2017 TENNIS EUROPE WINTER CUPS BY HEAD

Transcription

1 2017 TENNIS EUROPE WINTER CUPS BY HEAD ORGANISATIONAL MANUAL Qualifying and Final Rounds 12/14/16 & under Boys and Girls

2 For further information please contact: Junior Tennis Tel Fax Published by: Tennis Europe Zur Gempenfluh 36 CH-4059 Basel June 2016

3 INDEX INTRODUCTION... 1 TENNIS EUROPE WINTER CUPS BY HEAD TOURNAMENT ORGANISATION CHART... 4 FINANCES... 5 ORGANISATION... 6 Accreditation... 6 Balls... 6 Entertainment... 6 Tennis Europe/Head Identification... 6 Facilities Hospitality... 7 Information Service... 8 Medical... 8 Officials... 9 Promotion & Publicity... 9 Tournament Director Transportation On-Court Ceremonies Liability... 11

4 INTRODUCTION These Guidelines are designed to assist the organisers of a Qualifying/Final Round of the Tennis Europe Winter Cups by HEAD 16/14/12 & under. It is hoped that the basic information required for the running of the event is included, but in case of any queries, these should be directed to Tennis Europe. In addition to the Tennis Europe Winter Cups by HEAD 16/14/12 & Under Rules and Regulations, it is recommended that the organiser has available copies of the Rules of Tennis for distribution. They can be downloaded from the ITF Site. It is the responsibility of the organiser to have and use the appropriate rules. Do not hesitate to contact our office in case you have a problem. Tennis Europe Winter Cups by HEAD 16/14/12 & UNDER As tennis became a 12-month sport, Tennis Europe believed it was important to offer players the opportunity to play a team event under indoor conditions and in 1977 created the "European Junior Winter Cups", held for both boys and girls at Under 18 and Under 16 age levels. In 1981 the Under 14 category was added to the competition, while the Under 18 category was abolished in In time for the 1996 Competition, the Tennis Europe Junior Committee took the decision to change the name to "European Indoor Team Championships 14/16 & Under", finally setting in 2000, on the title European Winter Cups. In order to reflect Tennis Europe's current corporate identity, and also to acknowledge the role of the organisation's 'Official Racquet, Ball and Bag Partner', the event is now known as 'Tennis Europe Winter Cups by HEAD.' In 2012 the first edition of the 12 & under Tennis Europe Winter Cups by HEAD took place. 1

5 Tennis Europe Winter Cups by HEAD - Roll of Honor 18 & Under 16 & Under 14 & Under 12 & Under 1977 Boys France Spain Girls Czechoslovakia Netherlands 1978 Boys Italy FR Germany Girls Czechoslovakia Switzerland 1979 Boys FR Germany France Girls Czechoslovakia FR Germany 1980 Boys Italy France Girls Italy France 1981 Boys Italy France FR Germany Girls Czechoslovakia FR Germany Netherlands 1982 Boys Switzerland FR Germany Sweden Girls Czechoslovakia FR Germany FR Germany 1983 Boys Czechoslovakia FR Germany FR Germany Girls France Netherlands FR Germany 1984 Boys France FR Germany FR Germany Girls Czechoslovakia FR Germany France 1985 Boys Austria France Netherlands Girls Czechoslovakia France Netherlands 1986 Boys Italy France Sweden Girls Czechoslovakia France Netherlands 1987 Boys Switzerland Netherlands Czechoslovakia Girls Czechoslovakia Italy FR Germany 1988 Boys Netherlands France Sweden Girls Czechoslovakia Italy FR Germany 1989 Boys FR Germany Czechoslovakia Girls Netherlands FR Germany 1990 Boys France Czechoslovakia Girls USSR FR Germany 1991 Boys Czechoslovakia France Girls Netherlands FR Germany 1992 Boys Italy France Girls FR Germany FR Germany 1993 Boys Great-Britain Switzerland Girls France Czechoslovakia 1994 Boys Germany Hungary Girls France Czech Republic 1995 Boys Croatia Belgium Girls France Russia 1996 Boys Italy Spain Girls Germany Belgium 1997 Boys Italy France Girls Croatia Slovak Republic 1998 Boys Sweden Great Britain Girls Spain Russia 1999 Boys Germany Russia Girls Russia Slovak Republic 2000 Boys Slovak Republic Russia Girls Italy Russia 2001 Boys France Great Britain Girls Russia Russia 2002 Boys Spain Spain Girls Russia Russia 2003 Boys Russia Belgium Girls Russia Belarus 2004 Boys Croatia France Girls Belarus Russia 2005 Boys France Czech Republic Girls Russia Russia 2006 Boys France Russia Girls Romania France 2

6 18 & Under 16 & Under 14 & Under 12 & Under 2007 Boys Croatia Czech Republic Girls Poland Russia 2008 Boys Hungary Belgium Girls Czech Republic Russia 2009 Boys France Great Britain Girls Hungary Belgium 2010 Boys France France Girls Czech Republic Czech Republic 2011 Boys Great Britain France Girls Czech Republic Russia 2012 Boys France Great Britain Russia Girls Czech Republic Czech Republic Russia 2013 Boys Russia Russia Great Britain Girls Switzerland Czech Republic Russia 2014 Boys France Germany Romania Girls Hungary Russia Czech Republic 2015 Boys Germany Russia Denmark Girls Russia Poland Ukraine 2016 Boys Russia Italy Czech Republic Girls Russia Ukraine Czech Republic 3

7 TOURNAMENT ORGANISATIONAL CHART* TOURNAMENT COMMITTEE TENNIS EUROPE ORGANISATIONAL LIAISON TOURNAMENT DIRECTOR REFEREE TEAM LIAISON FACILITIES OFFICIATING PROMOTION & PUBLICITY FINANCES Hospitality Courts Preparation Chair umpires Sponsorship Budget Preparation Catering Courts Maintenance Lines men Media Budget Control Transportation Office Equipment Entertainment Financial Statements General Services Court Equipment Printed Material Public Relations *Suggested structure 4

8 FINANCES The organisation of a Qualifying/ Final Round obviously costs money. In order to keep firm control over the finances, it is recommended to have a person in charge of this area, who prepares well in advance the budget, controls the accounts and prepares the financial statements once the event is completed. The main areas of expenditure and income are outlined hereunder. AREAS OF EXPENDITURE Hospitality Accommodation and meals for the teams, breakfast, lunch and dinner Accommodation and meals for Tennis Europe Officials (max. 3 persons) (compulsory for final rounds; optional for qualifying rounds), breakfast, lunch and dinner Accommodation and meals for the officiating team, breakfast, lunch and dinner Site Competition and practice courts (rental and maintenance) Transportation Pick-up and shuttle service Referee's travel expenses Entertainment & Public Relations Official Dinner/Player's Party Hospitality Area Press Conference Promotion & Publicity Official Programme Official Poster General Expenses Insurance Office equipment Medical service/first aid Coolers, towels, drinks on-court Telephone and fax Officiating Scoreboards and other court equipment Gifts or Mementos AREAS OF INCOME Sponsors and official suppliers Contributions from Local/Public/Sport Institutions Other sources (if applicable): Ticket sales Programme Advertising sales 5

9 ORGANISATION ACCREDITATION Tennis Europe recommends issuing badges for players, captains/coaches, officials and organisational staff. BALLS (To be confirmed later on) Tennis Europe has the right to select the make of balls to be used in the Events (Qualifying Rounds and Finals). For the 2016 Tennis Europe Winter Cups by HEAD, the selected ball shall be announced later on. ENTERTAINMENT If financially possible, it is recommended to organise an official dinner or a player's party - for the players, captains/coaches, officials and tournaments staff during the competition. In addition it is recommended to arrange a "player's lounge" or "hospitality area" on site, where some games and refreshments/light snacks are available. TENNIS EUROPE/HEAD IDENTIFICATION The competition name (Tennis Europe Winter Cups by HEAD) may be translated into your local language but there should be no translation of the words Tennis Europe and the name of the presenting sponsor. Precise promotion guidelines will be supplied in due time for you to sign but in any case the local organisers are obligated to ensure the following Tennis Europe identification during the event: On Court Identification: Tennis Europe reserves the rights to place 6 banners on Center Court and 3 banners on each of the remaining courts. For Tennis Europe identification on printed materials, please refer to "Promotional Guidelines" which you shall receive as soon as possible. Net Banners Tennis Europe reserves exclusively all rights regarding net banners for the year 2017 and onwards according to the Rules & Regulations of Tennis Europe. The Organiser is not allowed to place any other banners on the net. FACILITIES The following items must be available: 2 competition courts for Qualifying and 3 competition courts for Final 1 practice court offices (with at least a telephone, fax and Internet connection) for Referee and Tournament Director lighting (minimum of 500 lumens) 6

10 On-Court Facilities/Equipment Backdrops in dark colours Seats for players, captain and other team members Scoreboards Coolers and drinks, towels and sawdust Chairs for Referee, Chair umpires and linesmen Singles sticks, court cleaning equipment, rubbish bins, etc. Off-Court Facilities/Equipment Office for medical staff Stringing service Microphones (for announcements and official "on-court ceremonies") Spectators stands (permanent or purpose built) National flags and anthems of the competing teams for on-court ceremonies. The national flags shall be on display during the competition. HOSPITALITY a) Rules Hospitality = Accommodation and meals Free hospitality must be given to: 4 members per competing team (3 players and 1 captain/coach) Officiating Team Tennis Europe Officials (max. 3 persons) (compulsory for final rounds; optional for qualifying rounds) Hospitality begins 1 night before the day of start of the competition with dinner and ends with the breakfast of the day after the end of the competition. During competition, breakfast, lunch and dinner will be provided. b) Official Hotel Players will get twin or three bedded rooms with shower or bath. Players of different nationalities shall NOT be lodged in the same room. Captains shall be lodged in single rooms with shower or bath, and in the same hotel as the players. Any extras at the Hotel (such as telephone/fax; laundry, extra food and beverages, etc.) are not at charge of the Local Organisers, even if pertaining to persons receiving free hospitality. The Captains of the teams are responsible for the settlement of all accounts of their team members before their departure. 7

11 c) Meals Breakfast to be served at the official hotel. Lunch is usually provided at the club and food must be suitable for athletes, i.e. pasta, fruits, vegetables, salads, bread, eggs, yogurts, etc. Depending on the schedule of play, dinner can either be served at the club or at the official hotel. In any case, the procedures by which players and captains can obtain food should be clearly established, i.e. vouchers. INFORMATION SERVICE Tennis Europe recommends the production of an information leaflet for all participants to be distributed upon their arrival. The following basic information must be included in such a memo: 1. Official Hotel (address, telephone, telex and fax numbers). 2. Names and contact telephone numbers of key persons of the Local Organising Committee (Tournament Director, Transportation Manager, etc.). 3. Venue (address and telephone number of the Club where the Event is held). 4. Practice courts (address and telephone number if located in other place than the Club. 5. Transportation Service (details about service provided and contact telephone numbers). 6. Schedule of Play of the Event. 7. Captain's Meeting (date, time and place) 8. Official functions and social events (dates, times and places). (The official presentation on court of the Teams has to be included under this heading). 9. Medical Service: Tournament's Doctor name and contact, telephone number, massage service (details). 10. Tennis Europe Officials on-site (names of the Tennis Europe Official Representative, Tennis Europe Organisational Liaison, Referees). 11. Any other useful information (at discretion of the Local Organising Committee). MEDICAL First Aid Adequate first aid equipment must be available for all minor accidents. Physiotherapist Preferably on-site during the matches, but in any case available on call. Doctor To be available on call on short notice throughout the event. The Local Organisers shall arrange for a room for these Medical Services, including massage table. The costs of physiotherapist's and doctor's services are at charge of the team(s) requesting the assistance. 8

12 OFFICIALS 1 Referee The Referee designated by the National Association should be minimum an ITF White Badge. Chair Umpires Linesmen Ballboys/girls must be provided at least for matches for 1 st and 2 nd place at both qualifying and final round. An adequate number of linesmen should be made available through the local organisers. An adequate number of ballkids shall be made available through the Local Organisers. We recommend a meeting between Referee, Chair umpires and linesmen to be organised before the start of the competition. The ballkids should be instructed/trained before the start of the competition. PROMOTION & PUBLICITY It is essential to inform potential sponsors and the public about the event. Press-releases and the establishment of personal contacts with the media (TV, radio, newspapers) and potential sponsors are important in this respect. For the promotion of the event, Tennis Europe gives the following recommendations: Printing of programme and poster Free entrance for spectators Special promotional activities at local clubs and schools For final round ties, Tennis Europe requests that a photographer be present to capture photographs of each team as well as action shots of the players throughout the weekend, a selection of which must be sent in digital form during the competition in order for use by Tennis Europe in news releases related to the event. The same is recom mended for the Qualifying Round. These can also be a useful tool for organisers in the preparation of programmes and posters in subsequent years. 9

13 TOURNAMENT DIRECTOR The responsibilities of a Tournament Director are: a) Before the start of the Competition Liaise with Tournament Committee and Tennis Europe to ensure the correct flow of information b) During the Competition Liaise with Referee, tournament committee, Tennis Europe and teams Liaise with sponsors Be available on-site whenever matches are being played Control of all the operational on-site aspects, including on-court ceremonies Ensure that daily results are sent to communications@tenniseurope.org upon completion of play in order for Tennis Europe to make the results available online. Final round organisers should also send a selection of daily photographs. c) After the Competition Supply Tennis Europe with detailed daily results Supply Tennis Europe with detailed statistical information (Tournament Report) TRANSPORTATION It is compulsory to arrange for transportation of the teams between the official hotel and the site, during the days of the competition. If possible it will be appreciated if you can assist the teams upon their arrival and departure. 10

14 ON-COURT CEREMONIES Presentation of the teams (Compulsory) The date, time and procedures of this presentation shall be coordinated between the tournament director and the referee. Outlined hereunder is a guideline of such presentation: - 00': Line-up for presentation (in order of entrance) Ball boys Umpires and linesmen Referee and Tournament Director Teams in alphabetical order, host nation last. Each team preceded by its national flag. + 05': Presentation of the Teams (announce players and captain by name) followed by the national anthem (in shortened version). Presentation of the Referee and Tournament Director (no national anthem). + 15': Exit in reverse order of entrance Presentation completed LIABILITY Tennis Europe cannot be held liable for any unpaid bills or any damage done at the hotel or onsite. Should any of the above occur, the matter must be settled directly with the responsible National Tennis Association. Tennis Europe however, will appreciate to be informed. 11