Introduction: About the online registration system

Transcription

1 Registration Manual Online Registration System Content Introduction: About the online registration system... 1 Step 1: Activate your profile... 2 Step 2a: First time login... 3 Step 2b: Further login... 5 Step 3: Administration page... 6 Step 4: Head of Delegation... 7 Step 5: Coaches Step 6: Athletes Step 7: City Representative Step 8: City Guest Step 9: City Representative Guest Step 10: Upload photo and passport/id Step 11: Upload WAIVER Step 12: VIP Packages Introduction: About the online registration system Welcome to the online registration system for the Innsbruck 2016 International Children s Games. This is the official system for the registration of all individuals participating in the Innsbruck 2016 International Children s Games. The online registration system is a web-based solution for registration, which allows all DLOs (Delegation Liaison Officers) continuous access to the data they have provided. If you have any questions regarding the online registration, please do not hesitate to contact us directly at welcome@innsbruck2016.com. Get started! 1

2 Step 1: Activate your profile You received an from with the information that the delegation profile for your city has been created. You can login and enter your data after you have activated your profile by clicking the link sent to you via . you received: Subject: Online Registration ICG2016 in Innsbruck Dear #Your Prename# #Your Surname#, The delegation profile for #Your Delegation# has been created - you can login and enter your data after you have activated your profile by clicking the link below. Please click this link to activate your profile: #link# NEXT STEPS: - Enter your password - Repeat your password - Read and accept the NARRO form - Enter the data for the Delegation Liaison Officer - Enter the data for your Delegation Thank you! Your Innsbruck 2016 team If you have any questions or require further information, please do not hesitate to contact us directly at welcome@innsbruck2016.com or via Skype ICWG2016. e: welcome@innsbruck2016.com i: f: Skype: ICWG innsbruck-tirol sports gmbh - Wilhelm-Greil-Strasse 21/14 - A-6020 Innsbruck CEO - Geschaeftsfuehrer: Mag. Georg Spazier Firmenbuchnummer: FN a - UID-Nr.: ATU Firmenbuchgericht: Landgericht Innsbruck Bankverbindung: Raiffeisen-Landesbank Tirol AG - BIC RZTIAT22 - IBAN: AT If it is your first login, go to step 2a; otherwise proceed to step 2b. 2

3 Step 2a: First time login When you log into the online registration system for the first time, you have to create a password and declare that you have read and understood the terms and conditions of the NARRO Form. Process: 1) Create your own password and type into the field Password. 2) Confirm your personal password in the field Repeat password. 3) Click on the link NARRO Form (Notification and Acknowledgement of Authorised Representative of Responsible Organisation) and read it. 4) Declare that you have read and understood the Terms and Conditions of the NARRO form by ticking the box. 5) Click the <Next> button. 3

4 After clicking the <Next> button the window with the form for the DLO will automatically open. Fill out the form for the DLO and click <Save>. IMPORTANT! The address must be the contact of the Delegation Liaison Officer (DLO) as all s generated automatically during the registration process will be sent to this address. Always use the same to log in. What happens if the Delegation Liaison Officer (DLO) is also the Head of Delegation (HOD)? If the DLO is the HOD at the same time, you can change the role of the DLO to the HOD in Step 4. After clicking the <Save> button, you will be directed to the main Administration Page. (Continue with Step 3.) 4

5 Step 2b: Further login For further log-ins you can enter the online registration system by entering your address and your password. IMPORTANT! The address must be the contact of the Delegation Liaison Officer (DLO) as all s generated automatically during the registration process will be sent to this address. Always use the same to log in. Please click this link to access the Online Registration System: Process: 1) Enter your address 2) Enter your personal password 3) Click the <Login> button Have you forgotten your password? If you forget or lose your personal password, click <here if you have forgotten your password>. Fill in your and press <Reset Password>. ICG2016 Delegation Services will send a notification to the address provided as soon as the password is reset. Please follow the link sent to you to reset your password. After clicking the <Login> button, you will be taken directly to the main Administration Page. The main registration page will give you an overview of the individuals entered into the online registration system so far. 5

6 Step 3: Administration page Once you have logged in, have read the NARRO form end entered the information of the DLO, you will be directed to the main Administration Page. On this page you can enter and edit the delegation data by using the menu. The number of athletes and coaches based on your Letter of Acceptance has already been entered into the mask. The overview will look like this: Upon entering the Administration Page for the first time, there are different options: Overview of delegation Add a member Edit a member Delete a member Downloads Registration Manual NARRO Form Waiver 1 Waiver 2 Packages You can add persons by pressing <Add> and edit or delete persons by selecting the person and pressing <Edit> or <Delete>. 6

7 Now you have to enter the relevant information of each person of your delegation in this order: 1) Head of Delegation 2) Coaches / Coaches Ice Hockey (We recommend to add all coaches before adding athletes. You have to add male and female coaches if there are male and female athletes.) 3) Athletes / Athletes Ice Hockey (You have to enter the information of the responsible coaches before adding the athletes. There has to be a responsible coach for each sport in order to guarantee that the athletes are not unattended.) 4) City Representative 5) City Representative Guest 6) City Guest Step 4: Head of Delegation Enter the relevant information of the Head of Delegation (HOD). Press <Add> and you will be taken to this page: 1) Select the Member Role. 2) Choose the title from the drop down menu. 3) Enter the name of the individual. 4) Choose the gender from the drop down menu. 5) Choose the nationality from the drop down menu. 6) Enter the address of the individual. 7) Choose the place of residence and country of residence from the drop down menu. 8) Enter the mobile number and address of the individual (only for the Head of Delegation). 9) Select the type of identification. 10) Add the passport/id number. 11) Select the expiration date. 7

8 12) Select the mother tongue and any additional languages the individual speaks. 13) Read the insurance notification and tick the box once you have read it. 14) Upload Passport/ID, signed waiver, profile picture. You can upload these documents now or later (detailed information in step 10). Travel Plans Read the notification about the travel plans. Please note that the Travel details for the Head of Delegation will be added automatically to all members of the delegation but can be changed in the individual forms for the respective person. 8

9 15) Select whether you require transport from the place of arrival to the accommodation. 16) Enter your arrival date and your mode of transport. 17) If you selected by plan enter your flight number. 18) In the arrival comments you can add any relevant information. 19) Select whether you require transport from the accommodation to the place of departure. 20) Enter your departure date and your mode of transport. 21) If you selected by plan enter your flight number. 22) In the departure comments you can add any relevant information. 23) Click <Save> to store your information. After saving the information the Head of Delegation appears in the Overview. 9

10 What happens if the Delegation Liaison Officer (DLO) is also the Head of Delegation (HOD)? If the DLO is the HOD at the same time, you can change the role of the DLO to the HOD. It s easy just follow these steps: 1) Select the Delegation Liaison Officer (DLO) in the overview. 2) Click <Edit> and the following window will appear: 10

11 3) Now change the Member Role from Liaison Officer to Head of Delegation. 4) Enter the missing information for the Head of Delegation. 11

12 Now the Delegation Liaison Officer has been changed to the Head of Delegation and the overview will look like this: 12

13 Step 5: Coaches Now enter the relevant information of the coaches. Press <Add> and you will be taken to the next page. Select Coaches and the window will look like this: You will see how many coaches you can select in total (this data is based on the information from your Letter of Acceptance ) and how many coaches are remaining. Always select a sport for which the coach is responsible for: IMPORTANT! If there are male and female athletes, make sure there is also a female and a male coach within the delegation! 13

14 Step 6: Athletes Now enter the relevant information of the athletes. Press <Add> and you will be taken to the next page. Select Athletes and the window will look like this: You will see how many athletes you can select in total (this data is based on the information from your Letter of Acceptance ) and how many athletes are remaining. Always select a sport and the events the athlete will compete in. Firstly, select the sport, for example Alpine Skiing. After you have selected the sport the different events are available for that sport discipline. You can now select the event(s) the athlete will compete in. We encourage all athletes to compete in all the events in their sports. You can select and add events in the respective athletes form. So for Alpine Skiing, for example, you can select all three different events (Giant Slalom, Parallel Slalom and/or Ski Cross). Just press <Add Discipline>. 14

15 IMPORTANT! If there are male and female athletes, make sure there is also a female and a male coach within the delegation! Once you have added the coaches and athletes the overview will look like this: 15

16 Step 7: City Representative Now enter the relevant information of the City Representative. Press <Add> and you will be taken to the next page. Select City Representative and add the information of the City Representative. Step 8: City Guest Now enter the relevant information of the City Guest. Press <Add> and you will be taken to the next page. Select City Guest and enter the information. IMPORTANT! Do not forget to book a package for the City Guest! Step 9: City Representative Guest Now enter the relevant information of the City Representative Guest. Press <Add> and you will be taken to the next page. Select City Representative Guest and enter the information. IMPORTANT! Do not forget to book a package for the City Guest! Step 10: Upload photo and passport/id Do not forget to upload a photo (JPG or PNG format) and a scan of your valid passport/id (PDF format) for every individual. Photo specifications: - In the photograph, the individual is not allowed to wear any kind of head cover (hat, caps etc.), visible branded clothing or tinted glasses/sunglasses. - The photograph should have the size of about 300dpi and 100kb. - The participant has to be easily identifiable in the photograph. - If the photograph does not meet ICG2016 standards, the photograph will be deleted by ICG2016 administration and it needs to be re-taken and uploaded. 16

17 Step 11: Upload WAIVER Print the waiver, fill it out and have it signed by the individual. Then upload the signed waiver (PDF format). IMPORTANT! Each person has to sign a separate waiver. Waiver 1 (Release and Waiver of Liability) has to be signed by the following persons: - HOD (Head of Delegation) - Coaches - City Representative - City Guest - City Representative Guest Waiver 2 (Release and Waiver of Liability, Parental Consent and Authorisation Form) has to be filled out and to be signed by the following persons: - Parents, legal guardian of minor (athlete) - Minor (athlete) IMPORTANT! Make sure that for each person the signed waiver has been uploaded. Step 12: VIP Packages For our guests during the Innsbruck 2016 International Children's Games we have several VIP packages to choose from. The VIP Packages are designed to make the most of your stay in Innsbruck during the Innsbruck 2016 International Children's Games. The VIP packages include an official VIP accreditation, accommodation in a VIP hotel including breakfast from to (5 nights), lunch at the venues or included in the side programme, evening meals, pick-up service at Innsbruck airport or train station on arrival day, dropoff service at Innsbruck airport or train station on departure day, access to ICG transport services connecting all the venues, access to Mayor's Reception, Opening and Closing Ceremony, VIP programme including visits to the venues and sightseeing in Innsbruck and a welcome bag. IMPORTANT! Do not forget to book a package for the City Guests and City Representative Guest. The guests can only be confirmed after a package has been booked and paid. If you have any questions regarding the packages or accommodation in general in Innsbruck and its surrounding areas, please contact our booking partner Innsbruck Reservierung at hotel@innsbruck.info or visit their website 17

18 You can choose following packages: Remember to enter all the required information, upload the photographs, passports and waivers and book the packages for the guests by 31 July Now that you have completed all the steps, the registration of your delegation is complete! Congratulations! We look forward to welcoming you at the Innsbruck 2016 International Children s Games. If you have any further questions, do not hesitate to contact us at welcome@innsbruck2016.com. Visit our website for more information for participants and all the news and updates: 18