sony flag bearer and fan photographer program information › sony › docs › 01 › market ›...

15th February 2013

SONY FLAG BEARER AND FAN

PHOTOGRAPHER PROGRAM

INFORMATION

CONTENTS

• ABOUT US

• RPMC’s ROLE FOR SONY

• SONY FLAG BEARER

• SONY FAN PHOTOGRAPHER

• KEY TIMELINES

COPYRIGHT 2013 RPMC EUROPE LTD 1

ABOUT US


WE ARE A GLOBAL

SPONSORSHIP ACTIVATION

AND EVENT MANAGEMENT

COMPANY THAT STRIVES TO

EFFICIENTLY DELIVER THE

BEST BRAND EXPERIENCES

FOR OUR CLIENTS AT MAJOR

SPORTS AND ENTERTAINMENT

EVENTS WORLDWIDE

WHO WE ARE

RPMC has over 20 years of delivering guest experiences at sports events around the world for leading brands

RPMC has hospitality experience across football, rugby, sailing, athletics, tennis, motorsport, cricket and the Olympic Games

RPMC are experts at activating brand sponsorships through guest management, travel management, incentive and media promotions and branded events

RPMC has represented sponsors at some of the world’s most exciting and

engaging events including:

Olympics, FIFA World Cup, UEFA Champions League, UEFA European Championships, The FA Cup, The Volvo

Ocean Race, F1 Grand Prix, WTA Tour, and the World Rally Championships


RPMC LONDON

5

London is the European Headquarters for RPMC

Hospitality and event management ‘centre of excellence’ for RPMC globally

30 staff organised into operations, account management, consulting and support teams

Senior Management Team with over 40 years of event management and sport activation experience

Reputation for Top Tier Sponsor Program activation at major sports events

WHAT WE DO


WHO WE WORK FOR


RPMC & FOOTBALL – OVER 15 YEARS

EXPERIENCE

8

2006

2002

2005 2004 2003

RPMC & FIFA

At the 2009 FIFA Confederations Cup ™ & 2010 FIFA World Cup™, RPMC worked with Sony to run their Flag Bearer and Fan Photographer programs. At the 2013 FIFA Confederations Cup and 2014 FIFA World Cup™ RPMC will be working with: • Sony • Sony Mobile • Ab In-Bev (Budweiser) • Emirates • McDonald’s

9

RPMC’S ROLE FOR

SONY

RPMC RESPONSIBILITIES

Pre Tournament • Supplier / facility sourcing

• Transport • Branding / clothing / gifts • Storage / shipping • Staff • Catering • Activities • Accommodation • Insurance • Security personnel

• Country and Sony group company communications

• Data management and reports • Site / stadium visits • FIFA liaison and YP meeting attendance • Travel pack preparation and shipping • Kit / gift sorting, packing and distribution • Staff briefings • Invoicing and payment collection


RPMC RESPONSIBILITIES

Tournament Time Ensure smooth operation of programs

• Lead both programs with clear instructions and guidance

• Supplier liaison and monitoring • Incident management and reporting • FIFA / LOC / stadium liaison • Manage Local Hosts & Chaperones

and ensure safety of guests at all times

• Flag Bearer - Parent and child registration and briefing and hosting

• Fan Photographer – guest registration and escort FP and guests at all times

• Kit stock control • Complete match day reports at every

game Post-Tournament • Post event surveys • Debrief report including key learning's


SONY FLAG BEARER & FAN PHOTOGRAPHER

FIFA CONFED CUP ACCOUNT TEAM

Alan Rawlinson

MD of Operations

Adam Crane

Account Manager

Michael Michalski

Brazil Country Manager

Juliano Zappia


Natasha Davidson

Account Director

London Based

Rio Based

Natasha Davidson

Account Director

Venue Manager

Rio

Local Hosts & Chaperone

Venue Manager

Forteleza


Venue Manager

Salvador


Venue Manager

Belo Horizonte


Venue Manager

Recife


Venue Manager

Braslia


Juliano Zappia


SONY FLAG BEARER & FAN PHOTOGRAPHER

FIFA CONFED CUP TOURNAMENT TIME TEAM


EVENT DAY STAFFING

Venue Manager Responsible for Flag Bearer and Fan Photographer match day operations and arrangements. Local knowledge is required, aware of stadium layout, entry requirements and will be the FIFA Marketing Manager and Sony Venue Manager point of contact. Venue Managers will hold all match tickets.

Flag Bearer Chaperone Responsible for supporting Venue Manager on match day, ensuring guests safety at all times, carrying out registration at meeting point, distribution of children’s uniforms, and to help ensure the smooth running of the program throughout the day.

Local Hosts Supporting the Venue Manager, responsible for group arrivals, match day operations, departures and activity day for International Groups and for match day operations for Domestic Groups. Corresponding languages spoken for international guests to help with translation when required. Responsible on the Flag Bearer program for managing the guardians activity during rehearsal time. A dedicated Fan Photographer host will be with the group at all times.


TRANSPORT

Flag Bearers Dedicated 15 seater mini-vans will used at each host city, on match day.

Security protection officers are with the group at all times on match day.

Fan Photographer Dedicated 8 seater vehicles were used at each host city for the duration of the program.

Protection officers were with the group for all movements.


FIFA CONFED CUP MATCH TICKETS

Match tickets are all Category 2.

Match day tickets will collected from Sony HQ Team and cross checked to ensure that all tickets are accounted for.

Tickets are sorted accordingly for each individual match and passed to the Venue Managers on their training day, before the start of the tournament.

All Flag Bearer children will join their guardians in the stadium and will be sat together.

Fan Photographer and guests are also always seated next to each other.

Full guest details were submitted to Sony for tickets records.


SONY FLAG BEARER

SONY FLAG BEARER OVERVIEW

• One of the Sony Sole and Exclusive activations with FIFA , is the Flag Bearer program

• First activated at Confederations Cup 2009 and again for the FIFA World Cup in 2010, South Africa

• Unforgettable opportunity for 6 children to be involved in the exciting build up to the matches at the Confederations Cup & World Cup

• Children carry out the FIFA Flag out onto the pitch from the tunnel

• The children then watch the match with their parent/guardian from the stands

• Sony have to activate at every match for Confed Cup, supplying 6 children at each game

• Children aged 12 – 16

20

These grey boxes indicate where an image could go

FLAG BEARER MATCH DAY ITINERARY

21

08:00 Children & Parents/Guardians arrive at meeting point

Guest Registration

09:00 Meal/Refreshment served

Uniforms distributed

09:30 Departure to stadium

10:00 Arrival at stadium – FB’s disembark with Chaperone

10:00 Parents/Guardians taken to activity by local host

10:30 Flag Bearers change into rehearsal kit

11:00 Rehearsal conducted by FIFA representative

12:00 Food and drink, followed by entertainment in holding room

14:30 Parents/Guardians are brought to stadium

15:00 Flag Bearers change into official match uniform

15:30 Flag Bearers take their positions in the tunnel

15:50 Flag Bearers walk onto the pitch with the players

16:00 Match kick-off

Children taken to their match seats, reunited with their parent/guardian

18:00 Departure from stadium to original meeting point with chaperones

18:30 Flag Bearers depart with parents

*Schedule based on a 16:00 kick-off time, some matches kick-off at 13:00 and 19:00

MATCH DAY ARRANGEMENTS

Meeting Point McDonald’s Restaurant

• Potential to work with other FIFA sponsors for a combined meeting point

• A light snack and refreshment will be provided

• Then travel in convoy to stadium to meet FIFA

Stadium ‘Holding Rooms’

• All stadiums have a restricted access holding area organised by FIFA prior to

rehearsal and before kick-off

• Lunch boxes will be organised by FIFA and provided during the free time

• All rooms will be health and safety checked and will be appropriate for children

• Separate boys and girls changing rooms are provided for FB to change into

their match uniforms

FIFA Rehearsals

• Rehearsals are carried out at each stadium six hours before kick-off

• FIFA run the rehearsal with the support of the Venue Manager and Chaperone

support

• Additional rehearsals can carried out by RPMC staff during the waiting time

before match kick off

22


Sony Commercial Display

• The Flag Bearers could taken to the Sony

Commercial Display area during their free

time prior to match kick off

Parent/Guardian Activity

• Whilst the Flag Bearer children are at the

stadium, parents/guardians are taken to a

local activity

• The host would then brings the group to

the stadium before kick-off, the children

would be reunited after their performance

duties on pitch

23

OFFICIAL ADIDAS FLAG BEARER KIT


Baseball cap

T-shirt

‘Front’

Shorts

Football

socks

Trainers

Gym Bag*

* Match uniform given to Flag

Bearers in bag

T-shirt

‘Back’

Children will also

receive a

rehearsal tee-

shirt to wear

GUEST DATA REQUIREMENTS

Sony must gather the following information, which will be required for every travelling child and their parent/guardian:

• First Name

• Middle Names (if any)

• Surname

• Preferred name (if different from above)

• Full home address, including post code

• Contact telephone number

• Email address

• Gender

• Nationality

25

• Passport number, issue date, expiry date

• Country of residence

• Date of Birth

• Next of Kin details (Name, Address, Contact number/s)

• Medical conditions

• Allergy information

• Dietary requirements

• Children’s sizes – tee-shirt, shorts, shoe size

FLAG BEARER PACKAGE INCLUSIONS

Domestic, 1 day Program Inclusions:

• 2 x Category 2 Tickets (one for Flag Bearer and one for their parent/guardian)

• Match Day (Land) Transfers (Home to Lunch venue to Stadium to Home)

• Catering at Meeting point

• Meal and Refreshments at Stadium

• Uniform from adidas

• Sony branded rehearsal tee-shirt

• Professional Security Person

• Dedicated Program Management

• 1 x Venue Manager, 1 x Local Host & 1 x Chaperone

• Guest Insurance

Notes:

Please be advised inclusions are based upon the scenario that Flag Bearers and

their Parent/Guardian are a resident of the a host city where their match will be

played.

For example, if you select a fan photographer from Rio for a match in Salvador,

you will also need to arrange a round trip transportation of Rio and Salvador. 26

SONY FAN PHOTOGRAPHER

SONY FAN PHOTOGRAPHER OVERVIEW

• Sony has a sole and exclusive right to select winners to be a ‘Fan Photographer’ pitch side

• Prize allows two lucky winners (per match) to join the photographers on the side lines, next to press photographers

• Sony Xperia or Sony camera must be used – guest must have one provided or bring their own, still imagery only

• The winners then join their invited guest in the stands to enjoy the match

• Day includes lunch before the game (outside of the stadium) and vouchers to use in the stadium at the food concessions.

• Age range for Fan Photographer +18yrs COPYRIGHT 2013 RPMC EUROPE LTD 29

SONY FAN PHOTOGRAPHER OVERVIEW

• The Fan Photographers will be given

access to the pitch by FIFA, however,

the access will be limited to such a spot

and duration set out by FIFA

• Fan Photographers can be on the pitch

side for full 25 minutes of team warm-up

• Goal Keepers will start warm-up -50min

for 25 minutes before a kick-off and rest

of players will start -45min for 20

minutes before a kick-off

• The Photographers will be allowed to

walk around the pitch side to take

photos

30

FIFA FAN PHOTOGRAPHER GUIDELINES

• The usage of the photos taken at pitch side would have to be restricted in terms of numbers for websites used (max.10/photographer) and can only be used after final whistle

• The usage of photos is solely in responsibility to Sony and players images rights may be required

• The local host or Venue Manager will be available at all times, for FIFA Marketing and who is all the time together with the Photographers with exception of the time on the pitch

• Please be advised that guests of the photographers will NOT be given any pitch access

• FIFA Prior Approval is required for the uniform for the Photographers and Local Host.

• Selected Photographers and their guests (if any) will be required to sign a waiver form created by Sony Corp, agreeing to a code of conduct for the day

• The form should clearly dictate any dress code, rules, and penalties (such as FIFA having the right to refuse them) and not to claim the ownership and copyright of and use the photos taken on a pitch side for commercial purpose

31

FAN PHOTOGRAPHER CODE OF CONDUCT

32

• FP is permitted access to pitch-side are subject to approval by FIFA representative

escorting them.

• If FIFA deem the FP to be acting irresponsibly and without respect FIFA can withdraw their

access rights with immediate effect.

• FP must listen to the instructions of the FIFA escort at all times and obey their demands.

• FP must use only the permitted device for photography and no other.

• When pitch-side, FP must remain outside the playing field and never enter the pitch

• FP must wear any access devices (for example media bib, wristband and / or pass)

required of them from and provided by FIFA.

• FP must not commit any action that could affect the players, the enjoyment of other fans, or

the work of other photographers and journalists.

• FP must leave pitch-side immediately when requested by FIFA.

• FP must not be intoxicated under the influence of alcohol prior to the experience taking

place.

• FP must be dressed appropriately and not in any kind of costume (football shirt ok).

• FP cannot take an individual player photo, should cover more than four players.

• FP must not privately or publicly share photographs until after the final whistle is blown and

FP is not allowed to use them for any kind of commercial purposes.

• Regarding personal blogs, FP is allowed use 10 photos which should have more than 4

players as long as their blog has no third party association.

FAN PHOTOGRAPHER MATCH DAY ITINERARY

33

12:00 Meet Local Host at meeting point / restaurant

Lunch served

13:15 Depart Lunch venue, transfer to Stadium

14:00 Arrival to the Stadium

14:30 Fan Photographer’s Guests take their match seats

15:00 Fan Photographers report to FIFA, collect photographers bib

15:10 Official Warm Up commences

- Goal Keepers

15:15 Official Warm Up continues

- Rest of squads

15:15 Fan Photographers go pitch side for 25mins

15:40 Fan Photographer session pitch side ends

Return to match seats, meet guests

15:50 Players come out onto the pitch

16:00 Match kick-off

18:00 Departure from stadium to original meeting point

*Schedule based on a 16:00 kick-off time, some matches kick-off at 13:00 and 19:00


• Accreditation details submitted by RPMC to FIFA for all Fan Photographers -48 hours

• Fan Photographers arrive at the Stadium -2hours prior to kick off

• Venue Manager arrange with local host and FIFA rep a meeting point for the Fan Photographers to meet and go pitch side for the team warm ups

• Venue Manager meets with the Fan Photographers after their duties, collects memory card to hand over to Sony Venue Manager at the Commercial Display or other pre determined meeting point

• Fan Photographers must have a Sony Camera or Sony Xperia to use pitch side. This must be supplied by Sony market.


GUEST DATA REQUIREMENTS

Sony must gather the following information, which will be required for every travelling guest, including the guest of the Fan Photographer:

• First Name

• Middle Names (if any)

• Surname

• Preferred name (if different from above)

• Full home address (including post code)

• Contact telephone number

• Email address

• Gender

• Nationality

35

• Passport number, issue date, expiry date

• Country of residence

• Date of Birth

• Next of Kin details (Name, Address, Contact number/s)

• Medical conditions

• Allergy information

• Dietary requirements

FAN PHOTOGRAPHER PACKAGE INCLUSIONS

Domestic, 1 day Program Inclusions:

• 2 x Category 2 Tickets (one for Fan Photographer and one for their Guest)

• Match Day (Land) Transfers (Home to Lunch venue to Stadium to Home)

• Lunch on Match Day

• Voucher for stadium to use at food retail outlet

• Gift

• Professional Security Person

• Dedicated Program Management

• 1 x Venue Manager and 1 x Local Host

• Guest Insurance

Notes:

Please be advised inclusions are based upon the scenario that Fan

Photographers and their guests are a resident of the host city where their match

will be played.

For example, if you select a Fan Photographer from Rio for a match in Salvador,

you will also need to arrange a round trip transportation of Rio and Salvador.

36

KEY TIMELINES

KEY TIMELINES


Date Action

1st March 2013 RPMC Issue invoices

1st May 2013 Invoices to be paid in full

1st May Guest data to be supplied to

RPMC

15th June Tournament starts

sony flag bearer and fan photographer program information › sony › docs › 01 › market ›...

Documents