Team Manual. Velenje 11 December 2011 SLOVENIA SPAR European Cross Country Championships. Best runners One field Don t miss it!

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1 Team Manual SPAR European Cross Country Championships Best runners One field Don t miss it! Velenje 11 December 2011 SLOVENIA

2 Contents 1. GENERAL INFORMATION Host City Velenje 1.2 Business Hours Shops, Government Offices, Banks 2. ORGANISATIONAL STRUCTURE European Athletics Council 2.2 European Athletics Delegates 2.3 European Athletics Office 2.4 Executive Board of the Slovenia Athletics Federation 2.5 Local Organising Committee 2.6 Competition Organisation 2.7 Participating Federations 3. ARRIVALS Arrival by Air 3.2 Arrival by Train 3.3 Arrival by Road 3.4 Visa Requirements 4. TRANSPORT Transportation Desk 4.2 Bus Service 4.3 Return to Airport / Train Stations 5. ACCOMMODATION General Information 5.2 Information Desk(s) 5.3 Official Hotels 5.4 Costs and European Athletics Quota Payment Procedures 5.5 Meals 5.6 Meeting Room for Teams 5.7 Medical Services in the Hotels 5.8 Telephone Calls 6. ACCREDITATION General 6.2 Accreditation Procedure 6.3 Loss of Accreditation Card 6.4 Access Areas for Teams 7. TECHNICAL INFORMATION The Couse 7.2 Technical Information Centre (TIC) 7.3 Technical Meeting Technical Meeting Agenda 7.4 Inspection of the Competition Venue 7.5 Dressing / Physiotherapy Rooms 7.6 Training 2 SPAR European Cross Country Championships - Velenje 2011

3 8. COMPETITION REGULATIONS Entries Final Entries 8.2 Final Confirmation Withdrawal 8.3 Starting Stations 8.4 Competition Bibs 8.5 Scoring Ties 8.6 Competition Clothing 9. COMPETITION PROCEDURE Timetable 9.2 Warming up Before Events 9.3 Assembly and Call Room Procedures 9.4 Event Presentation Format 9.5 Competition Preparations Starter s Commands False Start 9.6 Timing 9.7 Leaving the Course after the Competition 9.8 Protests and Appeals 9.9 Interviews 9.10 Doping Control General Information Selection of Athletes Additional Controls 9.11 Victory Ceremonies 10. INFORMATION Clocks 10.2 Announcements 10.3 Start Lists 10.4 Results / Intermediate Scores 11. MEDICAL SERVICES General 11.2 Medical Services in the Hotel 11.3 Medical Services at the Competition Venue 11.4 Physiotherapy 11.5 Insurance 12. SECURITY OPENING & CLOSING CEREMONIES Opening Ceremony 13.2 Closing Ceremony 13.3 Closing Banquet 14. DEPARTURE CONTACT DETAILS APPENDIX 36 Appendix 1 Plan of the Competition Venue Appendix 2 Map of the course and course profile 3

4 1. GENERAL INFORMATION 1.1 Host City Velenje Velenje is a young, modern European city situated in the eastern part of the Šaleška Valley in the Paka river basin. The modern city was built in a matter of years by voluntary strike labour. Diligent workers made more than a million of volunteering hours. Nowadays, spreading over a bit more than 83,000 square metres, Velenje is home to a good 34,000 Velenje citizens ant it is fifth-largest Slovene city. Moreover, Velenje is today one of the strongest economic centres in Slovenia and an employment, administrative and educational centre of a wider Savinjsko-Šaleška region. A Wide Array of Sports, Recreational and Adrenalin Opportunities: modern sports complexes, such as the city stadium, Red and White Halls, a ski-jumping centre, an indoor swimming pool, make an important contribution to the city s vibrancy. The Jezero Tourist-Recreational Centre (TRC Jezero) is something special since it is developed in the area of sunk lakes, which are a consequence of coal-mining. Nowadays it is one of the most beautiful and attractive Slovenia s sports centres, bustling with activity from dawn till dusk. This area will be a venue of SPAR Cross Country Championships 2011 as well. 4 SPAR European Cross Country Championships - Velenje 2011

5 1.2 Business Hours Shops, Government Offices, Banks Normal business hours including government offices are from 08:00 to 15:00 on Monday and Tuesday, from 08:00 to 18:00 on Wednesday and from 08:00 to 13:00 on Friday. Shopping hours are from 09:00 to 19:00 extended up to 20:00 within the shopping centres. Banks are open from 09:00 to 18:

6 2. ORGANISATIONAL STRUCTURE 2.1 European Athletics Council President Vice Presidents Director General Council Members IAAF President (ex officio member) European Athletics Honorary Life President 2.2 European Athletics Delegates Technical Delegate Doping Control Delegate Jury of Appeal (3) Hanjsörg Wirz (SUI) José Luis de Carlos (ESP) Karel Pilny (CZE) Jean Gracia (FRA) Christian Milz (SUI) Franco Arese (ITA) Sylvia Barlag (NED) Jonas Egilsson (ISL) Liam Hennessy (IRL) Frank Hensel (GER) Dobromir Karamarinov (BUL) Toralf Nilsson (SWE) Erki Nool (EST) Antti Pihlakoski (FIN) Jorge Salcedo (POR) Gabriela Szabo (ROU) Salih Munir Yaras (TUR) Vadim Zelichenok (RUS) Lamine Diack (SEN), IAAF President Carl-Olaf Homén (FIN) Jos Van Roy (BEL) Lindbjörg Stolan (NOR) (to be appointed with a fourth replacement at the Technical Meeting) 2.3 European Athletics Office European Athletics Office Avenue Louis Ruchonnet, Lausanne Switzerland Tel. : Fax: office@european athletics.org 6 SPAR European Cross Country Championships - Velenje 2011

7 2.4. Executive Board of the Slovenia Athletics Federation President Vice Presidents Members President of the Technical Committee Representative of Athletes Association Representative of Coaches Association Representative of Judges Association 2.5. Local Organising Committee LOC President LOC Vice Presidents LOC Event Coordinator International Relations Accommodation and Transport Accreditation Security Competition Competition Administration Facilities and Equipment Course PhD Peter Kukovica MSc Marjan Hudej Janez Aljančič Gabrijel Ambrožič Mitja Butul PhD Iztok Ciglarič PhD Boris Dular Marjan Gorza MSc Jurij Novak Dušan Prezelj Tomo Šarf Č rtomir Špacapan Igor Topole Martin Steiner Robert Teršek Andrej Jeriček Andrej Udovč MSc Marjan Hudej Martin Steiner Srečko Meh Boris Mikuž Luka Steiner Janez Aljančič Miran Hudournik Živa Kravanja Dejan Potočnik MSc Darjo Pungartnik Natalija Bah Sabina Alihodžić Stane Blagotinšek Matjaž Tepež MSc Matjaž Koželj 7

8 Media Finances TV Host Broadcaster Protocol Marketing Promotion Medical Services Anti doping Volunteers Coordinator for junior high schools Coordinator appointed by City of Velenje 2.6. Competition Organisation Competition Director Meeting Manager Deputies Technical Service Manager Event Presentation Manager Call Room Referee Referees Technical Information Centre Manager Competition Support Manager Announcer Tomaž Hudomalj Jurij Završnik Renata Zupančič Lado Vindiš Dejan Č retnik Božena Steiner Tadeja Mravljak Jegrišnik Mojca Ževart MSc Marjan Hudej Iztok Esih Jože Zupančič Janko Dvoršak PhD Sonja Hudej Grega Doberšek Ivan Planinc Ivan Kotnik Anton Brodnik Alojz Hudarin Marjan Klepec MSc Darjo Pungartnik Matija Molnar Andreja Jošt Anita Trupej Šturm Aleš Janžovnik Pavel Prusa Borut Podgornik Andrej Udovč Igor Godec Natalija Bah Ivan Lampret Boris Ličof Alfons Juck 8 SPAR European Cross Country Championships - Velenje 2011

9 2.7 Participating Federations COUNTRY Senior (M) Senior (W) Under 23 (M) Under 23 (W) Junior (M) Junior (W) ARM AUT BEL BIH BLR BUL CRO CZE DEN ESP EST FIN FRA GBR GER HUN IRL ITA LAT LUX MKD MON NED NOR POL POR ROU RUS SLO SRB SUI SWE TUR UKR Total

10 3. ARRIVALS 3.1 Arrival by Air The official airport is Ljubljana Jože Pučnik Airport which is situated 90 km from Velenje. Upon arrival at Ljubljana Jože Pučnik Airport, the teams will be met by their Team Attachés. The Welcome Desk is situated in Arrival Room by the Avionček bar at the airport and will be open on Thursday 8 December from 10:00 to 20:00 and to Saturday 10 December from 08:00 to 20:00. Opening hours can change according to the flights arrival hours. After collecting luggage, team members will be escorted to the official buses by the welcome desk staff and their Team Attachés and taken to the team hotel, approximately 70 minutes from the airport. 3.2 Arrival by Train There will be no Welcome Desk at the main railway station in Ljubljana, Celje and Velenje. Teams arriving by train will be met by LOC representatives and taken to the team hotel, according to the arrival times given in the final entry system. 3.3 Arrival by Road Teams arriving by road are kindly asked to go directly to their hotels, where representatives from the LOC will welcome them. 3.4 Visa Requirements Countries requiring visas to enter Slovenia should obtain them from the Slovenia or other relevant European Union member Embassy or Consulate in their country. The following countries require visas to enter: Armenia, Belarus, Georgia, Israel, Moldova. In case of problems please contact the Local Organising Committee: LOC Velenje info@velenje2011.si Contact in case of visa problems: Mobile: (Živa Kravanja) 10 SPAR European Cross Country Championships - Velenje 2011

11 4. TRANSPORT 4.1 Transportation Desk The Transportation Desk will be a part of the Information Desk at each Teams Hotel and at TIC Office at the venue, with the following opening dates/hours: Thursday 8 December 10:00 to 21:00 Friday 9 December 08:00 to 22:00 Saturday 10 December 08:00 to 22:00 Sunday 11 December 08:00 to 20:00 Monday 12 December 08:00 to 15: Bus Service A regular bus service will be provided between the team hotels, training venues, social functions, the technical meeting and the competition venue. Transfer times between the hotels and the competition venue will be about 20 to 35 minutes, depending on the traffic conditions. Full details of the transfer schedules between the teams hotel(s) and the several venues will be available at the Information Desks in each hotel. 4.3 Return to Airport / Train Stations Transport will be arranged according to the flight schedules submitted by the teams. Further information will be available at the Information Desk in each hotel. 11

12 5. ACCOMMODATION 5.1 General Information Four high-quality hotels are reserved for the teams. 5.2 Information Desk(s) An Information Desk(s) will be located in the lobby of each team hotel(s) with qualified personnel offering relevant information about all aspects of the SPAR European Cross Country Championships Velenje The Information Desk(s) opening hours will be as follows: Thursday 8 December 10:00 to 21:00 Friday 9 December 08:00 to 22:00 Saturday 10 December 08:00 to 22:00 Sunday 11 December 08:00 to 22:00 Monday 12 December 08:00 to 22: Official Hotels The official hotels for the SPAR European Cross Country Championships Velenje 2011 will be: Terme Topolšica HOTEL VESNA HOLIDAY HOMES OCEPKOV GAJ Terme Topolšica Topolšica 77, SI-3326 Topolšica Tel: Teams Hotel Fax: info@t-topolsica.si Terme Dobrna HOTEL VITA VILA HIGIEA HOTEL PARK Terme Dobrna Dobrna 50, SI-3204 Dobrna Tel: Teams Hotel Fax: info@terme-dobrna.si 12 SPAR European Cross Country Championships - Velenje 2011

13 HOTEL ŽALEC Hotel Žalec Mestni trg 3, SI-3310 Žalec Tel: Fax: hotel.zalec@siol.net Teams Hotel Terme Laško HOTEL WELLNESS PARK Terme Laško Zdraviliška cesta 6, SI-3270 Laško Tel: Teams Hotel Fax: , info@thermana.si HOTEL PAKA HOTEL VILA HERBERSTEIN Hotel Paka Rudarska 1, SI-3320 Velenje European Tel: Athletics Family Fax: and VIP Hotel info@hotelpaka.com Hotel Vila Herberstein Kopališka cesta 1, SI-3320 Velenje Tel: Fax: vila.herberstein@siol.net HOTEL RAZGORŠEK Hotel Razgoršek Stari trg 33, SI-3320 Velenje Tel: Media Hotel Fax: hotelrazgorsek@siol.net 13

14 5.4 Costs and European Athletics Quota According to Regulation the European Athletics shall pay the board and lodging expenses for not more than 3 (three) days and for a maximum of: 4 (four) male and 4 (four) female athletes in the Junior category 4 (four) male and 4 (four) female athletes in the U23 category 4 (four) male and 4 (four) female athletes in the Senior category No contribution shall be made in respect of athletes representing the host European Athletics Member Federation. The number of team officials in the hereunder chart is also eligible for fixed price accommodation and other benefits. European Athletics will not cover these officials accommodation costs. Ratio of Athletes & Officials Number of Athletes From - to Number of Team Officials Up to (1) : Maximum number of additional officials (out-of-ratio) (2) : SPAR European Cross Country Championships - Velenje 2011

15 For the remaining team members, the following rates apply. This includes full board and accommodation and applies to any additional days for Athletes and Officials within the ratio and outside the ratio: Group Single room Double/Twin room Athletes outside the quota and in ratio officials 90 EUR 90 EUR Officials outside the ratio 100 EUR 95 EUR Additional nights (Athletes and Officials) 100 EUR 95 EUR All prices include VAT. Each participating team shall be allocated a minimum number of single rooms equal to 10 per cent of the total number of athletes and in ratio team officials entered in the final entries. Additional single rooms can be requested and will be given according to availability. The price for the additional single room is 100 EUR for the full board accommodation for all days. Cancellation policy The final account for accommodation attributable to each Member Federation shall be based on the numbers declared in the Final Entries and this shall be paid in full, no allowance being made for any subsequent reduction in the actual numbers of athletes and/or officials Payment Procedures A pro forma invoice will be sent to each Federation detailing the amount they owe based on their preliminary entries. Federations are kindly encouraged to make an advance payment of at least 80% by 10 November. Advance payments should be made in Euro ( ) by bank transfer to the following account: Bank account name: Nova Ljubljanska Banka d.d., Poslovalnica Velenje Bank address: Rudarska cesta 3, SI-3320 Velenje Swift No: LJBASI2X IBAN: SI Note: SPAR European Cross Country Championships Velenje (country) Note: A copy of the bank transfer will be required upon arrival. 15

16 The balance of the payment must be paid on-site by the Team Leader on arrival at the Accreditation Centre. Payment can be made by cash in Euros ( ). The Team Leader must settle phone bills and all other extra services at the hotel reception, before departure. The Team Leader will be requested a credit card by the hotel reception desk for extras. All payments must be made in Euro ( ). 5.5 Meals All meals will be taken in the teams hotel restaurant. The restaurant opening times are: THURSDAY 8 December, FRIDAY 9 December, SATURDAY 10 December, MONDAY 12 December BREAKFAST 08:00 to 10:00 LUNCH 12:00 to 14:00 DINNER 19:00 to 22:00 SUNDAY 11 December competition day BREAKFAST 07:00 to 11:00 LUNCH 11:00 to 16:00 From 16:00 to 19:00 snacks and fruits will be available DINNER Closing Banquet (no dinner will be provided at the teams hotel) Accreditation cards with barcodes will allow access to meals in the hotel restaurant. For lunch and dinner, mineral water and one soft drink per person are available free of charge. All other drinks have to be paid for. On the competition date late serving provisions will be made for those athletes detained at the venue due to doping controls or protests. 16 SPAR European Cross Country Championships - Velenje 2011

17 5.6 Meeting Room for Teams Arrangements can be made for a team meeting room through the Information Desk in the Teams hotel. Requests shall be made 12 hours in advance. 5.7 Medical Services in the Hotels Medical service and/or emergency calls will be available by phone. Detailed information will be available at the hotels Information Desks during the opening times and through the hotel reception during the night. The emergency call number is Telephone Calls The telephone will be automatically activated to make room to room calls. Any athletes or delegation officials requiring the use of the room phone for outgoing calls must make arrangements with the information desk at the hotel. The telephone will be made available upon the presentation of a credit card to cover all charges. 6. ACCREDITATION 6.1 General Each team member will receive an accreditation card, which must be worn at all times and should be clearly visible. Security personnel will control all areas. The accreditation is not transferable and does not allow the holder to take another person beyond checkpoints. Photos are not required for the accreditation card system. 6.2 Accreditation Procedure Accreditation cards will be prepared in advance, based on the information provided by the Member Federation through the online entry system. No changes will be accepted after the final entry deadline. Accreditation cards will be distributed in the Main Accreditation Centre at Velenje City Stadium Ob jezeru. The Team Leader will be responsible for collecting the team s accreditation cards. 17

18 Team Leaders are requested to take the athletes passports to the Main Accreditation Centre at Velenje City Stadium Ob jezeru in order to allow verification of Junior and Under 23 participants age. The Team Leader will settle the payment of accommodation for team members outside the European Athletics quota, potential balance (on-site in cash Euros ( ) only) and confirm the athletes participating in the Championships, national flag, national anthem and national vests. After the payment and confirmation the Team Leader can collect the accreditations cards for the whole team. Opening times of the Main Accreditation Centre will be on Thursday from 09:00 to 18:00 and on Friday & Saturday from 08:00 to 20:00 and depending on the teams arrival schedules. Transportation from all Teams Hotels to the Main Accreditation Centre and back will be organised for Team Leaders depending on the teams arrival schedule. 6.3 Loss of an Accreditation Card Any lost or damaged accreditation cards should be reported to LOC, at the Information Desks in Teams hotels or in the Main Accreditation Centre or in the TIC. Duplicate cards can be obtained where proof of identity can be established. 6.4 Access Areas for Teams All team accreditation cards will allow access to the warm-up area, changing facilities and physiotherapy rooms. Only athletes who are directly involved in the competition will have access to the call room and to the course. The Head of Delegation from each team is invited to the VIP Hospitality area and will be given the necessary access number on the accreditation card. Separate cards will be issued for the Team Leaders, for access to the information available in the Technical Information Centre (TIC). 18 SPAR European Cross Country Championships - Velenje 2011

19 7. TECHNICAL INFORMATION 7.1 The Course The SPAR European Cross Country Championships Velenje 2011 will be disputed on a 1500 m lap course typically grassed. In order to comply with each category s official distances a smaller lap of 500 m will be used in all the races except for the Junior Men and U23 Women. There are no artificial obstacles added to the course. Most of the supporting facilities will be installed around start and finish gantry and White Hall. For Course and Facilities map and Course Profile see appendix 1. The distances per race are as follows: Junior Women m Junior Men m U23 Women m U23 Men m Senior Women m Senior Men m 70m + 1 Short Lap 430m + 1 Short Lap 500m + 2 Long Lap 1500m 70m + 1 Long Lap 1430m + 3 Long Lap 1500m 70m + 1 Long Lap 1430m + 3 Long Lap 1500m 70m + 1 Short Lap 430m + 5 Long Lap 1500m 70m + 1 Short Lap 430m + 5 Long Lap 1500m 70m + 1 Short lap 430m + 1 Short Lap 500m + 6 Long Lap 1500m 7.2 Technical Information Centre (TIC) The main function of the Technical Information Centre is to ensure smooth communication between each Team Delegates and the LOC, the European Athletics Technical Delegate and the Competition Management, regarding technical matters. The TIC is located at the competition venue from Friday 8 December to Sunday 11 December. Opening hours: Friday 9 December 14:00 to 19:00 Saturday 10 December 09:00 to 19:00 Sunday 11 December 09:00 to 18:

20 The TIC will be linked to all Information Desks set up for this event and shall be responsible for the following: Settlement of technical enquiries from delegations Competition information Recovery of items confiscated at the Call Room Applications for additional doping control tests Urgent notices collection and delivery of any urgent written notices to the Team Delegations from Technical Delegates, European Athletics and LOC Publication of results Receipt of appeals from the teams All technical information regarding the competition will be distributed to each delegation in a pigeon box given to each team. This information will also be displayed on information boards. Access to the information to be distributed at the TIC will be controlled by a separate card, not by the accreditation card. TIC cards will be given to each Team Leader. Teams that are not able to attend the Technical Meeting, under extreme circumstances, can collect their information material from the TIC after the technical meeting. 7.3 Technical Meeting The Technical Meeting will be held on the 10 December at 12:00 (noon), in the Large Conference Room in the Paka Hotei Velenje (VIP hotel). Each team may be represented by a maximum of two team delegates and, if necessary, an interpreter. It is very important that all teams are represented at the Technical Meeting. All questions related to the Technical Meeting must be presented in writing in English, at the Teams Hotels Information Desks before 18:00, on Friday 9 December in the appropriate form. The Technical Meeting will be held in English. The Technical Meeting will be attended by: European Athletics President LOC President European Athletics Officiating Persons (Technical and Doping Control Delegate) Jury of Appeal 20 SPAR European Cross Country Championships - Velenje 2011

21 Competition Director Competition Officials TIC Manager European Athletics Staff Technical Meeting Agenda The preliminary agenda of the Technical Meeting includes: Welcome by the President of the Local Organising Committee Welcome by the European Athletics President or his representative Presentation of the Competition Officials Information briefing by the Technical Delegate on matters not covered by the Team Manual Presentation of the competition and warm-up venues Opening/Closing Ceremony and Closing Banquet Information briefing by the Doping Control Delegate Answering of questions submitted in writing by federations 7.4 Inspection of the Competition Venue There will be no organised tour as the presentation regarding the competition and warm-up areas will be given at the Technical Meeting. Heads of Delegation and team members may visit the venue inspecting access routes and other facilities which will be important to the teams on Saturday 10 December between 09:30 and 11:30 during the training. 7.5 Dressing / Physiotherapy Rooms Dressing and physiotherapy areas (1 box per team) are located in the teams' tent, at the Recreational Centre. The allocation of the teams' boxes will depend on the number of the delegation members. Further details will be aiven at the technical meeting. The acces to the Team's tent will be controlled by the LOC staff. 21

22 7.6 Training The Course will be open for training on Saturday 10 December, from 09:30 to 11:30. Train is also possible in the warm-up grassed area and gravel paths around Velenje Lake near the course on Friday 9 December from 14:00 to 18:00 and on Saturday 10 December from 09:30 to 11:30. Transport will be provided according to the following schedule: From the Teams Hotels to the Course: Friday 9 December: Topolšica Hotel 13:35 Dobrna Hotel 13:25 Žalec Hotel 13:20 Wellness Park Hotel Laško 13:10 Saturday 10 December: Topolšica Hotel 09:05 Dobrna Hotel 08:55 Žalec Hotel 08:50 Wellness Park Hotel Laško 08:40 From the Course to the Teams Hotels: Friday 9 December: To Topolšica Hotel 16:15 To Dobrna Hotel 16:15 To Žalec Hotel 16:15 To Wellness Park Hotel Laško 16:15 Saturday 10 December: To Topolšica Hotel 11:45 To Dobrna Hotel 11:45 To Žalec Hotel 11:45 To Wellness Park Hotel Laško 11:45 The transport schedule will be also displayed at the Information Desks in each hotel. Any amendments to the transport schedule will be displayed t the Teams Hotels Information Desks on time. 22 SPAR European Cross Country Championships - Velenje 2011

23 8. COMPETITION REGULATIONS 8.1. Entries Every European Athletics Member may enter 1 (one) team for each event. In accordance with European Athletics Regulation 302.8, each European Athletics Member Federation may enter a maximum of 8 (eight) athletes in each event, of which a maximum of 6 (six) may participate, in the following conditions: Only athletes aged at least 16 (sixteen) and not more than 19 (nineteen) years on 31 December of the year of the competition may participate in the Junior events; Only athletes aged at least 20 (twenty) and not more than 22 (twenty two) years on 31 December of the year of the competition may participate in the Under 23 events; Only athletes aged at least 20 (twenty) years on 31 December of the year of the competition may compete in the Senior events. All athletes must be able to present, if requested to do so by the Technical Delegate an official document stating their date of birth. Each athlete may only be entered in one race of the Championships and he/she can only compete in the race for which he/she was entered. Although the European Cross Country Championships are basically a team competition, individual entries may be accepted Final Entries Final entries shall be made through the European Athletics Teams Online Entry System. The online entry system will be accessible at the European Athletics website: in the section Member Federations Zone/Competition. Member Federations should use the already known ID and password. 23

24 Final entries indicating the names of the competitors and of the officials must be received not later than 10 (ten) days before the event. According to the regulations the deadlines for the final entries are: Opening of the final entries: Deadline for the final entries: Monday, 12 September, 24:00 (CET) Thursday, 1 December, 24:00 (CET) All teams will receive a pdf report with a status of their entries 24h before the deadline and one pdf confirmation after closing of the system. 8.2 Final Confirmation Team Leaders or their representatives must confirm the names of those competitors already entered who will actually take part in the competition. Forms for the final declaration and confirmation will be distributed to each delegation during accreditation. These forms must be completed and returned immediately or no later than 09:00 on Saturday 10 December to the respective Information Desk at the Teams Hotels. Any team foreseeing to arrive later than this deadline shall confirm the respective athletes participation via to competition@european-athletics.org. Final start lists will be ready for collection together with the bibs after the Technical Meeting Withdrawal Withdrawal of any confirmation must be indicated to the TIC in writing on the official withdrawal form. 24 SPAR European Cross Country Championships - Velenje 2011

25 8.3. Starting Stations According to the allocation of starting gates should be as follows: The first 5 (five) teams from the previous year s championships will be allocated the 5 (five) starting gates in the centre of the start area. The host country will be added next followed by the previous year s individual winner s team (if the individual winner is declared in this year s team) and they have not already been allocated a starting gate. All teams with the maximum number of athlete, (currently 6 (six)), will be allocated starting gates either side of the above. Then teams with 5(five) competitors will be added to each side followed by teams with 4 (four) and then teams of 3 (three) and finally teams of 2 (two). Any team with only one athlete will be allocated a starting gate with another country s athlete who only have 1 (one) single athlete. The exact placing in the various groups being made by the drawing of lots by the Technical Delegate. The result of the draw will be announced at the technical meeting and displayed at the Information Desk in the team hotels as well as on the start gantry at the course. 8.4 Competition Bibs Each athlete will receive 4 competition bibs, 3 after the Technical Meeting, 1 in the call room. The 3 bibs have to be put as follows: one on the back of the singlet, one on the warm-up track suit and the other one for the bag. The bib for the front will be handed out in the call room. It has a plastic pocket on the inner side with the chip transponder included. Athletes and Coaches must ensure the proper return of the chip transponder after the race. The competition bibs may not be cut, bent, covered or ruined in any way. 8.5 Scoring Each race shall be scored separately. In all races, 4 (four) athletes shall score. The team results shall be decided by the aggregate of placing recorded by the scoring athletes of each team. The team with the lowest aggregate of placing points will be judged the winner. If a team fails to finish with a complete scoring team, it will not be classified in the team result. The athletes finishing shall be counted as individuals in the race result and shall be eligible for the individual placing. No adjustment to the scoring placing of the finishing teams shall be made in respect of any non-scoring team runners or of individual entries. 25

26 8.5.1 Ties In the event of a tie, it shall be resolved in favour of the team whose last scoring runner finishes nearest to the first place in accordance with European Athletics Regulation If two or more athletes tie for a place in any event, the attributable points shall be divided equally between them. 8.6 Competition Clothing Competitors must wear the Federation s official team clothing. IAAF Rule 143 will be strictly applied. Please make sure to follow the IAAF Advertising Regulations (version January clothing and items not conforming to this rule and the current IAAF Advertising Regulations will be removed from the call room. The European Athletics has a record of the Team vests of all Member Federations on its website. If the team vest displayed on the website differs from your current official team vest, a full set of photographs must be provided to the European Athletics Office (preferably in an electronic version) by 1 December at the latest: JPEG file, maximum resolution and size 300 dpi / 500KB Compressed ZIP file, if possible Mail to: competition@european-athletics.org Otherwise, the existing records will be used as reference Team clothing must be uniform. A competitor wearing any other clothing will have no access to the competition area and will not be allowed to compete. This rule applies both to competition clothing (vest, shorts and tights) as well as to tracksuits. 26 SPAR European Cross Country Championships - Velenje 2011

27 9. COMPETITION PROCEDURE 9.1 Timetable The timetable on 11 December 2011 will be: Junior Women m 10:45 Junior Women Victory Ceremony Individual 11:07 Junior Women Victory Ceremony Team 11:14 Junior Men m 11:24 Junior Men Victory Ceremony Individual 11:50 Junior Men Victory Ceremony Team 11:57 U23 Women m 12:07 U23 Women Victory Ceremony Individual 12:35 U23 Women Victory Ceremony Team 12:42 U23 Men m 12:52 U23 Men Victory Ceremony Individual 13:24 U23 Men Victory Ceremony Team 13:31 Senior Women m 13:41 Senior Women Victory Ceremony Individual 14:16 Senior Women Victory Ceremony Team 14:23 Senior Men m 14:33 Senior Men Victory Ceremony Individual 15:09 Senior Men Victory Ceremony Team 15:16 U23 Under 23 years 27

28 9.2 Warming up Before Events Warming up will take place in the warm-up grassed area by the Team tent and on gravel paths around Velenje Lake near the course (will be clearly marked). At the end of the warming up the athletes shall prepare for the race and will put the removed clothing in dedicated baskets identified with the respective country code name (one for each Federation). These will be transported by the LOC staff from the start to the mixed zone. 9.3 Assembly and Call Room Procedures The first call for the participants will be made in the Call Room near the start line. It is the responsibility of the team managers to ensure that their athletes are aware of the last check-in times for entry to the Call Room. Athletes arriving late may be excluded from participation in the event. All athletes must report to both the call room and the last checkpoint. Athletes must report to the Call Room before each event as follows: Junior Women 10:15 to 10:30 Junior Men 10:54 to 11:09 U23 Women 11:37 to 11:52 U23 Men 12:22 to 12:37 Senior Women 13:11 to 13:26 Senior Men 14:03 to 14:18 On leaving the call room, athletes will be directed into the start area to prepare for the race. A warning signal will be given 5 minutes, 3 minutes and 1 minute before the start of the race. 9.4 Event Presentation Format Announcements will be made in English and Slovene. Before each race there will be a short reference to the favourite teams and athletes competing for the title based on the previous year s results. 28 SPAR European Cross Country Championships - Velenje 2011

29 The screen will show images from the SPAR European Cross Country Championships Velenje 2011, the start lists and results, including intermediate results. 9.5 Competition Preparations Starter s Commands All instructions will be given in English. The command is On your marks followed by a shot from the starter s gun False Start In the event of the false start, the starter will fire a second shot and officials will raise a tape across the course, 100 m from the start line. 9.6 Timing The official timing will be provided by Omega and will be displayed on the official electronic timing instrument and photo finish cameras provided by Omega. 9.7 Leaving the Course after the Competition After the competition, athletes leave immediately the course through the mixed zone where they will find the clothing baskets and the media interviews will be carried out. Athletes attending the award ceremony will be accompanied directly to the Victory Ceremony zone. 9.8 Protests and Appeals Protests are permitted and will be processed in accordance with IAAF Rule 146. In the first instance, protests must be made orally to the Referee by the athlete himself/herself or by a responsible official acting on his/her behalf (Rule 146.3). Protests concerning the result or conduct of an event shall be made within 30 minutes of the official announcement of the result of that event (posted on the TIC information board). Any written appeal to the 29

30 Jury of Appeal must be signed by a responsible official on behalf of the athlete and submitted to TIC within 30 minutes after the official announcement of the decision made by the Referee. When submitting an appeal form, a deposit of EUR 70, as set in the rules, must be paid. If the protest is unsuccessful, the deposit will not be returned. The Jury s decision will be provided in writing. 9.9 Interviews Immediately after the competition, the flash interview group will interview the winning athletes. These interviews will be distributed on information sheets to the media. In the mixed zone, all athletes meet the media: first TV, then radio and finally the written press. It is for the athlete to decide whether he/she will give an interview. The first three athletes in each event may be asked to attend an official press conference. These press conferences will take priority over all other interview requirements. They will usually be held before doping control testing Doping Control General Information Doping control shall be conducted in accordance with IAAF Rules and Procedures under the supervision of the European Athletics Doping Control Delegate. Both urine and blood samples may be collected immediately before, and during, the Championships. Athletes selected for doping control shall be informed by anti doping officials. Athletes will be required to sign a confirmation of notification. Athletes who are to be tested may invite a team official to accompany them to the Doping Control Centre (DCC). 30 SPAR European Cross Country Championships - Velenje 2011

31 A selected athlete should report immediately to the DCC unless there are valid reasons for delay. All selected athletes will be accompanied by a trained chaperone or Doping Control Officer from the time of notification until arrival at the DCC. Athletes are reminded that refusal to provide a sample can render them liable to disqualification and may lead to further disciplinary action. Athletes who are required to use prescribed medication for the treatment of a medical condition should ensure that they have registered their medication, where necessary, through the Therapeutic Use Exemption system prior to attending the Championships Selection of Athletes The selection of athletes for control will be made on a final position and/or random basis under the supervision of the European Athletics Doping Control Delegate. In addition, the selection of further athletes may be ordered at the discretion of the European Athletics Doping Control Delegate Additional Controls Additional athletesmay present themselves for testing. These athletes must report to the TIC where they will have to complete the Doping Control Request Form. They will then be escorted to the Doping Control Station. The cost of this control will be paid by the European Athletics and will be deducted from the member federation s European Athletics subvention after the Championships Victory Ceremonies The victory ceremony for individuals and teams will take place on the venue immediately after finish of each race, as scheduled on the event programme. Athletes must wear the official team clothing for the ceremonies, and no other items shall be taken to the podium, such as flags, bags or other. 31

32 10. INFORMATION 10.1 Clocks A clock showing the race time is positioned on the finish line gantry as well as at the lap point. Final and intermediate results of the races and the respective team points will be indicated on the video board Announcements Official announcements will be made in Slovene and English Start Lists Start Lists will be available for the Team Leaders on Saturday 10 December after the Technical Meeting Results / Intermediate Scores Results will be displayed on the notice boards located at TIC immediately after each race. A copy of each event results will be available at the TIC in each team pigeon box. The complete results of the SPAR European Cross Country Championships Velenje 201 will be issued and distributed to the Team Leaders at the Closing Banquet, together with the diplomas. 11. MEDICAL SERVICES 11.1 General The medical service will provide medical information and assistance to teams, organisation personnel, and honorary guests as well as, during the competition, to the spectators. In case of emergency, please contact the nearest medical first aid station or call the emergency number Medical Services in the Hotel For medical or emergency needs at the hotels please refer to point 5.7 (Medical service at the hotel). 32 SPAR European Cross Country Championships - Velenje 2011

33 11.3 Medical Services at the Competition Venue A medical tent will be active at the Venue site for acute medical assistance. First aid teams Red Cross marked, supervised by doctors, will be distributed around the course during the competition. The local medical service will be responsible for any problem concerning the athletes health both at competition and warming up areas. In case of injuries, only the LOC official physician will be admitted to the course. The respective physician will decide on the further treatment of the injured athlete. Team doctors will have access to the medical service facilities when an athlete of his/her own team is hurt or is in need of other medical attention Physiotherapy For those teams requiring physiotherapy services there will be a physiotherapist in Teams hotels Vesna Hotel in Topolšica, Vita Hotel in Dobrna, Žalec Hotel in Žalec and Wellness Park Hotel in Laško available in the following schedule: Friday 9 December 14:00 to 20:00 Saturday 10 December 09:00 to 20:00 Equipped physiotherapy facilities will be available on site. At the venue the LOC physiotherapists will be available as follows: Physio Area (clearly marked in the Team tent): Sunday 11 December 09:00 to 16: Insurance According to the Regulation the participating Member Federations are responsible for taking out their own insurance to cover the risk of illness or injury of any member of their team when travelling to and from the European Athletics event and during the event itself. Please take the necessary steps to fulfil these requirements well in advance. 33

34 12. SECURITY Instructions given by the LOC, the security personnel and the police must be followed in all areas, as well as during transport from one location to another. The accreditation card must be worn at all times. If an accreditation is lost, this should be reported immediately to any LOC information desk. If necessary, the police can be contacted through the LOC information desk at your hotel. 13. OPENING & CLOSING CEREMONIES 13.1 Opening Ceremony The Opening Ceremony will take place on Sunday 11 December at 10:30 at the competition venue. No team members will be involved in the ceremony Closing Ceremony The Closing Ceremony will take place on Sunday 11 December at 15:23 at the competition venue Closing Banquet The Closing Banquet will take place on Sunday 11 December at 20:00 at the Red Hall in Velenje City centre. Everyone with accreditation or an invitation is welcome to attend. 34 SPAR European Cross Country Championships - Velenje 2011

35 14. DEPARTURE Teams will be asked to provide full travel details together with the final entries. Teams will also receive a departure form, which should be completed and returned to the LOC Information desk in the hotel, at least 24 hours before departure, especially if there are any changes to the provided details. Departure times of the shuttle buses from the hotel will be provided and displayed at the LOC Information desk. All outstanding fees, charges and possible other expenses must be settled with the cashier. On the day of departure the LOC Hotel Manager will check the rooms together with the Team Leaders. 15. CONTACT DETAILS Luka Steiner LOC Velenje 2011 LOC Event Coordinator Cesta na jezero 7, p.p.3 SI-3320 Velenje, Slovenia Mobile: Skype: steiner.luka luka.steiner@amis.net info@velenje2011.si Website:

36 SHORT LAP m LONG LAP m VIDEO SCREEN DATA SERVICE PROVIDER ROOM PHOTO FINISH ROOM (SWISS TIMING) EUROPEAN ATHLETICS / LOC OFFICE JURY OF APPEAL EVENT PRESENTATION ANNOUNCERS VICTORY CEREMONY PREPARATION TENT VICTORY CEREMONY PODIUM and FLAG POLES MEDICAL SERVICES DOPING CONTROL CENTRE MEDIA TRIBUNE PHOTOGRAPHERS PLATFORM/CAMERA MIXED ZONE PRESS ZONE / FLASH INTERVIEWS MEDIA CENTRE TV COMPOUND VIP TRIBUNE VIP TENT TIC COPY ROOM PG STORAGE ROOM VICTORY CEREMONY CONTAINER MEDICAL TEAM

37 APPENDIX 2 - MAP OF THE COURSE AND COURSE PROFILE 37 SPAR European Cross Country Championships - Velenje 2011

38 INTERNATIONAL PARTNERS INTERNATIONAL SERVICE PARTNERS National PARTNERS National SUPPLIERS MEDIA PARTNER INSTITutions

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