world cup organising manual

Organising Manual

THE FIS GUIDE TO MANAGING A WORLD CUP EVENT

Ski Jumping Freestyle Skiing Nordic CombinedCross Country Skiing Snowboarding Alpine Skiing

The FIS World Cup is a series of compe66ons held each winter season between athletes represen6ng teams of various Na6onal Ski and Snowboard Associa6ons and which takes place at various sites around the world, notably in Europe, North America and Asia.

The FIS World Cup

Guiding Principles

It is necessary and valuable for every organisa6on to reflect on what it wishes to achieve and how it can reach its goals. The following is intended to become the guiding force and inspira6on in deciding how a World Cup organiser fulfils their mission.

The following core principles are the mo6va6on in all that FIS does:

• to act responsibly • to show respect • to be professional • to cooperate with others • to apply ethical values • to communicate clearly and frequently • to look to the future

By harnessing the collec6ve implementa6on of the same values, consistency will be assured in managing compe66ons, in administering FIS and the Na6onal Ski Associa6ons, in encouraging par6cipa6on and in contribu6ng to the protec6on of the environment.

This is a training resource manual. It supports the development of a World Cup event – from sport competition organisation to event production – for sustainable development in general and specific areas.

It is designed for use by organisers with some background experience and understanding of event management so as to assist them to become proficient in running a World Cup event.

The manual offers concepts, tools, and examples for use by organisers. It is intended that the concepts and tools be adapted and applied to country & event specific needs and priorities.

After reading this manual, organisers will be able to:

• Understand the World Cup and the Organising Committee (OC) structure

• Key processes that contribute to effective and successful communications

• Prepare and maintain the field of play in accordance with recommended best practices, FIS rules and regulations and adhere to appropriate safety procedures

About this Manual

Manual DesignThis manual is designed to serve as an interactive working document composed of sections that can evolve with use and experience.

The sections included are:Section 1: General Public contains information that can be used to help establish a broader events strategy to enhance the overall experience

Section 2: Communications contains material to help develop an effective and efficient flow of information to all stakeholders

Section 3: Field of Play provides information necessary to develop and manage all operations related to the track

Section 4: Finish Area contains the proper procedures to organise the mixed zone and the layout of the surrounding area

Section 5: Athlete Services consists of insight on how to properly accommodate athletes and their teams before and during the World Cup

Section 6: The Toolbox provides information to be used as a supplementary resource. It includes a comprehensive glossary, checklists, and templates

How to use the Manual

Clickable icons that will send you to their respective sections in the manual

Page number

Helpful tips

Section topic and brief description

Subsection topic, related objective and information

Suggested role(s) of person that is responsible for activity

Clickable icon to supportive manual

Organisational Hierarchy

The organisa6onal structure of a World Cup must be comprised of different people performing specific du6es from both the Organising CommiHee and FIS. The OC and FIS organisa6onal chart as described below and throughout the manual provides the basic framework of whom is responsible for performing the various opera6onal roles but does not represent an exhaus6ve list of staff needed.

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Technical Delegate Assist. Technical Delegate National Technical Delegate

FIS Race Director Chief of Competition

Referees

Organisational Hierarchy

Chief of Protocol Marketing Director

Communications Manager Media Director

Event Coordinator

Chief of Competition Competition Secretary

Chief of Course Chief of Stadium Chief of Timing Chief of Security Head of Medical

Infrastructure Director Logistics Director

Head of Transportation Head of Accommodation

Finance Director Administrative Director

HR Director Volunteer Manager

Support Services Promotional JurySport

Organising Committee and FIS

400xVolunteers

It is best to consider the number of volunteers that will be needed during the initial planning stages of a World Cup. They will represent the largest number of workers before, during and after the event.

Getting the support of a large staff is essential, so ensure that areas that will need additional help are identified and define the types of roles required.

FIS Staff

CLICK ICON!

http://www.fis-ski.com/inside-fis/about/fis-staff/

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International Competition

Rules

The Interna6onal Compe66on Rules is the master source of all documents found within the FIS website. It acts as the official authorised document for all ma`ers and should be used as suppor6ng material throughout the organisa6on of a World Cup event.

http://www.fis-ski.com/inside-fis/document-library/freestyle-skiing/#deeplink=rules

http://www.fis-ski.com/inside-fis/document-library/nordic-combined/#deeplink=rules

http://www.fis-ski.com/inside-fis/document-library/alpine-skiing/#deeplink=rules

http://www.fis-ski.com/inside-fis/document-library/snowboard/#deeplink=rules

http://www.fis-ski.com/inside-fis/document-library/cross-country/#deeplink=rules

http://www.fis-ski.com/inside-fis/document-library/ski-jumping/#deeplink=rules

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The FIS Guide to Managing a World Cup

table of contents glossary toolbox

General Public

The Toolbox

Athlete Services

Finish Area

Table of Contents

01

Communications 13

Field of Play 24

38

51

61

Part 1

General Publ icThis section will cover: 1) Venue Playing 2) Public Village 3) Transportation 4) Traffic Regulations 5) Ceremonies

Key Words

Layout Flows Entry and exit points Access control points Information Centre

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General Layout Objective: Develop venue lay-‐out plan The details of the venue lay-‐out will depend on the specific characteris6cs of each loca6on but certain basic elements should remain consistent across any venue. The OC must develop and finalise a detailed local venue lay-‐out plan and submit that for approval to the FIS Office.

The general layout required for each World Cup venue includes:

• Flows • Restrooms • General Services/Signage • Tribunes • Giant Screen/PA System/Radio Communica6on • Compe66on Management Facili6es • Media Facili6es & Public Village (including the VIP Zone)

See the contractual agreement between the FIS, NSA and World Cup Organiser for suppor6ng material during planning process.

Suggested Role(s): Infrastructure Director & Logistics Director

General Public

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World Cup Agreement

http://www.fis-ski.com/inside-fis/document-library/ski-jumping/#deeplink=operationalDocuments

http://www.fis-ski.com/inside-fis/document-library/alpine-skiing/#deeplink=guildelines

http://www.fis-ski.com/inside-fis/document-library/snowboard/#deeplink=operationalDocuments

http://www.fis-ski.com/inside-fis/document-library/cross-country/#deeplink=operationalDocuments

http://www.fis-ski.com/inside-fis/document-library/nordic-combined/#deeplink=operationalDocuments

http://www.fis-ski.com/inside-fis/document-library/freestyle-skiing/#deeplink=guildelines

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Notes:Flows Objective: Develop venue flow map

The flows of the various venue users (athletes, team service, officials, guests/VIPs/sponsors, suppliers, public, etc.) will require careful planning specific to the set-‐up of each venue.

The flow must be specified and documented from the perspec_ve of each group, including:

• Entry and exit points • Access control points • Service areas (food, beverages, restrooms) • Informa6on Centre

A detailed venue flow map displaying this informa6on must be prepared by the OC to enhance and engage the experience of teams, fans and media.

Suggested Role(s): Infrastructure Director

• Keep in mind the customer experience and think about what you want fans to be thinking and feeling at the World Cup in all areas (eg. parking was easy and efficient).

General Public

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A sufficient number of rest room facili6es must be provided, with some including running water. The different sectors (e.g. team service village/compe66on management/media/VIP Zone/Public) will have different needs for rest room capacity and must be serviced accordingly.

Restrooms Objective: Ensure adequate number of restrooms

Suggested Role(s): Head of Infrastructure

General Public

03

General Services The different sectors of the venue will also have specific requirements for power capacity & power outlets, water, hea6ng, ligh6ng and waste management etc. services that must be carefully analyzed and planned. If staging a night event, it is compulsory to have a ligh6ng system on course.

Signage The various sec6ons of the venue must be well-‐divided and the sec6ons marked using easily understandable, coherent signage and the same zone designa6ons (colours/numbers) used in the accredita6on/access cards.

The FIS Guide to Managing a World Cup 04

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Tribunes Objective: Ensure enough tribunes are installed to prevent overcrowding and safety concerns

The OC will need to provide several tribunes (stands) at the compe__on venue, including:

Suggested Role(s): Chief of Stadium, Chief Steward, Infrastructure Director

1) One reserved for important guests and sponsors (VIP Tribune). The VIP tribune should be appropriately sec6oned off and offer various sea6ng arrangements, if possible. It should seat ca. 200 guests.

2) The photographers’ tribune should have 5-‐7 steps, with a depth of 50 cm, height (step-‐to-‐step) 40 cm and a width of 12 m -‐ ideally not connected to the TV pla^orm. It should be placed with a good view of the finish area.

The size and capacity of any other tribunes will depend on the local needs, capacity constraints and the es6mated number of spectators.

General Public

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Giant Screen Objective: Use site visit to assess screen size needed At a minimum, a large video screen must be located at the stadium such that it can be seen by as many spectators as possible.

The screen will be used to display start-‐lists, intermediate times and final results during the event.

Suggested Role(s): Logistics Director and Infrastructure Director

It should meet the following specifica_ons:

• LED Video Screen • Screen size of min. 53,5m2 in format 16:9 • Pixel distance of 19 mm • Lightness at 5.000 Nit • Installed on a mobile unit with turning radius of 180°

• Electronically controlled • Ability to reproduce a FBAS video signal

General Public

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Public Announcing System (PA) Objective: Ensure system is adequate for venue size and that a professional speaker(s) is hired

The organiser should engage professional, skillful and competent announcers and DJs for making the spectators proud to be part of a live interna6onal event. It is crucial and important to keep the a`en6on of the on-‐site public to ensure that they stay un6l the end of the races.

The specifica6ons of the required sound system and quality level will be provided by the FIS Office.

Radio System Objective: Develop a detailed communication plan

A radio communica6ons system that works over the en6re venue and facili6es must be provided for a minimum of thirty users (check with FIS) with mul6ple channels/frequencies for the dura6on of the event. The OC is also required to communicate to the par6cipa6ng Na6onal Ski Associa6ons (NSAs) the legal rules regarding the use of radio communica6ons systems.

Suggested Role(s): Logistics Director and Infrastructure Director

General Public

07


You always want to win, but you want to win by skiing a race that you're proud of and you feel like you really challenged yourself and left it all out there.

Bode Miller Alpine Skier

“”

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Public Village Objective: Ensure entertainment is always available when there is a break in the competition

Suggested Role(s): Chief of Stadium, Marketing Director, Media Director, Infrastructure Director, Logistics Director

When possible, sponsors, suppliers, athletes and teams should be incorporated into the entertainment to help enhance the World Cup atmosphere and to enhance the local tradi6ons of the event.

This area could include:

• A public food and refreshment area • Cultural Events • A stage for entertainment (eg. Celebrity or musical guests)

• Sponsorship ac6va6ons • World Cup youth clinics • Meet the stars, VIP events • School campaigns and par6cipa6on

The OC must allocate space in a dedicated area near the stadium for a public village including a VIP Zone, designed to organise side events (with the par6cipa6on of special guests, officials, media, sponsors, etc.), and to conduct various ac6vi6es to s6mulate public and media interest.

General Public

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Local Transportation Objective: Develop a detailed Transportation Plan

Local transporta6on needs must be mapped out in a detailed OC Transporta6on Plan and carefully orchestrated. An OC Point of Contact (POC) for any transport issues must be nominated at least three months in advance, and there must be a Transport Office to coordinate local transporta6on needs during the event.

Suggested Role(s): Head of Transportation

For teams and/or VIPs who do not have their own vehicles, the OC may be requested to:

• Assist with transporta6on from the airport. This service may be charged at cost price, but any charges must be communicated and confirmed in advance

• Transport from the hotel to the lij or finish area(s) and back to the hotel with reserved parking coordinated at each loca6on

• Pick-‐up athlete ajer they have completed an6-‐doping tes6ng (if necessary)

A radio communica6on system should be used for those in charge of coordina6ng the local transporta6on services.

General Public

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Traffic Regulations Objective: Parking lot regulations established and road closure permits obtained (if necessary) The OC must review the needs for and nego6ate with the responsible public authori6es the availability of local space and any street closures or non-‐event related traffic de-‐rou6ngs.

Parking at or near the compe66on venues can oken be every confusing, and unclear. Strict regula6ons should be put in place and parking lots clearly signposted in order to ensuring vehicles are well directed to and within the event (team, staff, guests, vip etc.). If this is not possible, a well-‐organised shu`le bus service should be offered.

Suggested Role(s): Head of Transportation

General Public

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Opening and Closing Ceremony Objective: Emphasize the World Cup values, incorporate local traditions and celebrate athletic achievements

The opening and closing ceremonies are an opportunity to bring together athletes, teams, spectators, media, celebri6es and community figures around a common goal. While an opening ceremony announces the World Cup, a closing ceremony celebrates success and highlights the compe6tors achievements. These ac6vi6es enable the organiser to bolster community support and to increase the visibility through digital, print and TV.

The organiser should begin the process by selec6ng a group of staff well in advance to form a planning commi`ee who will be in charge of all aspects related to the ac6vi6es.

The following areas should be covered during this planning process:

• Agenda • Master of Ceremony/Speakers • Venue (loca6on, sea6ng etc.) • Audiovisual Equipment (microphones, sound

system, screens etc.) • Dress Rehearsal

Review the World Cup Rules for addi6onal protocols related to the winner’s presenta6on, award ceremony and prize money.

Suggested Role(s): Chief of Protocols, Marketing Director, Media Director, Infrastructure Director, Logistics Director

General Public

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FIS Ceremony Guidelines

http://www.fis-ski.com/inside-fis/document-library/marketing/

Part 2

CommunicationsThis section will cover: 1) Branding 2) Marketing 3) Advertising 4) Broadcasting 5) Media Services 6) Post Event Report

Key Words

Brand Identity Host Broadcaster Visibility Brand Awareness Ambience Intrinsic

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FIS Guidelines

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World Cup Branding Objective: Maintain a consistent image across all forms of communications

It is effec6ve and consistent branding, combined with a unified “Look & Feel”, that contribute to a strong, posi6ve impact on the World Cup’s marketability and commercial exploita6on.

The essence and value of the series need to be captured and conveyed in a new and specific brand iden6ty (e.g. image and design) and incorporated into an overall (event) brand architecture. The long-‐term objec6ve is to have one dis6nct, consistent brand iden6ty for the FIS Ski World Cup, giving it more impact and interna6onal awareness, reflec6ng the intrinsic image, ambience, values and style of interna6onal ski and snowboard racing at its highest level.

Suggested Role(s): Marketing Director, Communications Manager, Event Coordinator

Communications

Brand Book & Style Guide

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http://www.fis-ski.com/inside-fis/marketing-and-communication/communication/documents/

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Advertising Rules Objective: Develop a promotional plan

The current “FIS Adver6sing Rules” are the basis for adver6sing possibili6es in the compe66on area, respec6vely the TV area. The OC assigned to carry out an event by the FIS and their NSA is responsible for the observance of these Adver6sing Rules.

It is the duty of the OC to implement an effec6ve promo6onal plan to promote the World Cup to poten6ally interested target groups and to secure a well-‐a`ended loca6on for the en6re dura6on of the event.

FIS Advertising Rules

The promo_onal material to be produced at the cost of the OC may include the following:

• Official event program • Official event billboard and flyers • OC press releases


Communications

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All Disciplines Available

http://www.fis-ski.com/inside-fis/marketing-and-communication/marketing/documents-resources/index.html

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Marketing Guidelines Objective: Develop a marketing plan

The FIS World Cup provides excellent opportuni6es for interna6onal and na6onal companies to associate their respec6ve brands and products to the FIS proper6es.

This sec6on provides the regula6ons and guidelines related to the marke6ng of the World Cup with the aim of implemen6ng effec6ve interna6onal and na6onal/local sponsorship programs. The informa6on herein is essen6al for the realiza6on of a successful business and marke6ng plan, required to sa6sfy all partners’ needs. Marke_ng objec_ves to hos_ng a World Cup event include:

• Growing the commercial value of the sport • Achieving the budget goals for a top ski or snowboard sports event • AHrac6ng large local and interna6onal audiences to meet the sponsors’ and partners’ needs

• Promo6ng aHrac6ve values, concepts and principles • Genera6ng opportuni6es for the par6cipa6ng athletes to become professional and well-‐known stars

FIS Marketing Guides


Communications

16

All Disciplines Available


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Social Media Objective: Develop a social media strategy

Social media should be used as a tool to help detail marke6ng aims and objec6ves for the World Cup. It is important to have a strategic digital approach that will allow the OC to successfully iden6fy the target audience and develop collabora6ve interac6ons with fans to gain valuable insights. Areas that should be covered in the social media strategy should include:

• Goals and objec6ves • Official event name and hashtag • Content calendar • Cross promo6onal opportuni6es with partners • Repor6ng and analysis tools

Remember that social media should be used to engage with fans and to involve them as much as possible. Find out what people want to see and make it as easy to share as possible.

Suggested Role(s): Marketing Director, Communications Manager

Communications

17

Notes:

• Not every social media platform needs to be used. Choose the ones which will best convey marketing objectives

• It is not about the quantity but the quality of the postings - incorporate athletes and their teams

FIS Social Media Hub

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GuidelinesDisciplines

http://www.fis-ski.com/inside-fis/document-library/communication/

http://www.fis-ski.com/inside-fis/social-media-hub/index.html


Branding Guidelines Ensure that the brand look & feel is communicated in a professional and consistent manner across all brand touch points, be these the press, television, internet, sponsors, industry, organisers as well as officials and athletes.

Applica_ons of brand guidelines apply to all below sectors:

• Print materials • Website • Venue decor and signage • Adver6sing and promo6on elements • TV/on screen graphics • Race gear / equipment • Gaming • Vehicle branding

A mee6ng(s) should also be organised with both the NF concerned and media rights holder to discuss the digital distribu6on of the World Cup.

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Broadcasting Philosophy Objective: Transmit, in picture and in sound, not only the rivalry and the facts but also the exciting intrinsic details of the sport

TV plays a key role in the marke6ng concept for the World Cup. The respec6ve host broadcasters (HBC) are responsible for high-‐quality TV produc6on in close collabora6on with the OC, and FIS Race Director/Event Coordinator.

The different courses will have varying requirements for infrastructure and equipment.

However, the latest technology should be leveraged to relay the excitement of the event including:

• A number of standard posi6ons on camera pla^orms • Special camera systems such as the cable camera, the rail camera system, camera cranes, Ski-‐ Doo’s, wireless transmission techniques, steadicams, pole-‐cams, hand cameras and a helicopter/zeppelin camera.

Technical TV broadcas6ng details can be found in the general manual and each of the discipline specific broadcas6ng manuals.

Notes:

• Costs of TV production including the construction of TV platforms is determined by the currently effective agreements for TV rights held by the respective NSAs and any agreements between the OCs and their NSAs

FIS Broadcast Manuals

Suggested Role(s): Chief of Race, Chief of Press, Chief of Course Equipment

Communications

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TV Inspection Objective: Transmit, in picture and in sound, not only the rivalry and the facts but also the exciting intrinsic details of the sport

A minimum of three months prior to the event, the OC must arrange to meet with the FIS Event Coordinator and the HBC to discuss the organisa6on of TV Broadcas6ng, to determine camera posi6ons and the height of the planorms as well as to iden6fy any special requirements for excep6onal TV layouts, start intervals etc. It is also recommended to schedule an addi6onal inspec6on closer to the date to incorporate any adjustments as a result of weather condi6ons.

Suggested Role(s): Chief of Race, Chief of Press, Chief of Course Equipment, Event Coordinator

To keep growing in terms of media impact, we need to work hard on keeping our sport attractive during the whole competition, as viewers tend to pick their moments.

Marcel Looze FIS Marketing Manager

“”

Communications

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Advertising Positioning Objective: Work with partners to build the World Cup image and increase its brand awareness

Together with this manual, the FIS Adver6sing Rules and the FIS Marke6ng Guide the basis is provided for adver6sing possibili6es in the compe66on/TV area at each venue. They are binding on the OC for the organisa6on of the World Cup events.

Suggested Role(s): Marketing Director, Chief of Race, Chief of Press, Chief of Course Equipment

The OC together with the HBC and any marke6ng agency must clear a final check by the FIS staff and a jury member 48 hours before the compe66ons. This refers especially to camera posi6ons, the installa6on of adver6sing spaces and special adver6sing elements.

FIS Advertising Rules

Communications

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Suggested Role(s): Chief of Media, FIS Media Coordinator

Commentator Facilities Objective: Ensure technical and room size specifications have been met

Depending on the specifics of the contractual agreements held by the NSA owning the TV broadcas_ng rights to the event, commentator boxes provided by the OC for TV and radio sta_ons may have to entail, but not limited to the following:

• Posi6oning ensuring the visibility into the finish • Sound-‐proofed • Sufficient space for a commentator, a co-‐commentator and an interview partner • Sufficient desk space for documents, laptop and note-‐taking • Hea6ng and 2-‐3 coat hooks • Technical installa6on with TV and data monitors • Internet connec6ons (LAN or WLAN) and power supply with at least

eight power sockets • Quick delivery system for training, qualifica6on and race results • Food, beverage and snacks must be made available

Communications

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Media Centre Objective: Deliver the best information to on-‐site media and provide excellent and safe working conditions

A Main Media Centre (MMC) is essen6al, and is ideally located near the finishing area. If the distance from the Finish Area is more than 10 minutes walking distance, a Sub-‐media centre with same services as the MMC but smaller scale should be considered.

It should aim to provide high quality service for:

• Print/digital journalists and photographers • Reporters/commentators working for

rights-‐holding and non-‐rights holding TV/Radio broadcasters

• Cameramen/technical staff working for any radio/TV

Notes:

• 75% of accredited media should have a working station in the media centre

• Provide a reliable Wi-Fi free of charge

• Food and beverage should be offered

• The Media centre shall open at least one day before the first race

Suggested Role(s): Chief of Press, Infrastructure Director, Logistics Director

Communications

23

By providing the media with the proper technical systems, an OC can ensure a faster workflow and delivery of stories across the world.

Jenny Wiedeke FIS Communications Manager

“”

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Media Services Objective: Provide fast and reliable World Cup information

In order for media to effec_vely cover a World Cup event, it is important that the OC provides the following services at the Media Centre:

• Provide wriHen features, previews and race reports • Prepare a Media Guide • Arrange mee6ng point with athletes • Deliver flash quotes to the journalists on loca6on as well as off-‐site media from finish area and press conferences. Distribute in the MMC and on website ASAP ajer event

• Offer addi6onal stories for media if a compe66on gets postponed • Prepare various press conferences (A must at 6tle events!) • Send out program changes and important informa6on to media to a list of mobile numbers that the media provided as part of their request for accredita6on – include SMS sign-‐up in your form! Set up different groups of media: photo, TV, wriHen

Suggested Role(s): Chief of Press, Communications Manager

Notes:

• At least one IT technician shall be assigned by the OC to assist journalists

Communications

24

FIS Media Guide Example

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http://www.fis-ski.com/cross-country/extra/media-guide.html

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Post-‐Event Report Objective: Enable more informed decisions and more efficient World Cup planning

Post-‐event feedback is important to any World Cup organiser as it provides the reality check of what went right or what went wrong during the event. Keeping track of feedback is important to progressively improve every year. World Cup planning is a complicated procedure that requires flawless communica6on and teamwork from all staff. Everything needs to be taken into considera6on, from the very start. The following areas should be considered when designing a post-‐event evalua_on:

Review past Post Event Reports for suppor6ve material. Suggested Role(s): Chief of Protocol

Evalua_on Methods:

• On-‐site ques6onnaire • Online survey • Focus groups • Staff observa6on

Sources of Informa_on:

• Spectators • Athletes/Teams • Staff and volunteers • Secret spectators • Media • Public authori6es • Sponsors

Post Event Reports

Communications

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Part 3

F ield of Play

Key Words

Homologation Evacuation Routes Triage Protocol Contingency Plan Sanitation

This section will cover: 1) Track Specifications 2) Course Areas 3) Grooming 4) Timing 5) Emergency Information 6) Sustainability

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Course Specifications Objective: Ensuring the course is certified or homologated

The Homologa6on Manuals are intended to be a useful resource that should help to formulate a be`er and correct understanding of the FIS Interna6onal Compe66on Rules (ICR) norms for course design, and thus provide the best possible courses for all levels of skiers.

The FIS appoints inspectors to carry the special responsibility for taking care of the best tradi6ons in a discipline’s course design, and at the same 6me develop courses that are well suited for all compe66on formats.

Suggested Role(s): Homologation Inspectors, FIS Race Director, Chief of Course

Field of Play

FIS Homologation Manuals

The homologa6on evalua6on includes more than just the course design. The stadium layout and the infrastructure installa6ons are also part of the overall evalua6on. The resul6ng cer6fica6on represents a FIS stamp of approval indica6ng that the site is physically capable of accommoda6ng interna6onal FIS compe66ons.

This process is not just a set of standards, but it is a process for cer6fica6on that provides a forum for construc6ve discussion between organisers, FIS and inspectors.

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http://www.fis-ski.com/inside-fis/document-library/cross-country/#deeplink=homologations

http://www.fis-ski.com/inside-fis/document-library/alpine-skiing/#deeplink=homologations

http://www.fis-ski.com/inside-fis/document-library/freestyle-skiing/#deeplink=homologations

http://www.fis-ski.com/inside-fis/document-library/ski-jumping/#deeplink=homologations

Course Areas (Must be reviewed by each discipline)

Warm-‐Up Course Warm-‐up courses for the compe6ng skiers are required as skiers are normally not allowed to warm up on the compe66on courses. The warm-‐up course should be adjacent to but separate from the compe66on courses and op6mally close to the wax cabin area and ending close to the stadium and start area. The warm-‐up courses should include hills where the compe6tors can test the kick wax for classical technique races. It is important that the warm-‐up courses are groomed at the same 6me and with the same equipment as the compe66on courses.

Coaches/No-‐Coaching Zones The OC must place signs adjacent to the course in these places for coaches and team leaders to observe (non-‐ compliance leads to sanc6ons!). These loca6ons should also be discussed and shown on a map at the Team Captains’ Mee6ng. Extra grooming width will be considered in certain recommended areas for coaches/feeding zones.

Evacua_on RoutesThe medical evacua6on routes from the course must be carefully planned and shown on a detailed map of the course.

The route planning must be accompanied by detailed planning of safety procedures and roles and responsibili6es on the course in case of an emergency.

First Aid Placements A map must be prepared showing the placement of the first aid sta6ons on the course.


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Grooming Objective: Provide a course that is smooth across the entire surface

Proper grooming for training and compe66on is among the most important elements of World Cup events.

To best be able to provide an op6mal skiing surface, the important elements to consider for an organiser include summer prepara6ons, grooming equipment and a`achments, and proper grooming procedures for all possible weather situa6ons.

Warm-‐up areas should be groomed at the same or similar 6me as those for compe66on. This means that to provide op6mal condi6ons for the athletes and coaches, the ski test area, the stadium and the courses should be groomed with separate machines at the same 6me.

There must be a detailed schedule prepared by the OC for the tes6ng and training 6mes available to the teams in due course before the event. This informa6on must also be communicated in the Team Captains’ Mee6ng.

Suggested Role(s): Chief of Course, Chief of Course Equipment

Field of Play

Notes:

• Grooming for official training and Jury inspection should be completed as for race day on approximately the same schedule

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Grooming for Competition Objective: Develop a working map of the track area

The specifics of grooming for compe66on will be decided in a mee6ng aker the final inspec6on by the Jury.

The working map of the track area should be consistently updated and must be developed with the following items:

• Course routes • Controller posi6ons • Marshal posi6ons • Key fencing • Sign posi6ons • Access routes • TV camera posi6ons • Sponsor banner placement

Suggested Role(s): Chief of Course, Chief of Course Equipment

Field of Play

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Course Marking, Barricading and Fencing Objective: Develop a detailed plan of the course markings, barricading and fencing

The final fencing should be done the morning before the event and there must be a final check of course marking just prior to the compe66on.

Suggested Role(s): Race Director, Chief of Course, Chief of Course Equipment

Field of Play

The portable fences used inside the stadium should be:

• Made of light material and easy to move and setup

• Stable and sufficiently solid (no plas6c bands) • Easy to store in a space efficient way • At least a height of 1.25m to stop persons from

crossing • Ideally blue or white (BeHer for TV picture)

It is also important to make sure people cannot climb through the fence (use mesh or a banner if needed). Lower fences can be used if the purpose of the fence is to stop athletes from skiing into a certain area.

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Timing Methods and Systems (Not applicable to ski jumping) Objective: Guarantee a high technical standard of measuring systems, evaluation and assure a consistent brand identity

The details of the services provided by the FIS Timing Services provider are specified in the Service Catalogue SWISS TIMING. The adver6sing possibili6es for Data & Timing on the course, in the TV insert and on printed adver6sing documents only belong to the FIS Timing Service.

Refer to the Timing Booklet for the complete 6ming specifica6ons and backup system set-‐up.

Field of Play

32

Suggested Role(s): Chief of Timing and Calculations

FIS Timing Catalogue

i

ii

http://www.fis-ski.com/inside-fis/document-library/cross-country/#deeplink=operationalDocuments

http://www.fis-ski.com/inside-fis/document-library/nordic-combined/#deeplink=operationalDocuments

http://www.fis-ski.com/inside-fis/document-library/ski-jumping/#deeplink=operationalDocuments

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i

Emergency Information Objective: Develop an emergency and evacuation plan

The safety of the compe6tors is one of the main concerns of any event organiser at any level of compe66on. The OC must also be prepared to provide first aid and emergency services for the spectators or other event par6cipants.

The OC should establish that the following facili_es and resources are available to be involved in event:

• On-‐site facility – triage (place of ini6al assessment) • Nearest fully equipped facility, on-‐site staff physicians • Nearest Trauma Centre • Evacua6on plan; routes, procedures -‐ ambulances, helicopter, etc

Determine training days as well as event days to be covered with emergency personnel and schedule accordingly. Outline clearly for teams the differences in triage, evacua6on and follow-‐up care between training days and event days.

Notes:

• Establish back-up system that would fall into place if one major evacuation is utilized, i.e., be prepared and plan for multiple major incidents that may occur at one event

• Develop maps with the appropriate access routes for emergencies

FIS Medical Guide

Field of Play

33

http://www.fis-ski.com/inside-fis/medical-antidoping/medical-publications/

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Suggested Role(s): Chief of Medical and Head of Medical

Organise on-‐course coverage in terms of 1st responders, event physicians and team physicians.

Typically, Ski Patrol is the 1st response for triage on course injury with the back-‐up of physicians for severe trauma accidents. They are in charge of the injury site. If they need assistance, they will call for back up. In general, Ski Patrol act as the first response to a downed athlete and they carry standard first aid – ski patrol backpacks. These staff should be placed along the course in areas that will always allow them to have the athlete in view.

Notes:

• Ski Patrol numbers/staffing determined by the nature and course of event

• Team physicians are available on course or in the venue to assist if asked with care of their athletes. They can be helpful in communication

Event physicians are the 1st-‐2nd response depending on the severity of the accident. They should be qualified and well versed in medical emergencies and evacua6on procedures. Should a severe accident occur, one of these physicians accompanies the injured to the hospital.

The evacua6on of an injured person off the course is the priority once stabilized and Ski Patrol is best trained for this process.

Field of Play

34

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Event Sustainability Objective: Develop a viable environmental policy

It is important to deliver excellent value not only in terms of the condi6ons for athle6c performance but also in terms of cultural and environmental impact of the event.

There are many ways to implement such environmentally conscious prac_ces, that typically include:

• Loca6on of the event -‐ sports facili6es • Equipment (eg. Energy saving features in electronics) • Transporta6on (eg. ShuHle buses) • Accommoda6on (eg.. Hotels within venue walking distance) • Energy consump6on (eg. Water saving and paper conserva6on) • Food, sanita6on, and waste management (eg. Minimal packaging)

While some waste is unavoidable, good waste management can greatly reduce it. The OC must do its utmost to iden6fy ways to reduce produc6on of waste and, to the extent possible, arrange for the possibility to sort and recycle at the venue.

Notes:

• Take special care to define an ecologically sound plan for snow production, taking advantage of the latest know-how in minimizing the use of both water and energy

• Preference should be given to local products and renewable materials and energy sources

FIS Green Event Manual

Suggested Role(s): Chief of Course, Infrastructure Director

Field of Play

36

http://www.fis-ski.com/inside-fis/development/fis-sustainability/

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Specific Regulations Objective: Have a series of contingency plans in place

As it is difficult to control every element of an event, it is important that the OC develops a series of con6ngency plans to alleviate the impact of unforeseen circumstances.

World Cup Cancella_on or Postponement The factors to be considered for the cancella6on or postponement of a compe66on are:

• Temperature, weather condi6ons, snow condi6ons

• Course condi6ons

The decision to cancel or postpone an event can only be made in consulta6on with FIS, the NSA and Jury.

Upon a decision, the OC must immediately inform the NSAs, the media and post the informa6on on the internet.

At title events, the biggest challenge is also the greatest unknown: the weather. That’s why it is important to be ready with contingency plans; you need plans B and C as well.

Markus Waldner FIS Chief Race Director, World Cups

“”

Field of Play

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Refund Policy If a compe66on is postponed, compe6tors who have paid the entry fee (If applicable) should be allowed to compete in the postponed compe66on without addi6onal charge. There is no refund if a compe6tor decides not to par6cipate in the postponed compe66on.

Refund policy for cancelled compe66on should be stated in the announcement for compe66on.

Liability and Insurance The OC must take out liability insurance for all members of the Organizing Commi`ee.

All compe6tors par6cipa6ng in FIS events must carry accident insurance, in sufficient amounts to cover accident, transport and rescue costs including race risks. The NSAs are responsible for adequate insurance coverage of all their compe6tors sent and inscribed by them.

Suggested Role(s): Chief of Race, Race Director

Field of Play

38

Part 4

F inish Area

Key Words

Protocol Wax Cabin Inspection Visit Non-‐Event Security -‐ Checkpoints

This section will cover: 1) Competition Facilities 2) Mixed Zone 3) Service Area 4) Accreditation 5) Access Control

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Suggested Role(s): Infrastructure Director, Logistics Director

Competition Management Facilities Objective: Ensure all major operations have the appropriate facilities

A Compe66on Management Facility will normally func6on as the Opera6ons, Communica6on and Informa6on Centre between the event’s Compe66on Commi`ee and all par6cipa6ng teams. It should op6mally be situated directly across or near the finish line.

At a minimum, include:

• Timing & Results Services • Announcing • The Jury • The FIS • Race Secretariat • Team Captains’ Mee6ng room (TCM) • Accredita6on room • An6-‐Doping Facility (if not near service area)

A monitor(s) should be made a available to FIS/competition management featuring the international signal of the races. Check with FIS regarding the requirements regarding the number of monitors needed and their positioning.

• Even if they will not be used, it is important to book enough rooms for operational activities

• Determine the accessibility of each designated room within the facilities and if any restrictions exist. i.e non-event security checkpoints

Notes:

Finish Area

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Mixed Zones Objective: Develop a Mixed Zone set-‐up

Immediately aker the end of the compe66on, the winning athletes are requested for TV and Radio interviews. At the same 6me, the press is also reques6ng interviews with these athletes. It is very important that the OC prepares for the pressure in this area, and maintains order.

Ensure the Mixed Zone set-‐up includes the following guidelines:

• The only path for the athletes to exit from the Finish Area should be through the Broadcast and Press Mixed Zone

• Press Mixed Zone should be long rather than deep, such that as many press persons as possible can be along the fence being able to interview athletes

• A draj version of the Mixed Zone set-‐up should be ready for the FIS site inspec6on -‐ details will be discussed and clearly defined during visit

Example: Mixed Zone Cross-‐Country

Finish Area

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The design of the Mixed Zone must enable the TV and radio reporters to have interviews with all the athletes during live broadcasts. The space alloca6on and procedure must follow the exis6ng standards.

A drak version of the Mixed Zone set-‐up should be ready for the FIS site inspec6on and details will be discussed and clearly defined during the inspec6on visit by the FIS Staff, the HBC and the interna6onal rights holder.

Example: Mixed Zone Alpine

Suggested Role(s): Chief of Press, Race Director, Infrastructure Director

Finish Area

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Athlete Testing Objective: Establish testing protocol, and station set-‐up with selected Doping Control Agency

In-‐compe66on control tests will be carried out by a specialist Doping Control Agency appointed by FIS in accordance with the FIS Rules/World An6-‐Doping Code.

The specialist Agency will iden6fy where unannounced in-‐compe66on tes6ng is carried out and make direct contact beforehand with the OC in regard to the logis6cal arrangements. All Doping Control Officers and chaperones (six-‐twelve) require the necessary accredita6on to access the relevant sectors.

The OC shall provide a Doping Control Sta6on that is used solely as a Doping Control Sta6on for the dura6on of the event. It should be situated near to the loca6on where the press conference is taking place (finish area, press conference vicinity) and clearly marked.

Finish Area

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Any other in-‐compe66on doping controls by the Na6onal Doping Agencies and their costs remain the responsibility of the na6onal agency, the OC or the NSA depending on the na6onal arrangements.

FIS pays for the doping control services carried out by the specialist Agency but on-‐site expenses and arrangements of the doping control officers for meals and accommoda6on are covered by the OC.

Suggested Role(s): FIS Appointed Doping Control Agency

FIS Anti-Doping

The blood tes6ng sta6on (if applicable) requires an addi6onal secure room for the analysis of the blood samples that can only be accessed by the qualified expert. Where possible the blood tes6ng should take place in the same facility as the doping control sta6on.

Finish Area

44

http://www.fis-ski.com/inside-fis/medical-antidoping/anti-doping/

i

Say NO! To Doping is an awareness campaign created by the World An6-‐Doping Agency (WADA) for organisa6ons to unite in support of doping-‐free sport. FIS is fully commi`ed to the fight against doping and is proud to have WADA‘s endorsement for its Clean as Snow campaign which incorporates the WADA guidelines. 14 interna6onal organisa6ons have so far embraced WADA’s awareness campaign, including FIS.

The Clean as Snow campaign is FIS’ message to Say NO! to Doping in the interest of Fair and Clean sport.

FIS Clean As Snow

45

http://www.fis-ski.com/inside-fis/medical-antidoping/clean-as-snow/


Service Areas In or very near the stadium area, there must be a sufficient number of shelters, permanent buildings or good quality temporary structures, in which teams may store equipment, wax skis and keep warm.

The wax cabins must be provided with:

• Ven6la6on – adequate for exhaus6ng wax fumes

• Lights and electric power outlets • At least 20 degrees Celsius • Locking doors (keys for teams) or security controllers

Each team that has no waxing truck, should have its own cabin but combining more than one team per cabin is allowed if work-‐space and security requirements permit.

In addi6on to the cabins, in the athletes’ area, a changing room/tent for athletes and as well a FIS Family lounge with catering must be provided. Both area’s should have a minimum size of 60 sqm. Parking space for teams must be provided within a reasonable distance of the cabins. A loudspeaker from the public address system should be placed near the cabins.

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Refreshments Objective: Food and beverages must be made available at the service area

The team service staff and athletes must have access to a meal service during the en6re day in the FIS Family lounge.

Access Objective: Areas must be secured 24/7 The service area must be fenced off and controlled, with teams and athletes given access to this area 24 hours a day.

Over-‐night security must also be provided by the OC for the head-‐broadcaster equipment and vehicle area.


Finish Area

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Accreditation System Objective: Provide highly professional service and to ensure the consistency of access control

The accredita6on system is the main tool for controlling access to the specific sectors of the venue, inspec6ons, assis6ng in managing compe66on opera6ons, and the flow of the different groups at the event, including par6cipa6ng teams, sponsors, officials and the interna6onal and na6onal media.

The following members must register for accredita_on (typically online):

• All OC staff and volunteers • All athletes and team staff • Sponsors, media and guests

The access privileges will be displayed on the accredita6on cards, given to each individual. The accredita6on cards will be individually numbered with each area given a specific number (see right for accredita6on codes).

Accreditation Codes

1 Team Area

2 Team Hospitality

3 Special Lig Access

4 Guest and Industry Area

5 Media Area

6 Photo Area

7 TV Compound

8 Media Centre

Finish Area

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If further access control is required within the compe66on venue, supplemental creden6als will be used, such as armbands and course access bibs. A VIP Pass will give access to the VIP Zone and the VIP Tribune. A 6cket may or may not be required (based on an OC decision) to enter the spectator sectors at the compe66on venue.

Armbands will give access to specific sectors in the venue. During a normal World Cup, the FIS Season bibs are enough.

A system of course access bibs will control access to the compe66on courses, and to easily iden6fy from a distance, a course user. Athletes, coaches, and service staff are allowed on courses only at certain 6mes and on certain courses.

It will be the responsibility of the OC to ensure that people accredited with proper accredita6ons cards or other creden6als have unhindered access to the relevant sectors but only to those ones they are en6tled to access.

Suggested Role(s): Accreditation Manager, Head of Volunteers and FIS IT Manager

Notes:• Detailed information to the current FIS

Season bibs will be provided in the FIS Marketing Guide

• Liaise with FIS Information Technology department to organise accreditation logistics

Finish Area

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Access Control Objective: Establish safety and accreditation procedures

The OC is responsible for arranging 24h security service for the compe66on venue during the event.

Any individual entering the compe66on venue will only be allowed to do so if they possess a 6cket or a proper accredita6on. A group within the OC or a professional en6ty contracted by them must conduct access control at all entry points in a professional, friendly manner (no children!). These points must be carefully determined based on the detailed venue lay-‐out.

Notes:

• Have supervisors check on the security guards often when on site to make adjustments when appropriate

• Having proper signage and barriers will help eliminate crowds and also direct people


Finish Area

50

Part 5

Athlete Services

Key Words

Chaperone Credentials Bibs A`achés

This section will cover: 1) Accommodation 2) Immigration 3) Schedules/Registration 4) Team Captains Meeting

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Quality, Costs and Availability Objective: Ensure an adequate number of rooms are made available for all participants, including media and FIS -‐ at an affordable rate

The OC must nominate a staff member to be responsible for coordina6ng all accommoda6on arrangements at the venue in ques6on, together with the local tourism organisa6ons.

The OC shall pay or contribute to the travel expenses of (see WCR):

• Top ranked athletes based on the most up-‐to-‐date World Ranking List • Race Director, Event Coordinator, TD, TDA and na6onal TDA, FIS PR & Media Coordinator, FIS Marke6ng Support, Timing & Data service and FIS Marke6ng AG (as per the WCR and by individual contract)

For the other FIS World Cup team members the OC shall offer:

• Rooms and full board -‐ for three stars per person (basis full board, 1 drink, max. two persons per room) -‐ Consult with FIS for pricing

• Accommoda6on prices can not be higher than the official local prices offered at the 6me of the World Cup event

• If teams wish to use other hotels than the ones proposed, the effec6ve costs must be paid, and the OC must pay to the NSA

Notes:

• For Guests/VIPs (local) it may also be necessary to arrange a shuttle service from the hotel to the competition venue and back

• A radio communication system should be used for those in charge of coordinating the local transportation services

Athlete Services

World Cup Rules

53

http://www.fis-ski.com/inside-fis/document-library/alpine-skiing/#deeplink=rules

http://www.fis-ski.com/inside-fis/document-library/snowboard/#deeplink=rules

http://www.fis-ski.com/inside-fis/document-library/cross-country/#deeplink=rules

http://www.fis-ski.com/inside-fis/document-library/nordic-combined/#deeplink=rules

http://www.fis-ski.com/inside-fis/document-library/freestyle-skiing/#deeplink=rules

http://www.fis-ski.com/inside-fis/document-library/ski-jumping/#deeplink=rules

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The par6cipa6ng NSAs are obliged to provide to the OC the final size of their team 10 days before the start of the compe66on (size tolerance -‐/+ 10 %). If the NSA changes the size of the team by more than 10 %, the NSA is obliged to pay the difference. If the team size is bigger than indicated, the actual costs must be paid by the NSA.

Each team has the right (for each gender) to have one single room without any addi6onal costs. All other single rooms may incur an addi6onal charge.

Notes:

• The distance for travel between the hotel and the competition site must not exceed 25 km.

• An athlete equipment storage area should be near the competition venue and/or the team accommodation, whichever is more appropriate

Suggested Role(s): Head of Accommodation

Financial condi6ons including reserva6on and cancella6on process apply as stated in the WCR. Travel and accommoda6on payments can be made by cash or bank transfer (the decision is up to the OC). The payment of the actual hotel bills has to be made by each team directly locally. Payment by credit card must be possible.

Athlete Services

54

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The team info guide should include the following informa_on:

• Accommoda6on and transporta6on • Waxing facili6es • Course descrip6ons with profiles • Compe66on program • Race office contact details • Time and place of Team Captains’ Mee6ngs • Time and place of the official prize ceremonies • Any other relevant informa6on

It is important to consult with FIS during this stage to iden6fy what informa6on will be placed in the team info guide -‐ to avoid overlapping work by the OC.

Team Reception, Attachés and Information Objective: Develop a team info guide

Suggested Role(s): Logistics Director, Communications Manager

Team Info Guide Example

Given the intense compe66on calendar, it is important for the OC to provide the proper services to ensure that the athletes and teams are able to focus on compe6ng and recovering, rather than worrying about such logis6cal details:

• A team recep6on service at each hotel to take care of any urgent concerns. • An aHaché provided free of charge by the OC if warranted by any team or athlete

Athlete Services

56

http://www.fis-ski.com/cross-country/extra/team-info.html

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Immigration Information Objective: Collect and distribute immigration information to applicable teams

Depending upon the loca6on of the compe66on, it may be necessary for select teams to obtain an entry visa in order to par6cipate in the World Cup.

Suggested Role(s): Head of Accreditation

To help with the applica_on process, the OC must contact their country’s Customs and Immigra_on Department to determine the following:

1. Which countries require a visa to enter the host country? 2. The loca6on of the consulate or embassy of those countries requiring a visa

Upon confirming which teams will be fully affiliated with the World Cup concerned, the OC will obtain a le`er of invita6on template from FIS that will be sent to the the teams requiring a visa; with FIS copied on all visa le`ers.

Athlete Services

57


Daily Schedules The defini6ve daily schedules and star6ng 6mes will be established between the OC, HBC, other interna6onal TV sta6ons and the FIS and published in the Team Info Guide.

The schedules should include at least the following:

• Team Captains’ Mee6ngs • Race Office opening hours• General star6ng 6mes• Official training/service area and

opening hours

Registration To register the par6cipa6ng teams, the official FIS online registra6on system (FOU System) needs to be used with each compe6tor signing an athlete declara6on during this period.

Proposed registra6on deadlines are outlined in the World Cup Rules and Interna6onal Compe66on Rules -‐ regular FIS rules will apply.

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Team Captains’ Meeting Objective: Outline the schedule, important technical and administrative issues of the World Cup event

The first and perhaps best impression the OC can give to the a`ending teams and team leaders is at the first Team Captains’ mee6ng.

Usually, the Chief of Compe66on conducts the mee6ng and 2-‐3 persons from each par6cipa6ng team as well as the OC, FIS staff and Jury members. Time and loca6on of the first Team Captains' Mee6ng and of the draw must be shown in the programme.

The invita6ons for all other mee6ngs have to be announced to the team captains at their first mee6ng.

Suggested Role(s): Chief of Race

Notes:

• Start bibs can be distributed at the daily Team Captains’ Meetings or directly before the start. They are produced by the FIS Marketing AG.

• Have a fluent english speaker or translator on hand to ensure information is understood by all in attendance

Athlete Services

59

Team Captains’ Meeting Checklist

http://www.fis-ski.com/mm/Document/documentlibrary/Telemark/03/34/79/ChecklistForTeamCaptainsMeeting_English.pdf

INTERNATIONAL SKI FEDERATION FEDERATION INTERNATIONALE DE SKI INTERNATIONALER SKI VERBAND Blochstrasse 2; CH-‐ 3653 Oberhofen / Thunersee; Switzerland Telephone: +41 (33) 244 61 61 Fax: +41 (33) 244 61 71 Website: www.fis-‐ski.com 60

http://www.fis-ski.com

Part 6

The ToolboxThis section will cover: 1) Glossary 2) Checklists 3) Templates

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General Public

Glossary

Layout The master plan that arranges a venue’s different areas into a single document

Flows Spectator streams in and out of the venue and through the different venue areas

Entry and Exit Points The pathway into or out of a specific area

Access Control Points Spots where personnel can control how people enter an area through a screening process

Information Centre Location where spectators can find event information, including schedules and maps

Communica_ons Brand Iden_ty How an event wants to be perceived by the public (e.g. logo, adver6sing, event name)

Host Broadcaster Broadcas6ng Service Company in charge of TV produc6on for the interna6onal feed

Visibility The degree to which an event or ac6vity has aHracted general aHen6on

Brand Awareness Extent to which an event is recognised by poten6al consumers

Ambience The mood that is created from a specific environment

Intrinsic The specific quali6es resul6ng from the nature of an event

iii


table of contents glossary toolbox Glossary

Field of PlayHomologation Granting of approval by an official authority (FIS)

Evacua_on Routes The pathway used to send people to a place of safety, away from a dangerous area

Triage Sor6ng of pa6ents according to the urgency of their need for care

Sustainability The use of methods that do not completely use up or destroy natural resources

Con_ngency Plan A course of ac6on to take if the preferred plan fails

Sanita_on Measures to ensure cleanliness and protect health

Finish Area Protocol The system of rules controlling a specific ac6vity

Wax Cabin Facility in which athletes can prepare and wax their skis/ snowboard prior to compe66on

Inspec_on Visit An official examina6on of the venue grounds by FIS or approved staff

Non-‐Event Security Areas within the venue that are Checkpoints secured by a non World Cup related en6ty

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Athlete ServicesChaperone A person that accompanies or looks ajer another person or group or people

Creden_als The evidence of a par6cular status, rights privileges (e.g. Accredita6on)

Bibs A garment used for iden6fica6on -‐ typically used for suppor6ve accredita6on and/or athlete purposes

Alachés A person who verbally translates from one language to another

Glossary


On-site World Cup Planning

Date Morning Afternoon Evening

Week and Day • Activity? • Who is responsible? • Number of staff needed?

• Activity? • Who is responsible? • Number of staff needed?

• Activity? • Who is responsible? • Number of staff needed?


World Cup Checklist

1-‐ 2 Years General Layout

Finalise and submit venue lay-‐out plan to the FIS Office Involve every group in the planning process of entry and exit points, access control points, various service areas and informa6on points

General Services Carefully analyse and plan different needs and requirements for power, water, hea6ng, lightening, waste management and restrooms in the different sectors (e.g. team service and public village)

Accommoda_on Appoint Head of Accommoda6on Follow accommoda6on requirements according to the WCR Make secured ski storage area near the compe66on venue and/or the team accommoda6on available

Transporta_on Develop Transporta6on Plan Analyse availability of parking at or near the compe66on venues Discuss traffic situa6on been with the public authori6es

Branding The colour, FIS stripes, layout grid, typography, charts & tables are according to the FIS branding guidelines The FIS World Cup logos are used appropriately All publica6ons must be approved by FIS

Environment Take environmental considera6ons regarding transporta6on, energy consump6on, food & accommoda6on, water management & sanita6on, and waste management?

• Put recycling system in place • Consider local products for the food & beverages

services Team Services

Publish in the Team Info Guide issued in middle of September by FIS the following informa6on concerning:

• Accommoda6on • Transporta6on • Waxing facili6es • Course descrip6ons with profiles • Compe66on program • Race office contact details • Time and place of Team Captains’ Mee6ngs • Time and place of the official prize ceremonies • Any other relevant informa6on related to events and ac6vi6es the teams are expected to par6cipate in

Media Centre Appoint Chief of Media Agree on the loca6on of the Main Media Centre and Sub Media Centre


6 Months Event and Ceremony Produc_on

The venue producer and main announcer is appointed and approved by FIS Key responsibili6es are assigned

Radio Communica_on System Develop communica6on plan Provide radio communica6ons system with mul6ple channels/frequencies for a minimum of 30 users Communicate legal rules regarding the use of radio communica6ons systems to the NSAs

Transporta_on Nominate OC Point of contact for transporta6on issues Set-‐up Transport Office Put a communica6on system among those in charge of the transporta6on systems in place Make transporta6on from the nearest airport available to athletes without own vehicles Communicate the charges of this service Make free shulle services available For athletes between the hotel and lik or finish area For media between accommoda6on and the media centre For guests/VIPs between the VIP hotel and compe66on venues For spectators between the Park & Ride loca6ons and compe66on venues

Notes:

3 Months

World Cup Checklist


Accredita_on Register all athletes, team staff, OC staff, sponsors, media and guests online Print all access cards Produce bibs Create procedure in case of accredita6on lost

Team Services Appoint a senior point of contact for athlete and team services Set-‐up team recep6on service at each hotel

Alachés/interpreters Make enough aàchés available to each team on race days

Informa_on regarding immigra_on and visa Send leèr of invita6on to teams requiring visa Copy in FIS on all these leèrs

Police and Security Services Put in place a 24h security service for the compe66on venue

Access Control Plan and organise the access control, if applicable in liaison with a contracted professional en6ty

3 Months Extreme Weather Plan Have the following precau6ons been planned for:

Cold temperatures: where are measurements taken

what are exact limits who makes decisions extra blankets for skiers at finish indoor facili6es for volunteers addi6on warm spot of the volunteers (to avoid too big crowd

in the finish tent) Heavy snow: extra volunteers extra grooming machines extra fore-‐runners 6ming of grooming 6ming of fore-‐runners interface with Jury interface with venue/site management interface with transporta6on Wind: extra stadium and course volunteers 6ming of grooming methods of aàching banners and securing fences Rain: volunteer preparedness (rain-‐coats) extra food and warm clothes indoor facili6es for volunteers

World Cup Checklist


Event and Ceremony Produc_on A mee6ng is arranged 2-‐3 months prior to the event pertaining to the event and ceremony produc6on; invi6ng all related personnel are present The budget is approved The plan is sent and approved by FIS Banner built and set up according to the bannering plan -‐ send to FIS Marke6ng AG to have approved (the podium and backdrop will be brought by FIS Marke6ng AG)

3 Months Medical Services

Appoint the Head of Medical and Rescue Service Make the following facili_es available for the event

On-‐site facility – Triage (place of ini6al assessment) Nearest fully equipped facility, on staff physicians Nearest Trauma Centre Evacua6on Resources; ambulances, helicopter, etc

Put a back-‐up system in place Establish an Evacua6on Plan Organise on-‐course coverage expec6ng several incidents at the same 6me Develop a schedule for training and compe66on days Outline for the teams the differences in triage, evacua6on and follow up care

Agree on the logis6cal arrangements with the specialist Doping Control Agency Prepare accredita6on for the Doping Control Officers and chaperones Select 8 (12 for cross-‐country) chaperones according to the following requirements:

Speaking English (Addi6onal languages) preferable Select 2 qualified and experienced Blood Collec6on officers (if necessary)

An_-‐Doping Control and Blood Tes_ng

Notes:

World Cup Checklist


1 Month Staff and Responsibility

Volunteers are properly informed and trained in each func6onal area All main roles are assigned and approved by FIS and responsibili6es are clear to assigned personnel Contacts of responsible personnel are shared

Flows Entry to the venue takes place through an accredita6on controlled area Train controllers so they can direct people to the correct areas

Signage Make signage easily understandable and coherent on the whole venue Use the same designa6ons for the signage as on the accredita6on cards

Tribunes Sec6on off the VIP tribune appropriately Place the photographers’ tribune with a good view on the finish area Design the photographers’ tribune designed according to the recommended requirements:

• with a depth of 50cm • a height of 40cm per step • a total width of 12m

Compe__on Management Facili_es Timing & Results Services (Size -‐ Approximately 90 Sq Meters)

Situated above or close to the finish line, with clear Room for 5 –6 computer worksta6ons along the windows facing the finish line

Space for equipment and tables for intermediate 6ming operators and TV graphics interface Space for a photo finish camera and monitor (if

applicable)

Announcing (Size -‐ Approximately 30 Sq Meters) Must have a great view of the whole stadium or field

of play, as well as racks for various pieces of equipment (sound system, mixer etc)

Announcer must also receive the TV signal and electronic informa6on from the race, on computer terminals in the room (CIS)

Space for working places including power and internet connec6on

World Cup Checklist


1 Month The Jury (Size -‐ Approximately 30 Sq Meters)

Clear view over the course (if possible) Work and mee6ng area including a PC & printer, Internet, connec6on to the live feed of the HBC, video and TV monitor, power extension cable, hooks and shelves for ski equipment and clothing, small refrigerator and table for food It is important for the integrity of the Jury work that this room is secure, quiet and separate from any other ac6vi6es

The FIS (Size -‐ Approximately 20 Sq Meters)

Work and mee6ng area, including a PC & printer, Internet, video and TV monitor (including live signal from HBC), power extension cable, hooks and shelves for ski equipment and clothing, small refrigerator and table for food A close connec6on to the Jury room would be ideal

Race Secretariat (Size -‐ Approximately 35 Sq Meters) Work area including two (2) high capacity (100 pages per

minute) copy machines, fax machines, a PC and printers (2), telephones, and standard office supplies and equipment

This space should also contain informa6on boards for pos6ng of informa6on and results

The An_-‐Doping Control Sta_on Situated near to the loca6on where the press conference is taking place and clearly marked The sta6on must consist of:

a wai6ng area a working room toilets (women and men)

Equip sta6on with running water and TV set Make canned or sealed bo`led refreshments (mineral water, sok drinks, fruit juice, etc.) available in the wai6ng area Check that drinks only contain water, minerals, sweeteners and carbohydrates

Mixed Zone Set up finish area in a way that the only path for the athletes to exit is through the Broadcast and Press Media Mixed Zone Provide each broadcaster with own produc6on facili6es with a planorm (size tbd) upon check with FIS and Media Rights Company Set up Press Mixed Zone in a long rather than deep way Use appropriate metal fencing

World Cup Checklist


Have sea6ng for up to 70 people (2 –3 persons from each par6cipa6ng team) It should have audio (microphone) and presenta6on tools (video/ laptop projector and screen) available, Internet connec6on as well as copy machines for copying and distribu6on of start lists aker the mee6ng. The loca6on of the TCM will depend on the venue overall schedule and the housing situa6on for the par6cipa6ng teams. If most of the teams stay in the same hotel, the mee6ng can be held at the hotel. If this is not the case, the best loca6on for a mee6ng is at or near the stadium, preferably following the official training or compe66on.

Has each team been provided the following on their table?

Has the head table been set up to seat the following? Technical Delegate All Jury members (including FIS Race Director) Chief of Compe66on

1 Month Team Captains’ Meeting Room (TCM)

A name plate or na6onal flag The agenda for the mee6ng The draw groups (or entry list) The weather forecast The next day’s detailed schedule Minutes of previous mee6ngs (if any) Course and stadium maps (if new)

Has room been made next to the head table for the following? Race Secretary Chief of Course FIS Staff

Have refreshments been made available?

Commentator Facili_es Set up the commentator boxes according to the following requirements:

Visibility into the finish Sound proofed Sufficient space for a commentator, a co-‐commentator and an interview partner Sufficient desk space for documents, laptop and note-‐taking Hea6ng and 2-‐3 coat hooks Technical installa6on with TV and data monitors Internet connec6on and phone line upon request At least 8 power sockets Food & Beverage Quick delivery system for training, qualifica6on and race results planned

World Cup Checklist


1 Month Wax Cabins

ven6la6on system – adequate for exhaus6ng wax fumes lights and electric power outlets Locking doors (with keys for teams) or security controllers

Athlete Area Make changing rooms/tents (60qm) for athletes available Provide a FIS Family lounge (60qm) with catering Grant access to this meal service to the athletes and team service staff during the en6re day Make parking spaces for teams available within a reasonable distance of the cabins Place a loudspeaker of the public address system near the cabins Make restrooms (separate for men and women, with adequate capacity and opportunity to wash hands) available inside or adjacent to the wax cabins and the Athletes’ Area Fence off service area adequately Control access 24h-‐access possible for athletes Instruct over night security Make food and beverages available at the service area

Public Village Set up the stage in the public village Set up the public food and refreshment area Create the VIP Zone including catering and entertainment services

Giant Screen Work with sponsor to place the large video screen in the finish area/stadium

PA System Install PA/sound system

World Cup Checklist


1 Week Branding and Marke_ng

All branding elements are according to FIS guidelines All marke6ng requirements are met and approved by FIS Establish procedure for “Crisis Communica6ons”

Media Centre Wifi access is sufficient for large number of users, extra paid internet service is available Test all electronic equipment (printer, TV, etc.) before the event Catering and cleaning are scheduled At least one IT technician is available during the opera6on hours 8am-‐11pm Camera repair service is arranged for the period of the event Parking is revered for accredited media

Media Service Check all displays (including water bo`le, etc.) that no labels allowed during the press conference The SMS groups is set up for changes/alerts Establish interpreta6on service and set up photographer pool Parking is reserved in front of media accredita6on centre Arrange media welcome presents and welcome bags (coopera6on with marke6ng department)

Media accredita6on requests procedure is communicated and validated Person leading the press winner press conference and translator are assigned, quote service for top athletes and sealed beverage (remove labels or as agreed with sponsors) are provide

TV/Radio Service and Infrastructure Commentator cabin is set up All cables is checked and set up properly All ligh6ng is tested in TV compound/IBC/Control room Camera s6ckers are delivered with the corresponding rights holders

-‐ Delivered by Infront directly on-‐site for nordic, freestyle skiing and snowboard

-‐ For alpine, s6ckers to seasonal rights holders supplied by Infront before World Cup

-‐ S6ckers typically handed out to ski jumping and cross country on-‐site by OC and Infront

The 6me and place for press conference is communicated clearly Media photo accredita6on –the photo big bibs (sent by FIS) are distributed TV sound and picture is checked with the host broadcaster Hot spot is set up in the stadium for wireless access and log in info is shared

World Cup Checklist


1 Week Event produc_on and Ceremony

Na6onal anthems for all compe6tors are ready The official and unofficial ceremonies are communicated appropriately to the related personnel Posi6on of podium, photographers, control guards and responsible persons are clear Winner presenta6on aker compe66on in coordina6on with TV is clarified, including who is presen6ng, photo posi6on, communica6on between announcer, HBC, mixed zone manager, FIS

Insurance and Cancella_on The required insurance is taken out and present to the Technical Delegate before the first training day or compe66on The cancela6on procedure is communicated to related personnel

Miscellaneous Check with accommoda6on department for media hotels Prepare procedure in case of accredita6on loss Make sure enough reserved parking for accredited media Internet connec6ons are available in media hotels Clear and visible signage for media parking and shu`le

Notes:

World Cup Checklist