Minimum Requirements for the Winter Universiade

Transcription

1 Minimum Requirements for the Winter Universiade Edition May 2011 Excellence in Mind & Body

2 Published by: FISU - AISBL Contact Eric Saintrond FISU Secretary General/CEO FISU - International University Sports Federation Headquarters International University Sports Federation Avenue Charles Schaller, 54 B-1160 Brussels Belgium Phone: Fax: FISU Office in Lausanne Maison du Sport International Av. de Rhodanie 54 CH-1007 Lausanne Switzerland Phone: fisu@fisu.net Winter Universiade contact: winter.universiade@fisu.net Photos: FISU Archives This document is not for public distribution and remains the property of FISU.

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4 Table of Contents Introduction Abbreviations and Glossary Relations with FISU FISU CSU FISU Structure The General Assembly The Executive Committee The Committees The Internal Auditor Working Structure The Winter Universiade Candidature FISU Regulations Concerning the Candidature Candidature Committee Candidature Dossier Contents of the Dossier Presentation of the Candidature Dossier Attribution Contract and Financial Obligations towards FISU Creation of an Organizing Committee Corporate Services Venue Infrastructure Sports Event Services Venue Services Additional Events A. General Secretariat General Winter Universiade Regulations Planning & Procedures The Winter Universiade Program Operation of General Headquarters & Services Program Management & Control Progress Reports & EC Meetings Insurance B. Human Resources Staff Information Systems Permanent Staff Contractors Volunteers Key Staff Positions C. Budgeting & Finances 1. Introduction Financial Obligations The Universiade Budget OC Universiade Budget Universiade Venues Human Ressources Information Technology and Communication Information systems Telecommunications and other Technologies Internet Management & Media Relations Energy Services Technical Infrastructure Accommodation Transportation Catering Medical Services and Doping Control Security Ceremonies & Cultural Program Test Events & Meetings Administration Advertising & Promotion Non OC Universiade Budget D. Public Relations, Image & Communications Cultural Program Logo Promotional Material Public and Press Relations E. Marketing, Sponsorship Television Sponsors Advertising F. Venue Construction Tender Preparation Venue Adaptation Environment & Energy G. Sports Administration & Services Relations with FISU FISU Technical Committees (CT) Relations with National & Internation Sports Authorities Overall Sports Program Judges and Referees Preliminary Sports Events Coordination Sports Equipment Competition Management Alpine Skiing Cross-Country Skiing Ski Jumping Figure Skating & Synchronized Skating Short Track Speed Skating Ice Hockey Biathlon Snowboarding Curling Optional Sports Summary Table Results Services H. NUSF Services General Invitations & Entries Arrivals & Departures Language Services I. Media Services Liaison with FISU Media Liaison Main Press Center Media Provision at Venues Sub-Press Centers Bleachers/Competition Area Provisions Mixed Zones Interview Rooms Lighting Host Broadcast Facilities Media Support Accommodation Accreditation Transportation Minimum Requirements for the Winter Universiade Edition May 2011

5 J. Cultural, Social, VIP Programs & Ceremonies VIP Management Opening & Closing Ceremonies Cultural, Social & VIP Program K. Accommodation Description Winter Universiade Village Location Capacity Living Quarters Support Facilities Additional On-site Facilities Winter Universiade Village Catering Medical Services Access Control International Zone Transportation Emergency Evacuation Cleaning Services Arrivals & Departures Other Athletes Accommodation Winter Universiade Information Center (IC) FISU Headquarters Hotel Judges and Referees Accommodation OC Staff and Volunteers Accommodation L. Accreditation Application & Accreditation Accreditation Application System Initialization & Configuration Registration of Participants Accreditation Entries & Qualification Accreditation Competitor Accreditation Staff Accreditation Winter Universiade Family Accreditation Accreditation Centers Accreditation and Security Access Control M. Medical Services and Doping Control General Statement Organisation of Medical Division Medical Care Catering Housing Doping Control N. Protocol Opening and Closing Ceremonies Medal Awarding Ceremonies Official Denominations and Flags FISU Anthem FISU Emblem Administrative Function of FISU Protocol Timing & Scoring and OVR Systems and Services Games Information Management Administrative Systems Technology Operations Center and Operational Support Project and Risk Management Q. External Relations Relations with Government & Local Authorities Daily Meeting between FISU, OC and Delegations Relations with Embassies R. Transportation Transportation Application Programmed Shuttle Services Programmed Chartered Services On Call Services Assigned services The Transportation System Transportation Bookings and Enquiries Desk Transportation Manual Transportation Requirements Competitors and Delegation Officials Judges and Referees FISU Family Members of the Media Organizing Committee Staff and Volunteers Other Aspects of Transportation Ports: Official Points of Entry/Departure S. Venue Operations Venue Planning Logistics Operations Food Services Spectator Services T. Other FISU Related Events Executive Committee Meeting Others U. Publications Official Documents Internet FISU Archives Official Film, Video Tapes & Photographs Medals and Merchandising O. Security Required Technology Overview Required Operations Overview P. Information Technology & Communications IT&C Infrastrucutre Games Management System (GMS) Minimum Requirements for the Winter Universiade Edition May

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7 Introduction The purpose of this document is to outline the minimum requirements for the organization of a Winter Universiade. Specified by the FISU Executive Committee, the requirements are cross-referenced with the Candidature Dossier, the Regulations governing FISU Events and the Application Rules for FISU Sporting Events. Inevitably, event organizers structure their management teams by function because of specific expertise and budget requirements; therefore these requirements follow a similar structure. The FISU Secretariat constantly upgrades the information available to potential host cities of FISU sports activities. The Candidature Questionnaire and the FISU Regulations clearly set out the functions required from the Organizing Committee. The production of these requirements is a further step forward in providing an information service to future organizers, to increase consistency and reduce the potential for dispute. Documents for further reference are specified in each section. The FISU Executive Committee members and the Secretariat will be pleased to provide any of these, on request. The contents of FISU Regulations and the Minimum Requirements, mentioned herein, may evolve owing to technical developments or specific advancements of a technical nature or particular to a sport, some of which may be beyond the control of FISU and the Organizing Committee. Where this is the case, the Organizing Committee commits itself to accept these modifications, after consultation, in the best interests of the Winter Universiade. Minimum Requirements for the Winter Universiade Edition May

8 Abbreviations and Glossary GA General Assembly of FISU AIPS International Sports Press Association (Association Internationale de la Presse Sportive) mentioned as International Press Federation in FISU Regulations ANPS National Sports Press Association ATM Automated Teller Machine BC Bidding City BETACAM SP A half-inch Type L analog videotape format (Superior Performance variant) CAC Auditor of FISU CC Candidature Committee Centrex Central exchange CESU Committee for the Study of the University Sports of FISU CIC International Control Committee of FISU CIP International Press Committee of FISU CISCA International Supervision, Control and Arbitration Committee of FISU CIS Commentator Information System CMI International Medical Committee of FISU Competition Venue Where the Competition takes place CRS Committee for the Sports Regulations of FISU CSU Universiade Supervision Committee CT Technical Committee (one for each sport) CTI International Technical Committee of FISU EBU European Broadcasting Union EC Executive Committee of FISU FA Functional Area. Department in the Organizing Committee FF&E Furniture, Fit-out, and Equipment FIS International Ski Federation FISU International University Sports Federation (Federation Internationale du Sport Universitaire) NUSF National University Sports Federation ISF International Sports Federation NSF National Sports Federation GMS Games Management Systems HB Host Broadcaster Head of Delegation Delegation Main Responsible HR Human Resources HVAC Heating, Ventilation, & Air Conditioning IBC International Broadcasting Centre IBU International Biathlon Union IC Universiade Information Centre IF International Federation IIHF International Ice Hockey Federation IOC International Olympic Committee ISU International Skating Union IT Information Technology ITC Information Technology Command Centre lux A unit of illumination equal to the direct illumination on a surface that is everywhere one meter from a uniform point source of one candle intensity or equal to one lumen per square meter 8 Minimum Requirements for the Winter Universiade Edition May 2011

9 MMC MPC MIS NADO Non-sports Venue OC PAL Pass PBX PC PDF Q&A RADO SMS Sports Venue Training Venue TOJR TV VCR VIK VIP WADA WAN WCF WLAN Main Media Centre includes Broadcast facilities and the Main Press Centre Main Press Centre. Generally it refers to the written press, but sometimes it is commonly used as Media. Media Information System National Anti-Doping Organization It refers to a venue that has nothing to do with competition or training, for example Main Accreditation Centre, or Main Press Centre. Organizing Committee Phase Alternation Line (European TV format) Related to accreditation. A pass enables the identification of a person and grants access to specific areas Accreditation pass Temporary pass Private Branch exchange Personal Computer Portable Document Format (Adobe Acrobat) Questions and Answers Regional Anti-Doping Organization Short Message Service It refers to competition and training venues Where the training takes place Technical Officials, Judges, Referees Television Videocassette Recorder Value-in-Kind Very Important Person World Anti-Doping Agency Wide Area Network World Curling Federation Wireless Local Area Networks Minimum Requirements for the Winter Universiade Edition May

10 Relations with FISU The Organizing Committee (OC) must appoint liaison officers who have an overall knowledge of the preparations of the Games and must be fluent in either English or French, in order to establish a good co-operation with FISU. These liaison officers will have to be designated maximum 6 months after the attribution of the Games. FISU Executive Committee Preliminary events may be of interest to the Organizing Committee, providing an opportunity to practice operations in advance of the actual Games. The Executive Committee of FISU shall be the final deciding body on all questions of policy or dispute. General Assembly FISU CSU 153 Countries Please refer to FISU REGS. SEC B regarding the responsibility of the CSU The CSU (Winter Universiade Supervision Committee) is responsible for the general overall administration of the Winter Universiade. Executive Committee IOC 28 members It will conduct a series of meetings with the Organizing Committee prior to the International Winter Universiade and during the Winter Universiade itself. It will report on progress to the President Organisations and to the Executive Committee at regular scheduled meetings of the Executive Committee. Organizing Committees General Assembly (SportAccord, FISU Secretariat WADA,...) The Organizing Committee must maintain very close ties with the Chair of the Winter Media CSU, the Chair of CTI, the Secretary-General of FISU and the Director for the Winter Universiade who are in charge of reporting to Int. the Sports Executive Federations Committee on the 15progress Committees of the Winter Universiade. Political Authorities FISU Structure As the leading organization 2 Supervision for international university Regulation sport, and ranked second Legal in organizing multisports events worldwide, Committees FISU has a flexible and Committee efficient structure. Committee 3 Technical The General Assembly CESU Marketing Committees Committee Every two years, the General Assembly brings together the national university sports organizations that are FISU members International (144 up to Control August 2007) and Development elects the Executive Committee Women s and the auditor for a four-year period. Committee It adopts the budget and the Committee program of FISU activities. Committee The Executive Medical Committee Financial The Executive Committee Committee (EC) is comprised of 28 Committee members. It meets twice a year to make decisions to ensure the proper functioning Press of FISU. The Secretary General and the Internal Auditor shall attend the meetings of the Executive Committee Committee, as non-voting members thereof. The Steering Committee consists of the President, the first Vice-President, the four Vice-Presidents, the Treasurer, and the first Assessor. It meets periodically at the call of the President, to carry out the business of FISU between meetings of the Executive Committee. The Secretary General may attend the Steering Committee meetings. President 1st Vice-President 4 Vice President Treasurer 1st Assessor 15 Assessors 5 Continental Delegates Steering Committee Executive Committee 10 Minimum Requirements for the Winter Universiade Edition May 2011

11 The Committees The Committees assist and advise the Executive Committee in the overall administration of FISU. There are twelve permanent committees: 1. to 3. International Technical Committees CTI: One for the Summer Universiade, one for the Winter Universiade and one for the Championships, which monitors the preparation of the competitions from a technical point of view, drawing up the competition program and ensuring the smooth running of the event. 4. Committee for Sports Regulations: CRS ensures that the sports regulations are updated and proposes new rules to the EC. 5. International Medical Committee: CMI supervises the organization of the medical care and the norms of security and hygiene. It also supervises the Doping Control procedures. 6. International Control Committee: CIC verifies that the participants fulfill the conditions of participation. 7. Committee for the Study of University Sports: CESU promotes the study of university sport by organizing a conference during the Universiade and the FISU Forum. 8. International Press Committee: CIP inspects and controls all the infrastructures and technical means at the disposition of the press. It co-operates with the international media in order to ensure the media coverage for FISU events. 9. & 10. Universiade Supervision Committee (Winter and Summer): CSU is responsible for supervising the evolution of the preparation of the Universiade, by making inspection visits and meeting regularly with the leaders of the Organizing Committees. General Assembly 11. Committee of Finance: CF studies the Budget Plan with the Treasurer. 144 Countries 12. Committee for University Sports Development: CDSU is responsible for studying all the projects in view of developing the structures of FISU and its member associations. Executive Committee IOC 28 members International - Legal Committee: CL advises the EC on all legal matters of Organisations FISU activities. - Marketing Committee: Committee composed of members of the Executive Committee. Organising Committees General Assembly (GAISF, WADA,...) It supervises the implementation FISU Secretariat of the FISU marketing plan. Media - Women s Committee: composed of the female members of the Executive Committee. Situation Int. of Sports women Federations in university sport. 15 Committees Political Authorities Ad Hoc Committees The on-site organization for various events (Universiades, Championships, etc.) is delegated to a local Organizing Committee that takes charge of all aspects of on-site organization, under FISU supervision. 2 Supervision Committees 3 Technical Committees International Control Committee International Medical Committee International Press Committee Committee for Sports Regulation CESU Committee for Univer. Sports Development Committee of Finance Legal Committee Marketing Committee Women Committee Minimum Requirements for the Winter Universiade Edition May

12 The Internal Auditor The Auditor verifies all of FISU s accountancy. Working Structure 153 associations form the General Assembly of FISU. The General Assembly meets every two years. It is during this assembly that the guidelines for the policies of FISU and its financial management are determined and approved. Every four years, the General Assembly elects the members of the Executive Committee, composed of 23 representatives plus 5 representatives of the Continental Associate members. This Committee represents the board of directors of FISU. For the daily administration of the Federation, the Executive Committee relies on the Secretary-General who is himself assisted by his staff, and by various committees. The two important entities that are the Organizing Committees and the International Sports Federations must obviously be integrated into this organizational structure. The FISU secretariat, the committees of FISU, the Organizing Committees and the International Sports Federations work in close collaboration in the framework of the preparation of the sport events, which are the Universiades and the World University Championships. With regards to the committees of FISU, the Executive Committee appoints their members, during the meeting that follows the elective General Assembly. FISU is also in close contact with the major International Sports Organizations in the world such as the IOC, Sport Accord, WADA and of course the media. FISU plays an important role in the relations with the political authorities of the countries hosting FISU events. General Assembly 153 Countries Organizing Committees Int. Sports Federations Executive Committee 28 members General Assembly FISU Secretariat 15 Committees IOC International Organisations (SportAccord, WADA,...) Media Political Authorities 2 Supervision 12 Minimum Requirements for the Winter Universiade Edition May 2011 Regulation Legal

13 The Winter Universiade Candidature In order to obtain the right to organize a Winter Universiade, very precise criteria must be adhered to and the procedure detailed in the Candidature Dossier and the FISU regulations must be followed. The Winter Universiade is a multi-sport event organized every two (2) years, normally during the odd numbered years. It is an event based upon the FISU and the Olympic Spirit, by which no discrimination is allowed against any country or person on the grounds of race, religion or political affiliation. Furthermore, it must be organized in a dignified manner without excessive commercialization, and be staged as a separate entity. If possible, no other sports events or festivals may take place in or near the host town or city during or immediately prior to the Winter Universiade. FISU Regulations Concerning the Candidature The FISU regulations determine the conditions for organizing a FISU event. Thus, when a candidature dossier is submitted, the NUSF and the committee presenting the candidature must make a commitment to adhere to the FISU Regulations. Please refer to FISU REGS. SEC. A where you can find terms for contract attribution, guarantees, and obligations towards FISU. Candidature Committee A committee of carefully selected experts must be formed for the preparation and presentation of the Candidature Dossier. Since mandates for organizing a FISU sport event can only be granted to effective FISU member associations, the NUSF from the candidate country must be represented. It is also highly recommended that government representatives from the host city, region or country are included. Candidature Dossier Please refer to FISU REGS. SEC. D regarding the Candidature Regulations for the Universiades A minimum of ten copies of this dossier must be sent to the FISU General Secretariat at least before the deadline determined by the EC of FISU. There must also be sufficient copies for distribution to the FISU Executive Committee (28 persons). In summary, a minimum of 50 copies is required. A e 10,000 non-refundable bidding fee must accompany the candidature dossier. Contents of the Dossier For the dossier to be considered, it is required to have the following documents: DOCUMENT A a) complete answers to the questionnaire; photographs, maps, diagrams, etc. should accompany the answers to the questionnaire as well as documentation on the homologation of the sports facilities; DOCUMENT B b) the written approval of the governing authorities of the candidate city, in order to ensure all the necessary cooperation for the successful staging of the Winter Universiade and for the necessary visas free of charge for the athletes and officials; Minimum Requirements for the Winter Universiade Edition May

14 DOCUMENT C c) a declaration that the candidate association shall respect and adhere to the organization conditions set out in the FISU Regulations and specifically provide a guarantee that no political meetings or demonstrations shall be held in the stadium or other sports grounds used for the Winter Universiade nor in the competitors housing areas and that they shall not use the Winter Universiade for any purpose other than in the interest of university sport (FISU Reg e); DOCUMENT D d) the guarantee that the National Sports Federations whose sports are included in the Winter Universiade programme shall provide all their technical support to supervise and carry out the sports competitions (FISU Reg f); DOCUMENT E e) the commitment that the emblem of FISU (official U and associated terms), the FISU brand as well as the official emblem of the Winter Universiade shall be protected to the benefit of FISU (FISU Reg i); DOCUMENT F f) the guarantee to ensure the exclusive rights of FISU for the broadcasting of the Winter Universiade by television, and/or all other technical means of transmission (FISU Reg g); DOCUMENT G g) the guarantee that the candidate shall pay to FISU the organizing rights fees. Particular emphasis must be placed on organizational elements such as accommodation, catering, transportation, finance, television broadcasting and competition and training facilities. Previous experience in hosting similar events should be described. Presentation of the Candidature Dossier Candidate cities may promote their candidature through the use of brochures, films, slides, photos, report, etc. Before the decision of attribution, an Evaluation Committee appointed by the FISU Executive Committee, will pay a visit to the bidding city and will present a report to the Executive Committee. The international travel costs are covered by FISU. The candidate cities will be notified, in writing, of the date determined for the attribution of the Winter Universiade. Immediately following this decision, the President of the National University Sports Federation, the President of the Bidding Committee and the President of FISU will sign the attribution contract which determines the organizing rights fees and how it will be shared between FISU and the Organizing Committee for the marketing revenues and the rights for television broadcasting and/or any other transmission techniques. The attribution to a candidate city shall only be final after immediate signature of the Attribution Contract. If the contract is not signed, the Executive Committee shall consider another candidate. Attribution Contract and Financial Obligations towards FISU Immediately after a decision has been made to attribute a Winter Universiade, the NUSF President, the President of the Candidature Committee and the President of FISU will sign the Winter Universiade attribution contract. 14 Minimum Requirements for the Winter Universiade Edition May 2011

15 Within six months of the contract being signed, the Organizing Committee for the Winter Universiade must be established. Its President must sign the attribution contract previously approved and signed by the President of the National University Sports Federation, the President of the Candidature Committee and the President of FISU. If the contract is not signed, the Executive Committee reserves the right to consider another candidate see FISU REGS. SEC. D - 7. Further Reference: Guide for Submitting a Candidature to Organize a Universiade Minimum Requirements for the Winter Universiade Edition May

16 Creation of an Organizing Committee The FISU member association of the host country which has been attributed a Winter Universiade must assign the organization of the event to an organizing committee within six (6) months of the attribution. It must function by virtue of the powers that have been delegated to it within prescribed limits, and it must not usurp the power and responsibilities of FISU or the FISU Regulations. This committee must work in conjunction with the member association. The President of the NUSF or his representative is required to become a member of the Winter Universiade Organizing Committee. However, the member association will remain directly responsible to FISU and will report to the FISU Executive Committee. The Organizing Committee must have as its primary objectives: Observe and comply with the FISU Regulations, Application Rules and these Minimum Requirements and the technical rules of each particular sport, with the aim of allowing competitors and officials to achieve their best results under the best possible competition conditions. Provide the best possible conditions for all personnel, outside contractors, members of the media, etc. to carry out their duties. Provide an atmosphere of welcome to all VIPs, government authorities and competitors honoring the FISU and University spirit. Recommendations In order to fulfill the objectives, the Organizing Committee must have a complete and competent structure. From inception to the final run-up to the Opening Ceremony, the number of people involved in the organization will grow from tens to thousands. Whilst each host city will face its own particular situation and requirements, a list of recommended departments is provided here along with a recommended standard organization chart that may be adapted to Organizing Committee needs, in agreement with FISU. It is suggested that individuals with specific experience of the tasks involved head each department, fulfilling full time roles. The minimum requirements for many of these departments are detailed in subsequent sections. Corporate Services The Organizing Committee must take care of the organizational aspects involved in preparing for the Winter Universiade, such as staff recruitment, budgeting and finance. It must also support the general needs of the different departments and make the official link with other constituent parties providing a good corporate image that can be easily marketed for fund raising. The following provides a summary of key Functional Areas: A. General Secretariat The Organizing Committee must provide official reporting to constituent groups as well as catering for the common needs of different internal departments. Major tasks involved in the preparation of a successful Winter Universiade include the roll-out of plans and tools for consistent progress monitoring, general policy making, ensuring legal compliance and implementing a smooth transition from a functional based organization to a venue-oriented operation. Key responsibilities Operation of general headquarters and services Planning and procedures Program management and control Insurance and Legal 16 Minimum Requirements for the Winter Universiade Edition May 2011

17 B. Human Resources The mission of Human Resources is to ensure the attraction, recruitment and maintenance of an appropriate workforce, incorporating the following staff profiles: Permanent staff Volunteers Contractors and others (e.g. security) The Organizing Committee must manage a wide range of activities in order to create an effective workforce, including: Recruitment, training, allocation and retention of volunteer workers. Coordination of all staff support services where applicable (e.g. transportation, accreditation, supply and distribution of uniforms, meals and other benefits) C. Budgeting and Finances The mission of Finance is to provide a comprehensive corporate service for budgeting and planning, procurement and asset control, supporting services to other departments, and particularly for creating revenue. Key responsibilities Budget and control Accounting and treasury Procurement, including bid management Asset tracking Ticketing and souvenir sales Rate card support D. Public Relations, Image and Communication The mission of the Image & Communication Department is to design and communicate a consistent image of the Winter Universiade, defining the identity of the Games. Key responsibilities Support cultural program Public and Press Relations Promotional activities and presentations Games Image (Overall Look and Feel, design of Logo, Mascot, Official Souvenirs, Uniforms, City Decoration, etc.) Information services and kiosks Publications (Creation and production of all Winter Universiade printed materials) E. Marketing, Sponsorship The mission of Marketing is to identify and meet the marketing needs of the Organizing Committee and to ensure that the Winter Universiade message is promoted. In addition, the Organizing Committee must maximize the profile and benefit of the Winter Universiade through the sale of products bearing approved marks and must maximize revenues from the sale of licenses. A hospitality program generates revenue and fulfils Sponsor contractual obligations. Sponsorship and broadcasting rights enhance the visibility of the Winter Universiade and provide essential funding. Close co-operation with FISU in the search for sponsorship is highly recommended. Key responsibilities Marketing Sponsorship and fund raising, licensing, official suppliers Advertising Television Hospitality coordination Minimum Requirements for the Winter Universiade Edition May

18 Venue Infrastructure F. Venue Construction The mission of Venue Infrastructure is to plan, coordinate and control the construction projects for new or renovated facilities (e.g. renewal, overlays, fit-out, Games image, etc.). The main tasks are allocation of works to contractors and their monitoring, and ensuring that schedules and technical regulations are met. In addition, environmental considerations and energy requirements must be incorporated at the construction stage and covered according to local standards and regulations. Energy must be supplied according to specific functional needs (e.g. Media facilities). Key responsibilities Tender preparation Venue adaptation Environment and Energy Works preparation and follow-up is highly dependent upon venue characteristics: Sports venues (competition & training venue) Non-sports venues Winter Universiade Village Organizing Committee Headquarters Media facilities Other operational venues (e.g. accreditation centers, hotels, airport, command centers, warehouses ) Sports There are a number of tasks relevant to the running of the Winter Universiade as a successful sport event, some of which relate to competition technical management. However, there are a number of preparatory and support tasks around the competition that must also be carefully performed for efficient management. G. Sports Administration and Services This department is responsible for all preparations to achieve successful management of the Winter Universiade as a sport event, and also liaise with FISU and the ISF for various aspects in relation to competition schedule and equipment required. Preparations start well before the Games from setting up the competition and training venues with equipment and personnel through to management of the front desk at a central service location to provide information and solve problems during the Games. Key responsibilities Relationship with ISF and NSF Overall Sport Program Judges and Referees Supply and storage of special materials and equipment Coordination of Preliminary Sports Events Competition Management This department is responsible for organizing and conducting all sports competitions in accordance with FISU, NUSF and ISF technical regulations and sport rules. As sports may take place in different locations, sports managers may need to take responsibility for the coordination of venue sports managers. 18 Minimum Requirements for the Winter Universiade Edition May 2011

19 Key responsibilities Overall competition operations, with separate sub departments responsible for each sport in the program Coordination with Venue Construction to guarantee that construction, adaptation and Games time maintenance of sports venues complies with the requirements of each sport Results Services The Organizing Committee must procure the necessary systems, equipments and services approved by FISU and ISF for certain sports competitions. There is also a need for involvement in managing venue announcements, particularly for call rooms (Sport Presentations). Sport Presentation Good presentation of the activities that take place in and around the competition area of all events is critical for the success of the event. Presentation affects the performances of the athletes, the enjoyment of spectators and media audiences and the satisfaction of sponsors and other supporters of an event. The aim of event presentation is to make an event as attractive, exciting and user friendly as possible. The effect must be the creation of a show that incorporates the competition and all other activities taking place at the venue. In addition to the activities, the show will include audio, video, data and graphic elements. The Organizing Committee must procure all trained speakers and necessary equipment like audio visual aspects: music, comments of the speakers, cheersleaders, giant screens, entertainment during games etc. to present every event of the WU. The Sport Presentation must be specific to every sport event and must have the same protocol, same general message in order to present the same look of the WU. The Sport Presentation must be in coordination with the Sports competition (Competition Manager/ Chief of Competition) and with Data sources. This sports presentation before, during and after the event must be conform with the specific announcement guidelines (if any) of the relevant ISF. The technical requirements for sport presentation at WU will normally include: A control booth with a view of the entire sport competition field ( resp.stadium) or course (ideally located adjacent to the Competition Manager s booth) and the announcer s booth High quality public address system; Music presentation system including audio mixer, notebook computer (for mp3 and DVD discs) and synthesizer (for rhythm, drum and sound effects); High quality alpha-numeric scoreboard(s) Video screen(s) with high quality resolution A video screen mixing desk capable of mixing at least different feeds (for example Host Broadcaster feeds, dedicated camera(s) feeds, data feed from results system, video source feeds) Screens with all TV production signals Audio connection with the Host Broadcaster producer A communication system linking the members of the event presentation team with each other and with the Competition Manager and the Competition Referees; Fixed and roving dedicated cameras (for on-field flash interviews, crowd shots, etc.) The events that are not broadcast, some elements of the above list will be optional. Minimum Requirements for the Winter Universiade Edition May

20 Event Services The main characteristic of Winter Universiade is being a major multi-sport event running in a number of sporting and non-sporting venues and involving thousands of participants of different categories. From this point of view, there are a number of specific services to be run before the Winter Universiade but also during the event providing them with the right level of service. H. NUSF Services Delegations are key customers requiring a range of dedicated services to facilitate their participation in the Winter Universiade. NUSF services focus on providing support to delegations, helping to solve problems and improving coordination with other Organizing Committee departments. In the preparation phase, they are responsible for providing assistance to all Universiade Family visitors, such as Technical Delegates and Heads of Delegation. Key responsibilities General contact with participating delegations, visiting technical delegates Head of Delegation support Design and implementation of welcoming services. Arrivals and Departures coordination Attention to visitors during the games General invitations, entries management and visa waiver support Translation services where appropriate I. Media Services Media services mission is to support and liaise with all the media in order to ensure that they have the necessary services and materials at the Media facilities (e.g. Main Press Center, Venue Media facilities...) enabling them to tell the world about the Winter Universiade. To achieve the mission, the Media services must focus on providing support to two different groups before and during the Winter Universiade: Press (written press and photographers) and Broadcasters. Key responsibilities Media Liaison Main Press Center Media Facility Broadcast Facilities Media Support J. Cultural, Social and VIP Programs and Ceremonies As an important part of the Winter Universiade image, there must be a cultural program promoting, amongst other things, the values of sport and local culture. An important part would be transmitted through the opening and closing ceremonies (requiring specific management) but the Winter Universiade Village (if any) would also be a good place for such display. Key responsibilities Ceremonies (Opening and Closing) Cultural activities (festivals, concerts ) Universiade Village events K. Accommodation The main mission of the Accommodation Department is to facilitate and/or provide accommodation for any participant at the Winter Universiade Village, pre-selected hotels or elsewhere. This includes coordination of properties involved (e.g. hotels, dorms ), reservation management and catering for other aspects such as furnishings and equipment at the various accommodation locations. 20 Minimum Requirements for the Winter Universiade Edition May 2011

21 Key responsibilities Universiade Village Accommodation Other Accommodation L. Accreditation Application and Accreditation The objective of Accreditation is to process the official registration of all target populations participating in the Winter Universiade, providing appropriate accreditation passes for personal identification, access control and allocation of rights according to the position in the overall organization and the task to be developed during the Games. The Universiade accreditation software must be approved by FISU. Accreditation process includes also FISU CIC procedures for a payment of participation fees, with the provision of temporary passes for use by delegations upon arrival until payments are completed. Key responsibilities Official entries management for all participants Allocation of rights by category and function of the participant for access, transportation etc. Design, production and delivery of temporary passes (in coordination with CIC) and accreditation passes. Coordination with security (e.g. access control) and other departments for participant accreditation (e.g. NUSF services, HR, security personnel ) Accreditation centers management M. Medical Services and Doping Control The main goals for Medical Services and Doping Control is to guarantee the availability of basic and acute medical care to the Winter Universiade Family in general and specifically to the athletes, FISU Family, Organizing Committee staff, media, and spectators at both sports and non-sports venues. In case there is a Winter Universiade Village, the focus is set up of a complete polyclinic there. Otherwise, the Organizing Committee is to organize efficient procedures to guarantee prompt medical care especially for the delegations, wherever they stay. This department is also responsible for implementing adequate Doping Control procedures according to the FISU Medical Regulations and WADA code. All activities must be coordinated with the local Health Authorities, and facilities such as hospitals selected for association with the Winter Universiade. Key responsibilities Overall medical care for all participants Liaison with FISU Universiade Village Medical Center (if any) Delegations Own Medical Facilities Medical Services at Sports Venues Physiotherapy services according to requirements of each sport Doping Control Supply of specific equipment and materials N. Protocol Protocol must define and provide necessary services and information to: VIPs Guests FISU Family members, including representatives from FISU, IFs, Delegation top representatives and others (with the exception of competitors and officials) International and National dignitaries and associated staff Future Organizing Committee and Bid Committee representatives Sponsor representatives and guests, as defined by marketing agreements Minimum Requirements for the Winter Universiade Edition May

22 The Protocol Department is also responsible for the coordination of the Medal Awarding Ceremonies during the different competitions. Key responsibilities Attention to details of protocol (e.g. invitations, letters, coordinating social events and facilitating services such as transportation and accommodation) during the Winter Universiade and preliminary events, and particularly for the Opening and Closing ceremonies Medal Awarding Ceremonies O. Security Security must design, develop, and implement processes to ensure a safe environment for all parties attending the Winter Universiade. This includes the personal security of VIPs, group security of other collectives, as well as the material security of facilities and goods. The department must cooperate with external security agencies and with almost all the operative departments of the organization. Particular attention must be paid to high-risk participants and access control procedures. Key responsibilities Law enforcement coordination Security at venues Access control P. Information Technology & Communications The mission of Technology is to establish the specifications, select, implement, test and operate all the systems required for the execution of the Winter Universiade and for support of other divisions and departments. This includes the provision of integrated IT applications, data and voice network services and audiovisual and scoreboard technology. The Games Management System must be approved and certified by FISU. Key responsibilities Information systems Integration services Technology operations Telecommunication Services Internet Q. External Relations The mission is to establish good external relations with FISU,OC, Delegations, Embassies, etc., in order to be guaranteed the security and all necessary activities during the Winter Universiade. R. Transportation The main focus is to define and run transportation services for the Universiade Family, in an integrated manner with other overall operation aspects (competition schedule, arrivals, accommodation ) and in coordination with other parties (local authorities, public entities, suppliers, workforce ). An efficient and effective means to distribute transportation information to customers (e.g. the Universiade Family, Organizing Committee members and the public) is a critical factor in the delivery of this service. Furthermore, transportation must take into account the different needs of groups attending the Winter Universiade, providing scheduled and on-demand services to and from venues as appropriate. Key responsibilities Create a transportation manual Plan and manage transportation services for the athletes, judges, referees, Universiade Family, media, workforce and public Fleet and service planning Transportation operations Manage transportation bookings and inquiries desk Traffic coordination Arrangement at official points of entry and departure 22 Minimum Requirements for the Winter Universiade Edition May 2011

23 Organizing Committee: Proposed Organization Chart Organizing Committee Executive Committee Secretary General General Secretariat - Planning and procedures - Program management and Control - OC Secretariat - Insurance and Legal Corporate Human Ressources HR - Volunteers Mgt. - Personnel Mgt. (Perm. staff & contractors) - Workforce services - Training planning & operations Finance & Administration - Procurement Asset Tracking Bid Management Rate card support - Budget and Control - Accounting and Treasury - Ticketing and Customer Services Image & Communication Public Relations - Game Image / Event Look - Publications - Public and Press Relations Marketing & Sponsorship - Marketing Corporate Marketing Public Marketing - Sponsorship - Advertising - Television - Hospitality Venue Construction - Technical office (tender preparation) - Homologation procedure - Universiade Village - Non-sports venues - Envirement and Energy - Sports Venues Competition Training - Temporary Constructors Sports Operation Coord. (Central Customer Support) Sports Administration & Services - Liaison with IF, NF - Overall Sport Program - Judges & Referees - Preliminary Sport Coord. - Sports Equipments Competition Management Event Services - VISA Procedure - General Invitation & Entries - Arrivals and Departures - Languages Services - Media Liaison - Main Press Center - Media Facilities - Broadcast Facilities & IBC - Media Support - Skiing - Opening and Closing Alpine Skiing Ceremonies Nordic Skiing - Cultural, Social Cross Country Skiing and VIP Program Ski Jumping** Nordic Combined** Freestyle Skiing* Snowboarding - Biathlon - Ice Hockey - Skating Figure Skating Short Track Speed Skating Synchronized Skating Long Track Speed Skating* - Curling * Optional disciplines **Optional from WU 2015 Results & Services FNSU Services Media Services Ceremonies, Cultural Social and VIP Program Venue Operations Accommodation - Universiade Village - Officials Hotels Referees and Judges Team Extra Officials Team Additional Officials - FISU HQ Hotel - Other Accommodation Accreditation Medical Services Doping Control Services Protocol - Arrival & Departure - VIP Support - Awarding Ceremonies Security - VISA Procedure - Law enforcement - Coordination - Security at Venues - Access Control Information Tech. & Com. - Integration Services - Information Services - Technology Operations - Internet - Telecom Services Transportation - Transportation Operation - Fleet - Trafic Coordination - Freight Operations FISU Related Events - Head of Delegations Seminar Venue Services (Planning & Procedures) Venue Logistics - Logistics operation (Deployment & Maint.) - Food services - Spectators services Minimum Requirements for the Winter Universiade Edition May