spectators. The Market Square is usually a combination of commercial
activities, sponsor opportunities, catering outlets and entertainment. If well planned, it
can make an important contribution to spectators’ enjoyment and memory of the event.
EAA
Guidance Notes
12.4.1
Planning
Task
Organisers and the EAA need to co-operate closely in developing a Market Square concept. The space for the Market Square must be provided at no cost to the EAA international sponsors. Marquees and amenities such as power and water will be at the cost
of the sponsor. Arrangements with national sponsors and suppliers can be varied in the
respective contracts. Positions within the Market Square are to be allocated to EAA international sponsors first, followed by any national sponsors and suppliers.
Market Square visitors will also enjoy entertainment and refreshments from other companies seperately licensed by the organisers, provided these companies are not competitiors of the various sponsors and that their products and services add benefit to the
Market Square concept. The Market Square is regarded as part of the venue and must
be strictly controlled to prevent unathorised or conflicting advertising/franchising.
The organisers should create an overall visual concept to help the sponsors and other
prospective participants understand the opportunity.
The decision to organise a Market Square should be made well in advance (at least 2
years before the European Championships) as the EAA international sponsors and
other prospective participants will need plenty of time to decide upon and plan their involvement.
12.5
Merchandising
Project
Description
For many major sporting events, the production and sale of mascots, souvenirs and
other branded items has become an essential tool for both promotion and income generation. EAA international sponsors are entitled to participate on an exclusive basis in the
event merchandising. This Project is concerned with the planning and operation of the
merchandising programme.
Guidance Notes
12.5.1
Planning
Task
Effective merchandising needs professional expertise and organisers are advised to
seek appropriate advice. Often the entire merchandising operation is contracted to a
specialist company. Key aspects to be considered when developing a merchandising
plan include:
Design
Copyright and patents
Licensing and production
Distribution and sales
•
•
•
•
EAA
Organisers should plan for the physical space required to accommodate merchandising
sales points for companies licensed to produce and sell event related products. Amenities or any special sales structures required are normally at the cost of the seller.
A merchandising plan must be consistent with the event design and must be approved
in advance by the EAA .
12.5.2
Production Approvals and Distribution
Task
The organisers must provide actual samples of all licensed products to the EAA Marketing Department for written approval prior to production and/or packaging. Care must
be taken when distribution is through established sales channels so as to avoid competing products being sold by a retailer who has been licensed.
12.6
Broadcast Sponsorship and Airtime Advertising
Project
Description
EAA international sponsors have the opportunity to purchase broadcast sponsorship,
programme sponsorship and advertising airtime from the broadcasters who carry the
event. This project is handled by the EAA directly with the EBU.
Guidance Notes
12.6.1
Procedure
Task
The initial offer will be made by the EBU 6 months prior to the event to the EAA international sponsors (through the EAA Marketing Department). The sponsors and suppliers will have 1 month to respond. Rights that are still available after this period can
then be offered to national sponsors.
EAA
EAA
13.
PROMOTION
Promotion is fundamental to any EAA event’s success – if it is not done well, the event
will fail and there will be a negative impact on the development of the sport. It is a central element of an event’s overall communication operation and must be co-ordinated
with all the event’s other communication activities. The main aim is to attract spectators
and other forms of support (media audiences, volunteers, civic authorities, other organisations, etc) by raising awareness and demonstrating the importance of the event.
The Projects covered in this Function include the planning and implementation of a promotion campaign, ticketing operations and decoration of the event venue and other
sites. The work requires close co-operation with a number of entities outside the organisational structure as well as critical interfaces with the leadership of the LOC, Logistics and Communications.
Responsibility for this area should be assigned to a person with experience in this field,
enthusiasm, attention to detail and the ability to communicate well with people.
13.1
Promotion Campaign and Tools
Project
Description
Whilst there are recurring themes and standard tools for promoting events, there is also
much scope for diversity and creativity. The key question is: which particular promotion
activities will be effective for the event being organised? The challenge for this Project
is to get the best return on the investment of the available resources and use of the
available tools by reaching the widest possible target market.
Guidance Notes
13.1.1
Promotion Plan
Task
A crucial first step of planning a promotion campaign will be research and careful study
of the results. The first area to be looked into is the local market (Who are the people
interested in athletics? What are their ages? How can they be communicated to? What
would it take to convince them to support the event? Are there any trends that must be
considered? etc). The second area to be examined is earlier promotion campaigns for
athletics and other events, locally and further-a-field (What worked, and why? What did
not work, and why?). The EAA can provide information from previous events.
Armed with the information and ideas that emerge, organisers can then develop their
strategy and plans, which should cover:
Aims and objectives
Tools and activities to be used
Timetable for implementation
•
•
•
EAA
•
•
•
Personnel and responsibilities
Budget
Monitoring progress and results
Promotion campaign plans should be carefully co-ordinated with the event’s other communication activities, including PR, press releases, and media services (see Chapter 6).
A date for the completion of the promotion plan will be fixed in the event contract.
13.1.2
Promotional Materials
Task
One of the most common forms of promotion is through printed materials that incorporate the event design (see section 6.3), the competition title and sponsor logos. In addition to any specific messages these convey, their unified “look” helps to build the event’s
corporate identity and communicate its importance and the professionalism involved in
its organisation.
The organisers should make an inventory of all the materials they plan to produce, including stationery, advertising materials and other promotional items (examples of the
materials that should be produced are included in the EAA Sponsorship and Design
Manual, but this list is by no means exhaustive). Provisional designs should be prepared, showing how the event design will look on the various items. The EAA and EAA
Marketing Department will review these and will provide comments by deadlines set in
the event contract.
Event mascot promoting the European Championships
EAA
Most Organisers make use of printed advertising materials, in particular flyers and
posters. Flyers normally include details about the event (venue, date, timetable) and
ticketing information (prices, purchase points, venue seating diagram). They should be
widely distributed around the city, including public transportation sites, shops, clubs and
other organisations. They should also be sent for distribution to the event’s sponsors,
other athletics events, tourist agencies (particularly those appointed to sell tickets) and
EAA Member Federations, for distribution in their respective countries (making sure, of
course, that the language of the flyer is appropriate to each country).
Posters are produced to provide people with an exciting and memorable image of the
event. They should also include the date, time, venue and ticketing information. They
can be produced in various sizes and displayed in key locations around the city, including the local transport system, and be sent to sponsors and other organisations.
Other advertising/promotion materials that should be considered are:
Billboards
Street flags and banners
Bus/tram/taxi decorations
•
•
•
These can be very effective but, because of the cost involved, they may require cooperation and/or co-financing from the city or other authorities.
13.1.3
Broadcast Media
Task
The Host Broadcaster is obliged to promote the event through television adverts and organisers must take advantage of this fact. Discussions should be held on other promotional activities that could be carried out via television and radio to help attract both
spectators for the event itself and larger broadcast audiences. These include:
Interviews and media conferences with well known national and foreign athletes
Ticket competitions
Event merchandise launches
Stunts in shopping districts
Competitions and coaching opportunities for children
•
•
•
•
•
Organisers should also try to work with commercial radio stations (after obtaining the
agreement of the Host Broadcaster). These are often very receptive to the kinds of promotion activities listed above and the cost of their advertising spots can be relatively low.
Local radio can be particularly helpful for recruiting volunteers for the event.
13.1.4
Print Media
Task
Organisers should seek to form partnerships with national and local newspapers and
magazines as these can assist with publicity and the types of promotional activities
listed above. All print media should be provided with the event design materials, EAA
logos and sponsor logos, and encouraged to use them.
Some organisers also create their own print media by producing an event newsletter to
keep fans informed and up-to-date about the latest activities related to the event. Often
EAA
EAA Member Federations and athletic clubs can be sources for a database of people interested in athletics. Such a database can be expanded by collecting details of participants in promotional activities, visitors to the event website, etc.
13.1.5
Website
Task
The event website is an increasingly important communication tool and must be included in the organisers’ strategy for the promotional campaign. For further information,
see section 6.2.
13.1.6
City Promotions
Task
One of the main values of securing the direct involvement of the Host City and/or other
local authorities at the bid stage of an event (see the EAA Bidding Manual) is that they
are geared for communicating effectively to groups and individuals and this is an ongoing
activity for them. Organisers must take advantage of this fact and discussions should be
held at an early stage on the joint promotional activities that could be carried out.
City promotions should be planned to achieve the following aims:
Meet the interests of the Host City by combining its image with a sports event
Promote the event well in advance through all available means
Emphasise the existence of the event in the weeks prior to the event
Create a visual impression (through decorations at the airport, on main roads,
around the stadium and in other important areas) that the event is the most important activity to take place in the city at that time
•
•
•
•
An outline plan for the Host City’s promotions must be included in the Bid documentation for each event.
The Host City and other involved authorities should be provided with the event design
materials and guidance on their use in promotional activities.
Promotional advertising
EAA
13.1.7
Other Organisation Promotions
Task
Organisers should also seek out other national and local organisations that may be able
to assist with promotional activities and include them in the plans. Work on this task
should begin as soon as possible. Possibilities include:
National and local athletics clubs
Schools, sports activities in school and grass-roots events
Voluntary organisations
Sport-based travel agencies around Europe
EAA Member Federations
•
•
•
•
•
INSIDE-OUT COMMUNICATION
Research has shown that today’s cynical customers discount advertising messages by as much as 90%. Direct word-of-mouth communication, however, has an inverse credibility level.
The lesson for organisers is that internal groups – staff and volunteers – who talk
about the event may be one of the most effective communication tools, a secret
promotions weapon.
Make sure that everyone involved in the organisation of the event is well informed
about its selling points and other important information so that when they talk to
friends and people they meet, they pass on positive messages. It is even possible
to set targets, for example: tell one new person per day about the event and convince them to attend. If everyone involved meets their target over a period of time
it could make a significant difference.
13.2
Ticketing Operations
Project
Description
Closely related to promotion is the sale of tickets. The aim of this Project is to maximise
the number of spectators at the event to create the best possible atmosphere for the
competition (and television images) and to provide revenue for the organisers. The keys
to achieving this aim will be to get the pricing policy right and make it easy for spectators to purchase the tickets they require.
Guidance Notes
13.2.1
Ticketing Plan
Task
The ticketing operations plan should cover the following points:
Definition of the seating areas (dependent on EAA seat requirements for athletes, media and VIPs) for:
•
EAA
•
•
•
•
•
•
•
•
•
•
– Full paying spectators
– Special promotions spectators (schools, athletes etc)
Pricing policy
– Packaging (2 day pass, whole event pass, etc)
Ticket design and production
Sales strategy including:
– National and local sales points (ticket office, tele-sales, mail order)
– International sales points
– Appointment of ticketing and tourist agencies
– Internet information and sales
Stadium ticket-booth
It should be noted that the EAA international sponsor and supplier logos must be included on all tickets (see the EAA Sponsorship and Design Manual for full information)
and that the ticket design must be approved prior to printing by the EAA. At the time the
proposed design is submitted, the organisers should also provide details of any ‘official’
information that must appear on the ticket (e.g. safety regulations etc).
During the period prior to the event, the organisers are required to provide the EAA with
information on the status of ticket sales. The EAA will provide a reporting schedule and
the data that should be reported so that they can be included in the organiser’s plan.
For the European Championships and other stadium events, the organisers should plan
to sell seats starting from track-side, especially where there is the possibility that the
stadium will not be filled. Any upper tiers should be closed off to sales until the lower
levels have been sold. This will help to avoid television pictures showing a seemingly
empty stadium, something that does not help to promote the event or the sport.
EAA
13.3
Venue and Site Decorations
Project
Description
Promotion must not stop with
the purchase of a ticket or the
spectator’s arrival at the
venue. Everyone who experiences the event, in person or
through television, should be
impressed with its importance
and uniqueness. This Project
is concerned with creating
the best possible atmosphere
at the event venue, official
sites and around the Host City
by using design and colour.
Award ceremonies podium at
the European Championships
Guidance Notes
13.3.1
Planning
Task
The venue decoration plan should consider both the locations that should be dressed,
as well as how they should be decorated.
Decorations at the event venue (inside and outside) and other sites should reflect the
event design (see section 6.3) and be closely co-ordinated with any decorations provided by the Host City or other authorities. Elements to be used include coloured materials, flags and floral decorations. Some dressing materials are provided by the EAA and
details of these items will be given at the time of bidding.
When preparing the event decoration plan the need to reflect the sponsors, in a proper
fashion, should not be forgotten. This is particularly important at events where there is
a title sponsor.
EAA
At the Evaluation visit, the EAA representatives and the organisers will look closely at
the venue and other sites with decoration in mind. The focus should be on two points:
The experience of the spectators (including their approach to the venue, the concourse and other spaces they might find themselves in and their views of the
competition arena)
The look of the venue and event on television
•
•
Some stadia and courses may require remedial works, which will be identified at the
time of the evaluation visit, in order to bring them up to the appropriate standards.
13.4
Event Programmes
Project
Description
The organisers should
produce a programme
containing a description of the event, competition timetable, competitor lists, etc for
sale to the spectators
in the stadium and distribution to VIPs and
other groups. For the
European Championships and the European Indoor Championships, it is normal to
produce daily programmes that contain results from competitions that have taken
place on the preceeding days. Event Programmes help to bring a sense of occasion and importance to the
event and exposure through advertisements is an important right for the event’s sponsors. The programmes must, therefore, be produced to a high standard. If sales are
handled well, event programmes are normally self-financing and may provide some surplus for the organisers.
Guidance Notes
13.4.1
Planning
Task
This Project should be responsible for providing the content for the Event Programmes
but, to ensure a unity of production standards and adherance to the event design, all
other aspects should be co-ordinated by the Official Publications Project (see section
6.5). Guidelines for the contents of the Event Programme are given in Appendix 22. All
contents of the Event Programme must be approved in advance by the EAA.
EAA
14.
PROTOCOL AND CEREMONIES
Protocol is a key aspect of managing relationships with the authorities, sponsors and
other VIPs who make an EAA event possible and thus its value is obvious. The ceremonies (Opening, Closing and Awards) must be considered "events within the event"
and these are also important as they are always highly valued by the athletes, spectators and supporters. The two sets of tasks are normally grouped together in one Function because the primary aim of both is to bring a sense of dignity and importance to
the event. Work in this area involves co-operation with entities outside the event organisation structure and key interfaces with the leadership of the LOC Logistics and Event
Presentation and the Functions.
Responsibility for this Function should be assigned to a person who has understanding
and experience of working in both the areas it comprises. He/she must speak English
(and preferably other languages as well) and have confidence and tact when working
with VIPs. He/she must also be able to organise activities, manage people and work
under pressure.
14.1
VIP Recognition
Project
Description
The essence of protocol is in treating
important people in a correct and respectful manner. Application of this
principle is appreciated by guests and
is often the lasting impression of the
event that they take away when they
leave. The aim of this Project is to
prepare and implement the proper
forms of address and order of precedence, which show that their position
and status have been properly recognised.
Guidance Notes
14.1.1
Planning
Task
There is an international code governing the address of different important persons and
dignitaries both in politics and in sport. A King or Queen is “Your Majesty, a ”President
is “Mister (or Madam) President”, an Ambassador is “Your Excellency”, etc Specific
titles also apply to lower level authorities including regional/city authorities and other
EAA
institutions. Likewise, there are specific customs and preferences for exactly how people’s names are written.
The correct forms must be known and used by everyone who may come into contact or
write to any VIP on behalf of the event. If nine people get it right and one gets it wrong,
which will be remembered?
Of equal importance is the need to observe the order of precedence at formal functions, such as ceremonies and banquets, and seating arrangements at the event venue.
Normally the national public protocol must be combined with international/national
sports protocol, if any.
This task will involve research and the dissemination of the information through an information sheet and possibly a briefing of relevant personnel.
14.2
VIP Logistics
Project
Description
Because of the importance of the VIPs, it is important that logistical matters are given
special attention. Though the Logistics Function should be responsible for plans and
arrangements, it is necessary that all matters pertaining to the VIPs are co-ordinated
through this Project.
Guidance Notes
14.2.1
Accommodation
Task
It can be assumed that every guest wants the very best accommodation. For this reason, it is essential when booking the VIP Hotel to check that the quality of the rooms is
appropriate. Rooms must then be inspected individually before they are assigned to
guests. This task must be assigned to a well-trained person who is given full responsibility to handle this delicate matter.
All VIP guests should be informed, normally through a welcome letter, of the expenses
(i.e. extras like mini-bar, telephone, laundry, etc) for which they will be personally responsible. The VIP hotel should be contracted accordingly. It would be wise for the organisers to check the bills the night before the end of the event and deal with any problems. The responsible person from the organisers must be available when guests are
checking out.
The VIP hotel must have an Information/Hospitality Desk and appropriate translators to
assist the guests. Both services can be assigned to volunteers or ad hoc personnel, but
it is essential that those who are appointed are well-informed and able to deal with the
different queries that will arise.
Planning for VIP accommodation should also include provisions for First Aid and medical services.
EAA
14.2.2
Transportation
Task
Though VIP transportation will be included in the overall transportation plan, during the
operation period it must have its own management.
When dedicated cars are provided, the service must be carefully planned and organised. All drivers for VIPs (often volunteers) must be screened for a valid driving license,
driving ability, knowledge of the roads and suitability for working with VIPs. They should
then be given appropriate training and briefings.
When transportation requirements are met by a shuttle system, there should be careful
planning and a co-ordinator on hand to deal with any problems.
See section 7.4 for further information.
14.2.3
Arrival and Departure Management
Task
The procedures for arrival and departure of VIPs are very important and must be given
careful attention.
See section 7.5 for further information.
14.2.4
Accreditation
Task
The accreditation of the VIPs should take place at the VIP Hotel.
14.3
Other VIP Services
Project
Description
This Project is concerned with the various activities and services that are appreciated
by guests and can make their experience of the event memorable. The specific tasks of
the Project should be planned together with the EAA Event Co-ordination Manager.
Guidance Notes
14.3.1
Social Programme
Task
It is important that a social programme of receptions, meals and excursions be organised for the guests at any event lasting more than 2 days. A basic programme must be
provided free of charge. On special occasions, and with the approval of the EAA Delegates, it is possible to offer a programme for which the guests pay. Excursions must not
conflict with the time of the competition.
A date for the completion of the social programme plan will be set in the event contract.
EAA
14.3.2
VIP Gifts
Task
If any gifts are to be given to VIPs by the organisers, it is essential that they be delivered
in a proper manner and at the right time. In order to avoid confusion, the concierge at
the VIP hotel should be advised that no envelopes, packages etc from any source
should be distributed to guests without the formal consent of the organisers, which in
specific cases should request the advice of the EAA.
14.3.3
VIP Guide
Task
An event guide or VIP Guide must be produced and distributed to all the important
guests of the event. In addition to general information about the event, it should contain
logistical, social programme and other information that applies to the VIPs.
The EAA will prepare the contents following a standard template. The organisers are responsible for adding specific details, printing and distributing the guide. This Project
should be responsible for providing the content for the VIP Guide but, to ensure a unity
of production standards and adherence to the event design, all other aspects should be
co-ordinated by the Official Publications Project (see section 6.5).
For the European Championships and other major events, this guide should be sent to
invited guests so that they receive it before they depart from their country for the event.
BEHIND THE SCENES TOURS
What is every day work for organisers is often fascinating to VIPs, especially sponsors. Guided tours behind the scenes at the competition area, Media Centre, etc
are always well received and should be organised whenever possible.
14.4
Flag Management
Project
Description
The international nature of the event is symbolised by the use of flags as a decoration
and as an important part of the programme. Because of the identities and ideals that
flags represent, a strict protocol must be observed. This Project is concerned with obtaining the flags required for the event and their proper use during the event.
Guidance Notes
14.4.1
Planning
The different types of flags that will be required include:
The flag of the Host Country
The flag of the Host City
•
•
Task
EAA
•
•
•
•
•
The flag of the Region (if any)
The flag of the EAA
The flag with the logo of the event
The flags of the participating countries
The flags for the award ceremonies
Different sizes of flags will be required for
the different locations and occasions at
which they will be shown. These occasions
include:
In the Host City
Outside the venue
Inside the venue
At the opening and closing ceremonies
At the award ceremonies
At other official sites (hotels, Media
Centre, etc)
•
•
•
•
•
•
The EAA flag and event banner at the
14.5
It is, of course, imperative that the correct
flag is flown. A competent person must be
appointed to obtain and check all flags
(there are a number of different sources, including the EAA, IAAF and the Internet) to
ensure that the flags that are intended for
use are the right ones. It is also important
that flags used for different locations and
occasions are of a uniform size and type.
Project
Description
Both, the Opening Ceremony and the Closing Ceremony are important in their own right
as they set the atmospheric starting point of an event and mark its completion. They
allow the Host Country to welcome and bid farewell to all guests (the athletes and officials as well as the spectators). They also provide opportunities for the display of national or local identity and creativity.
Because there is such a wide scope of possible ways that these ceremonies can be
staged, it is only possible to give general guidance for planning this Project. The detailed
formats of ceremonies must be provided to the EAA for approval well in advance. Close
contact should be kept between the organisers and the EAA at all stages of the
development of ideas for the ceremonies especially if the organisers have in mind to
create something elaborate.
EAA
Guidance Notes
14.5.1
Opening Ceremony Plan
Task
A well-designed Opening Ceremony should combine elements of national/local identity
and an artistic/cultural show with the official protocol (sequence, flags, anthem, speeches etc) as stipulated in the respective competition regulations. The protocol can be
summarised as follows:
Entrance of the delegations
Anthem of the country of the Organising EAA Member
Welcome Speech by the President of the LOC (maximum 3 minutes)
Speech by the EAA President (maximum 3 minutes)
Opening of the European Championships by the Head of the State or his or her
representative
Hoisting of the EAA flag in the stadium while music is played
•
•
•
•
•
•
The duration of the whole ceremony must not exceed 30 minutes for the European
Championships and should be less for the smaller events.
The opening ceremony may be conducted in a market square or other suitable location
in the Host City so that it attracts the local population and enhances their identification
with the event.
The concept of the ceremony should also take into account the needs of the athletes.
Those that participate must not be forced to stand for a long time in either the assembly area or the stadium. They must also have a chance to watch the major part, if not
all, of the ceremony.
The Opening Ceremony at the European Championships
EAA
14.5.2
Closing Ceremony Plan
Task
Though a less formal occasion than the Opening Ceremony, the Closing Ceremony of
an event does have a specific protocol sequence (flags, anthem, speeches etc) set in
the respective competition regulations that must be observed. This can be summarised
as follows:
Entrance of the delegations in their approved uniforms (team officials may take
part)
Speech by the EAA President (maximum 3 minutes)
Lowering of the EAA flag while the EAA anthem is played
Handing over of the EAA flag to the representative of the Host City of the next
edition of the event will be staged
Departure of the delegations.
•
•
•
•
•
The remainder of ceremony is a moment of relief and joy for the participants mixed with
the sadness of farewell but also looking forward to the next event. It is also the forum to
thank the athletes for their performances, the organisers for their efforts and the spectators for their support.
14.6
Award Ceremonies
Project
Description
Award ceremonies at championships and other major athletic events are extremely important for the athletes, their federations, the spectators and the television audience.
They bring elements of occasion and national pride that are often missing in other
events. They must, therefore, be carefully planned and conducted in a dignified manner.
At the same time, they must not be allowed to disturb the other competitions or the television transmission.
Guidance Notes
14.6.1
Podium
Task
Because of the importance of the moment of an award ceremony, careful thought and
planning must be given to the setting where it will take place. The design of the victory
podium should integrate with and reflect the event design. The podium itself should be
positioned to be highly visible, well lit and so the athletes are able to see the flags and
the video screen at the same time. Decoration and other enhancements that do not interfere with other aspects of the event should also be employed to create a spectacular image.
For stadium events, placing the podium in the infield is not always the best solution as
it is inevitable that there will be conflicts with the competition and thus an effect on the
event presentation. The best solution is to find an area that meets the requirements
described above and does not require events to stop when an award ceremony takes
place.
EAA
An award ceremony at the European Championships
14.6.2
Timetable
Task
For the European Championships in particular, the timetable for the award ceremonies
is a very delicate matter. The EAA Technical Delegate is responsible for its planning in
co-operation with the organisers, the EAA Organisational Delegate, the Event Presentation Manager and the Host Broadcaster. This planning normally takes place at the
same time the Competition Timetable and the event presentation plan are prepared.
The basic principles for planning the award ceremony timetable include:
A standard pattern and duration for each award ceremony, as stipulated in the
competition rules, must be used (see Appendix 23)
Whenever possible, an award ceremony should take place on the same day of
the competition
Under no circumstances should an award ceremony be held in an empty stadium; in cases where it is foreseeable that this will happen this victory ceremony
should be planned for the following day
•
•
•
The award ceremony timetable should be published well in advance so that it is available when the bulk of the spectators purchase their tickets. It should also be published
in the Event Programme.
EAA
14.6.3
Awards
Task
Medals to be awarded must be of
high quality and the design should
reflect the overall event design. Athletes taking part in the award ceremony are traditionally given flowers
and possibly an official event mascot or other item as well as their
medal. The organisers are responsible for providing the medals and
other items but must confirm their
plans in advance with the EAA Organisational Delegate.
14.6.4
Presenters
Task
Presenters shall be selected by the EAA and they should be informed in writing in good
time before the ceremonies concerned. At the European Championships, the presenters should be informed the day before.
14.6.5
Award Cermony Management
Task
The Award Ceremony Manager will be responsible for the preparation and staging of
the ceremonies according to the published timetable (subject to any variations required
by the Event Presentation Manager) and following the official pattern.
At the European Championships and other stadium events, the Award Ceremony Manager and his/her assistants will work from an area with direct access to the position of
the victory podium, the VIP seating and the athlete’s Post-Event Area. The working area
will include secure storage for the medals, flowers and equipment required for the ceremonies. It must also have communications links with the Event Presentation Manager
(EPM) and Flag pole operation. The key aspects of managing an award ceremony are
as follows:
Giving the instruction which flags must be used and controlling that this is correctly done
Having ready in advance the list of those who will present medals / flowers and
collecting the appropriate individuals for the ceremony
Preparing the medals, flowers and the trays
Collecting the attendants who will carry the awards
Collecting – in collaboration with the responsible technical person – the athletes
for the ceremony
Controlling that the athletes are correctly dressed (approved team uniforms),
that the award ceremony bibs are properly affixed and that no items are carried
on to the field
Contacting the EPM – at least 5 minutes before the Award Ceremony is scheduled to take place – to confirm that he/she is ready and the names of the medal
presenter and accompanying persons (if any)
•
•
•
•
•
•
•
EAA
It is important that the entire process is carefully rehearsed and tested several times before the event begins.
14.7
Souvenir Gifts
Project
Description
Organisers are expected to provide a number of gifts and recognition items to various
groups involved in the event. The purpose of this Project is to co-ordinate the sourcing
or production of these items and their distribution. The Tasks described here include the
most common gifts given but the Project may be used to provide other items as required
by the organisers.
Guidance Notes
14.7.1
Welcome Bags
Task
Welcome bags have become a tradition at major athletics events around the world.
They are normally given to the following groups:
Team members (including officials)
Technical Officials (local and ITO/ATO)
Media
VIPs
•
•
•
•
Normally, welcome bags are given as the individual checks into his/her accommodation.
The contents of the welcome bags will vary from group to group as the information included (Team Manual, Media Guide, Event Guide, etc) will certainly be different and
normally the other items will be chosen according the the group as well. These items
may include city maps and local guides, a gift from the Host City, sample items from the
sponsors and toiletries (toothbrush, soap, etc) provided by the organisers or local suppliers. All items to be placed in welcome bags must be specifically approved in advance
by the EAA.
14.7.2
Commemorative Medals
Task
Organisers are required to produce commemorative medals. These are normally given
to all accredited individuals, including volunteers. The design of these medals should
reflect the event design and it must be approved by the EAA.
14.7.3
Diplomas
Task
Organisers are also required to produce Diplomas for the top 8 placers in each event.
Again, the design of these should reflect the event design and it must be approved by
the EAA.
EAA
15.
ADMINISTRATION
Administration is the foundation for the success of an EAA Event. Good administration
is essential for the smooth and effective operation of all the other Functions covered in
this manual. As practices will vary from country to country and organiser to organiser, it
is only possible to give general advice on the key areas that must be considered. The
Projects addressed here are the management of the personnel and office required for
the specific work of organising the event, financial management and reporting (a contractual obligation not covered by the other Functions). The Administration Function also
involves providing the inital point of contact for the world with the organisers and, of
course, interface with every other Function.
The Administration Function will be under the direct control of the senior executive
officer (the exact title will vary from situation to situation). This individual is to be responsible for, and co-ordinate all the operational functions required to deliver the event.
His/her attributes will include leadership, management and communication skills as well
as experience in the organisation of sport events. For the European Championships
and other larger events, it is normal to appoint an Office Manager to assist the senior
executive in this area. The appointment of the senior executive must be made as early
as possible and certainly by the deadline set in the contract with the EAA.
15.1
Personnel
Project
Description
When it comes to employment, each country has its own laws and customs. This, in
turn, makes each event organisation different. It is only possible, therefore, to give general advice on the management of the personnel required for delivering the event.
Guidance Notes
15.1.1
Staff Management
Task
As in any organisation, the questions associated with the employment of staff must be
faced early in the planning because of budget implications and because of the need to
make preparations for aspects of personnel management. It is essential that any employment is strictly within the national and local laws and regulations. The other issues
that must be addressed include:
Assessment of the event’s staff requirements
Timeline for recruitment and employment of staff
Descriptions for positions
Recruitment
Orientation and Training
Motivation
•
•
•
•
•
•
EAA
•
•
•
Co-ordination and control
Pay
Services (uniforms, meals, recognition souvenirs, parties, etc)
As the work of preparing an EAA event has
a limited time span, many if not most of the
people employed will not be making a career in this line of work. This brings specific
challenges in all the areas listed above, but
perhaps the two that are unique are recruitment and motivation.
General advice on recruitment applicable
to all event organisers includes:
For the sport related Projects, try to
recruit people from the athletic family (clubs etc). They will tend to have
a “feel“ for the work, understand the
problems involved and have experience.
For the other Projects not specifically directly related to athletics, try to recruit individuals with skills and experience in that specific field.
In all cases it is important that, through pre-requisites or training supplied by the
organisers, staff are able to use modern technology and can speak English.
•
•
•
With regard to motivation, it is helpful if the leadership understand that an EAA event is
an opportunity for creativity, experience and growth for eveyone involved. This must be
communicated to staff in particular and efforts should be made at every level to ensure
that these values are realised. It is also important to develop the right atmosphere and
a “team spirit“ through the delegation of responsibility and the avoidance of any tendency towards the organisation becoming a”one-man-show”.
Organisers should be aware that there is a need for certain key staff to continue working for a period after the event in order to meet obligations of the event contract. It is
recommended, therefore, that employment contracts for these individuals be written to
continue for at least three months beyond the event.
15.1.2
Volunteer Management
Task
In most cases, because of the large number required and their importance for the delivery of the event, the management of volunteers is particularly important. This task
should be given the same priority and thought that is given to the management of staff.
Volunteers should never be considered free labour, as there will inevitably be costs involved. Issues and possible costs that need to be considered include:
Assessment of the event’s volunteer requirements
Timeline for recruitment and employment of staff
Descriptions for positions
Recruitment
Orientation and training
Motivation
•
•
•
•
•
•
EAA
•
•
Co-ordination and control
Services (uniforms, meals, recognition souvenirs, parties, etc)
Recruitment and motivation are challenges here as well. In addition to the advice on recruitment given above for staff, Organisers should look to universities and voluntary organisations for assistance. If anything, the advice on motivation of staff applies even
more for volunteers.
Many Organisers produce a volunteer handbook or Volunteer Guide containing information on the event and Host City, general volunteer information, contact numbers, etc
that volunteers will require in the course of their work. This Project should be responsible for providing the content for the Volunteer Guide but, to ensure a unity of production standards and adherence to the event design, all other aspects should be co-ordinated by the Official Publications Project (see section 6.5).
15.2
Office
Project
Description
The office used by the organisers is important to the entire operation. Its location, look
and atmosphere send messages to staff and volunteers and to everyone who visits
about the event and the professionalism of the organisers. As with personnel management, custom and conditions vary so much that only general advice can be given on this
Project.
Guidance Notes
15.2.1
Planning
Task
While it is possible that at the start, the organisers can be based in the offices of the
Member Federation or the Host City or another entity, it is absolutely necessary that a
seperate operation and identity is eventually established.
For the European Championships this should happen at least 2 years before the event.
For the the European Indoor Championships it should be at least 18 months and for all
the other events at least 12 months before. It would be wise to address this issue and
find a solution prior to submitting the Bid. Often, one of the partners in the Bid is willing
to make part of its contribution through the supply of office space.
With an adequate space secured, organisers should turn their focus to obtaining good
quality office equipment and office furniture.
EAA
15.3
Financial Management
Project
Description
It is vital that the handling of the event’s finances are correct and above criticism. To
have clear finances is a sign of a good organiser. An important contribution to achieving
this ideal is made by strictly implemented financial procedures. The tasks in this Project
outline the key elements that must be considered.
Guidance Notes
15.3.1
Budget
Task
The budget is the financial plan for the event and one of the most important parts of the
organisational effort. It shows, perhaps better than anything else, exactly what the organisers can and cannot do. It must, therefore, be given careful attention from the very
start of the bidding process right through to the last day of work by the organisers.
Development of the budget should start with an examination of the sources of income
and the items of expenditure. To simplify this work, a standard budget format for all EAA
events has been produced (see Appendix 2) and all organisers are advised to use this
as a basis for their budgets. Information on income and expenses that is relevant to the
organiser’s event and situation should then be gathered and incorporated. A provision
for contingency should also be added. If, in the end, the budget shows a deficit, a legally
binding guarantee of underwriting must be obtained before the Bid can be put forward.
15.3.2
Cash Flow
Task
The cash flow is a prediction of when the event will receive its income and when it will
need money to pay its expenses. By listing the dates when income is expected and
when payments are due, organisers can see if there are periods with a surplus or deficit
of cash and make adjustments to their plans accordingly.
There are a number of software programs that will make the preparation of a cashflow
simple and organisers are advised to invest in one of these.
15.3.3
Bank Account
Task
Normally, an event will require a number of services from a bank, including a bank
account. Statements should be obtained regularly and checked immediately against the
records of the organisers. This will enable the Financial Director to identify mistakes or
discrepancies and act to correct them.
EAA
15.3.4
Approval for Expenditure
Task
No payments should ever be made unless procedures agreed in advance by the LOC
are followed.
Payments should relate to invoices for budgeted items and any claims for expenses
should be accompanied by receipts or other written documentation. The persons who
sign cheques or payment requests must be specifically authorised to do so by the LOC.
It is a common practice for two signatures to be required.
A procedure for considering and approving non-budgeted payment requests should be
established and strictly followed.
15.3.5
Monitoring
Task
It is wise to review the budget and cash flow regularly. Sometimes the original budget
or cash flow prove inaccurate in light of new information or circumstances and it becomes necessary to revise them with predictions that are more accurate.
15.3.6
Account and Audit
Task
A final account will be required by the EAA and by the national authorities. The deadline for submission of the account to the EAA will be fixed in the event contract. The Financial Director should produce the account in a form that is in accordance with the
relevant regulations. Normally, this account must be checked and certified as correct by
a qualified auditor according to local regulations.
15.3.7
Insurance
Task
Insurance is an essential matter and must be handled with great care. The main types
of insurance that must be provided for are:
Health and accident
Liability
Cancellation of the event and failure to broadcast
•
•
•
The EAA will take out appropriate cover for cancellation, failure to broadcast and other
items required by its contracts with the European Broadcasting Union and other entities.
The event contract will require the organisers to take out all other coverage and make
sure that the EAA’s interest is noted. The EAA must approve the type and level of coverage. The organisers must provide copies of all policies to the EAA.
Organisers should consult with experts in this field at an early stage so that arrangements can be made and the cost can be included in the event budget.
EAA
15.4
Reporting
Project
Description
The EAA continually strives to improve its events from all points of view. The transfer of
knowledge from one event to the next is therefore crucial. This Project is concerned with
the production of the organisers’ report, an important part of the transfer process that provides future organisers and other key partners (European Broadcasting Union (EBU),
Host Broadcaster, technical partners, etc) with an overview of the event planning, preparations and onsite management.
Guidance Notes
15.4.1
Progress Reports
Task
It is a provision of the event contract that the LOC provide written reports on its activities as well as such information that the EAA and the EBU require. The dates for these
reports will be fixed in the event contract and the EAA Organisational Delegate will advise the organisers on the topics to be covered.
15.4.2
Official Bulletins
Task
In addition to providing important technical information, the Official Bulletins are a
progress report on the work of the organisers for public distribution. They are also a required official publication and a promotional tool for the event. The dates for the publication of Official Bulletins are set in the event contract. Contents of the Official Bulletins
should also be available on the event website.
This Project should be responsible for providing the content for the Official Bulletins but,
to ensure a unity of production standards and adherance to the event design, all other
aspects should be co-ordinated by the Official Publications Project (see section 6.5). A
list of contents for the Official Bulletins is available from the EAA.
15.4.3
Final Report
Task
Once an event is over, everyone involved in the organisation normally breathes a sigh
of relief. The work, however, is not quite over. All the hard work carried out during the
planning stages and the event itself, all the successes and the problems will be quickly
forgotten unless a proper record is kept. Therefore, the LOC must submit a written Final
Report to the EAA by the date specified in the event contract.
The EAA provides a report template, which should be completed as fully as possible.
As well as preparing a statistical summary of the resources and equipment used during
an event, organisers will be expected to make constructive comments that will assist the
EAA and future organisers. These should include highlighting successful practices and
ideas that could be adopted for future events and making recommendations for improving less successful aspects.
EAA
PART III APPENDICIES
1.
143
2.
145
3.
VENUE ROOM AND WORKING AREA REQUIREMENT GUIDELINES
149
4.
151
5.
153
6.
EAA TEAM SERVICES GUIDELINES
155
7.
159
8.
163
9.
EUROPEAN CROSS COUNTRY CHAMPIONSHIPS GUIDELINES
165
10. PRINCIPLES FOR PREPARTION OF A COMPETITION TIMETABLE
169
11. TECHNICAL OFFICIALS MANUAL CONTENT TEMPLATE
171
12. TEAM MANUAL CONTENTS TEMPLATE
173
13. TECHNICAL INFORMATION CENTRE GUIDELINES
175
14. COMPETITION MANAGEMENT FORMS
179
EAA
15. AGENDA POINTS FOR A TECHNICAL MEETING
181
16. INFIELD ACTIVITY MANAGEMENT
183
17. EAA DOPING CONTROL DELEGATE GUIDELINES
185
18. TECHNICAL REQUIREMENTS FOR AN EAA EVENT
191
19. EBU TECHNICAL GUIDELINES
199
20. MEDIA GUIDE CONTENTS TEMPLATE
201
21. NOTES ON SPONSORSHIP
203
22. EVENT PROGRAMME GUIDELINES
205
23. AWARD CEREMONY GUIDELINES
209
24. FINAL REPORT CONTENT TEMPLATE
213
EAA
1.
The EAA Event Co-ordination Committee (ECC) comprises representatives of the EAA
and the Local Organising Committee (LOC) for the event.
EAA representatives normally include:
•
•
•
•
•
•
•
EAA Organisational Delegate
EAA President
EAA General Secretary
EAA Top Events Manager
EAA Event Co-ordination staff members
Representatives of the European Broadcasting Union
LOC representatives should include all senior persons responsible for the Operational
Management of the event.
The ECC shall meet on such occassions as either the EAA or the LOC shall require for
the purpose, inter alia of reviewing the planning, preparation and organisation of the
event; receiving reports and discussing common problems.
EAA
EAA
2.
INCOME:
Currency *)
➩
CHF
1.
1.1
1.2
2.
2.1
2.2
2.3
3.
3.1
3.2
3.3
3.4
EAA Contribution
Organising Grant
Subvention to Athletes’ Accommodation
EAA Value in Kind
EAA-international Sponsor & Service
EAA-IT and Technical Services
Others
National Contribution
Government Support
Regional/City Support
Other Authorities (National Lottery etc.)
Eventual Value in kind or services achievable by National
or Local Authorities
3.3
Promotion
3.3
Decoration
3.3
Social Program
3.3
Security Staff
3.3
Personnel
3.3
Headquarters (office rooms)
3.3
Furniture and other office equipment and services
3.3
Traffic Ancillaries etc.
3.3
Marathon and Walking Courses (set up)
3.3
Concessions
3.3
Others
4.
Marketing
4.1 LOC-National Sponsor & Services (Cash)
4.2 LOC-national Sponsor & Services (Value in kind)
4.3 Local Supplier (Cash and value in kind)
4.4 Merchandising
4.5 Licensing
5.
Entrance Tickets
5.1 Full Sales
5.2 Special Prices
5.3 Program Sales
6.
Others
6.1 Fund Raising
6.2 Bank Interest
6.3 Others
7.
Funds for eventual Construction (not to be considered LOC responsibilities)
Eventual cost of works should be balanced in corresponding expenses section!
8.
Other Investments
TOTAL
•
•
•
•
•
•
•
•
•
•
•
EAA
EXPENSES:
1.
1.1
3.3
3.3
3.3
3.3
1.2
3.3
1.3
1.4
2.
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
3.
3.1
3.2
3.3
3.4
3.5
3.6
3.7
4.
4.1
4.2
4.3
4.4
4.5
5.
5.1
5.2
5.3
5.4
5.5
5.6
5.7
5.8
Rules – Obligations according to EAA Competition
Regulation
Accommodation
Teams
EAA Competition Officials (Delegates, ATOs, Walking
Judges, Jury Members etc.)
Timing and Data Service Staff
EAA Delegates (for pre-event site visits)
Travel
Competition Officials
Visit of LOC Observer Groups to EAA/IAAF Events, Congresses & Council Meetings
EAA Council Member uniforms (for ECH only)
General Organisation
Headquarters, Rental, Heating, Cleaning etc.
LOC Office during the event
Personnel (full time incl. social charges)
Consultants (legal, auditors etc.)
Insurance
Telephones, Faxes, Mails, Copiers and Paper etc.
Furniture and Office Equipment (computer systems etc.)
Office Supplies
Permission and Concessions
Transport
Dedicated Cars, Pool Cars, Vans, Minibuses
Buses, Trucks
Fuel
Drivers – Staff & Management
Traffic ancillaries etc.
Parking Management
Signage and Graphics
Logistic
Management Hotel(s)
Personnel and Volunteers
Accommodation Personnel and Volunteers
Uniform for Personnel and Volunteers
Training Programmes for Staff and Volunteers
Facilities
Stadium: Competition Sites and Warm up
Training Sites
Marathon Course set up and marshalling
Walking Course set up and marshalling
Training Equipment
T.I.C. Set up and Management
Technical Set up for Jury of Appeal/Technical Delegates/
ATOs
•
•
•
•
•
EAA
6.
6.1
6.2
6.3
6.4
6.5
7.
7.1
7.2
7.3
7.4
7.5
8.
8.1
8.2
8.3
8.4
8.5
8.6
8.7
8.8
8.9
8.10
9.
9.1
9.2
3.3
3.3
3.3
3.3
3.3
9.3.
9.4
9.5
9.6
9.7
9.8
9.9
9.10
9.11
9.12
10.
10.1
10.2
Competition
Timing & EDM (so far not covered on the income 2.2)
Event Presentation
Video Boards
Independent Cameras
Hardware for Music and Presentation
Technology
TV Video for Media and Press
TV Video for other part of Stadium
Cabling of TV Sets for distribution TV and Data Signal
Cabling of Data CIS
Data Information
Television and Media
IBC
TV Compound
TV Platforms
Cabling (so far not covered under 7.3/7.4)
Commentary Positions (TV/Radio)
Written Press Seats
Media Centre(s)
Media Services
Photographer Positions
Photographer Management
Promotion and Ticketing
Artwork Design, Logo, Mascot, etc.
Print Material
Bulletin / Posters 3.3
Volunteer Guide
Daily Programme 3.3
TV Graphic’s Guide
Statistical Book
3.3
VIP Guide
Team Manual
3.3
Final Report
Media Manual
Event Website
Press Conferences
Videos
Consultants
Promotion Activities (general and through Media, TV)
Promotion Management
Ticket Promotion
Ticket Production
Ticket Sales
Ticket Controls
Marketing
Presentation and Promotion
LOC-Boards for National Sponsors & Services in Stadium, and Marathon / Walking Course
10.3 Other Identification Boards
10.4 VIP Hospitality (Set-up, Catering and Management)
10.5 Set up and Management & Catering of Sponsor Village
(if any) for International & National Sponsors
•
•
•
•
•
•
•
•
•
EAA
10.7
10.8
10.9
11.
11.1
11.2
12.
12.1
12.2
12.3
12.4
13.
13.1
13.2
13.3
13.4
13.5
13.6
13.7
13.8
14.
15.
16.
Market Square
Merchandising and Licensing
Consultants
Security
Set up
Staff
Medical/Anti-Doping
General Medical Assistance
First Aid (all categories)
Physiotherapy
Doping Controls
Protocol and Ceremonies
Award Ceremonies
Medals (Victory Ceremonies / Commemorative medals)
Flags and National Anthems
Social events (before the Event)
Social events (during the Event)
Closing Banquet
Social Program / Sight-seeing
Various
Reserves
Construction
Eventual cost for construction cannot be part of LOC
budget but they must be indicated and balanced in the income (see point 7.)
TOTAL
EAA
3.
VENUE ROOM AND WORKING AREA REQUIREMENT GUIDELINES
These guidelines apply to the European Championships. The exact requirements for
other events will vary and should be discussed with the EAA and other relevant parties.
1.
Event Management Requirements
The ‘Event Management Team’ comprises the following groups, each of which will require an office(s), a meeting room(s) and/or storage space at the venue:
The LOC
The EAA
EAA International Technical Partner (EAA-ITP)
•
•
•
The majority of these will need to be connected or close to each other, allowing the
groups to function and communicate as a team.
Responsibility for determining specific requirements is as follows:
The EAA will inform the organisers of the requirements for its delegates and
staff.
The EAA Marketing Department will inform the organisers of their requirements, together with those of the EAA-ITPs.
•
•
The responsible parties will also advise when the rooms are needed, what equipment
should be provided (furniture, computers/printers, phone/fax lines and equipment, highspeed internet connections, photocopiers, stationery, etc) and any other requirements.
2.
Competition Management Requirements
Competition Management comprises the following operations, each of which will require an appropriate room or working space:
Competition direction
Technical Information Centre (TIC)
Jury of Appeal meetings
Jury of Appeal working positions
International Technical Officials/Area Technical Officials
Local Technical Officials
Competition equipment storage
Technology storage
Call Room
Post-Event changing, toilets, showers
Combined event resting
•
•
•
•
•
•
•
•
•
•
•
•
The initial proposal for room locations, based on the stadium plans, should be put forward by the organisers and must be confirmed by the EAA Technical Delegates.
EAA
3.
Other Room Requirements
Other operations that will take place in the venue and require appropriate rooms or
working spaces include:
Venue management
Event presentation
Awards ceremonies holding
Doping control
Medical
Media interviews
Computer operations (Data Service Provider)
VIP hospitality (EAA Club)
•
•
•
•
•
•
•
•
The initial proposal, based on the stadium plans, should be put forward by the organisers and must be confirmed by the EAA Organisational and/or Technical Delegates.
EAA
4.
The following information applies to the main EAA stadium events and is intended only
as guidance for organisers. The exact requirements for all events, including the European Cross Country Championships, should be confirmed with the EAA.
1.
European Outdoor Championships
•
•
•
•
2.
European Cups
•
•
•
•
3.
A full sized warm-up track close to the main stadium
A separate area (ideally with grass) for runners, particularly middle and long
distance runners
A completely separate area for throwing events
An indoor warming up area close to the Call Room (very important in case of
changeable weather conditions) can be considered a plus
It is not compulsory to have a full track, provided that facilities for sprints and
jumps are available close to the stadium and that the synthetic material is
similar to the one used for the competition facilities
A separate area (ideally with grass) for runners, particularly middle and long
distance runners
A completely separate area for throwing events
An indoor warming up area close to the Call Room (very important in case of
changeable weather conditions) can be considered a plus
European Indoor Championships
•
•
A warm-up area for sprints and jumps with minimum 4 lanes of 40 meters,
which can allow warm-up of 60+ athletes at one time
An indoor track near the competition track and/or the possibility for runners to
warm-up outside the hall
Note: Entry to all warm-up areas must be controlled by an accreditation system
and security personnel.
EAA
EAA
5.
Each EAA event must have an event website online at least 6 months before the event
(12 months before the European Championships). The website is to be regularly updated and must remain online for at least 3 months after the conclusion of the event.
It is important that the event website has a prominent link through to the EAA website.
1.
Content
The event website is for the general public, the participants (athletes, coaches, officials),
and the media. Therefore, content to meet the different needs of each group should be
posted. Basic content requirements for each group include:
General Public
Date of the event
Venue location and access map
Pictures of venue etc
History of the event
Statistics
LOC / Organising Member Federation information (link to federation website)
Host City information (Links to other websites)
Ticket sale information
Timetable
Participants
Start lists, results
•
•
•
•
•
•
•
•
•
•
•
In addition to the basic content, a “news“ section should be included. This section should
be updated frequently. It is suggested that content for this section should be managed
through a close co-operation with a journalist or newspaper.
Participants
Entry standards
Entry information and deadlines (Entries will normally be made through the
EAA Online Entry System on the EAA website)
List of implements
Team Manual (pdf download)
Contents of the Official Bulletins
•
•
•
•
•
Media
•
•
•
•
•
Accreditation procedure and deadlines
Accreditation Forms (pdf download)
Hotel booking form (pdf download)
Communication booking form (pdf download)
Contents of the official event Bulletin
EAA
2.
Design
The website is a key element of the event’s corporate identity and thus must reflect the
event design and logo. Required elements of the design include:
Event logo
EAA logo (following the EAA Design Manual)
Organising Member Federation logo
Host City logo (together with the tourist office)
EAA international sponsors and supplier logos
National supplier logos
•
•
•
•
•
•
The sizes of all logos must be in accordance with the EAA design guidelines. The design must be approved by the EAA (EAA Media and Internet Manager).
3.
Operation
The basic requirements for publishing an event website are:
A personal computer (PC)
Phone line and modem
Internet access through an Internet Service Provider (ISP)
Space on a webserver
•
•
•
•
This equipment is, of course, normally available in an office or at home. During the competition period, Organisers must ensure that similar conditions are available at the stadium so that the website can be updated and managed from there.
Software for the layout and production of simple pages can be found on a freeware or
shareware basis on the web or in all shops. A wide collection of professional software
can be bought in electronic shops, software or book stores. However, the quality and
look of a site are not necessarily dependent on the software used.
Some of the common office tools (MS Office, Star Office) and their elements contain
menus to save files in a web format (html). For the publication of large documents, like
the Team Manual or the Media Guide, a software programme for converting documents
to pdf format (Acrobat) is recommended.
For uploading to the server, an ftp software (file transfer protocol) is generally required.
With regard to the webserver, free of charge space can be used but it is recommended
that organisers rent space on a paid and well supported level. A website that has gone
down or is otherwise not accessible just before or during the event gives a negative
image of the organisers and the event.
EAA
6.
EAA TEAM SERVICES GUIDELINES
1. Before arrival
•
•
•
•
•
Make sure that all EAA Member Federations receive the Team Manual at least four
weeks before the first day of competition. The Team Manual must be published on
the event website.
Personal photographs (digital) of all team delegation members should be requested
from the Member Federations in advance so as to have the accreditation cards ready
when the team arrives.
At the accreditation site, desks or counters have to be available in sufficient numbers to ensure speedy processing. An accreditation site must be arranged to handle
special cases. Peak arrival times have to be considered. The waiting time has to be
kept to a minimum and refreshments must be available.
The accreditation site preferably should be at the athletes’ village / hotel.
Team officials should be encouraged to arrive before the team in order to check the
team’s needs.
2. Upon arrival
•
•
•
A dedicated teams' welcome desk must be established at the airport and/or railway
station. If possible, team attachés should meet the teams in the baggage claim area
(e.g. before going through Customs).
Dedicated transport, with minimum waiting, should take teams directly to their accommodation.
The whole team should not have to wait for the team manager to settle accounts. Finance should be arranged in advance, if possible by means of bank transfers or
credit cards. It is recommended that (say) 80% of the total sum due should be transferred in advance and the remainder settled during the stay and not necessarily as
the first thing upon arrival.
3. Accommodation
•
•
•
•
•
•
•
Choose hotels that are near to parks or green areas in order to give middle distance
athletes, walkers, etc training opportunities.
If possible, offer "in-town" locations so that teams feel part of the event and are not
relegated to a suburb.
Guarantee the appropriate number of single rooms for the teams in accordance with
the chart shown at the end of these guidelines. Offer additional single rooms (subject to availability) at the teams' cost. In the past, too often in fact, single rooms have
not been available in the team hotels and this is no longer acceptable.
Athletes can be accommodated two to a room but not three. A proportion (at least
5%) of the beds should be extra long to suit jumpers and throwers.
At their hotels, teams also need:
- Dedicated rooms for physiotherapy that can be shared but need to have screens
to guarantee privacy.
- A 'Teams Office' for general administration and information.
EAA
•
-
•
•
•
•
•
-
Meeting rooms for teams. If all the teams are accommodated together, the required number of available meeting rooms must be considered carefully as all
teams have similar schedules for training, competitions, meals etc and clashes
of reservations need to be avoided.
Access to medical assistance.
Ice machines, ideally on each floor.
Television sets with Host Broadcaster feeds and video input in order for athletes
and coaches to connect their cameras and thereby study their own events.
An information desk for transport, travel, and tourist information.
A Technical Information Centre (TIC) including an Intranet system – to be set up
at least 3 days prior to the first events.
4. Food
•
•
•
•
•
•
•
•
The restaurant shall be arranged in self-service buffet style.
The hours of operation should be as long as necessary according to the hours of
competition. Breakfast shall start 4 hrs before the first event starts (e.g. 05.00 for a
marathon starting at 09.00).
Food shall be very varied with particular emphasis on carbohydrates. Spicy sauces
must be avoided. There should be more pasta rather the rice. The buffet should offer
also bread, meat, chicken, fish, cheese, vegetables and fruit.
Bottled water (no gas) must be available.
Teams shall be able to take away water, fruit, and (self-made) sandwiches.
Honey and jams shall also be available at lunch and dinner times.
Packed meals shall be arranged for combined events athletes and their respective
coaches (by order).
Late arrivals of athletes and doctors attending doping controls shall be considered
and some cold meals reserved for them.
5 Transport
•
•
•
•
•
•
Shuttle bus transportation to and from training venues, warm-up and the stadium
should start 2 hours before the first events start and continue until at least 1 hour
after the conclusion of the last event.
Minimum frequency – 20 min.
Dedicated transport must be available for persons involved in doping controls.
Car pools should be available for the transport of team officials to the technical
meeting, to social functions, for those administrative needs that teams may have and
to the final banquet. The possibility of early return from the final banquet should be
given.
Sufficient transport capacity must be available at peak times.
A dedicated parking area for teams’ own vehicles has to be arranged.
6 Warm-up area
•
•
•
Ice, bottled water, drinks (cold / hot), fruit, biscuits should be available.
Television sets and (if possible) a result service by intranet computers should be
available to follow the events taking place in the stadium.
Tents and physiotherapy beds shall be available in sufficient numbers to serve all
needs.
EAA
•
•
A medical service shall be available.
A weight-lifting room with proper equipment should be provided.
7. Stadium
•
•
•
•
•
•
•
•
The team seating should be convenient to the warm-up area and, preferably, in the
area of the first bend.
Accreditation of designated teams official shall enable them to move inside the
stands and follow field events. It is recommended that (where possible) seats be reserved in the front rows of the stands adjacent to field event areas for one designated coach per participating athlete. The availability and use of such seats shall be
controlled by the Technical Delegates.
The TIC shall be suitably located to ensure convenient access, preferably near to
the teams' seating areas.
A refreshment area for teams shall be arranged convenient to their seating where
ice, bottled water, drinks (cold / hot), fruit, and biscuits shall be available.
Working areas for accredited coaches and team managers should be provided, convenient to the TIC.
Monitors supplying both pictures and data should be provided in the TIC, working
areas and refreshment areas for the use of accredited team officials.
Accreditation of heads of delegation or press officers or deputies shall enable them
to visit the media tribune accompanied by an athlete. It is recommended to give each
team a respective access card. The access and use of such cards shall be controlled by the EAA Media Manager.
Access to the Mixed Zone should be granted according to the size of the team. For
large ones, in fact, the team leader, the head coach, the team manager, and the doctor shall be able to get in touch with the athletes. The Technical Delegates will decide on how many cards shall be given.
8. Miscellaneous
•
•
The possibility of offering free or discounted stadium tickets to athletes’ relatives
should be considered.
Subject to the availability of space, teams should be given two invitations to each
social function.
9. Ratio of Athletes to team officials
•
The eligibility of participating teams for fixed price accommodation and other benefits is limited to a total which is based on the official ratio between eligible athletes
and team officials (team manager(s), coaches, physiotherapists, medical staff, etc.).
10. Allocation of single rooms per team
•
Each participating team shall be allocated a minimum number of single rooms equal
to 10 per cent of the total calculated according to 9, at the in quota price. Additional
single rooms can be requested and will be given according to availability at the out
of quota price.
EAA
•
Special consideration must be given to very small teams so that every team has at
least one single room. In some special cases even more than one single room
should be provided.
Ratio of Athletes & Officials at European Championships (indoor, outdoor, U23, juniors
and cross country) eligible for fixed price accommodation and other benefits:
Competing
Athletes
from
1
4
7
11
16
21
26
31
36
41
46
51
56
61
71
plus
(Head of Delegation,
Team Manager(s),
Coaches Physiotherapists,
Medical Staff, etc.).
to
- 3
- 6
- 10
- 15
- 20
- 25
- 30
- 35
- 40
- 45
- 50
- 55
- 60
- 70
- 80
10
up to:
1
2
3
5
7
9
11
13
15
17
18
19
20
21
22
+1
EAA
7.
The LOC transportation plan should cover the following areas and provide details of
how each area will be handled.
1.
Transportation System
The transportation system should extend to teams, media (TV, written press, photographers), VIP guests and EAA’s technical partners. The service should include
the following locations/activities:
Airport terminals
Official hotels
The Stadium
Official functions:
- Press conferences
- Training
- Technical Meeting
- Social functions
•
•
•
•
•
•
•
•
The transport system should be based around a fixed schedule, providing transport
from the official venues and events during the event. The principal means of transportation will be coaches.
Drop off and collection points (especially at the stadium) must be clearly communicated
to all guests. All buses should display a large sign, clearly showing its route/destination.
All courtesy vehicles should be branded with event ‘decals’ (stickers showing the event
logo and title).
2.
Courtesy Vehicle Pool
A limited number of VIPs, EAA delegates and technical staff will have the use of a minimum of 16 vehicles – which will supplement the fixed coach schedule.
Principal use of the courtesy vehicles (a combination of cars and minibuses will be necessary) is for transportation to/from the airport, stadium and official hotels. For social functions, guests will use the official buses (with some exceptions for those persons with immediate access to a courtesy car).
The proposed use of courtesy vehicles is as follows:
Dedicated cars with driver for:
- EAA Sponsor representatives as required by the event contract
Immediate use of courtesy cars upon request (or through prior booking):
- EAA President
- IAAF President
- EAA Treasurer/EAA General Secretary (1 car)
- EAA Organisational Delegate/EAA Technical Delegate (1 car)
•
•
•
•
•
•
•
EAA
•
•
•
•
•
•
•
•
•
Use of courtesy cars within 15 minutes of request or through prior booking:
- Jury of Appeal x 3 people (1 car)
- Doping Control Delegate (NB immediate use to be provided at end of competition if the delegate has to stay later for doping control**)
- EAA staff (1 car)
- VVIPs
- (** any athletes involved in doping control will also need to be taken back to
their hotel, if the last official bus has departed)
Use of MPVs within 15 minutes of request or through prior booking:
- ATOs x 6 people
- EAA Technical Partners
All other vehicles should be placed in a ‘pool’ and must be controlled via the central
transport desk.
The LOC should ensure that all official vehicles are maintained prior to use (cleaning,
petrol).
All drivers should be familiar with routes to/from airport, the city and all official venues,
and should be briefed about the event. The LOC should ensure that drivers are always
well presented.
3.
Airport Welcome
LOC should provide information about the location of welcome/transportation desks in
the airport (e.g. in baggage hall, arrivals hall), including:
Opening times
Number of staff
Communication installations (phone, fax)
VIP collection procedures, e.g.
- Name boards
- Accompany to official vehicle
Team collection procedures, e.g.
- Team attaches
- Accompany to official buses
- Passport control/luggage assistance
Parking/waiting area for transport outside terminal
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EAA will provide the LOC with arrival and departure information for all of its guests.
EAA
4.
Transportation Schedule
LOC should prepare a schedule, incorporating the following information:
Date
Time
Event / occasion
Collection location
Drop-off location
Guest category / number of people
Vehicle type (i.e. bus, car) and number of vehicles provided
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A daily transport schedule between the stadium and the hotel should be displayed in
hotel lobbies. The LOC should ensure that all guests know from where their respective
bus will depart at the stadium.
The LOC Transportation Chief must approve all requests for transportation outside of
the official schedules or vehicle allocations.
The LOC should issue a departure form to all guests in order to properly plan and coordinate departures.
5.
Transportation Offices
The LOC should provide information about the location of transportation offices, including:
LOC main co-ordination office location
- Stadium
Subsidiary office locations
- VIP Hotels
- Team hotels
Opening times
Number of staff
- Briefing and information
Communication installations (phone, fax, email)
- Communications also necessary between office and bus/courtesy vehicle
drivers
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EAA
EAA
8.
The following points would normally be covered in the official clothing guidelines produced by an EAA event Organiser.
1.
2.
General
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All personnel allocated a uniform should wear the correct, full uniform at all
times whilst working at the event.
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The uniform should not be mixed with any other clothing, such as branded
sports wear, especially if they are competitive with the products of the uniform
supplier.
Outside the Venue
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Some personnel may be required to wear the uniform before the event starts
and after the event is completed if performing duties related to the event. For
example:
- Drivers
- Staff and volunteers at official hotels
- Staff and volunteers at airport welcome desks
Exceptions
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The following personnel are not required to wear the uniform:
- Those LOC members and officials that the LOC deems should wear smart
clothing (i.e. jacket and tie for men)
- VIP hosts/hostesses
- VIP Hospitality bartenders and waiters/waitresses
- Catering staff
- Staff who have no contact with the public or will not be in the view of television cameras
EAA
EAA
9.
1.
EUROPEAN CROSS COUNTRY CHAMPIONSHIPS GUIDELINES
Venue
When selecting a venue, the following factors should be considered:
Description: the course must be on a very open area that is covered by
grass.
Size: the area should be large enough to accommodate the course and all the
necessary facilities including start and finish areas.
Security control: it must be possible to fence in and control access to all
parts of the venue (including warm-up area, Call Room, finish area and Mixed
Zone) during the event.
Vehicle access: there should be easy and suitable access for event operation personnel and equipment, teams, spectators, media personnel and television vehicles.
Setting: a scenic setting will project a favourable impression to media audiences.
Facilities: buildings and areas that can be used for the various operations of
the event reduce the amount of temporary facilities that need to be installed.
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Course Design
Important points to consider in the planning of the course:
A natural, undulating course with smooth curves and short straights is recommended. Only the start and finish areas should contain long straights.
A “loop” course, with laps between 1200m to 1500m is recommended. If necessary, a small loop can be added in order to adjust the distance; in such a case,
the small loops must be run in the early stages of each race. The entire
course should be at least 5m wide.
The first bend should be at least 200m after the start and be a minimum of 7m
wide.
Narrow gaps or obstacles in the first 500m of the course must be avoided.
Natural obstacles, if existing, should be used. Artificial obstacles should simulate natural obstacles.
If the course crosses roads or other similar surfaces, these must be covered
by grass, earth or mats.
Distance markers (40cm x 30cm), displayed above head height, should be
placed at every kilometre point.
The course must be clearly marked with tape on both sides.
It is recommended that a corridor 1m wide be marked with tape along each
side of the course. It may be necessary to have a wider corridor in places to
accommodate the needs of television.
Points where the public must cross the course should be well designed and
marshalled by Stewards.
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The approximate distances used for the European Cross Country Championship are:
Senior Men
10.5km
Senior Women
6.5km
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EAA
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Junior Men
6.5km
Junior Women
4.5km
The measurement of the course does not need to be precise; any reasonable system
may be used. The distance of each race must be declared in advance with the description of the course, including a description of the surface, gradients and obstacles.
NOTE: Juniors are under 20 years of age on 31st December of the year of the Championship.
3.
Start Area
Important points to consider in the design of the start area:
The start area should be clearly marked and be as wide as possible (30m at
least).
The start boxes must be clearly numbered and should be between 0.7m and
1.2m wide in order to accommodate all members of a team.
A warm-up area, toilettes, a covered Call Room (tent), facilities for the deposit
of tracksuits, and team/athlete tent(s) should be provided adjacent to the start
area.
A platform should be provided for the Starter. The positions for the timekeepers and judges should have an unobstructed view of the start area.
Only athletes and accredited officials should be able to access to the start
area.
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Notes on start procedure: Prior to the start, officials in the Call Room must confirm that
all athletes are wearing the correct team uniform, their bib and the chip in accordance
with IAAF rules.
Verbal warnings should be given 3 and 1 minute(s) before the start time.
After the one-minute warning, the athletes are allowed to enter the appropriate start box.
The race shall be started by the firing of a gun and the standard commands
for long distance runs shall be used.
Approximately 100m in front of the start line, officials should hold a false start
rope, which will be used in case there is a false start.
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Finish Area
Important points to consider in the design of the finish area:
The finish area must have enough space for television, press, spectator seating and ancillary services, including rooms for equipment and race management.
The finish line should be clearly marked and should be at the least 5m wide;
to assist the judges, timekeepers and photo-finish crew, the line should be
placed just in front of the finish gantry.
The finish gantry should be sufficiently high to allow the official timing clock to
be suspended from it.
The straight run leading to the finish line should be not less than 80m long.
Spectators should be prevented from entering the finish area by barriers.
A photographer zone should be provided approx. 20m behind the finish line;
and between the final funnels.
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EAA
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A platform for television cameras should be placed immediately behind the
photographer zone. Additional camera positions to meet the needs of television may also be necessary.
Video-recording cameras should be used at the finish (one fixed camera on
the side of the finish line and one fixed camera facing the finish straight).
The following services should be provided near the finish line:
- Mixed Zone
- Assembly area
- Clothes retrieval area
- Refreshment area
- Competition management room
- Computer/timing room
- Medical station
- Doping control area
- Jury of Appeal room
- Awards ceremonies area
- Media tribune
Notes on finish procedure:
In principle, the finish system must allow all athletes to cross the finish line,
maintain their finishing position and have speedy access to the recovery area.
The finish area must be clearly defined and made known to all officials and
others working nearby; the area must be kept clear for television, photographers and the photo timing equipment.
A Chief Finish Judge, under whose jurisdiction all officials operate, will control
the finish area.
A two-funnel/one-rope system is recommended (The rope controller is positioned a few metres before the finish line to one side until the Chief Finish
Judge considers it necessary to close funnel 1. At that time, the rope controller
moves to the other side of the line to allow the athletes to enter funnel 2. It
may be necessary for the rope controller to move across several times to open
the opposite funnel.
The judges must ensure that all competitors remain in the same order from
the finish line to the end of the funnels.
If a competitor collapses between the finish line and funnel, an official replaces him/her and another official takes the bib of the collapsed athlete (or
notes the athlete’s number).
It is strongly recommended that the finish procedure is rehearsed and tested
several times before the European Cross Country Championship, using the
same course, start and finish areas. Officials, results system, etc should also
be tested.
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5.
Miscellaneous
Jury of Appeal Facilities
Facilities, including equipment capable of displaying the television picture and the
finish line video camera recordings from each race, must be available for the Jury of
Appeal in case of a protest.
EAA
The Team Manual
The Team Manual must be sent should be circulated one month in advance to the participating federations and shall be circulated to all team officials/athletes upon arrival.
The manual should contain
Timetable
Map of the course, including gradients, warm up area, distances, etc.
Location of toilettes
Start and finish procedures
Awards Ceremonies (timetable and instructions)
Medical services, including doping control procedures
Transport arrangements
Information on training areas
Schedule for inspection and training on the course
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The Technical Meeting
The Technical Meeting shall be organised the day before the race to ensure that all
team representatives are familiar with the race procedure. The agenda for the meeting
should include the following points:
Welcome by the President of the Local Organising Committee
Welcome by the EAA President or a representative
Presentation of the Competition Officials
Timetable
Competition venue
Presentation of the competition and warm-up areas
Call Room procedures and schedule
Distribution of transponders (timing chips) - procedure
Start procedures
Scoring and ties
Distribution of number bibs
Mixed Zone
Protests
Presentations
Doping control
Advertising Rules and Regulations
Answering of questions submitted in writing by federations
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EAA
10.
1.
PRINCIPLES FOR PREPARTION OF A COMPETITION TIMETABLE
Introduction
The Competition Timetable is an important tool for managing an athletics event. It is
created for the athletes but the rights and needs of other parties, including the spectators, the organisers and television, must be considered and respected. There are, of
course, different types of events (championships of 3 to 8 days, one-night gala meetings, matches and cups, etc) each of which will have a specific basic timetable, with
many variations possible.
2.
Parties involved in the planning
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Rules that affect the planning
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Governing Body (EAA)
- Organisational Delegate (s)
- Technical Delegate (s)
Organisers
- Competition Management
- Event Presentation
- Promotion Management
Television
- Host Broadcaster
Rest times between rounds and combined events
Rest day for vertical jumping events
Order of disciplines in the combined events
Equal conditions for qualification groups
30 minutes “protest time” after each event
Finish race walking events in daylight
Key factors affecting the planning
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Balance the number of finals between days
Balance men’s and women’s events on each day
Balance between track events and field events
Site layout
Road events (city traffic, temperature)
Finish field events before the last track event
Time required for placing and removing hurdles and steeplechase barriers
Time required to change qualification groups at field event sites
Time for starter to move and test cables between start lines
EAA
5.
Problems and limits
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6.
Stadium layout
- Runways crossing the track (HJ, JT)
- Danger sectors for throwing events (HT, DT)
- Only one LJ runway
- Only one long throw in progress at any time
- HJ and PV runways crossing each other
Award ceremonies
- Time consuming (for example 44 x 6minutes = 4hours 24 minutes)
- Marching in and out requires crossing of track and possibly an active runway
- Interruption of field events
- No track events during ceremonies
- Only some ceremonies are of interest to local spectators
Limits
- There will not be time for all possible doublings
- All events cannot have a rest day before the final
- All field events cannot be protected from award ceremonies
- Site layout may make it impossible to hold certain field events at the same
time
Presentation of the timetable
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Graphic
- Planning tool which gives overall view of flow of events
- Shows everything happening at each moment
- Shows what is possible to do and what isn’t
- Shows critical points of the timetable
- Helps with post-event analysis
- Good for timetable designers, TV producers, Competition Management,
Event Presentation, Stadium Personnel
Written
- To be published when the process is complete
- Good for Promotion, press, service providers
EAA
11.
TECHNICAL OFFICIALS MANUAL CONTENT TEMPLATE
The following information should be included in the Technical Officials Manual:
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Competition programme and timetable
Competition venue, including a location map and a plan of the facility
Competition equipment
Location of the Call Room and warm-up facilities
Call Room times and procedures
Procedures to be followed on leaving the competition arena
Transport timetable or arrangements
Special competition rules or procedures
Procedures for award ceremonies
Information on accreditation zones, medical rooms etc at stadium
Route map and profile of road event courses
Officials dress, accreditation and protocol
Arrangements for communication between different groups of officials
Infield preparation schedule
Any other special instructions
List of all officials with contact details
EAA
EAA
12.
TEAM MANUAL CONTENTS TEMPLATE
The following information should be included in the Team Manual:
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Competition programme and timetable
Competition venue including a location map and a plan of the facility
Competition equipment
Location of the Call Room and warm-up facilities
Call Room times and procedures
Special competition instructions including the use of and checking in of personal
equipment, the collection and return of road event drinking bottles, etc.
Procedures to be followed on leaving the competition arena
Location, staff list and opening hours for the Technical Information Centre
Protest procedures
Doping control procedures including allocation of team managers’ passes
Transport timetable or arrangements
Special competition rules or procedures
Procedures for the award ceremonies
Details of the Technical Meeting – venue, date, time, agenda, procedure for asking
question
Technical Meeting question form (if used)
Information on accreditation zones, medical rooms, etc at stadium
Route map and profile of road courses
Special instructions for road races including details of the pre-race course inspection for competitors and team officials
Details of arrangements for training prior to and during the competition dates
Details of special training facilities (e.g. weight training room)
EAA
EAA
13.
TECHNICAL INFORMATION CENTRE GUIDELINES
These guidelines apply to the work of the Technical Information Centre (TIC) at the European Championships. The exact requirements for other events will vary and should
be discussed with the EAA and other relevant parties.
1.
Duties
The TIC’s specific duties include:
Preparation of the documentation to be distributed in the Technical Meeting,
including the athlete number bibs
Distribution of all event related technical information (start lists, results and
official announcements from the organisers and EAA, etc.), on notice boards,
through a pigeon-hole box system (or any other more modern system) and
directly to the Information Desks at the team accommodation
Collection and distribution of any urgent written notices to the delegations from
the Technical Delegates and competition management
Distribution of the daily programmes, when they are produced
Reception of written questions to be answered during the Technical Meeting
Reception of final confirmations
Point of contact for team leaders (or other team officials) to call the relevant
Referee to present a protest
Reception and immediate forwarding to the Technical Delegates of written demands, questions
Reception of written appeals (and required financial deposits)
Issuing, at the request of team leaders, certificates for the later ratification of
national records established in the competition
Distribution of items not otherwise delivered to the team leaders
Safe keeping and return of items confiscated in the Call Room (against signed
receipt
Safe keeping and return of the personal implements (against signed receipt)
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Layout
The TIC should be divided into 5 enclosed areas, which should be connected to each
other.
Reception Area
This is the only area where non-TIC staff will be allowed. It will be where team leaders
and others can get general information at an information desk. Authorised personnel
should also be able to pick up items specifically addressed to them or their team members through a locking “pigeon hole” box system (or any more modern system). There
should be as many boxes as participating teams, identified with the name of the country and functional enough for a quick storage of and access to the documentation by
the TIC staff.
There should also be boxes for the EAA appointed delegates, although it is advisable
that most items are distributed directly to their working rooms.
EAA
This area should have TV monitor displaying the international TV signal.
Co-ordination Area
This area should be reserved to the TIC staff only. It should be equipped with tables and
chairs, computers and all office supplies that may be necessary. The Data Service
provider printing point(s) should also be located here.
Copy Centre
This, which should be directly adjacent to the Co-ordination Area, is where all the documents produced by the Data Service provider, through the installed printing points will
be photocopied for distribution. This area should be equipped with fast copy machines
and paper in the following colours:
White (start lists and general information)
Blue (men results)
Pink (women results)
Yellow (corrections)
Green (urgent notices)
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The number of machines and amount of paper necessary will be proportional to the
number of teams participating in the competition and the number of events.
Note: it is important to plan for the quick repair and maintenance of the copiers in this
area.
Working Area
There should be office space that can be used by delegation leaders (team leaders,
head coaches, etc). It should be equipped with an event intranet linked computer.
Meeting Room
It is also advisable to have an area reserved for meetings between the team delegates
and the competition officials. This room should have a round table, chairs, a TV and a
video.
3.
Operation
The variety and complexity of the tasks carried out at the TIC demand a considerable
number of people working there. The most important requirements include:
Reception Area
There should be enough personnel to assist the team members and give them the information from the pigeon-holes, receive protests, etc. The Reception Area staff should
have foreign language skills in the most spoken languages in Europe (English, French,
German and Russian) and some should have an athletics technical background.
Co-ordination Area
One person at the Co-ordination Area should be responsible for collecting the print-outs
produced by the Data Service provider, and delivering them to the Copy Centre Coordinator.
EAA
Copy Centre
There should be at least as many Copy Centre staff as copy machines. The Copy Centre Co-ordinator should be responsible for giving the staff information on the paper
colour to use, the number of copies needed etc.
Copies produced should be separated by:
Copies to be placed at the TIC pigeon-hole
Copies to be distributed to other areas of the stadium
An example of each item for the TIC notice boards
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Different people should be assigned for the delivery of copies to each of the above
listed destinations.
EAA
EAA
14.
COMPETITION MANAGEMENT FORMS
The EAA will provide templates for the following forms required for competition management:
Confirmation Forms
To be given by the team attachés to team leaders on their arrival. These are used to
make the final confirmation of each athlete’s participation. They are to be returned to
the organisers through, depending on the arrangements at the specific event, the
attachés, the TIC or another channel.
Participation Cancellation
To be available at the Technical Information Centre (TIC). These are used to withdraw
an athlete from a specific event. This form must then be delivered to the EAA Technical
Delegates.
Relays Teams Forms
To be available at the TIC. These forms will be completed by the team leaders and give
final confirmation of the names and running order of the relay teams.
Appeal Forms
To be available at the TIC. They will be used to make an appeal to the Jury.
”Confiscation“ Forms
To be used in the Call Room. They are filled in by the relevant judges when confiscating items not allowed on the field from the athletes. The items should be returned to the
respective teams at the TIC.
Technical Meeting “Question” Forms
To be given to the team leaders after their arrival. These are used to present questions
to the EAA Organisational Delegates, EAA Technical Delegates and the Organisers
during the Technical Meeting.
Implements Forms
Two types of forms should be prepared. The first is to be filled in by the Technical
Management Group Officials, during the check-ins, whenever personal implements are
used. The second is to be filled in by officials working in the training/warm up area(s),
when loaning implements to the athletes.
Doping Control Request Forms
To be available at the TIC. These forms are to be filled in by Federations requesting
voluntary doping control tests for their athletes.
EAA
EAA
15.
AGENDA POINTS FOR A TECHNICAL MEETING
The Technical Meeting agenda should include the following items:
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Welcome by the President of the LOC
Welcome by the EAA President or his/her representative
Presentation of the Technical Delegate(s)
Presentation of the International Officials
Presentation of the Competition Officials
Information briefing by the Technical Delegate(s)
Technical information
Call Room procedures and schedule
Allocation of lanes and order of competition
Qualifying procedure
Starting height and bar raising Increments
Qualifying heights and distances
Scoring and ties
Protests
Competition sites
Presentation of the competition and warm-up sites
Mixed Zone operation
Opening Ceremony and Closing Ceremony
Award ceremony procedure
Doping control
Advertising Rules and Regulations
Answering of questions submitted in writing by federations
Distribution of number bibs
EAA
EAA
16.
INFIELD ACTIVITY MANAGEMENT
General
It is important that there is centralised control of the infield and that all groups are required to work within the agreed framework. The system should provide for immediate
intervention to resolve any problems that arise without the time-consuming involvement
of the Organisational Delegate or Technical Delegate
One person, the Arena Manager, should have the authority to orchestrate all activities
on the infield. He/she should be responsible for the following 5 groups:
1)
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Television – camera/sound crews
Photographers – infield accredited
Basket carriers
Technical Services – equipment and personnel (including drinks stations and personnel)
There should be an Infield Activity Co-ordinator (IAC), appointed from within each group
working on the infield. Each IAC is charged with controlling his/her group. Prior to the
event he/she should prepare a briefing paper, giving the needs of his/her group and the
system being employed to deliver the group’s service
The Arena Manager should meet with each IAC so that they know each other, confirm
understanding of the operation and needs of respective groups, and discuss any relevant issues. During the competition, the Arena Manager should have an overview of the
infield area and be able to communicate immediately and directly with each of the IACs.
The following notes provide general guidance for the work of each of the groups.
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The number of officials for each discipline should be agreed by the EAA (as opposed to the National Federation who may have different, less restrictive practices in their national competitions).
The number and position of each group of officials must be agreed in advance
and then policed by the ‘Officials’ IAC.
The marshalling and position of all athletes should be agreed in advance, including seating and shading (umbrellas).
The position of officials when in the ‘waiting’ mode should be clearly identified so
that there is no ‘casual lounging’, especially in front of advertising boards whilst
they await their further involvement.
The minimum number of officials should be used behind the 100/110m start as
this directly obstructs the key advertising board shot for the principal sponsor.
EAA
Television – camera/sound crews
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The ‘waiting’ position of any roving camera crews and mobile cameras should be
agreed in advance.
De-rigging should not happen until the event is completely finished, unless it is
part of the planned removal of equipment necessary for other reasons (such as
closing ceremony).
Dress – no one should be in the main arena without being appropriately dressed.
Photographers – infield
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Proper briefing to be given in advance so that photographers know the positions
they are allowed to use and those they are not allow to use.
Photographers must also be do not obstruct infield equipment and advertising
boards.
Dress – no one should be in the main arena without being appropriately dressed.
Basket Crews
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crews must be moved to a position out of shot of any stadium advertising,
especially around the area of the 100/110m start line.
Technical Services
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All equipment and technical service personnel positions to be approved by their
IAC to minimise any obstructions.
Cabling – to be placed in neat way. Any equipment not required to be removed
from the infield from the outset.
Speakers/miscellaneous equipment – positions to be agreed in advance (not at
the time of the event, when any changes necessary may be too late to accommodate).
Opening/Closing Ceremonies – all aspects to be agreed to ensure a ‘professional’ look to what is happening.
EAA
17.
EAA DOPING CONTROL DELEGATE GUIDELINES
The duties of the EAA Doping Control Delegate are very important since he/she must
ensure on the EAA behalf, that all aspects of the doping controls are followed according
to the current IAAF Anti-Doping Rules and Procedural Guidelines for Doping Control.
Past experience shows that challenges arising from controversial doping cases are
often based on alleged procedural mistakes at the doping control. The Doping Control
Delegates' tasks are to supervise the testing procedure carried out by the doping control staff and to protect the athletes against such errors.
1.
General Attitude
The Doping Control Delegate has to familiarise himself/herself with the IAAF Doping
Control Regulations and Procedural Guidelines in force.
The Doping Control Delegate must behave in a proper way, being kind and friendly but
firm as well. He/She should create a positive atmosphere to help prevent difficulties or
problems with the local staff.
All procedures should be carried out within the full view of the athlete and the athletes
should be encouraged to take a full interest in the proceedings.
2.
Approaching the LOC
The Doping Control Delegate should in anticipation of the mission:
Obtain contact details of the Local Organising Committee (LOC) from the EAA
office in Lausanne
Contact the LOC well in advance of the competition date
Obtain details of the doping control arrangements
Contact the person in charge of the Doping Control Station
Ask the LOC to arrange his/her travel and accommodation details
Keep the contact with LOC until arrival.
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Doping Control Facilities
The Doping Control Station has to be clearly identified, should be spacious and should
include a waiting room, a working room and toilets. If blood samples are to be collected,
an additional room will be required.
The waiting room should be a pleasant and clean area and should be furnished with
adequate number of chairs. Ideally a refrigerator with a selection of sealed drinks
should be provided. A number of waste bins should be available as well as a TV screen.
The working room should be furnished with five chairs, a large table for clerical duties,
another table for display of doping kits and if possible a separate table for sealing procedures. Ideally, this room should also have a refrigerator for storage of samples pending to dispatch to the laboratory.
EAA
Toilets should be separate for males and females. Wash basins should be close by with
hot and cold running water. There should be sufficient space to allow the Sampling
Officer to stay inside to closely observe the athlete. Clean towels and soap must also
to be provided.
4.
Inspection of the Premises
The Doping Control Delegate should arrive at the venue in time to arrange the inspection and meet the Doping Control Officer(s). He/she should allow sufficient time for
eventual changes and improvements to be made before the competition starts, where
appropriate.
Very often, the Doping Control Delegate is confronted with the fact that implementation
of doping control was not taken into account when the stadium was built and existing
rooms are in short supply and not ideal for this purpose.
The Doping Control Delegate should negotiate for the best facilities but should not ask
for the impossible.
5.
Doping Control Staff
The LOC should provide:
A supervisor or Doping Control Chief.
A sufficient number of trained male and female Sampling Officers to closely
monitor and witness the collection of urine sample.
A person to supervise the entrance to the Doping Control and to ensure access only for authorised people.
The Stewards in charge of notifying and accompanying the athletes to the
Doping Control Station. Stewards must be trained in all aspects of this important task. There should be a sufficient number of Stewards, in relation to the
number of athletes to be tested (preferably one per athlete).
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6.
Doping Control Equipment
It is the responsibility of the LOC to provide the following IAAF approved equipment:
Pre-coded clean bottles in adequate outer containers:
IAAF strongly recommends BEREG-KIT (Berlinger Special AG, Postfach
67, CH-9608 Ganterschwil, Switzerland Tel. ++41 (0) 71 982 88 11, Fax ++41
(0) 71 982 88 39).
VERSAPAK is also authorised (Versapak Doping Control Equipment, 33
Wakehurst Place, Rustington, West Sussex, BN16 3NG, England, Tel./Fax
(++44 (0) 1903 775899).
Other internationally or nationally used systems provided that the system
is in conformity with IAAF Doping Control Guidelines and Procedures. The
EAA must be informed if such a system is to be used.
ENVOPAKS is not longer approved.
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EAA
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7.
Seals (if separate seals are required)
Clean collecting vessels
IAAF Doping Control Forms and Notification Forms for the athletes (in sufficient numbers taking into account additional tests requested by Member
Federations following National Records).
Large containers for despatch of samples.
Labstix for measurement of pH and specific gravity.
Briefing
It is recommended that all issues related to doping control tests are discussed with the
Doping Control Chief prior to the start of the competition. Take advantage of this opportunity to give a brief speech to Sampling Officers, Stewards and other the Doping Control
Station personnel.
8.
Selection of Athletes for Testing
It is the responsibility of the EAA Doping Control Delegate to select the athletes to be
tested, as follows:
Before the beginning of the competition, allotted tests are to be decided by
ranking in each selected event, and not by the name: e.g. 1st in Shot Put, 4th
in Long Jump, 2nd in 100m, etc.
It is advised that the athletes should be tested from various events of the competition programme.
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In order to ensure that this selection is carried out in a fair manner, the Doping Control
Delegate should choose a trustworthy person to witness the selection (e.g. the Doping
Control Chief). The selection details should not be revealed until the time at which the
Steward is dispatched to carry out the notification to the athlete.
The number of tests will be advised to the Doping Control Delegate well in advance but
the Doping Control Delegate has authority to increase this number for any justifiable
reason, for example, an athlete who withdraws for no apparent reason.
Remember: Any athlete who breaks a World or European Record must undergo doping
control. Moreover, many Federations request a negative doping test for the validation of
their national records. Therefore some athletes/federations could ask for additional
tests. In this case, the Doping Control Request Form shall be duly filled in by the Federation concerned. Important: Only requests for additional tests on the Doping Control
Request Form shall be considered in order to ensure the responsibility for payment. It
is recommended that sufficient extra sampling materials are available.
On no account should any details of the selection or the numbers to be tested be revealed to the press or other outsiders. If the Doping Control Delegate wishes to advise
the person in overall charge of doping control, this should be done in absolute confidence.
EAA
9.
Notification
Athletes who have been notified but have not reported must be kept under close
scrutiny at all times. This should be done discreetly to avoid offence, but effectively to
avoid any cheating.
10.
Security
Ensure that no more than one athlete is permitted to enter the working room at a time.
Ensure that only notified athletes and their accompanying persons and other authorised
personnel are allowed to enter the Doping Control Station. Ask the LOC to provide security personnel to be placed at the entrance for the access control. Press and Media
are strictly not allowed to enter the Doping Control Station.
11.
Production of the Sample
Witnessing the sample collection has to be discreet but effective to ensure the sample’s
authenticity. If carried out professionally, it should not cause undue embarrassment. As
far as necessary, the athlete should be exposed from the knee to the centre of the back.
The practise of allowing persons to be virtually fully clothed whilst urinating is not acceptable.
The sound and sight of running water will sometimes assist in the production of urine
and dampening the wrists with cold water will also help. All personnel should be patient
and calm and should not rush the athlete. Even experienced athletes become agitated
when they cannot produce a sample readily.
Where the sample is insufficient, it should be processed and sealed pending receipt of
a further volume when the athlete is ready. Normally, 70cl should be regarded as a minimum and the athlete should not be released until that amount is provided. This could
sometimes take some hours. If more urine is collected, the full amount should be shared
among the A and B bottles.
Specific gravity and pH of the urine shall be measured. If the specific gravity is lower
than 1.010, a second sample may be required. This second sample should be provided
with restriction of beverages and no sooner than one hour after the first partial sample.
12.
Documents and reports
IAAF Doping Control Forms and Notification to Athletes Forms must be used.
IAAF Doping Control forms are designed so as to produce 4 copies for each test. When
completed, the copies should be distributed as follows:
1st copy
EAA Secretariat
2nd copy
EAA Doping Control Delegate
3rd copy
Athlete
4th copy
Testing laboratory
The fourth copy will not contain any information, which identifies the athlete.
EAA
After the event the Doping Control Delegate shall send to the EAA Office in Lausanne
(Avenue Ruchonnet 18, 1003 Lausanne, Switzerland) the following documents:
The Doping Control Forms of the samples under confidential cover immediately.
The full report within not more than ten days.
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13.
Storage Pending Dispatch
Samples should be stored in a secure cool place before they are dispatched to the IOC
accredited laboratory. A lockable refrigerator is ideal.
14. Transport of Athletes to Hotels
Transportation of the athletes to their hotels after the completion of the doping controls
must be ensured. The Doping Control Delegate should also ask for his/her transportation to the hotel.
15.
Press & Media
Doping is a constant source of interest to the general public and this interest is fuelled
by journalists. The Doping Control Delegate should not be involved in conversation with
the press about specific matters relating to doping control. General issues about procedures are acceptable but absolute discretion must be kept concerning any details.
16.
Laboratory
Samples must be sent, in good and secure conditions of transportation, and as soon as
possible after the doping control, to the appointed IOC accredited doping control laboratory.
17.
General Remarks
These Guidelines are intended to cover the EAA Doping Control Delegates’ duties in
general terms. They do not substitute IAAF Anti-Doping Rules and Procedural Guidelines, which should be carefully read and strictly followed.
Should the Doping Control Delegate have any question, he/she should contact the EAA
office for further information.
EAA
EAA
18.
TECHNICAL REQUIREMENTS FOR AN EAA EVENT
1. Timing
Start
Starting blocs
Loudspeaker
Start gun
False start control system
False start sound alert
Measurement of reaction times
- Print
- Data transfer to Data Processing
False start box
Cabling start area, connection with Photo Finish system
(electronic or true shot)
(fixed installations)
Intermediate timing
Photo cell system for intermediate timing
Manual system for intermediate timing road races
- Data Transfer to Data Processing
Finish timing
Video finish camera
Backup camera
Time evaluation system (hardware/software)
Provision of Video finish pictures
- Print Out
- for TV use
(infield side)
(1/10,000)
(video signal, cabling by
Hostbroadcaster)
(digital, highest resolution)
(digital, reduced resolution)
- for Competition Management / Jury
- for WWW publication
Data Transfer to Data Processing
Running time
Provision of running time signal (incl. intermediate timing)
- connection with data processing
EAA
- production of running time graphics for TV
Wind reading
Wind gauge
Provision of wind reading data
Production of wind graphics
Distance Measurement (EDM)
Distance measurement equipment (for horizontal
and vertical jumps)
Provision of distance measurement data
Boards
In-field boards for field events (presentation of athletes,
results, current standing)
Timing boards (triangles at the infield corners)
Wind reading board
Preparation countdown clock with board
(time, intermediate timing,
split times, speed)
(connection with data procession)
(provision to Host Broadcaster)
(connection with data
procession)
(compatible with data
processing system)
Additional needs for road races and cross country
Start system (wireless start of running time)
Intermediate time clocks (boards for lap points or
intermediate distance positions)
Running time board for leading car (road races only)
Compatibility with transponder system (synchronisation
of data at the finish line)
Walking competition
Penalty registration and communication network
Transponder system (road races, walking,
cross country)
(cabling!)
EAA
Equipment
- Mats with sensor system
- Transponders
(e.g. 450 - 500 for cross
country championships)
- Print out of log data (lap points, intermediate times,
finish line)
Data
Provision of timing data (intermediate, finish line)
(connection with timing
company/ data processing)
2. Data processing
Data administration
Central database for all athletes' information
(personal, historical,
current event)
Import of
- athletes' entries
according to predefined
formats
according to predefined
formats
- statistical data
Competition management
Set up and adaption of the required software
according to the rules and their changes
Handling and production of the following data
- Entry lists
- Confirmation forms (final entries)
- Seading (Qualification, Heats, etc.)
- Results
by series / group
summary by round
Inclusion of performance remarks (records, SB, PB)
- Qualification remarks (Q/q, according to the rules)
- Medal table
- Placing table
EAA
- Summaries (participation figures, records,
medal winners)
Import, export, handling of statistical data
Interfaces
In
- Timing
- EDM
- Transponder System
(- EPE)
Out
- In-field boards
- Scoreboard
- Videoboard
(dynamically related with
data of current event)
(future requirement)
(through event presentation system)
- TV Graphics Unit
- CIS * (see separate paragraph)
- WWW * (see separate paragraph)
CIS
Planning and realisation of layout and structure
Production of content
Installation and maintenance of CIS network:
- Servers
- LAN
- Clients (Screens) *
Definition of CIS network configuration for 3rd parties'
installation
Flash Quotes System
(according to EAA advise)
* = Based on 3 rd parties'
given hardware specification or provision of relevant equipment
(Input workstations in the
Mixed Zone Area, output
on CIS and WWW)
EAA
WWW services
Planning and realisation of layout and structure
Production of content (event, historical)
Delivery to the webserver (ftp)
- Beginning with complete entry list at least 48h
before 1st day of competition
- Continious update of start lists and results
(live coverage)
(according to EAA advice)
Remark: WWW content is based on CIS content,
but different layout for different use!
Network cabling
The network cabling can be either done by the Data
Service provider or partly/fully by an external
service company
The following connections have to be cabled in relation
with the data processing:
From (input)
Photo Finish Cabin
Infield Terminals (field events zones)
Call Room
Mixed Zone (Flash Quotes)
To (Output)
Prints:
- Competition Management
- TIC
- Copy Centre (Media Tribune, VIP, etc)
Media Centre (external location)
Terminals (can be CIS):
- Warm-up Area
- Event Presentation
EAA
CIS
- Media Tribune
- Media Working Area (In-Stadium)
- Media Centre
- Mixed Zone (Unilateral Zone TV/Radio, Written
Press Area)
- Photographer's Podium
- Post-Event Control Room (Clothing room)
- Event Presentation Control Room
- VIP/Guest Area
Hardware
Full equipment for data processing
- Servers
- PC's / notebooks
- Networking equipment (Switch/Hub, LAN cables,
fiberoptic cables)
Material/equipment for data network
- LAN underground (cable tunnels)
- LAN overground (along track field events areas)
- LAN stadium (Media Area, Competition Management,
VIP Areas, Event Presentation)
- LAN external rooms Competition Management
- LAN Warm-up area / Call Room
- LAN TV Compound / IBC / TV Graphics Unit if it is
not together with the data processing
- LAN Media Centre
Input-terminals
Printers
Equipment for CIS network (cabling)
- Servers, Switch/Hub, cables
The following network connections are provided by the
partner delivering the data
- Timing (Video finish serial cabling)
- EDM (interface normally infield close to EDM system)
- Transponder system
(- EPE)
EAA
TV Graphics Unit
Hardware and software for transformation of
alphanumeric data into TV graphics (according to the
standards set by EBU)
1 Workstation incl. Operator for each feed
Layout (according to EAA advice)
Input:
Data processing (LAN)
Additional content production (manually)
Output:
TV Production (Host Broadcaster, video cabling)
Event Presentation (video cabling)
CATV (RF network for media)
3. Specials
Data monitors (hardware)
Provision of data monitors according to the needs
(Media, Competition Management, Event Presentation,
VIP)
Equipment standard:
Touch screen (compatible with the format of delivered
content, e.g. HTML, DHTML, XML)
Event presentation hardware
Videoboard (min 40 sqm)
Scoreboard (alphanumeric)
Sound system (announcers, music)
Handheld camera for independent production
for videoboard (interviews)
Mixing system (video, sound, scoreboard control)
EAA
Video recording
Race recording for competition management and
jury of appeal
- based on TV coverage
- based on additional cameras
For relays (exchange zones) normal TV coverage is
not very useful for jury needs, special positions are
recommended
Radio (walkie talkie system)
Mobile phone network
Phone (analog/ISDN) / Fax / Internet (ADSL) / WLAN
Power supply
4. Overview interfaces from/to data processing (direct connection)
Input
Timing
Transponder system
EDM
(EPE)
Output (internal/external)
TV Graphics Unit / TV Production
WWW
CIS
Printer network
Event Presentation (Videobard/Scoreboard)
CATV
EAA
19.
EBU TECHNICAL GUIDELINES
Available on request from the EAA.
EAA
EAA
20.
MEDIA GUIDE CONTENTS TEMPLATE
The following information should be included in the Media Guide:
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Contact, Staff
- Contact details key persons (LOC staff, EAA)
- Relevant Addresses
Travel Information
- Arrivals (Airport, Railway Station, Bus Station)
- Transport to the hotels / Accreditation Center / Media Center / Stadium
- Car parking
- Public transport system
- Taxi information (phone numbers)
Accommodation
- Location, details
- Services provided in the hotels
- Restaurants (opening hours for late dinner)
Media Kit / Documents
- Content (competition relevant)
- Distribution Procedure
Media Center and IBC
- Info Desk
- Opening times
- Facilities / services
- Information distribution (pigeon-holes, Electronic Systems)
Accreditation
- Area System explanation
- Accreditation desk location, opening hours
- Procedures, Loss
Media Tribune
- Seating plan
- Access, restrictions
- Services
Mixed Zone
- Location
- Setup (draw)
- Access, restrictions
- for TV and Radio rights-holders: unilateral and ENG positions (description,
access regulations)
EAA
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Communication
- Services, locations
- Order, rental possibilities (Rate Card)
- Payment methods
Flash Interviews
- Content, language,
- Availability (printed, electronic)
Commentator's Information System (CIS)
- Availability (positions)
- User intstructions and information
Photographers
- Photographer's briefing
- Infield access, bib allocation
- Outfield positions (draw)
- Photo services (lab, work space, location map)
Web Services
- Addresses, content provided
Social programme (for media)
- Details
- Invitation
Country and Host City Information
- General facts and figures
- Tourist information
- Technical standards (power, phone, TV system, etc)
Note: Some of the general information (public transport, country and Host City information) can also be distributed as separate publications (e.g. city tourism brochures).
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Event and Competition Details
- LOC / EAA officials
- Timetable
- Qualification systems
- Country Codes (full list)
- Training areas (including Media access/restrictions)
- Team accommodation
Note: Event and competition details can be taken partly from the Team Manual and/or
VIP Event Guide.
EAA
21.
NOTES ON SPONSORSHIP
The following notes are for the general information of organisers. Specific arrangements for each event should be checked in the relevant contract and discussed with the
EAA.
1.
Levels of Sponsorship
Sponsorships are divided between those contracted by the EAA (International Sponsors) and those contracted by the LOC. Progressive levels of sponsor packages (the
sponsor hierarchy) are created and the following are the usual arrangement. The EAA
and the LOC must agree the plan and this will usually includes limits on the numbers of
sponsors in each level.
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International Sponsors (which can include International Suppliers)
Since 1996 SPAR has been the EAA's principal International Sponsor. International
Sponsors pay a cash rights fee and may (Krombacher is a good example) also bring
their products to support an event.
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International Technical Suppliers
Seiko has provided timing and measurement services and Epson has provided commentator information systems. The contract can be for Value in Kind (VIK) only or a mixture of VIK and cash.
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National Sponsors and/or Suppliers
These will be companies contracted by the LOC to exploit the rights granted to it in the
event contract (the most valuable being the advertising boards in TV camera view).
Eligible companies will be those located in the country where the event is to be held and
the rights are normally exercised in that country. These contracts will usually be for cash
rights fees but could include VIK according to the needs of the LOC.
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National and Local Service Suppliers
This level can be very useful to an LOC as it is a means of obtaining necessary services or supplies in return for modest rights of associating a local company's name with
the event. Examples of such services include office furniture, restaurants, paper supplies, etc. These contracts are almost always for VIK only.
2.
Assignment of Product/Service Categories
Certain categories of potential sponsorships (mainly covering local supplies or services) are released to the LOC immediately and the exact list will be specified in the
event contract.
EAA
All other categories will be reserved by the EAA but it is open to the LOC to apply for
the release of additional categories if a real prospect of a local sponsorship exists.
It is always essential that the formal procedures for approval of LOC sponsorships are
strictly followed. Whereas the EAA will always try to accommodate the needs of the
LOC, this is not always possible.
EAA
22.
1.
EVENT PROGRAMME GUIDELINES
Co-ordination
The EAA Event Co-ordination Manager will work with the LOC and provide assistance
on editorial content.
The LOC should advise who will be responsible for co-ordinating this project.
2.
Design
Basic requirements regarding size and the cover design are provided in the EAA Design
Manual. The overall design and quality of the programme is important, as the programme will be kept as a souvenir of a memorable event.
3.
Contents
The programme should be printed in local language, English and French. The LOC is
responsible for arranging all translations.
The following list provides examples of some of the contents that should be included in
the programme. This list is not exhaustive and the LOC should provide a contents proposal for EAA review and agreement.
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The Organisation
Official messages from:
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EAA President – EAA to provide copy
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LOC President – LOC to prepare copy
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City dignitaries (e.g. Mayor, Sports Minister) – LOC to provide copy
The LOC should aim to keep the number of official local messages to a
minimum, as this is not particularly interesting to the public.
List of competition officials and EAA delegates
The Competition
Explanation about the event: format, scoring, etc
Event history EAA to provide this information
Competition timetable
Ceremony information (Opening and Closing Ceremony information)
Team/athlete profiles
Start lists
Past results, records and statistics
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EAA
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The Venue
City information, historical and current
City maps and plans
Stadium details: history of the arena, architect and construction details, arena
capacity and other interesting information
Stadium plan, showing floor plan and key areas including entrances/exits, refreshments, toilets, seats especially disabled areas
The Sponsors
International sponsor advertisements* (see below for more information)
National sponsor advertisements* (see below for more information)
Photographs
Photos from previous EAA events taken by the EAA official photographer can
be made available for use
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4.
Pagination and Advertisements
A template is available from the EAA. This should be completed and maintained by the
LOC to show what will be printed on each page.
Each international sponsor will have one full page of advertising in the programme unless the LOC is otherwise informed by the EAA. The EAA will provide the LOC with the
exact location for all international sponsor advertisements once the programme contents are known.
National sponsors are also entitled to one page of advertising each. The total number of
national and local advertisements should not exceed the number of international sponsor advertisements. Local sponsors may be entitled to a half page of advertising, subject to space. All national and local advertisements must be submitted for EAA approval
prior to inclusion in the programme – these should be provided in pdf format. No sponsors conflicting with the EAA’s international sponsors may appear in the programme.
All advertisements should appear on left hand pages only, with text on the right. Doublepage advertisements are not allowed.
The team start lists should appear in the centre pages.
5.
Production and Deadlines
As the team start lists should be included in the programme, production cannot start
until the EAA provides the approved lists from the online entry system. However, all
other programme pages can and should be finalised before this date.
The LOC can send individual articles and pages for review and approval. However, a
complete draft copy (in pdf format) should be provided to the EAA for review and approval.
Deadlines for this proofing process should be agreed between the EAA and LOC, to ensure that the final printing date can be met.
EAA
The programme should be ready for distribution to the teams, media and VIPs 4 days
before the start of the event. The EAA will advise the number of complimentary programmes required for these groups.
The LOC will be responsible for ensuring that the programme is available in the following locations:
Official hotels (at information desks, for teams, media, VIPs)
Media Centre
EAA Club
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EAA
EAA
23.
AWARD CEREMONY GUIDELINES
Introduction
The award ceremonies at EAA and other athletics events are:
very important to the athletes concerned
very important to the athletes’ countries concerned
of some importance to the crowd especially if their own athletes are involved
and/or to honour outstanding performances
disturbing to the competition flow
time consuming
disturbing to the TV transmission of any country except for the medal winner’s
country
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Therefore, the award ceremonies must be conducted in a way that they are:
presented in a dignified manner respecting the athlete, his/her country and rules
of protocol
as short as possible in order not to disturb the competition and TV transmission
more than is necessary
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Decisions
Taking into consideration the above, the following have been agreed by the EAA Council:
1. The award ceremonies shall take place according to the competition timetable established by the Technical Delegate and each shall last a maximum of 3:30 minutes.
2. The EAA President or his/her representative approves the list of medal presenters /
accompanying persons including former European Champions and Olympic Winners.
3. The LOC provides a list of national / local dignitaries who could be accompanying
persons.
4. No modifications of the final list of medal presenters / accompanying persons will be
made because of the actual results.
5. The list of presenters must be distributed to TV, Announcer, Data Processing service
(for Graphic inserts), Press, Award Ceremony Chief.
6. The detailed announcements and procedures for the award ceremonies are in the
attached script which must be strictly adhered to. The times must be kept under all
circumstances.
☛ ☛ ☛ The award ceremonies must be tested
EAA
Award ceremonies procedures and announcements
Time Audio Message / Music
- 15:00
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Visual message (Video Screen) /
Action
Assembly of Athletes and
Presenters
Acoustic signal (fanfare/music)
A piece of music is played while
athletes are led to the podium
Announcement:
“Die Medaillen werden
überreicht von /
the medals are presented by:
Les medailles sont remis par
(in French only if French athlete):
<Name, Titel of presenter 1>
begleited von / accompanied by
<Name, Titel of presenter 2>”
Simultaneously flashing words
alternating on the video screen:
Siegerehrung (ib German)
Victory ceremony
Ceremonie protocolaire
1
Simultaneously the athletes led by
Hostess 1 march in the following
order into the stadium:
2nd, 1st, 3rd, followed by the medal
presenter(s) and Hostess 2 (medals)
and Hostess 3 (flowers)
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When the three athletes are behind
the podium
0:50
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Announcement:
“Dritter Platz / Third / Troisième
<name of athlete>,”<country
(in German)>,
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Athlete (3rd ) mounts the podium;
Both presenters step forward;
Presenter 1 gives medal and
Presenter 2 gives flowers
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“Zweiter Platz / Second /
Deuxième
<name of athlete>,<country>”
(in German)>,
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Idem Athlete (2nd )
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Both presenters step back
“Erster und Europa
(Hallen)meister 2002 /
First and European (Indoor)
Champion /
Premier et Champion d`Èurope
(en salle)
<name of athlete>,<country>”
(in German),
idem Athlete (1st )
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EAA
2:00
2:50
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Announcement (in German):
“Meine Damen und Herren: Die
Nationalhymne von <country>”
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The national anthem of the
winner’s country is played
(50-60 sec.)
Athletes turn to the flag poles
National flags of the 3 medal winners
are hoisted
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After the end of the national anthem,
athletes turn to photographers
(as directed by the photo commissioner)
3:30
Hostess 3 and Hostess 2 lead presenters off the infield.
After 20 seconds, Hostess 1 leads
athletes off.
Notes:
1 This must be checked please !!
2 The announcements must start in the language of the host country. A different
speaker should be used for each language.
3 If a French athlete is involved, the sentence about the presenters should also be in
French .
4 To save time the presenters may remain in front of the podium but move to the side
of the next athlete; co-ordination of announcement and movement is necessary.
5 This must be checked please !!
6 Allow some time for photographer shooting.
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EAA
EAA
24.
FINAL REPORT CONTENT TEMPLATE
Available on request from the EAA.
EAA

- European Athletics

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