MINIMUM REQUIREMENTS. Edition october 2014

Transcription

1 MINIMUM REQUIREMENTS FOR the winter Universiade Edition october 2014

2 MINIMUM REQUIREMENTS FOR the winter Universiade Edition october 2014

3 Published by: FISU Contact: Eric Saintrond FISU Secretary General/CEO FISU International University Sports Federation Maison du Sport International 54 Avenue de Rhodanie CH-1007 Lausanne Switzerland Tel Fax Winter Universiade Contact: Photos: FISU Archives This document is not for public distribution and remains the property of FISU

4 table of contents 1. Introduction 9 2. Abbreviations and Glossary FISU Structure The General Assembly The Executive Committee The Committees The Internal Auditor Working Structure Creation of an Organising Committee Evolution Phases Proposed Functional Areas Organisation of Functional Areas Proposed Organisation Chart Accommodation General Overview Planning Clients Requirements Accreditation General Overview Accreditation Process Types of Accreditation Cards Accreditation System Facilities, Equipment and Staff Access Control Administration and Office Management General Overview Key Responsibilities Arrival and Departure General Overview Ports of Entry and Points of Arrival and Departure Planning Arrivals and Departures Services Airlines Cooperation Airports Operation Athletes Village General Overview Security and Access Control Residential Zone International Zone Operational Zone Transportation Areas Brand Protection General Overview Planning and Implementation Brand, Identity and Look of the Games General Overview Brand and Identity Look of the Games Planning and Implementation Recommendations Broadcasting General Overview Host Broadcast Facilities Official Film and Video Recordings Ceremonies General Overview Opening and Closing Ceremonies Delegation Welcome Ceremonies Awarding Ceremonies Coordination with FISU Recommendations Cleaning and Waste General Overview Planning and Implementation Communications General Overview Logo Public Relations Official Website Promotional Material Cultural Activities General Overview Cultural Activities in the Athletes Village Cultural Activities in the City Universiade Park The FISU Gala Delegation Services General Overview Planning Pre-Universiade Services Games-Time Operation Post-Event Services Doping Control General Overview Doping Control Requirements Planning and Implementation Educational Events Event Services General Overview Key Responsibilities Planning and Implementation Finance General Overview Financial Obligations The Winter Universiade Budget Sample of Income and Expenditure Sheets FISU Relations General Overview FISU Relations Future Organising Committee Services FISU Meetings Food and Beverages General Overview Athletes Village Dining Hall On-Venue Meals Hospitality Lounges Other Food and Beverages Services Government Relations General Overview Key Responsibilities Information and Communications Technology General Overview ICT Infrastructure (including Energy Services) Games Management System T&S and OVR Systems and Services Games Information Management Administrative Systems Communications Services Technology Operations Centre and Operational Support Constitution and Obligations of the ICT Function Project and Risk Management Knowledge Management General Overview FISU Seminar Observer Programme FISU Debriefings Transfer of Materials Review and Survey Language Services General Overview Key Responsibilities Planning and Implementation Legacy and Sustainability General Overview Legacy and Impact Areas Sustainability Planning Licensing General Overview Merchandising Ancillary Events Logistics General Overview Planning Implementation Marketing General Overview Marketing Programme FISU Partner Agreements No Other Marketing Programmes Sports Equipment Suppliers Uniforms Marketing Workshops Media Services General Overview Liaison with FISU Media Liaison Main Press Centre Media Facilities in Venues Media Services Medical Care General Overview Organisation of the Medical Division Medical Care Medical Requirements on Food and Beverages Medical Requirements on Accommodation Final Reports Planning and C General Overview Evolution of the Roles Key Responsibilities Protocol General Overview FISU Protocol Protocol Services Hospitality Programme Coordination with FISU Publications General Overview Planning and Management Practical Manuals Official Reports Distribution FISU Archives Risk Management General Overview Risk Management Framework Risk Analysis Insurance Programme Incident/Accident and Claims Management Reporting and Investigation Policy Loss Control Contingency Planning and Operational Readiness Security General Overview Required Technology Required Operations Signage General Overview Types of Signage Planning and Implementation Sport and Sport Services General Overview International Technical Committee for the Winter Universiade Technical Committees Relations between the OC, the NSF and ISFs Winter Universiade Programme Winter Universiade Regulations Technical Officials Sports Equipment Sport Presentation Sport Information Services Weather Services Test Events Management General Overview Planning Organisation Ticketing General Overview Accredited Access Prime Event Access Ticket Sales Transportation General Overview Planning and Implementation Clients Requirements Venue and Infrastructure General Overview Tender Preparation Venue Adaptation Environment and Energy Legacy and Sustainability Venue Management General Overview Venue Planning Venuisation Venue Testing Sports Venues General Requirements Sports Venues Specific Requirements Compulsory Sports Optional Sports Workforce General Overview Planning and Budgeting Recruitment Training Administration and Staff Relations Uniforms Venue Workforce Volunteers Management 186

5 1. INTRODUCTION The purpose of this document is to outline the minimum requirements for the organisation of a Winter Universiade. It is a further step forward to increase consistency and reduce the potential for dispute by providing future organisers with an information service. Specified by the FISU Executive Committee, the requirements are cross-referenced with the attribution contract, the Guidelines for Submitting a Candidature Dossier to Organise the Winter Universiade, the FISU Regulations, the application rules for FISU Sports events and other FISU guidelines and documentations. The FISU General Secretariat constantly upgrades the information available for FISU events, particularly for the Winter Universiade. Thus the contents 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 Organising Committee. Where this is the case, the Organising Committee commits itself to accept these modifications, after consultation, in the best interests of the Winter Universiade. Further reference documents are specified in each chapter. The FISU Executive Committee and the FISU General Secretariat will be pleased to provide any further information upon request.

6 2. ABBREVIATIONS AND GLOSSARY ADAMS ATM CCTV CD CdE CDSU CEG CF CI CIC CJ CM CMC CMI CompTIA CPMS CRS CSU CSU-H CT CTI CTI-UH D&O EC EduC ENT FA FE form FF&E FIS FISU FOP HOD HVAC I form IBC IBU ICT IIHF INFO IOC ISF ISO ISU The Anti-Doping Administration & Management System Automated Teller Machine Closed Circuit Television FISU Disciplinary Committee FISU Student Committee FISU Committee for the Development of University Sport FISU Committee for Gender Equality FISU Finance Committee FISU International Council FISU International Control Committee FISU Legal Committee FISU Medical Committee FISU Media and Communication Committee FISU International Medical Committee International Project Management Association FISU Committee for Marketing and Strategic Partnership FISU Committee for Sports Regulations FISU Universiade Supervision Committee FISU Winter Universiade Supervision Committee FISU Technical Committee FISU International Technical Committee FISU International Technical Committee for the Winter Universiade Directors and Officers Liability Insurance FISU Executive Committee FISU Education Committee Ear, Nose and Throat Functional Area Final Engagement Form Furniture, Fixture and Equipment International Ski Federation International University Sports Federation Field of Play Head of Delegation Heating, Ventilation and Air-Conditioning Individual Entry Form International Broadcasting Centre International Biathlon Federation Information & Communication Technology International Ice Hockey Federation Games Information System International Olympic Committee International Sport Federation International Organisation for Standardisation International Skating Union IT ITO KOP MOC MPA MPC NSF NTO NUSF OC OVR PA PC PMI Q form T&S TA TD TF TO TS VAPP VIP WADA WCF Associate Member FISU Family Member Association Participation Fee Technical Officials Information Technology International Technical Official Kit of Parts Main Operation Centre Marketing Plan Agreement Main Press Centre National Sport Federation National Technical Official National University Sports Federation Organising Committee On-Venue Results Personal Accident Personal Computer Project Management Institute Quantitative Entry Form Timing and Scoring Athletes Transportation System Technical Delegate Technical Official Transportation System Technical Official Spectating Athletes Transportation System Vehicle Access and/or Parking Permit Very Important Person World Anti-Doping Agency World Curling Federation A legally constituted supranational continental organisation, which is a recognised contributor to the promotion and management of University Sport at the continental level. Refers to the FISU Executive Committee members, honorary and emeritus members as well as committee members, FISU staff and FISU advisors. During the Winter Universiades, the FISU Family also encompasses the FISU guests. A National University Sports Federation that is a member of FISU A participation fee is the fee that an Organising Committee is entitled to collect from the participating countries, per day and per person, to cover accommodation, food and beverages, transportation and other associated local services that are relevant for participating in the Winter Universiade, and in accordance to FISU rules. Technical Officials include referees and judges and other sport-specific officials that are required for the smooth running of the sports competitions. There are International Technical Officials (ITOs) and National Technical Officials (NTOs) in accordance with the rules and regulations of each sport. 12 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

7 3. FISU STRUCTURE As the leading organisation for international university sport, and the owner of one of the biggest multi-sport events worldwide, FISU has a flexible and efficient structure The General Assembly Every two years the FISU General Assembly brings together the National University Sports Federations that are FISU Member Associations, and it elects the FISU Executive Committee and the Internal Auditor for a four-year period. It adopts the budget and the programme of FISU activities The Executive Committee The Executive Committee consists of twenty-three members elected for four years by the electoral General Assembly, and the Presidents of the organisations with the status of Associate Member of FISU. It meets twice a year to ensure the proper functioning of FISU. The five representatives of the FISU Associate Members, the FISU Secretary General and the Internal Auditor attend the meetings of the Executive Committee, as non-voting members. The FISU 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 business between EC meetings. The FISU Secretary General may attend Steering Committee meetings. There are sixteen permanent committees: 1. International Technical Committees: The CTI is composed of three sub-committees, one for the Summer Universiade, one for the Winter Universiade and one for the World University Championships, which monitors the preparation of the competitions from a technical point of view, drawing up the competition programme and ensuring the smooth running of the event. 2. Committee for Sports Regulations: The CRS ensures that the sports regulations are updated and proposes new rules to the EC. 3. International Medical Committee: The CMI supervises the organisation of medical care and the norms of security and hygiene. It also supervises the doping control procedures. 4. International Control Committee: The CIC verifies that the participants fulfil the conditions of participation. 5. Education Committee: The EduC promotes the study of university sport by organising a conference during the Universiade, as well as the FISU Forum. 6. Media and Communication Committee: The CMC inspects and controls all the infrastructures and technical means provided to the press. It cooperates with international media in order to ensure media coverage of FISU events. 7. & 8. Universiade Supervision Committee (Summer and Winter): The 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 Organising Committees. President 1 st Vice-President 4 Vice-Presidents Treasurer 1 st Assessor 15 Assessors 5 Representatives of FISU Associate Members 3.3. The Committees steering committee executive committee 9. Finance Committee: The CF studies the budget plan with the Treasurer. 10. Committee for the Development of University Sport: The CDSU is responsible for studying all the projects aiming at developing the structures of FISU and its Member Associations. 11. Legal Committee: The CJ advises the EC on all legal matters related to FISU activities. 12. Committee for Marketing and Strategic Partnership: The CPMS is composed of members of the FISU Executive Committee. It supervises the implementation of the FISU marketing plan. 13. Committee for Gender Equality: The CEG advises the EC on suitable policies to be developed to encourage the participation of women in sport. 14. Disciplinary Committee: The mission of the CD is to preserve the integrity and reputation of FISU and FISU events, to contribute to ensure the security of the FISU student-athletes, and to take appropriate disciplinary actions in cases of incidents. 15. International Council: The CI assesses the specific needs to encourage, support and enhance university sport in each continent. The committees assist and advise the FISU Executive Committee in the overall administration of FISU. There are sixteen permanent committees: 16. Student Committee: The CdE represents the student-athletes or student managers involved in university sports organisations. 14 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

8 2 Universiade Supervision Committees education Committee general assembly International Technical Committee Finance Committee student Committee International medical Committee International control Committee Committee for Sports Regulations legal Committee Committee for Marketing and Strategic Partnership Disciplinary Committee Committee for University Sports Development international council organising Committee executive Committee fisu general secretariat IOC International Organisations (Sportaccord, WADA, ) Media Political Authorities Media and Communication Committee Committee for gender equity international sports federations fisu Committees 3.4. The Internal Auditor The Internal Auditor verifies all of FISU s accountancy Working Structure Composed of 167 Member Associations, the FISU General Assembly meets every two years. It is during this assembly that the guidelines and policies of FISU, as well as its financial management, are determined and approved. Every four years, the FISU General Assembly elects the members of the FISU Executive Committee, which is the board of directors of FISU. For the daily administration of the federation, the FISU Executive Committee relies on the Secretary General, who is assisted by the FISU staff and various committees. Two important entities, the Organising Committees and the International Sports Federations, must obviously be integrated into this organisational structure. The FISU General Secretariat, the FISU Committees, the Organising Committees and the International Sports Federations work in close collaboration on the preparation of the FISU sporting events, which are the Universiades and the World University Championships. As regards the FISU Committees, 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 organisations 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. 4. CREATION OF AN ORGANISING COMMITTEE The FISU Member Association of the host country, which has been attributed a Winter Universiade must assign the organisation of the event to an Organising Committee within six months after the attribution, and the Organising Committee must appoint liaison officers who have an overall knowledge of the preparations of the Winter Universiade and must be fluent in either English or French, in order to establish a good cooperation with FISU. The Organising Committee must act under the powers delegated to it within prescribed limits, and must not usurp the power and responsibilities of FISU or the FISU Regulations. The Organising Committee must work in conjunction with the NUSF, and the NUSF President or his/her representative is required to become an OC member. However, the NUSF remains directly responsible to FISU and reports to the FISU Executive Committee. The Organising Committee s primary objectives are to: observe and comply with the FISU Regulations, application rules and the present Minimum Requirements, as well as 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, media personnel, etc. to carry out their duties; provide a welcoming atmosphere to all VIPs, government authorities and competitors honouring the FISU and university spirit. 16 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

9 4.1. Evolution Phases Typically, from the attribution of the Winter Universiade to the dissolution of the Organising Committee, the following phases are gone through: Foundation Phase The foundation phase is the period during which the Organising Committee finalises its host city contract and other documents. Functional Planning Phase The functional planning phase is the period for the Organising Committee to start developing the master plan and master schedule, to build up its budget as well as its construction and integration strategy, as well as to employ heads for the key functional areas. Operational Planning Phase Normally this is the longest period for the Organising Committee. During the operational planning phase, the main tasks are to develop the functional operational plan, venue operating plans, test event strategy as well as to design the model competition venues. Abb. FA List Definition ACC Accommodation The accommodation functional area is responsible for planning and managing accommodation services to different client groups before and during the Winter Universiade. ACR ADM A&D AV BRP Accreditation Administration and Office Management Arrivals and Departures Athletes' Village Brand Protection The accreditation functional area is responsible for registering, producing, distributing and validating the accreditation cards, which allow the card holders access rights and other privileges for the Winter Universiade. The administration and office management functional area is responsible for administrative activity of the Organising Committee, such as office supplies, management of correspondence, document circulation, cleaning, rent/sub rent relations, management of utilities, office warehouse, office transportation and material resources, etc. The arrivals and departures functional area is responsible for managing, assisting and facilitating the arrivals and departures of different client groups into and out of the host city, which include transfer assistance, arrival pick-up and departure drop-off services, etc. The Athletes Village functional area is responsible for planning, preparation and implementation the integrated operation, and coordination and management of delivering all services (catering, transportation, accreditation and etc.) in the Athletes Village. The brand protection functional area is responsible for protection of intellectual property assets, including control of use of visual elements, and be responsible for protection of the contract rights of sponsors, suppliers and licensees. Testing and Readiness Phase The testing and readiness phase arrives when the Winter Universiade is approaching, normally one or two years before the event. The focuses of this phase include carrying on test events, fine tuning, finalising the venue operating plan and developing contingency plans. Operating Phase The operating phase is the so-called games-time. Post Event Phase The post event phase is the dissolution period with staff being transited and the OC being winded up. BIL Brand, Identity and Look of the Games Brand, Identity and Look of the Games is responsible for realising and applying the brand identity of the Winter Universiade, and setting out general standards to ensure the proper use. Its mission is to create and deliver a unified and comprehensive brand identity which reflects the vision, image and values of the host city Proposed Functional Areas In order to fulfil these objectives, the Organising Committee must have a complete and competent structure. BRO CER COP C&W Broadcasting Ceremonies City Operations Cleaning and Waste The broadcasting functional area is responsible to operate and deliver broadcasting services (mainly TV production) to FISU and FISU rights holder partners, and operating the international broadcasting centre. The ceremonies functional area is responsible for planning, managing and delivering all major ceremonies as well as other related activities (e.g. torch relay, etc.) before and during the Winter Universiade. The city operation functional area is responsible for coordinating actions with the local government authorities of the host city in order to support the operation and delivery of the Winter Universiade. The cleaning and waste functional area is responsible for planning and implementation of the provision of cleaning and waste removal services in all Winter Universiade sites. From inception to the final run-up to the Winter Universiade opening ceremony, the number of people involved in the organisation typically grows from tens to thousands. Whilst each host city faces its own particular situation and requirements, a list of key functional areas is hereby provided along with a recommended standard organisation chart that may be adapted to the needs of the Organising Committee, in agreement with FISU. It is suggested that each function is headed on a full-time basis by an individual having specific experience in the tasks involved. The minimum requirements for the majority of these key functional areas are detailed in subsequent chapters, while we leave much space for the Organising Committee to develop the ones that should be handled internally according to the local laws and rules. COM CUL DEL DOP Communication Cultural Activities Delegation Services Doping Control The communication functional area is responsible for planning and managing communications activities and tools (social media, official website, press release and press conference, etc.), in order to protect and promote the image of the Winter Universiade and its stakeholders. The cultural activities functional area is responsible for planning, managing and implementing all cultural activities and related actions undertaken in the framework of the Winter Universiade, before and during the event. The delegation services functional area is responsible for planning services and managing relations with the participating delegations throughout the preparation and operation of the Winter Universiade. The doping control functional area is responsible for planning and implementation of all actions for doping control, including sample collection, transport and storage, laboratory analyses, management of results, reporting to FISU etc. EDU Education The education functional area is responsible for organising and supervising all educational events organised in the framework of the Winter Universiade, in particular FISU educational events. It has to develop education-related projects for the OC to provide tools for the good delivery of the Winter Universiade, as well as projects with external educational entities to promote the values of university sport. 18 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

10 Abb. FA List Definition EVS FIN FIR F&B GOV ICT KM LAN LGS LEG LIC LOG MKT MED Event Services Finance FISU Relations Food and Beverages Government Relations Information and Communication Technology Knowledge Management Language Services Legacy and Sustainability Legal Licensing Logistics Marketing Media Services The event services functional area is responsible for planning, managing and delivering various in-venue services, including spectators flow, tickets inspection, lost and found organisation, crowd monitoring and information provision and other supports for spectators and client groups with accreditation. The finance functional area is responsible for establishing and managing financial plan for the Organising Committee. It manages and oversees the Winter Universiade budget to ensure it meets and respects all obligations and requirements. The FISU relations functional area is responsible for coordinating services and activities of the FISU Family, including FISU meetings and events, administration support, FISU Hotels operation, etc. The food and beverages functional area is responsible for planning, managing and delivering food and beverages services to client groups during the Winter Universiade. The government relations functional area is responsible for coordination of interaction with the city, regional and national government authorities. The information and communication technology functional area is responsible for planning, managing and implementation of all required technology to support the Winter Universiade operation, including telecommunications, games management systems (incl. accreditation system), timing and scoring, results, hardware and software supply, IT support services, etc., and also for supply of integration of technological systems and technological services. The knowledge management functional area is responsible for collecting, managing and sharing useful information and knowledge during preparation and operation of the Winter Universiade, as well as for analysis and transfer of knowledge. The language services functional area is responsible for managing and delivering interpreting and translating services during the preparation and operation of the Winter Universiade. The legacy functional area is responsible for facilitating partnership projects and initiatives, aiming at carrying on a responsible approach to hosting the Winter Universiade, and ensuring harmonious development of the host city. The legal functional area is responsible for providing legal support over various agreements and contracts, conducting legal control of all documents, and ensuring the OC the conformity with the attribution contract, the FISU Regulations and FISU Minimum Requirements. The licensing functional area is responsible for maximising the Organising Committee revenues from the sales of official licensed merchandising items, which utilise the Winter Universiade branding and symbolic. The logistics functional area is responsible for planning and managing the implementation of delivery scheduling, receipt, distribution, tracking and disposal in accordance with the requirements of relevant functional areas. The marketing functional area is responsible for researching, exploring and reception of incomes as a result of interaction with marketing partners, and also for ensuring services to marketing partners as established in marketing agreements. The media services functional area is responsible for coordination and provision of services to accredited media personnel and operating the press centres. Abb. FA List Definition PRC PTC PUB RTC RM SEC SIG SPT TEM TKT TRA VEN VM WF Procurement Protocol Publications Rate Card Risk Management Security Signage Sport and Sport Services Test Events Management Ticketing Transportation Venue and Infrastructure Venue Management Workforce The procurement functional area is responsible for planning, managing and delivering purchases and/or acquisition of goods and service required for the preparation and operation of the Winter Universiade. The protocol functional area is responsible for providing protocol services to the highranking national and international dignitaries, and ensuring the respect of protocol aspects in all ceremonies, special events, activities and venues. The publication functional area is responsible for planning, managing and publishing all reports, management publications, practical manuals to provide necessary information to client groups. The rate card functional area is responsible for planning and providing a tariff directory of goods and services, managing booking on the given directory from client groups, controlling the execution of orders and return of the goods. The risk management functional area is responsible for evaluating and identifying risks that have an impact on the operation of the Winter Universiade, developing methods and strategies for minimisation of risks, and management of incidents during the Winter Universiade. The security functional area is responsible for ensuring a safe and secure environment for the Universiade and related activities before, during and after the event, by managing all aspects of security, including protection, safety, disaster response, etc. The signage functional area is responsible for ensuring that all client groups get to and from their destinations in a smooth and seamless fashion by providing clear and Winter Universiade look way finding signage in all venues. The sport and sport services functional area is responsible for planning, managing and delivering all sports competitions, trainings and associated support services for the Winter Universiade. The test events management functional area is responsible for planning, managing and delivering various test events prior to the Winter Universiade. The ticketing functional area is responsible for planning and delivering access solutions into Winter Universiade venues for non-accredited persons by developing ticketing strategy and managing all ticketing related activities, such as sales and distribution. The transportation functional area is responsible for planning, managing and delivering safe and reliable transportation services to various client groups, and also ensuring smooth public transportation to the Winter Universiade venues. The venue and infrastructure functional area is responsible for planning, coordinating and reporting all activities on the Winter Universiade venues, facilities and infrastructure design and construction to ensure their on-time delivery. The venue management functional area is responsible for planning, preparation and implementation of integrated operations among various functional areas within all Winter Universiade venues and facilities. The workforce functional area is responsible for planning, recruitment, training, coordination and management of all paid staff and volunteers required for the Winter Universiade, and also for management and coordination of outsourced service providers before and during the event. MDC P&C4 Medical Services Planning, Command, Control, Communications and Coordination The medical services functional area is responsible for planning, managing and delivering medical services to all client groups during the operation of the Winter Universiade. The planning and C4 functional area is responsible for leading and coordinating all functional areas in the development of aligned and integrated planning activities, as well as developing operational model of coordination and organisational framework within the OC and with other external delivery partners for integrated operations, communication and decision-making throughout the lifecycle of the Organising Committee. 20 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

11 4.3. Organisation of Functional Areas As mentioned, each host city faces its own particular situation and requirements in organising its structure. The organisation of functional areas may vary from one Organising Committee to another, depending on local culture, the host city past mega event experience, functions of government bureaus, background of division leaders, etc. Having all these on mind, FISU would not force the Organising Committee to apply a certain structure, but would rather recommend the general divisions as stated below. The Organising Committee is free to accept, apply and adapt this recommendation according to its own situation General Secretariat An Organising Committee typically includes around fifty functional areas and hundreds of full time staff. In order to manage this complex organisation, several functional areas should work together to develop and monitor overall games planning, to ensure consistency of operational concepts, and unified delivery of outcomes. The general secretariat consistently supports all functional areas and supervise its planning and preparation. It is essentially a combination of planning and control, project management, internal and external coordination and company secretariat responsibilities Corporate and Commercial The Organising Committee is responsible for the organisational aspects involved in the preparation of the Winter Universiade, such as workforce recruitment, budgeting and finance. It must also support the different functional areas and act as a bridge with other constituent parties, thus providing a good corporate image that can be easily marketed for fund-raising Venues A great number of sports and non-sports venues are required for the hosting of the Winter Universiade. The Organising Committee must set up professional teams in order to develop the venue planning, to monitor the design and development of facilities to ensure they are completed and handed over in time and meet all requirements, as well as to manage and maintain the facilities and deliver the agreed level of services to relevant client groups Sport and Sport Services All the functional areas listed under this block provide essential supports to the operations of the Winter Universiade, and manage an exceptionally large, diverse and complex portfolio of responsibilities to various client groups Additional Deliverables While sport is the key deliverable of the Winter Universiade, there are also other deliverables which greatly enhance the image of the event and further promote the international university sports movement by using different platforms, such as ceremonies, educational activities, etc Proposed Organisation Chart General Secretariat Administration and Office Mgmt City Operations FISU Relations Government Relations Planning and C4 Test Events Management Corporate and Commercial Brand Protection Brand, Identity and Look of the Games Communication Finance Knowledge Management Languages Services Legacy and Sustainability Legal Licensing Organising Committee Sports Sport and Sport Services Venues Athletes Village Cleaning and Waste Signage Venue and Infrastructure Venue Management Games Services Accommodation Accreditation Arrival and Departure Broadcasting Delegation Services Doping Control Event Services Food and Beverages Information and Communication Technology Additional Deliverables Ceremonies Cultural Activities Education As one of the biggest divisions, the sport and sport services is responsible for the sports management and the liaison with FISU, the ISFs and NSFs in various aspects related to the sports programme, sports services as well as the sports venues and facilities along with their required equipment. Sports are the core of the Winter Universiade, for which preparations should start well in advance from setting up the competition and training venues with equipment and personnel. The function also manages the competitions operations and embraces the management of various sports services before and during the event Games Services The main characteristic of the Winter Universiade is to be a major multi-sport event running in both sports and non-sports venues, and involving thousands of participants of different client groups. Therefore, specific games services need to be provided before, during and even after the Winter Universiade. Marketing Procurement Publications Rate Card Risk Management Ticketing Workforce Logistics Media Services Medical Care Protocol Security Transportation 22 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

12 5. ACCOMMODATION 5.1. General Overview The accommodation functional area supports the accommodation of all Winter Universiade participants, which translates to sufficient number of rooms as well as appropriate type, quality, location, price and dates. Its responsibility also includes coordination of the accommodation sites involved (e.g. hotels, dorms), reservation management and dealing with other aspects such as furnishings and equipment in the various accommodation sites. The main accommodation sites during the Winter Universiade include: Athletes Village; FISU Hotel; accommodation for technical officials; accommodation for media; accommodation for workforce. Athletes Village Typically for the Winter Universiade, the Organising Committee accommodates athletes and delegation officials in a large accommodation facility in one single location, which is called the Athletes Village. Based on its past Winter Universiade experience, FISU may consider the possibility to accommodate athletes and delegation officials in different hotels ( hotels accommodation concept ) instead of in one single location (Athletes Village). This option could be preferred in order to be closer to the venues for example. Concerning the hotels accommodation concept the following should be considered: the concept has to be well detailed in the bidding book of the candidate city; the minimum requirements for the Athletes Village basically apply as well for the hotels accommodation concept. Some adaptation may be communicated by FISU (e.g. HOD offices, medical rooms...); an accommodation cluster includes the hotels located within the same area (e.g. mountain and city cluster); the accommodation clusters should be defined considering the needs of the delegations, the distance from the venues as well as the spirit of the Winter Universiade; after the approval of competition and training venues by the FISU CTI-UH, the hotels accommodation concept has to be finalised; the different hotels in which the delegations will be accommodated must have similar standard and must be approved by FISU; no changes are allowed after the OC has designated the hotels for the athletes and delegation officials and the hotels accommodation concept has been officially approved by FISU. Please refer to the Athletes Village chapter for more information. Please note that each time the Athletes Village is mentioned in the FISU documents it refers as well to the hotels accommodation concept (if the OC adopted this concept) Planning Researching in local marketing and planning of accommodation should be carried out in a very early phase. By visiting and evaluating the local resources, the Organising Committee is able to establish its accommodation facility inventory, which includes the type and quality of accommodation facilities, the room availability, the price, the distance to the main Winter Universiade venues, as well as the client groups that will stay in these facilities Types of Accommodation Several types of accommodation facilities can be used for staging the Winter Universiade, such as standard hotels, village, university dormitories, apartments, etc. Standard Hotels Standard hotels refer to the accommodation facilities offering individual bedrooms with one or two beds, as well as private bathrooms. Most of the hotels are equipped with food and beverages services, while some may offer only breakfast. Standard hotels makes up the majority of the accommodation facilities as they are requested the most by the client groups. Villages A village is a large accommodation facility in one single location. It consists of several smaller accommodation options, such as different types of apartments, studios and rooms, etc. Based on the actual situation of the village and the request from different client groups, the Organising Committee can dedicate a village to one certain client group, providing a tailor-made service. The concept of having one client group accommodated in a village helps to ease the complexity of services, e.g. transportation, food and beverages, information distribution, etc. Distance from the village to the main Winter Universiade venues of this certain client group plays a key role in accommodation allocation. Common practice in the past events includes a media village and a technical official village. Other Facilities Other accommodation facilities may also be used as long as they meet the requirement of their client groups. These other facilities can be various types, including apartments, camps, cruise ships and dormitories etc. In case cruise ships are used, the Organising Committee should carefully consider the capacity and structure of the relevant ports to ensure the supporting services Quality of Accommodation The quality of the accommodation facilities must be controlled and ensured by the Organising Committee. The internationally accepted start rating system is recommended when the Organising Committee rate and present the accommodation facilities to FISU and the relevant client groups New Construction For some host cities, new accommodation facilities may be proposed for the Winter Universiade. In case these facilities are not existing by the date of proposal, the Organising Committee needs to present supporting information and documents to guarantee the construction authorisation, the financing and timelines of the project as well as the responsible company. A very close follow up is required in order to ensure the facilities be ready on time. In the following text, we are mainly developing the planning and operation of the other accommodation sites. 24 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

13 Agreements and Contracts Preliminary agreements should be signed with all selected accommodation facilities as early as possible to ensure their participation. The key elements of this agreement should include the room availabilities, duration of stays, room rates, service rates and timeline of renovation, etc. The Organising Committee should establish a more detailed contract with all accommodation facilities when the accommodation plan is finalised. The contract may vary depending on the client groups, but should be kept as similar as possible. Timelines should be well considered as the later that the Organising Committee proposes the contract to the owners of accommodation facilities, the more complicated the negotiations will be. Apart from the traditional room services, the following items should be taken into consideration: room release schedule, reservation procedure, working space for the Organising Committee, parking, meeting rooms, marketing rights, medical support and security method, etc. The Organising Committee is responsible for the contracts with all accommodation facilities, except that FISU signs its own contract with the FISU Hotels Clients Requirements Technical Officials The Organising Committee must provide facilities separate from the Athletes Village for the accommodation of all technical officials. Technical Officials cannot be accommodated in the Athletes Village. International technical officials must be accommodated in single rooms in 4 star hotels or equivalent, unless otherwise approved by FISU. The cost of such accommodation and subsistence is borne either by the Organising Committee or by the participating delegations, according to the FISU Regulations. A Winter Universiade typically requires around 130 international technical officials, depending on the number and type of sports. The FISU Family members are composed of around 200 persons, including around 120 persons on duty and around 80 guests, VIP s, future Organising Committees, etc. In addition, observer/hospitality programmes are held during the Universiade, which requires accommodation services for around 100 people. The Organising Committee of the next Winter Universiade also needs accommodation for around 50 people for the flag-handover and the cultural performance at the closing ceremony. The expenses incurred by those two groups are borne either by them or by FISU Media The Organising Committee must ensure that there is sufficient and adequate accommodation for all accredited media, at the expense of such accredited media, using hotels and/or media villages. Rooms must be available at different price ranges, and the distance between the media accommodation facilities to the IBC/MPC, and to major competition venues should be well considered to ensure a short transfer. Efforts must be made to group all the accredited media representatives in the smallest possible number of accommodation facilities to facilitate the operation of the media transport system Workforce Adequate accommodation should also be foreseen for the VIPs and guests of the Organising Committee, such as Heads of State, Heads of Government, Ministers, international and domestic guests, marketing partners, etc. Accommodation requirement for these client groups can be very high during the opening and closing ceremonies, and the standard of the rooms should also reach a certain level. Apart from the VIPs and guests, the Organising Committee should also make provision to accommodate its workforce who does not live in the region, such as volunteers, staff, contractors, technicians, suppliers, security personnel, etc. This accommodation should be of moderate quality and price and be located close to the venues where they will be working FISU Family The hotels dedicated to the FISU Family and Guests are called the FISU Hotels. With the agreement of FISU, the Organising Committee must recommend one or more FISU Hotels (5 or 4 stars) in close proximity to the Athletes Village and competition venues. The FISU Executive Committee, the committee members, the International Federations delegates, the FISU staff and FISU guests must be accommodated in the FISU Hotel. The FISU specific requirements must be followed, including dedicated rooms for the FISU General Secretariat offices, meeting rooms, etc. FISU is responsible for the costs of stay, meal, accommodation in standard and single/double rooms for the FISU Family during the Winter Universiade. While assistance, local transportation, information and medical assistance for the FISU Family during the entire period of their stay for the Winter Universiade is the responsibility of the Organising Committee. Where possible, the Organising Committee is recommended to secure 100% usage of the FISU Hotels facilities as exclusive use helps to simplify operation. The FISU guests are under the responsibility of FISU or their own organisation. The accompanying people of the FISU Family are responsible for their extra cost of stay excluding accommodation and breakfasts when sharing the room of the FISU Family member. 26 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

14 6. ACCREDITATION 6.1. General Overview The mission of the accreditation function is to process the official registration of all client groups participating in the Winter Universiade, provide appropriate accreditation cards for personal identification and access control, and allocate access rights according to job positions in the overall organisation and the tasks to be carried out during the Winter Universiade. The key responsibilities of this function includes: official entries management for all participants; allocation of rights (concerning access, transportation, etc.) according to the categories and duties of participants; design, production and delivery of temporary cards (in coordination with the CIC) and accreditation cards; coordination with security (e.g. access control) and other functional areas for participant accreditation (e.g. delegation services, workforce, security personnel); management of accreditation centres. The accreditation process is one of the key processes in the organisation of a Winter Universiade. Ensuring a smooth accreditation process is instrumental to achieving satisfaction of all participants and success of the Winter Universiade itself. While planning the set-up and budget for this area, several aspects need to be taken into account: software (system) that supports the complete accreditation process (from initial registration to the issuing of accreditation badges), definition of accreditation types and access rights, facilities and equipment necessary for the smooth operation of the system, and staff. It is worth emphasising that the accreditation process requires coordination and close cooperation between several functional areas of the Organising Committee: Sport Entries, Accreditation, Security, Food and beverages, Delegation Services and International Relations etc. and Venue Management on one hand and FISU, on the other. This process starts with the definition of requirements by the Organising Committee, aligning them with the FISU requirements. In order to be clear on the terminology to be used, here are several commonly used terms and their definition: Registration the first step of the accreditation process. It starts one year before the Winter Universiade with the official invitation and ends with the submission of the Individual Entry Forms (I form). The OC must provide an online registration system. Sport Entries this is a sport-specific sub-set of information submitted during the registration process. It includes the General Entry Form (G1 and G2 forms), Final Engagement Form (FE form), Quantitative Entry Forms (Q form) and Individual Entry Forms (I form). Coordination between the sport and sport services function and the accreditation function is crucial in handling these entries. The owner of the process is Sport Entries; therefore, the responsibility for the accuracy of the data is with the Sport Entries, even though the accreditation function is in charge of the management of the whole registration process. Please note that the FE forms and related team sports entry procedures are managed by FISU. Accreditation includes the processes listed above, but also the very specific process on site, when delegations arrive: preparation and issue of temporary cards, preparation, approval and issue of permanent cards, approval and processing of day/special passes. It should be noted that accreditation is also used to denote the badge itself Accreditation Process The accreditation process of the Winter Universiade may be summarised as follows: The Organising Committee defines the entry forms and the accreditation card layout according to the FISU Regulations and the Winter Universiade look and feel. Intention of Participation Forms, General Entry Forms, Quantitative Entry Forms and Nominative Entry Form must be sent to the Organising Committee in accordance with the deadlines set in the FISU Regulations. Individual Entry Forms must be sent to the Organising Committee no later than one month before the event. For large local groups (especially volunteers, OC staff and contractors), it is recommended to carry out the process even earlier. The accreditation function allocates access rights depending on the category and function of participants in accordance with the FISU accreditation matrix, before finally pre-printing the accreditation. The Organising Committee and FISU control and approve accreditation cards according to the different categories. Accreditation centres resolves incidents and provide re-accreditation if necessary Delegation Accreditation The CIC is responsible for controlling the qualification of competitors at the Winter Universiade. It is empowered to supervise the following: terms of participation; authenticity of national entries; academic status of competitors; nationality and age of competitors. The CIC must work in close cooperation with the Organising Committee to ensure a quick and effective accreditation process. Without CIC approval, no competitor is entitled to compete or receive a permanent accreditation card. Therefore, temporary cards for competitors allowing them access to the Athletes Village for 24 hours following arrival should be issued. The Head of Delegation manages accreditation on behalf of all the members of the delegation, avoiding the need for those members to visit an accreditation centre unless required. The on-site flow for delegation accreditation may be summarised as follows: arrival of delegations and welcome at the accreditation centre; the Organising Committee provides temporary accreditation cards if the pre-payment of the 25% deposit is done; the Head of Delegation confirms the list of participants in the delegation; changes/updates are recorded as necessary, including photographs; the Head of Delegation confirms the departure dates of the delegation and the length of stay; 28 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

15 the Head of Delegation pays the participation fees; the Head of Delegation arranges to meet the CIC on the following day; the Organising Committee provides temporary accreditation card; the delegation is transported to the Athletes Village; within 24 hours, the Head of Delegation collects all necessary documentation from participants and presents it to the CIC; once the payment of registration fees is made and documentation is validated by the CIC, pre-printed accreditation cards are signed off, laminated and delivered to the Head of Delegation; the Head of Delegation distributes accreditation cards to the individuals OC Accreditation As mentioned above, the accreditation process for local groups, e.g. staff, volunteers, contractors, should be carried out earlier so that things could be operative well in advance. The following points must be considered when planning the accreditation of staff, contractors and volunteers: Ensure that venue access is available on time for them to carry out their duties, which in some cases may be needed quite early. Note that the security function must determine the appropriate time for accreditation to become compulsory, taking into consideration the need for many non-accredited contractors to have access to venues during set-up. Concerning outsourced services, the OC must take into account rotation of personnel. A type of accreditation or pass, different from regular participant accreditation, must be considered because of security reasons. In order to effectively manage the accreditation of the many volunteers, the process and schedule must be coordinated by the workforce function. Similarly, accreditation of security personnel must be coordinated by the security function Other Accreditation There are other client groups (press, broadcasters, FISU Family, technical officials, guests, etc.) that require specific arrangement for their accreditation. Detailed plans and sufficient information on where and how to pick up the accreditation card is key to avoid confusion and queuing in accreditation centres. Some groups (in particular, media and guests) are likely to have last minute changes and walk-in requests, and it is recommended that an efficient process is planned for problem solving and that accreditation centre managers are empowered to make decisions Types of Accreditation Cards More details on the cards and rules for issuing them are available in the Accreditation Procedure for FISU Event. However, it is worth noting that the following cards should be planned, as they require different backgrounds and materials: temporary cards issued only to the delegations as an interim card until the permanent ones are approved and issued by the CIC. These cards are valid only for 24 hours and allow access to accommodation, food and beverages. Athletes are not allowed to compete and to train during the official training with temporary cards. permanent cards issued to all the participants groups with different access rights and privileges defined in a separate guideline. day passes issued to visitors, giving access to venues of special interest (Athletes Village, IBC, MPC, sports venues, etc.) to which they normally do not have access. The official request to receive a day pass must be done at least 24 hours in advance by the Head of Delegation. bump-in/bump-out cards these cards are useful especially for the period of set-up/tear-down of the venues for the staff that is only hired for this purpose. In this way the load is taken off both the accreditation and security functions, as it avoids unnecessary granting of access for the whole duration of the Winter Universiade. Please refer to the FISU Regulations regarding the participant accreditation cards Accreditation System In order to support the above-mentioned processes, it is necessary to use software for collection and processing of the participants data, and the system should support the whole registration process, optimally starting from G1 forms. All the process must be proceeded by an online accreditation system. Having in mind the complexity of the accreditation process, especially the necessity of smooth and accurate exchange of data with T&S, OVR and INFO systems, as well as high costs and time requirements for the development of an own solution, it is strongly recommended that the Organising Committee opt for a solution of a renowned vendor to avoid complications during the execution of the Winter Universiade. This system should be able to support collection and processing of all the participants required data, assignment of categories, functions, privileges, general codes, access rights, etc., with the possibility of imposing certain limitations and requirements regarding sport entries, age limits, etc. The system must provide each accredited individual with a unique number as a means of identification, which is used to identify competitors and officials for the purposes of developing CIC-approved start lists, team lists and entering results (i.e. for use by the results service and by the doping control function). It is of paramount importance that this database is used for all other applications/processes to ensure quality and uniformity of data. Of course, log of all data entry and reporting is an obligatory part of the system. Please refer to the FISU Technology Minimum Requirements for more detailed requirements regarding the accreditation system. 30 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

16 6.5. Facilities, Equipment and Staff The accreditation of the following participant groups should be kept separate, in terms of using different facilities: delegations should be accredited at the Main Accreditation Centre located in the Athletes Village. This location could also be used for the accreditation of staff (internal and external) prior to the arrival of the first delegations; staff and volunteers should be accredited at the OC Accreditation Centre well in advance; ITOs and NTOs should be accredited at the OC Accreditation Centre well in advance; FISU Family and Guests, VIPs, sponsors should be accredited at the FISU VIP Accreditation Centre located in the FISU Hotel; media should be accredited at the Press Accreditation Centre located in the Main Press Centre. For each of these accreditation centres, necessary infrastructure and equipment should be provided. Clear zoning, smooth entrance flow and separate office space should be considered when making the venue design, and the layout of the accreditation centres should be approved by the CIC well in advance. The equipment includes but is not limited to the following: computers; fax; internet connection; cameras; printers; scanners; additional lighting requirements; phones; consumables paper, toner, pre-printed paper for accreditation cards, plastic coats for accreditation cards, etc.; laminators. Given the level of coordination required and the volume of necessary communication with various groups, special attention should be paid to the selection, recruitment and training of the paid staff and volunteers. In addition, the organisation of the work in the accreditation centres should be defined early on. The best practice is to assign staff members to a particular country or a group of countries (in case of smaller delegations) based on language skills. In that way, confidence is created with the delegations and clear communication lines are established in handling all requests of a delegation or group of delegations. This staff should also coordinate between the delegations and the CIC to ensure a smooth running of the accreditation process. During the entire period of the Winter Universiade, there must be a key person with enough power to make decisions in the accreditation centre Access Control Without access control, the accreditation process loses its purpose. This feature should be coordinated with the police and the security function to define the access control modes (visual, scanners, etc.). The Organising Committee must assign staff and equipment in all venues to administer access restrictions, including regular security checks of all personnel and accreditation passes, and ensure that all personnel controlling access understand the meaning of the different access categories. Given the fact that the installation of scanners might prove to be a strain on the budget, special attention should be paid to the training of the security staff in order to ensure proper visual control of the cards. Furthermore, both the accreditation and security functions must be involved in the definition of zoning of the venues (with the venue managers) as well as access rights (especially, when defining the lines of movement of the VIPs, athletes, press, etc.). Please refer to the FISU Events Accreditation Procedure Guidelines for more detailed requirements. Please refer to the FISU Regulations regarding the composition and responsibilities of the CIC. 32 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

17 7. ADMINISTRATION AND OFFICE MANAGEMENT 7.1. General Overview The Organising Committee has its central headquarters where to supervise and support all operations. The administration and office management functional area is responsible for the operation of the Organising Committee headquarters and general services remain its responsibility before, during and after the event. The mission of this function is to facilitate organisational effectiveness of the Organising Committee through the provision of efficient administrative and infrastructural office support for a rapidly growing and constantly changing temporary organisation Key Responsibilities The key responsibilities of the administration and office management functional area are to provide qualified and in time administrative services and office supports to the Organising Committee. Typically, these services and supports include the following: reception, courier delivery services; document processing; document filing, archiving and storage; office space planning, workspace allocation; office space and meeting room management and maintenance; office equipment hire and maintenance; office administration, e.g. stationery, cleaning, medical supplies, etc.; office catering, transportation (if any). 8. ARRIVAL AND DEPARTURE 8.1. General Overview The Organising Committee is required to provide efficient, effective and expedient arrival and departure experiences for various client groups. The arrival and departure functional area is responsible for transferring all accredited client groups, as well as their accompanying baggage and sport equipment to/from the designated and agreed official points of arrival and departure to their official accommodation sites or other appropriate destinations depending on the arrival and departure delivery model Ports of Entry and Points of Arrival and Departure In association with FISU, the Organising Committee must designate the official ports of entry and other official points of arrival and departure of the Winter Universiade. For most of the cases, the official ports of entry and the official points of arrival are the same, while sometimes they can be differently arranged Official Ports of Entry The port of entry is the official entry port(s) into the host country of the Winter Universiade, for passenger and/or freight arrival and departure. Depending on geographic situation of the host city, sometimes it may happen that the official port of entry is located in the host city, and client groups need to transfer via another international airport, and then to a regional airport in the host city. In this case, the international airport will be the port of entry, and the host city regional airport will be the point of arrival. The Organising Committee must develop plans to provide assistance with customs and immigration process at the ports of entry, including transit assistance desks, staff and volunteers, special lanes for Winter Universiade client groups, etc Official Points of Arrival The official points of arrival and departure (sometimes mentioned as points of arrival ) are the entry points where client groups enter the Winter Universiade host city to start their arrivals process. The official points of arrival normally include but are not limited to the following: airport; railway; road; marine. The FISU Family, guests and all participants must be welcomed at the official points of arrival and transported to the accommodation sites, accreditation centres or other appropriate destinations. For delegations and media personnel choosing to arrive at non-official points of arrival, they must inform the Organising Committee well in advance, and must have the possibility to pre-book transportation at their own cost Planning Arrival and departure experience is a key factor for a positive Winter Universiade experience, as it is the first and the last interaction that client groups have with the Organising Committee in the host city. Careful planning is required to ensure this end to end service, which involves various functional areas and even external parties Arrival and Departure Delivery Models In order to facilitate services, arrival and departure delivery model from different client groups must be early defined with relevant functional areas and client group owners. The following elements must be considered when making the planning: facilitation level of services; number of arrivals and departures, as well as accompany luggage; time and location of accreditation card collection; time and location of uniform collection (if any); 34 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

18 location of relevant accommodation sites; transportation needs; security requirements; arrival and departure time. Client owners of all client groups concerned must be closely involved when developing the delivery models. Below is a brief summary of the delivery models required for various client groups of the Winter Universiade: Arrival Delivery Models advanced delegation members before the official opening of the Athletes Village delegations technical officials media personnel FISU Family and Guests marketing partners workforce (esp. volunteers) spectators Data Analysis and Estimation Departure Delivery Models delegations technical officials media personnel FISU Family and Guests marketing partners workforce (esp. volunteers) spectators Due to the complexity of the points of arrival and departure, as the number of various client groups with different delivery models, it is very important for the arrival and departure functional area to conduct analysis in order to better estimate the workload, thus to develop their operational planning. The client group owner functions must be involved in making the analysis and estimation, which should be conducted: by day according to the Winter Universiade programme; by client groups due their different arrival and departure delivery models; by origin in terms of international, national and local; by official point of arrival and departure as well as way of travelling. Once the analysis is finished, the function start further developing its operating planning. The outcome of such analysis may also be interesting for other functional areas to foresee their workload Arrival and Departure Information It is a major challenge for the arrival and departure functional area to gather and consolidate travel details from all required client groups. Close collaboration with relevant client owners is required in order to receive the information in time and provide services accordingly. The arrival and departure functional area should also pay attention to sharing this information on a daily basis in the immediate run-up to the Winter Universiade, and more frequently during the Winter Universiade with other functional areas. Therefore, it is very important to develop an arrival and departure model within the Games Management System Arrivals and Departures Services Operation Period Arrivals and departures occur throughout the entire period of the Winter Universiade and the arrival and departure services for the majority of client groups are required from the opening of the Athletes Village to its closing. While the main point of arrival must be ready at any time during these days to welcome various client groups, not all official points of arrival require non-stop presence by all relevant functional areas. Depending on arrival and departure frequency, some official points of arrival and departure may be functioning upon schedule, based on the arrival and departure information received beforehand. In this case, operation periods of different points of arrival must be submitted to FISU for approval, and then be well distributed to delegations in the Heads of Delegation Manuals and on the official website. Some delegations may prefer to send a few delegates arriving earlier during the pre-opening period of the Athletes Village, and the Organising Committee should also provide proper services upon requests. FISU Family members and some technical officials on duty will need to arrive earlier for preparation and inspection, in this case the Organising Committee must ensure the arrival and further transportation services according to the accreditation categories Arrival Services Arrival and departure functional area provides an effective and warm welcome to all client groups in the designated locations. To achieve this, a day-by-day consolidation of travel details is required covering all groups attending the Winter Universiade, and this is also of significant value to other functions in determining the scale, range and likely times of peak demand for the services they must provide, such as protocol, accreditation, uniform distribution, accommodation, transportation, security, welcome ceremonies, food services, etc. A warm welcome should await all client groups at the official ports of entry and points of arrival. Arrivals must be facilitated as much as possible, for example by using dedicated lanes for immigration, using tags and separate collection points for luggage and by providing directions to the relevant transportation system for next transfers. Depending on the level of services, these may include: welcome at the aircraft gate; settlement in a nominated Lounge; assistance with immigration formalities; assistance with custom clearance; arrangement for baggage claim; accompany to transportation uploading zone accordingly; departure for accommodation locations (or other destination according to arrival delivery model); security escorted convoy Departure Services Depending on client groups, departures services can be arranged accordingly. Departure for dignities and VIPs can be managed by using their T1/T2 vehicles, while departure for delegations can be supported with more basic services (e.g. shuttles to departure locations) but with sufficient number of vehicles and a pre- 36 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

19 cise schedule. Depending on the level of services, departure services may include the following: transfer from accommodation site to points of departure; welcome at transportation drop off points; assistance with check-in, baggage processing and document clearance; settlement in a nominated lounge; departure and farewell; security escorted convoy. Proper procedures must be in place to ensure that client groups have met their financial commitments to the Organising Committee before departure. Athletes Village residents are encouraged to review their balance of payments forty-eight hours before checking out Airlines Cooperation In case the official port of entry and the official points of arrival and departure are in two or more different cities within the host country, the majority of client groups have to take a domestic connection flight, which represents around 5,000 reservations during a very limited number of days. The arrival and departure functional area must, in cooperation with other functional areas, coordinate with the major carriers to ensure that the domestic connections can meet the demand of all client groups in terms of frequency and capacity, and that the price of the flight tickets is controlled within a reasonable market price. It is recommended that the Organising Committee seeks for partnership with national/local airlines to enforce relevant cooperation. This partnership can further include cooperation on other Winter Universiade activities, such as the torch relay etc Airports Operation Airports are the most used point of arrival and departure of the Winter Universiade, and they act as a gateway for the world to reach the host city. Airport operation refers to all activities that are required to deliver qualified arrival and departure services as specified in earlier text. These services are in addition to the existing airport processes and procedures, and are carried on while other non- Winter Universiade passengers are moving around the same facility. Therefore in the planning process, airports must be considered to be non-sport venues of the Winter Universiade, but in a very unique way. Airports operation is unique, because it involves highly regulated procedures managed by various parties, e.g. government bureaus, commercial companies, and the Organising Committee workforce. Instead of having exclusive use of the facility, the Organising Committee needs to operate within an existing operating environment. Therefore, internal cross-function integration, integration and cooperation with existing airport teams are of essential importance to ensure efficient and pleasant arrival and departure experiences for various clients. It may also happen that certain groups arrive in the official point of arrival by charter flights. In this case, apart from the regular arrival and departure services, the function also needs to make sure that precise flight information be reconciled with the airport and relevant agencies, and detailed information about the number of passengers and their accompanying luggage is shared among all relevant functional areas and external parties. 9. ATHLETES VILLAGE 9.1. General Overview The Athletes Village, serving as one of the core components of the Winter Universiade, provides all services to the participating delegations to facilitate their mental and physical preparation for the event. It is a safe, secure and comfortable environment where athletes and officials from the participating countries can live and work effectively Location The location of the Athletes Village is chosen by the Organising Committee at the time of bidding. It should be within reasonable travelling distance (maximum 60 minutes when using the Winter Universiade official transportation system) to the competition and training venues, as well as the Main Accreditation Centre Duration of Operation The Athletes Village must be operational from at least five days prior to the first day of competition until two days after the closing ceremony. In order to allow sufficient time for delegations to prepare for the Universiade, it is recommended that the Athletes Village opens seven days prior to the first day of competition. During the operation period, the Athletes Village must be accessible 24 hours a day. The use of the Athletes Village, however, is way longer than these official operation days. Typically, the Winter Universiade life of the Village will consist of: permanent construction (if non-existing) or renovation (if existing); temporary construction and installation; functions and systems testing; official opening; check-in of the delegations; Winter Universiade period; check-out of the delegations; official closing; site clean-up, tear down; hand-over to the facility owners. Therefore, when considering the management and operation of the Athletes Village, the Organising Committee needs to have a good estimation of the entire period and to make sure the Village is under control early enough. 38 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

20 Zoning It is preferable that the Athletes Village is located on one site, and as a whole. In case of having more than one Athletes Village, a special request should be addressed to FISU with argument and explanations. Very typically, the Athletes Village is divided into the following zones: residential zone; international zone; operational zone; transportation areas. The function of the different zones is further detailed in the following text. All buildings in the Athletes Village should be equipped with CCTV cameras, air conditioning, internet connection and fire extinguishing systems Security and Access Control Security and access control flow and points should be taken into consideration when designing the Athletes Village. In order to split the flow of people and vehicles, it is recommended to have different points for exit and entrance Security Control The Athletes Village must be secured from the public by a perimeter fence with limited access points, which are controlled by physical security checks on personnel, equipment as well as vehicles. The access into the Athletes Village is restricted to accredited personnel only. According to the local laws and rules, as well as the level of security, the Organising Committee may develop a list of prohibited items, e.g. alcohol and knife, etc. Such list should be presented to FISU for approval, and be provided to the delegations at the occasion of the Heads of Delegation Meeting and team draw. Provision must be made for 24-hour security patrols within the Athletes Village from the official opening until the closing. Emergency evacuation procedures must be in accordance with local regulations and must be submitted to FISU for approval. This procedure must be made available and clearly explained to all Heads of Delegation upon arrival. The Athletes Village must have ambulance(s) and fire truck(s) stationed on site Access Control The residential zone, international zone and operational zone should be geographically defined in a very clear way. Access control between the different zones should be inspected. Only people with proper access code on his/her Winter Universiade Accreditation Card are allowed to go into the zones accordingly Residential Zone The residential zone is considered as the private sector of the Athletes Village, which provides home services, such as accommodation, dining and certain recreational activities. Only residents of the Athletes Village and personnel with residential zone access on their accreditation cards have access to this area. Any guest without appropriate accreditation access must be invited into this area by the delegations, the OC or FISU, and escorted at all times. Typically the following facilities are required in the residential zone: accommodation; delegation offices; delegation medical rooms; dining halls; recreational sport facilities. Services desks must be set up in each building to provide necessary services and answer the inquiries around the clock. They provide information on the Athletes Village facilities and operations, and assistance with problems or opportunity to address any issues Accommodation The Athletes Village must be capable of housing all the participants, depending on the number of sports proposed. With regard to the compulsory sports programme, the minimum bed capacity must be 3,000 at a specific time. Different types of rooms can be provided according the number of people in the delegations. Each room shall accommodate a maximum of three persons (minimum 7m² per person excluding bathroom and balcony), and no more than three members of a delegation shall share the bathroom facilities (toilet, washbasin and shower). The rooms must be fully furnished for competitors and accredited delegation officials, and equipped with the following: beds and beddings; bed extensions; lamps and lights; tables and chairs per person; closets, clothes racks; storage space for personal belongings; curtains / blinds; waste basket; bathroom amenities. 40 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

21 Depending on the size, delegations are allowed to have an Assistant Head of Delegation in addition to the Head of Delegation. Each Head of Delegation or Assistant Head of Delegation must be accommodated in a single room, with its own bathroom facilities. Please refer to the FISU Event Guidelines for Accreditation Procedure regarding the quota of Assistant Head of Delegation. In addition to the standard facilities listed above, the Head of Delegation room should also have a telephone (usage at cost to the delegation), a blackboard or whiteboard, lockable cabinets, a television and a refrigerator. The Organising Committee is recommended to calculate the participation fee by total number of hours between arrival and departure times at the Athletes Village, and charge the delegations for one day when this duration is more than 12 hours Supporting Facilities Apart from the accommodation rooms for the athletes and delegation officials, other supporting rooms should be provided according to the size of the delegations, as follows: Participants * (Athletes and Officials) Delegation Office ** Medical Room ** Less than 10 Combined with Head of Delegation Room (equipped according to 0 Delegation Offices Requirements) 10 to to Over *- Excluding technical officials and media liaison **- Depending on room size Delegation Offices Numbers of delegation offices should be available, preferably in the same building of the accommodation, for the delegations to carry their administration duties. If the space does not allow, clusters of delegation offices can be also developed in the international zone with the agreement of FISU. The delegation offices should be equipped with the following: - meeting table (min. for 10 people, depending on the size of the allocated delegation); - desks and chairs; - telephone (usage at cost to the delegation); - blackboard or whiteboard; - lockable cabinets; - television; - refrigerator. Medical Rooms Delegations with their medical personnel must be provided with additional dedicated rooms for medical use according to the size of the delegation based on FISU rules. The medical rooms must be equipped with the following: - desk and chair and stationery; - examination table; - massage table, pillow, sheet; - refrigerator for medications; - lockable cabinet for medication; - wastebasket and sharps disposal; - thermometers and blood pressure cuff; - sink. Medical rooms must be lockable and be private spaces, and be served by Village housekeeping and waste removal daily. Smaller delegations without dedicated medical rooms should be able to book medical rooms if needed. Ice Making Facility An ice-making facility must be available for general use by participants. Ice must be available in the Athletes Village, as well as in the residential buildings. Please refer to the medical care chapter for more information (ice recommendation). Free Laundry Regular laundry should be made for free for the delegations. It can be provided as either self-service laundry or served laundry service. The self-service laundry facilities should be well situated in the residential zone, with easy access for the delegations around the clock. In case it is served laundry service, laundry bags should be provided in the accommodation room, and laundry drop-off/pick up points must be clearly indicated. Residents of the Athletes Village should be able to receive their items in no more than 24 hours Dining Hall A food and beverages facility, offering a varied choice of meals to suit the diet of top-class competitors and all special dietary requirements, must be located in the heart of the Athletes Village. Please refer to the food and beverages chapter for more information Recreational and Sport Facilities It is preferred to have some recreational and sports facilities and / or space within the residential zone, to provide athletes and delegation officials the opportunity for recreational fitness and leisure time within walking distance from their accommodation site Cleaning Services Daily arrangements must be made for a chambermaid and housekeeping services to maintain the residential zone in a clean and acceptable condition. General cleaning must be conducted minimally every two days. Bed linen must be changed two times per week and the set of towels must be changed three times per week. Daily arrangements must be made for regular collection of waste disposal. Particular attention must be paid to the food and beverages facilities and food preparation areas in the maintenance of hygiene standards. 42 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

22 9.4. International Zone The international zone serves as the communication platform and information centre of the Athletes Village. It also provided numbers of retail and recreational areas for the benefit of the athletes and officials, as well as guests of the Village. Only residents of the Athletes Village and personnel with international zone access on their accreditation cards have access to this area. Any guest without appropriate accreditation access must be invited into this area by the delegations, the OC or FISU, and escorted at all times. Typically the following facilities are required in the international zone: storage space; waxing area; flag plaza; medical centre; religious centre; information centre; meeting rooms; Heads of Delegation Meeting Hall; FISU Office; recreational sports facilities; recreational areas; commercial areas Storage Space Storage spaces / locked rooms should be foreseen for each delegation to store their equipment and stuff (e.g. skis, snowboards...). A secured storage space for the biathlon rifles should be foreseen while it is recommended to store the ammunitions at the biathlon venue. A policy for the import/export and storage of rifles and ammunitions should be developed by the OC accordingly to the national law. A training facility for biathlon dry shooting should be foreseen within the secured area of the rifles storage Waxing Area A waxing area should be foreseen equipped with tables, several electric outlets, adequate heating and ventilation, shelves and waste bins Flag Plaza According to the Guidelines of the FISU Protocol, all delegations must be officially welcomed by the Mayor of the Athletes Village when the majority of the delegation members have arrived in the Village. The welcome ceremony is held in the flag plaza in the international zone of the Athletes Village. In order to accommodate the welcome ceremonies, the flag plaza must provide: flag poles for all the national flags of the delegations taking part in the Winter Universiade, and in addition, the FISU flag, the country flag of the host city as well as the Winter Universiade flag; stage with appropriate look of the games, necessary sound and lighting systems; standing/seating space for 200 people; shelter from the weather if needed; reception area (optional) Medical Centre A medical centre must be established in the Athletes Village to provide medical care as well as immediate first aid for accredited participants and must be accessible 24 hours per day Religious Centre The religious centre serves as a facility for religious services for residents of the Athletes Village. The Organising Committee should work with different religious groups to devise services throughout the Winter Universiade period. The operating hours should be flexible and reflect the service times of the different religions. The religious services should be provided for the key religions, including Christianity, Islam, Hinduism and Buddhism, etc. The Organising Committee should also be ready for other religions or faiths if requested by delegations before the Winter Universiade Information Centre Main Information Centre The main information centre is located in the international zone, as the information hub to centralise communication and services between the various OC divisions and delegations. It provides delegations with general information, problem resolution and information desks of key functional areas. The main information centre must be staffed by Organising Committee personnel and offer the following services and essential information relating to the Winter Universiade programme: - arrival and departure; - food and beverages (lunch boxes); - cultural programmes; - currency exchange; - delegation services; - excursions; - insurance; - lost and found; - meeting room booking; - press services; - rate card; - transportation; - weather forecast. 44 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

23 Pigeon boxes should be set up for each delegation, allowing their heads of delegation to pick up information and notice, the most important ones of which should be also published in the bulletin boards at the entrance of the main information centre. Chargeable services are to be paid by the delegations at the time of service provision, while rate card services are to be ordered and paid for in advance. Items for renting at the Athletes Village or at other accommodation locations include but are not limited to: - extra chairs; - extra cabinets; - office supplies (whiteboards, tables, lamps, etc.); - hardware (printer, fax, computer, etc.); - others (massage table, refrigerator, etc.). Sports Information Centre The sports information centre is the main facility for providing sports information, updates, results, start times and discuss sports issues. It must be located adjacent or in close proximity to the main information centre, and staffed by the OC sport and sport services function. Different desks should be set up for each sport, and are responsible for: - coordination of training schedules; - distribution of results; - sports timetable; - competition forms and sport specific information (e.g. sports rules and equipment information) Meeting Rooms Delegation Meeting Rooms Delegations should be able to book meeting rooms at the main information centre. Meeting rooms are prepared in different sizes (from 20 seats to 150 seats) and different layouts (classroom, roundtable, etc.), and equipped with the following: - meeting/conference table and chairs; - whiteboard or blackboard; - projector and screen; - video play system and sound system; - basic stationery (optional). Meeting service such as beverages and coffee break is a plus. Heads of Delegation Meeting Room Daily Heads of Delegation meetings are held during the operation of the Athletes Village, in the Heads of Delegation meeting room. This meeting room serves as the meeting point for the Organising Committee, the delegations and FISU, it gives the opportunity for delegations to raise their issues regarding overall Winter Universiade operational problems to the OC and for the OC to disseminate useful information to delegations. The following services should be made available for the Heads of Delegation meeting room: - head stage with table and chairs; - spectator seats (minimum 200 seats); - projector and screen; - sound system; - interpretation system; - basic stationery (optional). Please refer to the delegation services chapter for more information FISU Office FISU requires office spaces in the Athletes Village, which operates as the interface between FISU and delegations. The FISU offices should be well situated within the international zone, with easy access for delegations. FISU Secretary-General Office - desks and chairs (two working space); - international telephone / fax lines; - photocopiers, fax machines; - blackboard or whiteboard; - lockable cabinets; - refrigerator; - office stationery; - beverages. FISU General Office - desks and chairs (four working space); - international telephone / fax lines; - photocopiers, fax machines; - blackboard or whiteboard; - lockable cabinets; - office stationery; - beverages. FISU Meeting Room - meeting/conference table and chairs (20 seats); - whiteboard or blackboard; - projector and screen; - office stationery. The FISU offices and meeting room should be allocated in the same area, preferably close to the FISU relations function office of the Organising Committee Recreational Sports Facilities The recreational sports facilities provide athletes and officials the opportunity for recreational fitness and exercise activities within the Athletes Village. Typically, a fitness centre should be set up in the international zone with the following facilities: cardiovascular area; weights area; 46 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

24 aerobic area; changing rooms; beverages. It is preferable to have a swimming pool within the Athletes Village Recreational Areas The recreational sports facilities provide athletes and officials the opportunity for recreational fitness and exercise activities within the Athletes Village. Typically, a fitness centre should be set up in the international zone with the following facilities: DVD lounges or small cinema; television lounges; games rooms (computer games and mind games); dance club; café and bar (non-alcoholic); internet café. Concerts and live entertainment are also common practice. In this case, operation hours and location should be carefully chosen in order not to interrupt the rest time of the athletes Commercial Areas The commercial areas can be spread in the Athletes Village, but mostly located in the international zone to provide paid services, including but not limited to the following: barber shop; business centre; banks and currency exchange; dry cleaning; postal services; grocery stores; tailors shop; flower shop; mobile services; souvenir stores; Winter Universiade ticket box; travel agency Operational Zone The operational zone serves as the back of house of the Athletes Village, and provides all administrative and logistics supports for the good operation of the Village. Functionally the operational zone includes the following: welcome centre; village pass centre; village management areas Welcome Centre The welcome centre is the initial arrival point for all athletes and officials residing in the Athletes Village. All participants arriving from the official point of arrival should be transferred to the welcome centre for clearing payment and obtaining the temporary accreditation. The welcome centre should be located on the perimeter of the Athletes Village, close to the residential zone, and provide the following services: accreditation centre; arrival and departure; accommodation; custom and boarder control (if needed); delegation services; finance; logistics; sport entry; security; waiting lounge. The welcome centre should provide a large space for waiting athletes, with simple refreshments and beverages. The welcome centre manager should cooperate with the delegation services function to clarify the arrival delivery model from the official point of arrival to the accommodation. Please refer to FISU Accreditation Guidelines regarding the requirements of the accreditation centre Village Pass Centre During the operation of the Winter Universiade, various non-accredited guests will require access into the Athletes Village for different purposes. The village pass allows the guest to enter the operational zone unaccompanied. However, to enter the residential zone, the guest must be escorted by his/her host at all times. VIP Pass The Athletes Village protocol team should develop a reasonable and efficient system in issuing the Village Pass for the OC and FISU VIPs, and in guiding them through their visit in the Village. 48 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

25 Delegations Village Pass Delegations will be provided with a number of village passes for each day so that they can invite guests (friends and family members of athletes, officials, dignitaries, etc.) to the Athletes Village. The number of the invited guests per day should strictly correspond to the quotas for the delegation size: Number of Participants in the Delegation Number of Guests On the day of the welcoming ceremony of the delegation, the delegation should be able to invite more guests than the above mentioned figures. In such case, the delegation needs to submit written application well in advance. In case the total number of application exceeds 100 guests per day, the Organising Committee and FISU retains the right of increasing or limiting the amount. The Head of Delegation or his/her deputy shall accompany his/her guests during their stay in the Athletes Village. If a non-accompanied guest is detected, his/her pass will be cancelled and the guest will have to leave the territory of the Athletes Village. In this case, the country will be deprived of the right of inviting guests. Media Pass Only properly accredited media (press and broadcast) can access the Athletes Village and they shall only have limited access to specific areas within the Village. This process and policy should be drafted by the OC and approved by FISU Village Management Areas The village management areas are the back of house of the Athletes Village. Depending on the plan of the Organising Committee, the functions and requirements of these areas might be different, but typically the following services should be considered: functional areas office; facility service centre; staff centre; staff parking; staff dining; volunteers centre Transportation Areas Various areas must be secured in the Athletes Village for the transportation services for the village residents. When planning the village design, the following items should be taken into consideration: transportation mall; delegation car parking; vehicle motor pool; internal transportation system; drop-off point Transportation Mall The transport mall is an area to load and unload participants to and from competition, training venues, official points of arrival, and other Winter Universiade venues, by the Winter Universiade shuttle buses or team buses systems. As different bus stations should be designed for different sports and routes, the transportation mall requires huge spaces and efficient management. In order to ensure the timely and safe movement of participants, the location of the transportation mall must be closely adjacent to the residential zone of the Athletes Village, within the security perimeter. 50 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

26 Delegation Car Parking During the Winter Universiade, the delegations receive delegation cars according to their sizes. Therefore a specific parking lot should be provided in the Athletes Village for the delegation cars. The parking lot must be a secured area close to the residential zone, or within a reasonable walking distance to the residential zone. It is also essential to consider the vehicle services and driver services when planning the delegation car parking Vehicle Motor Pool The vehicle motor pool is a large area for staging vehicles and drivers close to the Athletes Village to provide buses and shuttles. It is mostly located off site but in close proximity to the Village in order to ensure efficient services. The motor pool should consist of: parking and storage; vehicle maintenance and cleaning; vehicle refuelling; drivers lounge Internal Transportation System In case the Athletes Village is spread across a large area, the Organising Committee should consider providing an international transportation system, especially for the arrival and departure of the delegations with the luggage. Typically, the vehicles for the internal transportation system are green energy with low noise pollution. The bus stops should well connect all the key sites of the Athletes Village Drop-off Point Drop-off points should be set up outside the security perimeter, but close to the Athletes Village, to allow vehicles without accreditation to drop off and pick up village residents and guests. 10. BRAND PROTECTION General Overview The brand protection functional area is responsible for protection of intellectual property assets, including control of use of visual elements, and be responsible for the protection of the contract rights of sponsors, suppliers and licensees Protection of Winter Universiade Brand The Organising Committee shall protect the Winter Universiade brand by preventing infringements and ambush marketing activities, maintaining clean venues and controlling the host city commercial environment before and during the event. The scope of the prevention activity is to ensure: the exclusivity of marketing and visibility rights for official partners and suppliers; the full value retention of the partners investments and protection of the image of the Winter Universiade due to unauthorised association of brands to the Winter Universiade brand. Common ambush marketing channels are electronic media (TV, internet, radio), print media, outdoor advertising, street vendor or retail sale of unauthorised products and direct mail Ambush Marketing Prevention Ambush marketing occurs when an unauthorised commercial entity implies an association with the Winter Universiade without a marketing agreement. The best method to counteract ambush marketing is to create an environment in which these actions are discouraged, establishing a brand protection function to manage anti-ambush activities, following these procedures: before the competition: During the venue fit-out, the function must check venues to ensure that they are clean of unauthorised advertising and that the opportunities are limited for ambush marketing. In collaboration with FISU, the brand protection function should ensure surveillance on foot, within and around each venue and at neighbouring areas. during the competition: Each morning the brand protection staff must participate in the venue walkthrough with venue management to ensure that the venue has remained clean since the previous day s competition. Surveillance must continue throughout the day. In cooperation with event services, the brand protection function should observe spectators at the entrance of the venue, and look for objects or clothes that may violate clean venue policies (i.e. unauthorised flags, banners). The brand protection function must attempt to confiscate any material which is a potential tool for ambush marketing actions, with the support of security and venue management staff, contacting the police for enforcement, if necessary Counterfeit Merchandise Counterfeit merchandise are goods that bear copies of the Winter Universiade brands and other designs, and all goods that seems to be authentic goods and which are not. The brand protection function must conduct surveillance as for anti-ambush marketing procedures around each venue, at neighbouring areas and in the city; to cease such activities. The function may call police to request assistance during the seizing of the infringing goods. 52 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

27 10.2. Planning and Implementation Key Responsibilities The brand protection function is in charge of: identifying existing contracts relating to concessionaires, advertisers or any other contracts, commitments or relationships that may be relevant to providing a clean venue; reviewing all existing or planned advertising, branding, trademarks and commercial identification at the venue, including all signage in the venue or within clear view from inside the venue. The sections inside each competition venue which should be inspected are: competition area (field of play and sport/technical equipment), spectator area (flags, banners and clothing), commercial area (stands and restaurants) and outside area. The sport competition manager is responsible for checking all athletes, competition and team officials before the entrance on the field of play; the host city authorities should control street vending and other marketing programmes near Winter Universiade venues Marketing and Rights Programme A single marketing programme usually published by the marketing functional area of the Organising Committee must be shared by the brand protection function with the look of the games team and the sport and sport services function. This document defines product categories and the exclusive rights granted to each marketing partner; it can be developed in a database form, with the presentation of: all Winter Universiade licensees, partners, suppliers; the specific product categories of each partner; the marketing rights (promotional, advertising and visibility on field of play) granted to each marketing partner. 11. BRAND, IDENTITY AND LOOK OF THE GAMES General Overview The brand, identity and look of the games functional area is responsible for realising and applying the brand identity of the Winter Universiade as approved by FISU, and setting out general standards to ensure the proper use. Its mission is to create and deliver a brand identity system that provides all the visual components to ensure a unified representation of the event, with guidelines and indications for the right use of each graphic element. It is also responsible for the development and the application of the look of the games, to a world-class Winter Universiade environment in the venues and on the streets of the host city Brand and Identity Brand Elements The brand is the most powerful tool to promote the Winter Universiade, engaging with fans, athletes and spectators before and during the event; it should be inspired by and represent local culture, traditions and landscape of the host city and country. The Organising Committee shall develop the brand strategy and elements in accordance with FISU guidelines; at the end of the concept phase, the brand strategy proposal must be submitted to FISU for approval. The Winter Universiade brand is composed by the following elements: emblem: must be designed in order to allow a clear identification and connection with the Winter Universiade, following the FISU requirements (please refer to Graphic Manual for the Development of the Winter Universiade Logo); colours: the colour palette should communicate the spirit of the event (e.g. young, modern, passionate, etc.); typography: it supports the Winter Universiade signature of the emblem, with a custom-made font or an existing font family; mascot: its role is to represent the Winter Universiade as an ambassador, supporting the athletes during the event and attending promotional events before the Winter Universiade; motto: a message/slogan that represents the Winter Universiade vision and the message that the organisers wish to share with the world; pictograms: to represent various information with a simplified silhouette, used in publications and for venue decoration. The Winter Universiade sports pictograms are developed and provided by FISU, and must be applied for any official use. The Organising Committee is free to create other pictograms and submit them to FISU for approval; acoustic identity (optional): can be used as early as the introduction of the emblem and throughout the presentation of the various sports programmes, advertising campaigns and ceremonies; licensing: ensure the ability of the brand to be exploited for commercial applications on promotional products, defining the licensing style guidelines in coordination with licensing functional area. 54 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

28 The Organising Committee must ensure that the design agency creating the brand identity system, or the artist who designs it, assigns all rights to the Organising Committee; an agreement should be signed by all the relevant person/entities involved in the design of such system. It s important that all elements of the brand identity are fully owned by the Organising Committee, subject to an irrevocable worldwide royalty-free license in perpetuity and assignable to the FISU Brand Architecture The Organising Committee can decide to create special marks for individual Winter Universiade-related programmes which requires enhanced visibility when communicated, such as torch relay, volunteers, culture, education, environment and sustainability. The emblem integrity must be guaranteed, combining the Winter Universiade emblem and the name of the programme. An endorsed mark may be created for use by third-parties, who wish to recognise their organisation or institution with, or support of, the Winter Universiade programme. The mark can be created in a format that facilitates easy applications with a minimum of guidance. It s important to share with partners how they are allowed to activate their sponsorships; usage guidelines must be produced and distributed to make sure all sponsors use the brand applications correctly Look of the Games Core Graphics Look of the games venue design is an important and complex task and is ultimately the most critical design application of the Winter Universiade brand since the venues are the focal point of the national and international television broadcast. Core graphics are the graphic elements that connect the primary brand elements, providing a colourful backdrop. The visual language extends the brand identity, featuring the Winter Universiade in the form of a pattern, picture or design with the colour palette defined in the brand strategy. The look of the games venue design can be produced by the brand management design team or by external agencies. The Organising Committee must submit its application proposal to FISU for approval Kit of Parts The KOP is a set of design elements from the look of the games, which are used across different platforms to customise all Winter Universiade venues. Custom made items should be designed to meet special needs in each venue. The brand management functional area should design a large set of KOP elements, such as banners, corrals, table skirts, media and kiss and cry backdrops, decals, fence fabric, barricade covers, etc. All elements should be defined with different shapes and materials Venue Look The brand management functional area should consider specific branding solutions for: non-competition venues: IBC, MPC, FISU Family Hotels, Athletes Villages, other accommodation sites, airports, training venues, accreditation centres. The sport and sport service functional area of the Organising Committee must provide to the brand management function a detailed briefing with the definition of all specific sport requirements for each venue. In order to ensure equal quality of coverage for all events, FISU prepared the venue branding guidelines - as a separate document - that the OC must follow when planning the look of the games and the branding of sports venues Look of the City The brand management function needs to ensure that the look of the city reflects the look of the games defined for the Winter Universiade, to create a striking environment in the host city. It is very important to have a good working relationship with the host city s government/authorities, and to define guidelines for the look of the games application in the city context Planning and Implementation Brand Management Team The brand management functional area should be founded to ensure the development and management of the brand. Its mission is to: create and deliver the official brand identity; ensure the correct implementation of the brand visual identity, considering different programmes/platforms where brand elements are reproduced; provide brand management and design services to all the Organising Committee functional areas and to external agencies who need to use the brand in different situations; design the look of the games for competition and non-competition venues, providing installation, maintenance and decommission functions. The structure of the brand management function is at discretion of the Organising Committee. Meanwhile setting up an in-house design studio in the brand management function may be recommended as the most cost-effective approach and allows for better quality control and overall consistency. External agencies may be involved to assist with initial strategic and conceptual work and support on brand extensions. A broadcast expert should be involved in the process for the emblem development, to ensure that broadcasters needs are considered and fulfilled Principles, Guidelines and Policies The brand management functional area must publish a series of guidelines to ensure the correct usage of the brand, safeguarding the integrity of the elements. Guidelines written at least in the working language of FISU provide rules for the correct use of the Winter Universiade brand elements and should be presented for FISU approval before publishing. competition venues: the FOP is the most important and critical location for the designing activity, due to its broadcast exposure. TV and still photography requirements should also be taken into consideration when defining the placement of the main elements of the FOP look applications; 56 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

29 The Organising Committee decides on the number of publications to print and the structure of each manual; each guideline defines clear indications about colour, contrast, typography, sizing of the brand elements, with illustrative example on how applications can and cannot be used. Examples of guidelines categories: core graphic guidelines: brand, pictograms, typography, motto, mascot; signage and identification design guidelines. The primary stakeholder recipients of these publications are: internal functional areas of the Organising Committee; external partners: local government and agencies, host venue managers, delegations, official partner/suppliers, rights holder broadcasters, licensees, airport authorities, relevant International Sport Federations. Special policies should also be defined by the Organising Committee and shared with various internal and external partners, concerning the following items: clean venue policy; torch relay policy; sponsor presence and recognition policy Recommendations Test Events Test events represent an important opportunity to test solutions, materials and printing methods. The function should customise at least two venues (indoor and outdoor) to test, producing prototypes of the main KOP elements to determine which materials are best (colours retention, image reproduction during broadcast, etc.) Contingency Production and Budget A contingency of an additional 10% of look elements must be planned because some elements are considered by the public as memorabilia from the event. Furthermore, critical weather conditions may damage look elements. It is necessary to consider preventative strategies, with the removal and replacement of the elements. 12. BROADCASTING General Overview The broadcasting functional area is responsible to operate and deliver broadcasting services (mainly TV production) to FISU and FISU rights holder partners, and operating the international broadcasting centre Host Broadcast Facilities In association with FISU, the Organising Committee must, at its own expenses, appoint an official Host Broadcaster for television and radio. The Host Broadcaster must guarantee HD quality TV production including, but not limited to the following Events: all finals and semi-finals in team sports; all finals in individual sports; opening and closing ceremonies; any other sports event or sports competition session as agreed between FISU, the Host Broadcaster and the Organising Committee. It is the obligation of the Host Broadcaster to produce a HD quality TV signal, available to FISU, FISU media right holder partners at the origin and at the International Broadcasting Centre (IBC) free of charge. The Host Broadcaster is also responsible for producing international highlights and news each day during the Winter Universiade, under the strict supervision and guidance of FISU TV representatives. FISU and/or FISU designated partners are responsible for the international distribution of produced HD TV signal(s) from the origin or IBC. In association with the Host Broadcaster, the Organising Committee must: provide sufficient and suitable broadcast facilities to ensure a good visual image as appropriate; ensure that additional broadcast facilities are made available to FISU and FISU media right holder partners, if required. It is understood that additional facilities are subject to availability and to a rate card. The Organising Committee and/or Host Broadcaster must provide an International Broadcasting Centre (IBC) as specified and approved by the CMC. The International Broadcasting Centre must be open from three days before the opening ceremony until 24 hours after the closing ceremony, with 24-hour support services available. FISU provides the Organising Committee with the IBC minimum technical requirements at the time of the attribution Official Film and Video Recordings Please refer to the FISU Regulations regarding materials to be provided to FISU as well as radio, television and other broadcasting rights. 58 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

30 The Organising Committee must produce an official film about the Winter Universiade. A master copy must be sent to the FISU General Secretariat no later than six months after the Winter Universiade. Copies must also be sent to participating countries, to the FISU Executive Committee and to Committee members. The Organising Committee or the Host Broadcaster must deliver to FISU all TV footage produced live by the Host Broadcaster of the Games, including daily highlights and news. Recording should be delivered on hard disc(s) in HD quality (minimum Apple Prores 422 (HQ) format) with two audio channels: - audio 1: International sound; - audio 2: English commentary (if any!). Recordings must be provided to the FISU General Secretariat before departure from the Winter Universiade. 13. CEREMONIES General Overview Ceremonies function is in charge of defining and providing necessary services and information to: opening and closing ceremonies; delegation welcome ceremonies; coordination of medal-awarding ceremonies during competitions; other ceremony nature activities. Please refer to the FISU Regulations and the Guidelines of the FISU Protocol for more information Opening and Closing Ceremonies The official programme of ceremonies must respect the rules especially the order - described in the Guidelines of the FISU Protocol (Section 5.A). The programmes and arrangements of ceremonies must be submitted to the FISU Executive Committee for approval. Any issue related to the opening and closing ceremonies must be submitted to the FISU Executive Committee for approval at the latest twelve months prior to the Winter Universiade. The opening and closing ceremonies must have a balanced programme in terms of duration between the cultural programme and the formal protocol content. Special attention must be paid to: flags; official denominations (placards/screen/speakers); order of countries during the march pass; length (ref. FISU Regulations) and translation of speeches; transportation and seating plan for the FISU Family, VIPs and delegations; waiting time, conditions and services provided to the athletes before, during and after the ceremony. The Organising Committee must provide sufficient information to enable the FISU Executive Committee to approve the following arrangements for the ceremonies, no later than three months prior to the Winter Universiade: the detailed programme including the presentation of the cultural programme; duration; seating arrangements; transportation plans. Please refer to the Guidelines of the FISU Protocol regarding the protocol of the delegation welcome ceremony. 60 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

31 13.3. Delegation Welcome Ceremonies As a tradition of the Winter Universiade, each delegation is welcomed by the Mayor of the Athletes Village or his/her representative with a delegation welcome ceremony. The delegation welcome ceremonies are usually held from the official opening day of the Athletes Village to the day before the opening ceremony of the Winter Universiade. It is preferable to hold the ceremony when more than 50% of the delegation members are arrived. During the ceremony, the national flag of the welcoming delegation is hoisted and the FISU anthem is played. The location and procedure of the delegation welcome ceremonies must be presented to FISU for approval and follow the Guidelines of the FISU Protocol. Typically the ceremonies should take place in the flag plaza of the international zone, located within the Athletes Village. Please refer to the Guidelines of the FISU Protocol regarding the protocol of the delegation welcome ceremony Awarding Ceremonies The schedule, location and transportation plan regarding awarding ceremonies must be elaborated under the supervision of the CSU-H and the CTI-UH, and submitted to the FISU Executive Committee for approval at the latest three months prior to the Winter Universiade. According to the FISU tradition, medals must be awarded on the day when the competition takes place. In addition to medals, flowers/awards may be given only after agreement with the FISU Executive Committee. The Organising Committee is responsible for the cost of all medals and other flowers/awards, the design (ref. to the FISU recommendations in the Guidelines of the FISU Protocol) of which must be approved by the FISU Executive Committee at the latest twelve months prior to the beginning of the Winter Universiade Coordination with FISU The FISU Protocol Team is in charge of the organisation and supervision of all the ceremonies related to any FISU event, including the opening and closing ceremonies, the awarding ceremonies and all the other ceremonies planned within the programme. Any decision about the protocol before or during an event, such as the schedule, the programme or the content of the ceremonies has to be presented and agreed by the FISU Executive Committee Recommendations A specific ticketing programme should be created for the opening and closing ceremonies. Security should be enhanced. Access to ceremony venues should be restricted to official vehicles and appropriately secured. In addition, special parking permits should be issued. Special signage for transportation and parking should be put up. Transportation following the end of the ceremonies must be carefully planned. Meeting points and waiting areas for athletes should be arranged. Storage of ceremony equipment should be arranged. Changing facilities should be provided for people taking part in the ceremonies. The reserved seats, where delegations sit after the march pass to watch the cultural programme, should not be in the view line of the cameras filming the parade. In accordance with the FISU Regulations, no national anthems are played during the awarding ceremonies; during the hoisting of flags, only the FISU anthem Gaudeamus Igitur is played and the flags of the medal winners are hoisted. Through the FISU General Secretariat, the FISU President works with the Organising Committee to identify a comprehensive list of suitable personalities to present the medals; the Organising Committee is responsible for the nomination of presenters for flowers/awards. From this list, presenters are assigned to medal-awarding ceremonies. The transportation plan must include special transport for awarders, athletes and supporters, and it must be submitted to the FISU Executive Committee for approval at the latest three months prior to the Winter Universiade. The Organising Committee shall provide FISU with 10 additional medals per medal category (bronze, silver, gold) in order to allow FISU to cope with any possible change in results. Please refer to the FISU Regulations and the Guidelines of the FISU Protocol regarding the provision of medals, flags and participant s diploma. Please refer to the FISU Regulations and the Guidelines of the FISU Protocol regarding awards (Section 7). Please refer to the FISU Regulations and the Guidelines of the FISU Protocol regarding the protocol for medal-awarding ceremonies. (Sections 5.I and 6). 62 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

32 14. CLEANING AND WASTE General Overview Sometimes overlooked, cleaning and waste functional area must be correctly positioned to ensure that all Winter Universiade venues are presented in a clean and pleasant condition, and all waste is classified and disposed according to the local waste management policies and rules Planning and Implementation Scope The working scope of the cleaning and waste functional area must be defined and understood at an early phase. The Organising Committee needs to clarify the responsibilities with the city government and the relevant facilities administration for cleaning and waste management services in Winter Universiade venues and other Winter Universiade related public sites. This duty segregation may be apparent for majority of the existing venues, but needs to be further confirmed for the temporary construction, as well as the new sites built for the purpose of hosting the Winter Universiade Coordination Same as other functional areas, the cleaning and waste function requires coordination with various internal and external parties throughout its planning and implementation, mainly as follows: defining working scope in collaboration with the city government in terms of provision of Winter Universiade related public domains; defining working scope with facilities owners and administration of Winter Universiade venues/sites; developing venue operating planning on cleaning and waste in collaboration with the venue management functional area; outsourcing cleaning and waste services to qualified external parties through competitive tender process in collaboration with the procurement functional area Operation Phases The cleaning and waste functional area is not necessarily one of the first functions to be founded in the Organising Committee, but becomes more and more indispensable when the venue operating plan is being developed and all services planning are down to the venue level. Functional Planning Phase During the functional planning phase, the cleaning and waste functional area needs to define its responsibilities and working scope, its key relationships with internal and external parties and resource requirements. Due the special character of the function, that majority of services are to be outsourced to the local market, the cleaning and waste functional area also needs to study existing and planned waste management infrastructure from both public and private sectors to cope with the many demands of the Winter Universiade. Operational Planning Phase This phase outlines in details the functional area operating planning, such as level of services, policies and procedures, analysis of current and future demands, budgets, equipment and workforce resources, as well as the road map for implementation. As mentioned, cleaning and waste services are largely outsourced to local markets during mega events. In conjunction with procurement function, the cleaning and waste function prepares tender documentation and manages the tender process for the venue cleaning and waste management contracts. Testing and Readiness Phase Even considered as existing services for most of the Winter Universiade venues, cleaning and waste services need to be tested and fine-tuned, especially for new constructions (e.g. Athletes Village with its dining hall) and temporary venues. The testing and readiness phase needs to be integrated with the venue management operational planning process and test events. Operating Phase During the operating phase, cleaning and waste services are delivered by contractors under the supervision of the functional area. The Organising Committee should outsource the games time operational delivery to experienced and competent parties while retaining the role of establishing and supervising service standards. Responsible persons are appointed to each venue team at that venue or cluster of venues, and they should report to the venue manager and functional area command centre to overview games time operations. Post Event Phase Cleaning and waste services are not concluded with the closing of the Winter Universiade. During the post event phase, in addition to regular administrative wrap up, the function is also in charge of removal of all related equipment from venues, as well as cleaning of venues prior to handover to venue owners. 64 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

33 15. COMMUNICATIONS General Overview The mission of the communication function is to design and communicate a consistent image of the Winter Universiade, defining the identity of the Winter Universiade. The key responsibilities include the following: Winter Universiade image; public and press relations; promotional activities and presentations Logo The FISU brand must be integrated in all materials following the FISU guidelines. The Winter Universiade logo must follow the guidelines, and be submitted to FISU for approval Public Relations The Organising Committee is responsible for ensuring that the necessary infrastructure is in place to maintain proper public and press relations throughout the preparation and operation of the Winter Universiade. The Public Relations Department must set up information services and kiosks to serve the general public Official Website A dedicated website, the content and the layout of which must be approved by FISU, should be launched at least six months after the attribution, and it must remain available for at least six months following the Winter Universiade. Official languages of the Official website should be minimum English and the host country s official language(s). The website must include a link to the FISU website ( where live results will be available during the Winter Universiade, and this information must be promoted Promotional Material Promotional material, such as mascots, posters, uniforms and souvenirs developed by the Organising Committee, must be presented to the FISU Executive Committee for approval. A complete set of all promotional materials related to the Winter Universiade must be forwarded to the FISU General Secretariat for their archives after the Winter Universiade. The list of publications and printed materials for the Winter Universiade is detailed in the publication section of the present document. 16. CULTURAL ACTIVITIES General Overview Alongside the Winter Universiade, the host city traditionally organises active cultural programmes to provide light entertainment for athletes and spectators besides the sports programme, while informing them about the history, folklore and traditions of the host country. It provides a platform where students of the world can gather together without political restraint and exchange cultural stories. Some cultural activities evolve around the Athletes Village: street entertainers, discos, etc., whilst others liven up the whole city: opera, fireworks displays, local dance groups, etc. All the aspects of the programme, including transportation and schedule, must be approved by FISU, and it is essential not to schedule any cultural or social event during the official programme of the Winter Universiade. The FISU Family and guests should receive the programme and invitations for the most important events in order to ensure their participation. FISU recommends that athletes, volunteers and officials be involved as much as possible in cultural events, in order to match with the spirit of the Winter Universiade Cultural Activities in the Athletes Village It is highly recommended to organise some cultural activities/programmes in the Athletes Village to provide light entertainment for athletes besides the sports programme. These programmes may include celebration of national days of participating countries, cultural and art experience, international and folk music and dances, mind and computer games, relaxation zones, etc., which allow students athletes from different countries to gather together without political restraint and exchange cultural stories. 66 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

34 The Organising Committee needs to take the following factors into consideration when planning the programmes: duration of operation should not intervene with sleep and rest of the athletes; location should be far from the residential buildings, preferably in the international zone; security and access control for the operational personnel and performers; alcohol free policy in the Athletes Village Cultural Activities in the City In coordination with the host city, the Organising Committee may also run series of cultural programmes around the city, before, during and after the Winter Universiade. These programmes can be closely connected with the Winter Universiade theme, or less relevant but still under the same spirit Universiade Park The Organising Committee may choose to host a Winter Universiade Park during the same period of the Winter Universiade in any kind of design it prefers. Typically, a Winter Universiade Park is open from the opening of the Athletes Village to the closing of the Winter Universiade. Located in convenient proxy to the Athletes Village and the city centre, this park serves as the heart of the cultural programme of the Winter Universiade. It provides a good platform for the citizens to be involved in the Winter Universiade atmosphere, the participants to enjoy the local culture, and the partners and sponsors to showcase their brand and services. With the agreement of FISU, the Organising Committee is encouraged to organise cultural activities, folk music, dance and cuisines, hospitality houses, showcasing pavilions and all other means to support its Winter Universiade Park. In case the Winter Universiade Park is not in walking distance to the Athletes Village, the Organising Committee should arrange proper transportation to connect the two sites for the participants The FISU Gala The FISU Gala might be organised in the course of the year prior to the Winter Universiade in the host city. It is the occasion for FISU to honour a number of personalities and organisations who contributed to the popularity of the international university sport movement. The awards cover a wide range of categories, e.g. the Best Athlete, the Best University, the Best National University Sports Federation, the Best Partner, etc. Delegates from the FISU Member Associations are invited to the FISU Gala to enjoy this festival. The Organising Committee shall work with FISU in order to prepare the event and provide logistics and promotional supports DELEGATION SERVICES General Overview To understand directly from the functional area name, the delegation services functional area is responsible for planning services and managing relations with the participating delegations throughout the preparation and operation of the Winter Universiade. The relationship between delegations and the Organising Committee are one of the key factors for the successful Winter Universiade, and the delegation services functional area is taking the lead for managing this relation. Being one of the functional areas that has responsibility for a certain client group, the delegation services functional area is greatly involved in cross functional planning and operation. The main responsibilities of this function include: acting as the primary and unique communication channel between delegations and the Organising Committee; servicing as the leading functional area of the delegations client group, providing delegation expectation and demand to various functional areas for them to carry on planning and implementation of their work; providing timely and correct information and services to delegations throughout the lifecycle of the Winter Universiade Planning As mentioned, the delegation services functional area plays an important and a special role in the Organisation, thus requires carefully planning from the beginning. To facilitate the planning, here are several principles that are recommended to be applied Centralise Communication The delegation services functional area must act as the primary and unique communication channel between delegations and the Organising Committee, thus requires all communication and information be centralised through the function. To learn from the past experience, many inquiries are received from delegations concerning various functional areas, and many replies must be given in a timely manner. Sometimes the Organising Committee may prefer to build up multi communication channels with delegations, which causes lots of problems, e.g. loss of information, wrong information delivery, etc. Certain policy and procedure must be set up to ensure the streamlined and effective communication, and supports from the senior management are needed in order to enforce such inside the Organising Committee Close Collaboration with Other FAs The delegation services functional area works closely with various other functional areas, which provide services to delegations before, during and after the Winter Universiade, and communicates relevant communication between these functional areas and delegations. In terms of the Organising Committee structure, this functional area is not really above other functions, but due to its client group owner role, it has lots of responsibilities to provide input to the operational planning of relevant functional areas. 68 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

35 The main collaboration items are: delivering information from functional areas as requested by delegations or the Organising Committee; providing information on delegations to functional areas for their planning and operation; reviewing functional area plans to ensure that they meet the delegations expectations; taking part in cross function discussion to ensure no topic is missing from planning Close Cooperation with FISU As it is the case for the majority of the functional areas, but also due to the special coordination role between the Organising Committee and the delegations, close cooperation with FISU is required in order to carry on the delegation services. FISU, based on its past experience, acts as a great helper from planning to delivery of the delegation services. FISU assists the function in defining its position and responsibilities and helps to review its planning and provide feedbacks on its policy and procedures. It also plays an important role in coordinating between the Organising Committee and the delegations when such interaction is needed to avoid further conflicts or risks Pre-Universiade Services As the communication channel between the Organising Committee and delegations, the function provides one-stop information and services to delegations on all aspects of the Winter Universiade Delegation Communication In preparing for the Winter Universiade, the delegation services functional area handles any inquiry from delegations as the unique communication channel from the Organising Committee. The team works closely with other functional areas, e.g. arrival and departure, accommodation, food and beverages, transportation, accreditation, sports, etc., in order to ensure the best services to delegations. Following the policy and procedure of the Organising Committee, the function focuses on the specificities of delegations, and helps in problem solving and coordination with the other functional areas, and facilitates the relationship between delegations and the Organising Committee Delegation Visits Many delegations travel to the host city prior to the Winter Universiade in order to meet with some key functional areas and to have a general overview of the Winter Universiade venues and the preparation work. These visits may also be combined with one or more test events that are held by the Organising Committee, or other relevant FISU events, e.g. the FISU Forum, etc. Typically, the programmes of such visit include meeting with various functional areas and venue tours. The delegation services functional area is responsible for the organisation of such visit, and be the contact point if other functional areas are required during the visit. As the leading functional area of this client group, the delegation services function manages and hosts the visit, and participates in all venue visits and meetings. While a majority of functional areas may experience these visits as additional work, it is important for them to realise that such visits can be very beneficial. All questions and feedbacks collected from delegations during the meeting are essential and valuable for the functional areas to develop their planning, thus related functional areas need to be well prepared for the visits. Delegations are responsible for their own travel expenses including the airfare and accommodation, while the delegation services should provide their assistance in location services, such as hotel booking and local transportation Heads of Delegation Meeting In order to provide delegations with in time information and help them prepare for the Winter Universiade, the Organising Committee should host a Heads of Delegation Meeting four months prior to the Winter Universiade, in conjunction with the team draw for the team sports. Invitations should be delivered to all the participating delegations well in advance. During the Heads of Delegation meeting, the following activities are organised in order to give delegations an overview of the preparation: general presentation of the Winter Universiade; venue inspections to the main competition venues; venue inspections to the Athletes Village; team draw for team sports; question and answer session. The participating countries shall cover their travel cost and the expense of accommodation. The Organising Committee may choose a designated accommodation site, e.g. the FISU Hotel or Athletes Village, to host the meeting delegates. However, this designated site, as well as its daily rate should be approved by FISU. Please refer to Team Draw Guidance for Winter Universiade regarding the requirements of the Team Draw Delegation Attachés During the Winter Universiade, a huge amount of volunteers are needed to serve as delegation attachés. These attachés have the responsibility of assisting delegations on a daily basis. It is the responsibility of the delegations service function to assign, train, manage and supervise these attachés. Please refer to the workforce chapter for more information regarding delegation attachés Invitations, Entries and Visas Official invitation, user name and password for the online accreditation system must be designed in accordance with the FISU Regulations and the Protocol Guidance, and be delivered to all the associations well in advance in order to ensure participation. The list of invited countries is provided by the FISU General Secretariat. The Organising Committee must make sure that all information is delivered on time to the parties concerned, i.e. participating countries, the FISU Family, guests, etc. Assistance is required for the visa application process before and during the Winter Universiade. The Organising Committee must provide necessary documents and information to guarantee that all partici- 70 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

36 pants from all countries will encounter no difficulties in getting the visa free of charge and attending the event. As common practice, contacts with the Ministry of Foreign Affairs or similar government organisations, as well as with overseas embassies, must be established to ensure visa issue. Any efforts aiming at simplifying the visa procedure are recommended. Please refer to the FISU Regulations regarding the invitations to be sent to take part in the Winter Universiade (when to dispatch them and to whom). Please refer to the FISU Regulations regarding application and entry procedures Games-Time Operation When the Winter Universiade starts its venuisation process, the delegation services functional area moves from the Organising Committee headquarters to the Athletes Village for its operation. The timing and the management of this movement must be well planned, as in the final weeks prior to the Winter Universiade very heavy information exchanges are communicated by the delegation services functional areas every day. It is of essential importance that all required space, hardware and software be prepared well in advance so as the function can continue its working without being interrupted. It is also worth mentioning that the main communication channels, such as the address, the telephone number as well as the fax number should remain the same despite of the movement. Special HOD meetings are to be arranged for the Opening and Closing Ceremonies to give details on gathering, transportation, food and beverages and other important points Post-Event Services The delegation services functional area must be kept in a certain extend in the post event phase to solve outstanding matters between the Organising Committee and delegations. The responsibilities in the post event phase include: identification of open issues right after the departure of delegations; distribution of the Winter Universiade diplomas; supporting the finance function to clear payment balance; lost and founds related to delegation belongings; preparation for final reports. It is recommended that the core staff of the function stays until the dissolution of the Organising Committee to ensure the post-event communication and follow up Delegation Communication Delegation services office must be set up in the Athletes Village in order to receive delegations and support them in a timely manner, and remains as the single point of official communication channel from the Organising Committee with delegations. Delegation services front desk should be set up in the main information centre to receive and answer inquiries from delegations, and trained staff should be available on shifts. Pigeon boxes must be set up in the main information centre, and be managed by the delegation services personnel. The function provides all official communications to delegations by using the pigeon boxes, and must retain in close connection with FISU in putting additional information inside. No information can be put in the pigeon boxes without prior approval of the delegation services functional and FISU Daily Heads of Delegation Meeting Apart from regular communication with delegations via the delegation attachés and delegation service desk, the daily Heads of Delegation meeting must also be organised during the Winter Universiade, to field any requests or enquiries that may arise. The meeting is held by the Organising Committee in conjunction with FISU, and all the Heads of Delegation shall be invited to the meeting. Senior Organising Committee managers must be present to give briefings and answer questions from delegations. These questions must be submitted by delegations prior to the meeting to allow the Organising Committee and FISU to fully address them. The schedule of the meetings is decided by the CSU-H in agreement with the Organising Committee. HOD meetings are normally held on a daily basis before the opening ceremony of the Winter Universiade. After the opening ceremony, HOD meetings are held according to the actual needs of both FISU and the Organising Committee. 72 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

37 18. DOPING CONTROL General Overview The goal is to ensure safe and fair competition. The following chapter is to provide minimum requirements in the areas of doping control. It is intended to help a candidate in bidding for, and an Organising Committee for hosting and carrying out a Winter Universiade. Doping control services are one of the key responsibilities of the FISU Medical Committee. The doping control functional area needs to be founded during the functional planning phase. The Organising Committee should appoint a director for doping control for the Winter Universiade, who is to work with the OC in planning, organising and overseeing all doping control aspects for the Winter Universiade. The required skills for this position should include being a physician, speaking and understanding the English language, with connections of the national anti-doping organisation and with the WADA-accredited laboratory, mastering organisational skills and knowledge of sports medicine. All athletes are subject to doping control (urine and blood) from the time they enter the Athletes Village until their final departure from the Athletes Village. All doping testing should be performed according to the FISU Regulations, the WADA rules including International Standards for Testing, and using the FISU forms. All sample analysis must be performed at a WADA-accredited laboratory. All the costs of doping testing (including collection, transportation, laboratory testing) are borne by the Organising Committee. Results should be made available within 48 hours after the sample arrives at the laboratory (this requirement may be waived for tests carried out during the last three days of competition) Doping Control Requirements ADAMS All student-athletes participating in the Winter Universiade are subject to doping control administered through the use of ADAMS. ADAMS is an online, web-based system, which allows restricted sharing of data only with those organisations with a right to access such data in accordance with the Code. The persons of the designated testing authority/organising Committee under the supervision of the FISU Medical Committee representative is obliged to enter all the information related to the testing of the selected athletes at the time of doping control Athletes Selection Minimum Number of Post-competition Tests - FISU record breakers are to be tested at the expenses of the OC. - National records can be tested at the request and expenses of the NUSF. Selection of Athletes The selection process of athletes to be tested shall be determined by the FISU Medical Committee in collaboration with the Technical Committee. Pre- or post-competition target testing may be performed. Pre-competition testing (urine and blood) may be performed Doping Control Station Full accreditation access to doping control facilities must be provided to all members of the FISU Medical Committee on duty. Location: in the competition venue or as close as possible. The station should consist at least of three separate rooms: - waiting room: suitable size with enough seats to accommodate the athlete(s), accompanying persons, any necessary interpreters, doping control officer and staff. Adequate supply of sealed fluid including water and other suitable drinks; - toilet area: toilets with enough space and mirrors for the accurate determination of the urine origin. Adequate wash basins; - Sample handling room: insuring privacy for sample handling and discussion; - An additional room may be necessary for blood testing. The sample kits should be WADA-approved. The doping control station should be secured and not open to public or media in any way, and all personnel should be provided with suitable accreditation. There must be a storage with a suitable refrigerator(s), as well as a computer with internet access and a printer. If blood tests are required, the WADA international standards for blood sample collection must be followed Planning and Implementation Workforce The staff should be suitably trained and experienced in anti-doping procedures. There should be no conflict of interest, e.g. dual responsibility for the doping control station and competing athletes. - All gold medal winners and a random selection from each event are to be tested. - one athlete from the gold medal winning team is to be selected. Other athletes are to be selected to meet the minimum numbers required. 74 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

38 Chaperones should be available in sufficient numbers for all athletes to be observed at all times after notification. They should be of appropriate gender, have knowledge of correct procedures and their accreditation should give access to all relevant athlete areas Meetings The following meetings must be organised before and during the Winter Universiade in order to better carry on the doping control services in accordance with the FISU requirements. Director for Doping Control and Medical Committee of OC - meet with the CM Chair three days before the opening ceremony; - 1 st CMI meeting two days before the first competitions; - final CMI meeting on the day of the closing ceremony. Team Physicians Meeting - usually on the day of the opening ceremony. Education Programmes for Athletes - educate athletes in regard to doping dangers and anti-doping procedures Publications A doping control guidance must be prepared and reviewed by the FISU Medical Committee, and be published three months prior to the opening ceremony of the Winter Universiade: Transportation Should it not be possible to arrange the doping control station in the vicinity of the sport venue, an adequate transport system for the athletes, accompanying persons and chaperones must be available. After doping control, the transportation of athletes, accompanying persons, doping control staff and FISU Medical Committee members must be provided Final Reports Within two months following the closing ceremony, an accurate and complete summary of doping control services must be provided to the FISU Medical Committee Chair. 19. EDUCATIONAL EVENTS The FISU Winter Universiade Conference, which lasts a minimum of two days, is traditionally hosted after the opening ceremony. FISU supervises the organisation of the FISU Winter Universiade Conference, which traditionally takes place at the Winter Universiade during two to three days, gathering more than 200 participants. The Organising Committee benefits from the technical assistance of the EduC in the preparation and delivery of the Conference. The Conference includes a variety of speeches, workshops and discussion groups, and it is important to ensure that simultaneous translation/competent interpretation are provided. The Conference themes relate to the different elements of sport and physical education with the goal of creating harmony between scientific research and the study of university sport. Interpreting into French, English, Russian and Spanish must be made available for this conference. The Organising Committee takes care of the expenses and invitations related to the keynote speakers chosen by the EduC and the OC. Please refer to the FISU Regulations regarding the regulations of the FISU Conference. Please refer to Guidelines for the FISU Conference and Contract Agreement for the FISU Conference for more information. 20. EVENT SERVICES General Overview Event services function presents the face of the Winter Universiade to one of its key, and maybe the biggest client group: spectators. With the support from sports and venues functional areas, event services function is responsible for developing and delivering the following services: flow management, including the management of pedestrian flow routes and queues; spectator support, including ushering, general information delivery to spectators, observing and responding (as appropriate) to house rule infringements, managing information booth and the lost and found operation; access monitoring and ticket inspection. Services are typically provided in competition venues, while at times are also required at selected non-competition venues (Winter Universiade park, etc.) Key Responsibilities Flow Management In order to provide safe environments for spectator and other accredited client groups, it is important to research various venue space capacities and set up additional infrastructure based appropriate flow planning. 76 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

39 Flow planning should be carried out taking into consideration the following factors: people movement, population densities, space and capacities, competition and activities schedule, etc. Combination of workforce, equipment such as barriers, public address systems and signage can be applied to ensure flows are safely and comfortably managed. Venue evacuation plan should be in place to safely clear spectators and other client groups where circumstances dictate, and to do so in timely and professional manner Spectators Support Various supports should be made available in venues, including but are not limited to the following: Lost and Found Policies, procedures and proper workforce and space must be organised to accommodate the personal items which are lost and subsequently found at venues. Information Provision An information centre providing necessary information to certain client groups must be established in every venue. Information should include competition programme, transportation schedule, city map, venue map, etc Ticket Inspection Ticket inspection needs careful planning. Event services function needs to work with ticketing function and venue management function in order to facilitate access and ticket control. Special attention should be given to multiple separately ticketed events at the same venue on the same day. Ticket scanning should be planned and scoped for use at as many venues as possible Planning and Implementation Event services planning should start from the planning phase. It works with other functional areas to agree the broad scope of responsibilities and to provide input to the block design of venues. When the Organising Committee grows into a bigger scale, event services function should start developing venue specific operating plans and staff deployment diagrams. It is important to determine the type and the level of experience the Organising Committee would like spectators to receive, and examine all aspects of a spectator s experience when attending the Winter Universiade. Policies and procedures must also be developed during this phase, with coordination of other relevant functional areas. Testing during various test events is essential to ensure the relationships established with other functional areas, and the integration are well implemented at the venue level. It also presents opportunities to test specific procedures and policies as well as training material, and to obtain feedback from participants and make changes before presenting to thousands of games time workforce. It is also important to notice that the event services function may require large number of games-time workforces within the organisation. Earlier resources research and contracts with outsourced companies are recommended in order to secure sufficient and qualified workforce. 21. FINANCE General Overview The mission of the finance function is to provide a comprehensive corporate service for budgeting and planning, procurement and asset control, supporting services to other functions, and particularly ensuring that revenues are generated and funds are raised in order to meet the financial obligations. The key responsibilities of this function are as follows: budget and control; accounting and treasury; procurement, including bid management; asset tracking; rate card support. Considerable thought must be given to the financial implications of the Winter Universiade. Any application to FISU must carry financial guarantees from the government or private sources Financial Obligations The Organising Committee must present its budget to the FISU Executive Committee, and it is highly recommended that it be presented with a breakdown per function. The following summarises the Organising Committee s financial obligations to FISU: Bidding cities bear the costs associated with the presentation of the bid to the FISU Executive Committee (including travels, accommodation, bidding fees, etc.). At the time of the attribution, the OC must pay the fee for the organising rights. Before the Winter Universiade, the Organising Committee shall bear the costs for organising various FISU meetings and inspections, including the Executive Committee meetings, the CSU-H and CTI-UH inspections, the Heads of Delegation meeting and other necessary inspection visits. All logistics (office space, FF&E, interpreters, etc.) for FISU, FISU Executive Committee meetings, Committee meetings, General Assembly and the FISU Conference shall be funded by the Organising Committee. The transportation to/from the Winter Universiade international airport, to/from the Athletes Village and to/from ceremonies during the Winter Universiade shall be provided by the Organising Committee. For a specified period of time, a range of services must be provided to a number of specific groups at the Organising Committee s expenses. These services include accreditation, bed and breakfast accommodation, food and beverages, first-aid assistance, security and others. The cost for sports competition facilities and the organisation of the competition are the responsibility of the Organising Committee. The Organising Committee shall subscribe to a general liability insurance. The Organising Committee shall provide necessary support to press and media. 78 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

40 The cost incurred by the provision of documents to FISU after the Winter Universiade is the responsibility of the Organising Committee The Winter Universiade Budget The financing of the Winter Universiade should be broken down into two budgets OC Winter Universiade Budget The OC Winter Universiade budget is the operational budget set for the organisation of the Winter Universiade. It includes the infrastructure development costs for sports venues, the Athletes Village, the International Broadcasting Centre and the Main Press Centre, as well as the costs for exploring workforces and planning and delivering various services for client groups Non OC Winter Universiade Budget The non OC Winter Universiade budget is the budget set for financing the construction and renovation of the sports venues and other infrastructure required for the Winter Universiade. The financing of such investments should be undertaken by the public authorities or the private sector, or maybe equally finance temporary facilities, and is dedicated to the following infrastructures: airport; railways and roads; Aathletes Village; permanent sport and non-sport venues; accommodation; etc Sample of Income and Expenditure Sheets Income Sources total % National Government Regional Government Local Government Participation Fee Local Sponsorship Official Suppliers Ticketing Licensing Donations Disposal of Assets Others (please specify) total Income expenditure category total % Organising Right Fee OC Winter Universiade Budget (Operational) Non-OC Winter Universiade Budget (Infrastructure, etc.) total expenditure Organising Right Fee Sub-Total Accommodation Accreditation Administration and Office Management Arrival and Departure Athletes' Village Brand, Identity and Look of the Games Brand Protection Broadcasting Ceremonies City Operations Cleaning and Waste Communication Culture Activities Delegation Services Doping Control Education Event Services Finance FISU Relations Food and Beverages Governmental Relations Information and Communication Technology Knowledge Management Language Services Legacy and Sustainability Legal Licensing Logistics Look of the Games Marketing Media Services Medical Care Planning and C4 Procurement Protocol Publications Rate Card Risk Management Security Signage Sport and Sport Services Test Events Management Ticketing Transportation Venue and Infrastructure Venue Management Workforce Others (please specify) Sub-Total City Infrastructure Winter Universiade Venue Construction and Renovation Others (please specify) Sub-Total -Further details should be developed under the budget of each category. 80 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

41 22. FISU RELATIONS General Overview The main responsibility of the FISU relations function is to take care of the coordination with the FISU Family and Guests, other Organising Committees or observers in all aspects, including: general contact with the FISU Family and the General Secretariat; attention to the other Organising Committees and observers; general invitations, entries management and visa waiver support FISU Relations A team focussing on the relations with FISU must be established soon after the attribution as one of the main communication channels between the Organising Committee and FISU FISU Meetings The FISU Executive Committee Meeting As a tradition, the Organising Committee hosts a FISU Executive Committee meeting at least once in the host city during its preparation phase, enabling the FISU Executive Committee members to inspect and supervise the progress. During the Winter Universiade, a two- or three-day meeting of the FISU Executive Committee also takes place in the host city. The cost of these meetings as well as the accommodation and travel expenses of the FISU Committee members are the responsibility of FISU. A specific guidance for the Organising Committee is provided by FISU in order to assist in the negotiation with the hotel and services providing companies. The responsibilities of this team include, but are not limited to: daily contacts with the FISU General Secretariat; administrative assistance for all FISU meetings; general coordination with other functional areas for FISU inspections; logistic support to the FISU Family during the games time, including accreditation, accommodation, transportation, meeting request, hospitality, etc.; management of the FISU Family attachés Future Organising Committee Services Beside the Organising Committee, FISU and participating delegations, there are also other parties actively involved throughout the preparation and operation of the Winter Universiade, namely the Organising Committees and/or Bidding Committees for the future FISU events. According to the Guidelines of the FISU Protocol, the Organising Committee of the next Winter Universiade should attend the closing ceremony to take over the FISU flag and present a cultural performance. Typically, this next OC brings a big delegation in order to fulfil this mission, and to learn by actually experiencing the event. Meanwhile, within the framework of the FISU transfer of knowledge project, Organising Committees and bidding committees for the future FISU events are usually present as observers before, during and even after the Winter Universiade in order to explore, experience and exchange information and knowledge. There should be a team responsible for these future Organising Committees, helping to coordinate other functional areas to provide assistance, including, but not limited to, information exchange, invitation and entry, protocol arrangement, on-site inspection, working meetings, attendance of related occasions and activities. 82 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

42 23. FOOD AND BEVERAGES General Overview Food and beverages function plans and organises the necessary food and beverages services for participants at all venues prior to and during the Winter Universiade. The services include but are not limited to the client groups and categories listed below: participants: free and open access to a wide variety of menu choices; VIP hospitality: lounges providing a light food or snacks; workforce: according to a pre-defined entitlement to one meal per shift; media personnel: lounges according to the level of services of the Organising Committee, or on a rate card basis; spectators: food and beverages on a rate card basis. These services play an important role that can seriously influence the Winter Universiade experience for all client groups, and represent a good opportunity to showcase the food culture of the host city. Therefore, it is necessary to set appropriate policies for food and beverages services according to the needs of the different groups. Food and beverages services are required in all sports and non-sports venues, with particular importance placed on the Athletes Village. They must be prepared to meet religious and special dietary requirements, and be inspected by a government-approved agency on a regular basis in order to ensure the food safety. In addition, it is also important to consider the requirements for food and beverages at any social events that are also within the scope of the Organising Committee Services Categories As mentioned, food and beverages services are provided to all client groups of the Winter Universiade. Depending on cost responsibilities, these services can be further divided into the following: Free Services According to the FISU Regulations and Attribution Contract, the Organising Committee is liable to provide free food and beverages services for the following groups: - athletes and delegation officials in the Athletes Village and sport venues; - technical officials in their accommodation site and sport venues; - OC paid staff and volunteers. It is also a common practice to provide the FISU Family, media personnel and technical officials with some degree of complimentary food and beverages services in venue lounges, based on the level of services defined by the Organising Committee. Paid Services Apart from the free services, the Organising Committee should also make the following services available in relevant venues, but based on a user-pays policy: - FISU Family and Guests; - media personnel; - spectators; - contractors. While these client groups are paying for the food and beverages, the Organising Committee is responsible to ensure such services in place during the required period, at a certain quality and at a reasonable cost. Contracts with caterers should be clear that food and beverages prices for user-pays should stay within a reasonable range without going too far from the regular market price. For the contractors, typically the contracting companies would either arrange food and beverages for their own people or purchase meal vouchers to enable them to eat in the venue. The Organising Committee is free to negotiate with the companies on this topic. The operational hours (and days) of all food and beverages services should be defined with the leading functional areas of the relevant client groups, while such information of the athletes and delegation officials should be specially approved by FISU Menus The Organising Committee should present the following menus for FISU approval at the last three months prior to the opening of the Athletes Village: Free Services - athletes and delegation officials in the Athletes Village and sport venues; - international Technical officials in their accommodation site and sport venues; - FISU Family lounge and media lounge (if any). Paid Services - FISU Family and Guest; - media personnel. Clear menu boards should be placed with the food and beverages in English and the local language, while French is a plus Food Safety The Organising Committee should cooperate closely with the government in following the local law and rules and ensuring food safety for all client groups. Food safety plans must be presented to FISU at the latest six months prior to the Winter Universiade for further approval. Great importance should be attached to the dining hall in the Athletes Village as it is the most popular food and beverages services location. Samples should be taken and tested on regular base. All results should be provided to the FISU Medical Committee for further action Clean and Waste Huge amount of waste materials are produced by food and beverages services on a daily base, and need to be removed as soon as possible. The food and beverages function should work closely with clean and waste function in order to foresee the volume and the schedule. 84 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

43 It is recommended that the Organising Committee use recyclable, compostable or biodegradable material for all food and beverages services Athletes Village Dining Hall The dining hall within the Athletes Village is one of the key indicators for the successful management of the Athletes Village, as it requires an efficient service for thousands of athletes and sufficient variety to suit many dietary needs. The food and beverages function need to work with the Athletes Village function in order to define the service levels and the design for the dining hall, as well as to ensure the integration of the food and beverages and marketing partners who might be involved in this space. Free water distribution should spread throughout the Athletes Village Location and Capacity The dining hall must be centrally located in the residential zone of the Athletes Village, with a short walking distance to the accommodation buildings. The dining hall must be able to provide food and beverages for at least 1/3 of the expected number of participants at one time. For the Winter Universiade, approximately 10,000 meals are served per day, during the peak days Access and Voucher All athletes and delegation officials who are entitled to enjoy this free food and beverages services are identified by a fork and knife symbol on their accreditation cards. This gives them unlimited access to the dining hall, free of charge. Any people without proper access will be able to purchase meal vouchers in order to eat in the dining hall. The price of the meal voucher should be reasonable, aiming at covering the incremental expense of the meal, and should not be connected with any revenue stream. The Organising Committee should propose this price to FISU for final approval Duration of Operation The dining hall must be operating accordingly with the trainings and competitions schedules, from the opening of the Athletes Village to its closing. If needed, the Organising Committee should be able to modify the opening hours according to the schedule of training and competitions, religious reasons and other Winter Universiade activities. In case the Winter Universiade is held during special periods, e.g. Ramadan, necessary arrangement should be made to meet the food and beverages requirement of all village residents Facilities and Services In order to provide convenient and pleasant food and beverages services, the following items should be provided in the dining hall: Menus access control points; storage cupboards for personal belongings; serving area with serving lines; separate serving points with hot and cold food; counter for snacks, beverages and desserts; dining area with tables and chairs; dish collection area and drop area; emergency exits; regular cleaning services; washrooms; ventilation and air conditioning /heating as appropriate.. The dining hall offers a varied choice of meals to suit the diet of top-class competitors and all special dietary requirements. The menu must be consulted with sports nutrition specialists, and be submitted to the FISU Medical Committee for approval three months prior to the opening of the Athletes Village. The following cuisines are general expected by the delegations to meet the demands of the participants from all over world: local cuisine; European/Mediterranean cuisine; Asian cuisine; Halal cuisine. The menu of hot meals should be changed on a daily basis, with a rotation of seven days. At the same time, the Organising Committee needs to ensure: variety on fruits and salads; variety on bread and dairy products; variety of low fat and low carbohydrate dishes; lactose free or gluten free options; vegetarian and vegan options. All food served must be identified in writing in English, French and the local language. The cards must list the main ingredients and nutritional content Take-Away Taking food from the dining hall can be disputable. On one hand, athletes and delegation officials would like to have sometimes some food storage in their rooms, while from a food safety point of view, once the food is out of the dining hall, it is very difficult to monitor. 86 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

44 The Organising Committee should draft a general policy on this aspect and present it to FISU approval, and then for the information of delegations. From previous Winter Universiade experience, exceptions have been given to: one piece of fruit or ice cream like; snack type food with package; cold beverages. Also, food can be taken out of the dining hall to athletes who are quarantined under certified doctors notes On-Venue Meals According to the competition and training programme, athletes and technical officials may need food and beverages services in sports venues. The Organising Committee should develop venue meals policy in order to regulate and ensure the services, and this policy should be agreed by FISU. In case of on-site provision of food and beverages, proper space for dining should be designed inside or close to the venues Athletes Venues Meal Athletes and delegation officials are strongly recommended whenever possible to eat in the Athletes Village dining hall, however hot venue meals are needed for athletes and delegation officials who are away from the Athletes Village for long hours (usually four hours or more), and who are entitled to receive a hot meal in the venue according to the venue meals policy. The Organising Committee needs to inspect the venue conditions as well as the competition programme in order to evaluate the necessary and feasibility of venue meals at relevant venues. Typically it is more complicated to organise hot meals in the temporary venues. Refreshments, including beverages (mainly water and electrolyte replacement drinks) and a variety of snacks and fruits, are required in the athletes lounges in order to meet the needs of athletes and delegation officials Technical Officials Venue Meal Technical officials are essential to the delivery of the sports event, and they stay in the venues even longer than the athletes. For the Winter Universiade, this client group includes international technical officials and national technical officials, and can sum up to over 700 people. Therefore, the food and beverages function needs to carefully verify with the sports function in terms of their needs on the venue meal. The policy for technical official venue meals can be very similar to the one for athletes. Depending on competition and training programme, some technical officials may need to eat in their accommodation. In this way, the Organising Committee should also make necessary arrangements to ensure food and beverages services at accommodation sites Lunch Boxes Lunch boxes must be considered to meet the needs of athletes according to the competition and training schedule. Generally speaking, lunch boxes are required when athletes are at venues for over four hours at a time, while no meals are provided at the venue. Delegations should be able to order lunch boxes 24 hours in advance in the main information centre. Same like the menu of the dining hall, the content of lunch boxes should be approved by the FISU Medical Committee at the latest three months prior to the opening of the Athletes Village. In case the lunch boxes are prepared from the dining hall, the Organising Committee should plan for storage of box materials, box preparation and distribution Hospitality Lounges Media Lounge Media catering is normally provided on a defined entitlement and/or on a user-pay basis in most of the media facilities, e.g. the main press centre, the international broadcasting centre, as well as the venue media centre in all competition venues. Depending on the level of service defined by the Organising Committee, media lounges can be prepared with a relaxing rest area, where hot and cold food and drinks will be available for sale, while some light refreshment and beverages can be offered for free. These services may vary from simple snacks to full meals depending on the venue function and condition VIP Lounge As common practice, hospitality lounges are always organised in the competition venues and other key venues of the Winter Universiade. Light food, snacks and various beverages are provided at the expenses of the Organising Committee to express special hospitality to international and local VIPs and other guests. Depending on the level of services defined by the Organising Committee, these lounges are sometimes open to sponsors and marketing partners, etc Other Food and Beverages Services Workforce It is up to the Organising Committee to decide if they provide food and beverages services to its workforce and in which way to do so. The services may be provided by offering hot meal or lunch boxes, or by giving meal allowance or meal coupons, from which it must be ensured that the said group will be able to purchase food and beverages close by. As mentioned in the workforce chapter, the workforce is comprised of the following categories: paid staff; volunteers; contractors. 88 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

45 As common practice, the Organising Committee provides free meals to its full staff as well as volunteers. These free meals can be delivered in different ways but should consider the working hours of the relevant workforce, the condition in the venues as well as nutrition and religious needs of the workforce. The Organising Committee should discuss with their contracting companies to see the food and beverages services to the contractors, as they represent a huge number of workforce Spectators Thousands of spectators will come to the venues to enjoy this great sport event. And the Organising Committee should not miss this chance to showcase its hospitality and food culture. Food and beverages products should be available for sale at all competition venues. The food and beverages function needs to discuss with the event services function about the number and locations of points of sales as well as queuing strategies. As mentioned, the Organising Committee should clearly define in the contracts that food and beverages prices for user-pays should stay within a reasonable range without going too far from the regular market price. Also, based on past event experience, it is advisable to avoid selling menu items, e.g. chewing gum, peanuts with shells, etc., which make it difficult for the cleaners to clean the venue in a timely manner Ceremonies The Organising Committee should plan for special food and beverages services on the days of ceremonies to cope with the exceptional volume of participants arriving at/leaving the Athletes Village at the same time. Lunch boxes should be foreseen, and the running hours of the Athletes Village dining hall should be extended accordingly. Apart from the Athletes Village residents, all other client groups, e.g. FISU Family and Guest, OC Guests, OC staff, performers and spectators should also be taken into consideration. 24. GOVERNMENT RELATIONS General Overview It is of great importance to develop and maintain good relationships with the government and local authorities in order to better stage the Winter Universiade. The government relations functional area performs a liaison and coordination role between the Organising Committee and the host city government. The function needs to have a very deep understanding of the government structure and processes. It coordinates and assists other functional areas in their dealings with the government, as well as maintains close relations with key officials in government bureaus relevant to the event delivery. The function needs to be established at a very early phase, and be ready to provide immediate support to the Organising Committee from its foundation Key Responsibilities As stated in the Guidelines for Submitting a Candidature to Organise the Winter Universiade, the Organising Committee must obtain supports and guarantees from relevant parties. These supports include but are limited to the following: - obtain formal guarantees from their governing authorities, in order to ensure all necessary cooperation for the successful staging of the Winter Universiade and for the necessary visas free of charge for all accredited persons; - obtain formal guarantees from their government that all accredited persons from all countries entitled to participate will encounter no difficulties in attending the event or in leaving afterwards; - declare that they shall respect and adhere to the organisation 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 delegations housing areas, and that they shall not use the Winter Universiade for any purpose other than in the interest of university sport; - obtain guarantees from the national s, the sports of which are included in the proposed Winter Universiade programme, that they will provide all technical support for the supervision and realisation of the sports competition; - obtain formal guarantees from their political authorities that they will provide the necessary cooperation for the security of all participants during the Winter Universiade. It is of considerable benefit to establish contact with the embassies of participating countries at an early stage in the entry procedure. Embassies can be of assistance in finding correct contacts, sending mail or even promoting the Winter Universiade in their home country. They can also be of great help in solving any diplomatic problems that may arise (e.g. with regard to visas, medical problems, vaccination information, repatriation, etc.). Please refer to Guidelines for Submitting a Candidature to Organise the Winter Universiade regarding the commitments of the Organising Committee. In addition to the above mentioned guarantee, other supports and services that can be obtained from the government authorities may include: construction of venues; city emergency response and security services centre; city transportation network management; telecommunications infrastructure and radio frequency spectrum; custom and boarder control for people and goods; meteorology services, etc. 90 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

46 25. INFORMATION AND COMMUNICATIONS TECHNOLOGY General Overview The main responsibilities of the ICT function are to establish the specifications, select, implement, test and operate all the solutions and systems required for the execution of the Winter Universiade and for support of other functions in the field of ICT. This includes the provision of integrated ICT applications, data and voice network services and audio-visual and scoreboard technology, selection and managing relationships with various technology providers (T&S/OVR, INFO, accreditation, telecommunications companies, etc.). The provision of the following systems, equipment and/or services falls under the responsibility of the ICT function (either directly or through selection of providers): infrastructure management, hardware and software management, Games Management System, timing and scoring and OVR, incl. INFO/Web Results Representation, communications fixed and mobile phones services and equipment, and system integration management. It is worth mentioning that, given the fact that the Organising Committee will process a large amount of personal data that should remain confidential and protected, it is important to mention that the ICT function needs to ensure the appropriate information security management in order to protect information and information infrastructure assets against the risks of loss, misuse, disclosure or damage. All the above mentioned services are delivered according to the requirements of other functional areas. It is important to understand that the ICT function cannot deliver the appropriate level of equipment and services without the requirements of other FAs ICT Infrastructure (including Energy Services) Please refer to the FISU Technology Minimum Requirements regarding the requirements related to ICT Games Management System Please refer to the FISU Technology Minimum Requirements regarding the requirements related to ICT T&S and OVR Systems and Services Please refer to the FISU Technology Minimum Requirements regarding the requirements related to ICT Games Information Management Please refer to the FISU Technology Minimum Requirements regarding the requirements related to ICT Administrative Systems The OC must assure and maintain the availability of the adequate tool and qualified professionals for the correct definition of the accounting and financial administration processes, purchasing processes, resource administration processes and all others that are of fundamental importance for the success of the Winter Universiade. This system is to optimise the use of the resources designed for the event, maintain administrative control over the goods allocated to such event and avoid administrative problems that may impact the events image even after the end of the Winter Universiade Communications Services Please refer to the FISU Technology Minimum Requirements regarding the requirements related to ICT Technology Operations Centre and Operational Support Operational support is required throughout the period of the Winter Universiade to ensure that problems with communication services can be easily reported and resolved. During the Winter Universiade a great number of activities happen simultaneously every day on different locations, however, under unique coordination per functional area. To ensure that such coordination is focused on the most critical problems that can be solved locally, there is a centralised administration and monitoring for some FAs. The functional area of technology performs these activities in the Technology Operation Centre and other areas perform these activities in the Main Operation Centre, such as security, transport, among others. To rationalise the operation by only centralising questions that cannot be resolved locally, the integrator must provide an application for the follow-up of incidents according to the definition of functionalities below Constitution and Obligations of the ICT Function Please refer to the FISU Technology Minimum Requirements regarding the requirements related to ICT Project and Risk Management The technology implementation for the Winter Universiade demands an appropriate follow-up for: time management; scope management; quality management; costs management; acquisition management; workforce management; contingency management; change management. Considering its temporary and unique character, the Winter Universiade, with the exception of the Organising Committee itself, shall be carried out by hiring several capable companies that shall supply products and services for the Winter Universiade. 92 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

47 Thus, the implementation of the best project management practices in the market, suggested by institutions such as PMI (Project Management Institute), IPMA (International Project Management Association), CompTIA (The Computing Technology Industry Association) and ISO (International Organization for Standardization), is necessary in order to ensure project coordination and monitoring through efficient and significant measures, resulting in administrative consistency and effective corrective actions. Project management shall be carried out by professionals with specific certifications in the project management area, to assure the adoption of the best practices for project management recognised and used nowadays. Project management actions have to be performed during the whole project period, from the beginning, going through planning, execution (implementation, testing, and operation), control and project closing, including the delivery of the event database to FISU. Please refer to the FISU Technology Minimum Requirements regarding the requirements related to ICT. 26. knowledge MANAGEMENT General Overview Knowledge management programmes are aimed on organisation and management of information, exploiting possible knowledge recourses and creating the Winter Universiade Legacy. The knowledge management focuses on improving the learning ability of the Organising Committee before, during and after Winter Universiades, facilitating and building connections and relationships between OCs and FISU. The Organising Committee is a part of the FISU learning environment and has a chance to learn from FISU and the other Universiades organisers taking part in different activities. At the same time, it shares the information and knowledge with future events organisers. The Organising Committee takes part in the Observer Programmes and Debriefings as well as organises a number of activities for future Universiade OCs and bidding cities. In close cooperation with FISU, the Organising Committee needs to take part and deliver a number of activities at different phases of the Winter Universiade: FISU Seminars, Observer Programmes, FISU Debriefings, knowledge reviews, etc. The main goal of the knowledge management function is to organise and coordinate knowledge management activities and to provide information and knowledge services to other functional areas. A person responsible for knowledge management must be appointed in the first year of the OC foundation FISU Seminar In order to provide information about FISU and the management method of the FISU events, FISU organises seminars for all Organising Committees. By organising this tailor-made seminar, FISU delivers knowledge and information about itself, event operation, terminologies and requirements, and establishes the first functional contact between the key people from the FISU Family and the OC staff. The first FISU Seminar focused on planning, budgeting and the Winter Universiade legacy programme is organised no later than three years prior to the Winter Universiade, and the seminar programme is composed of general lectures and workshops. Various FISU seminars are organised at different phases by FISU, to cover all aspects of the Winter Universiade preparation. The OC can request for other Seminars on specific topics in order to make the work more effective Observer Programme The FISU Observer Programme represents one of the key components of the knowledge transfer process, providing a unique opportunity for future OCs to learn and experience the real multi-sport event and the Universiade operations. The OC staff takes part in the Observer Programme of the previous Universiades editions (both Summer and Winter) to learn from the organisers before hosting the Universiade in their own country. FISU organises the Observer Programme in partnership with the OC by hosting venue tours (sport and non-sport venues), shadowing visits, seminars and workshops during the Winter Universiade. The Pro- 94 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

48 gramme starts several days before the Winter Universiade opening ceremony and finishes within two days after the Winter Universiade closing ceremony. When hosting the Observer Programme, the OC shall provide, in agreement with FISU, all necessary supports in terms of materials, logistics and workforce, as well as prepare proper programme elements by appointing speakers from each functional area and venue involved in the programme FISU Debriefings To transfer the knowledge and experience to future Winter Universiade organisers, Debriefings are organised three to six months after the Winter Universiade, for up to three days (arrival and departure days not included), in the next Winter Universiade host city Taking Part in the Debriefings The Debriefings are organised after each Winter Universiade, and the future Organising Committees take part in the meeting for both receiving the knowledge and experience, and observing the organisation of the Debriefings. The future Organising Committees are responsible for covering their cost of participation (international travel, accommodation and food and beverages, etc.) Hosting the Debriefing The Organising Committee hosts Debriefings three to six months after the previous Winter Universiade in order to take over the knowledge from the previous organiser. The Organising Committee is responsible for covering accommodation, food and beverages for previous Organising Committee delegates and FISU. The Organising Committee must work with FISU on creating the programme, preparing the materials and appointing speakers, etc. All OC staff must take part in the Debriefing, while other stakeholders are recommended to be present Delivering at the Debriefing After its own edition of the Winter Universiade, the Organising Committee must take part in the Debriefing organised by the next host, and is responsible for providing main speakers under FISU supervision to deliver presentations and debriefings on outcome and lessons learnt of the past Winter Universiade. FISU covers the international travel cost of all speakers, while the hosting OC covers all local costs Transfer of Materials A number of materials (plans, reports, policies and procedures, maps, statistics, publications, merchandising items, etc.) should be supplied to FISU in FISU working languages within one month after the Winter Universiade in soft and hard copies. Winter Universiade artefacts and memorabilia must be handed over within the deadline. A full list of required documents and items is to be provided by FISU Review and Survey In order to evaluate the Winter Universiade client satisfaction with the services, the Organising Committee must conduct a survey during the Winter Universiade. The results of the survey should be delivered to FISU two weeks after the Winter Universiade and be included in the OC Final Report. The Organising Committee must also complete the knowledge reviews after each phase of the Winter Universiade lifecycle, as requested by FISU. 27. LANGUAGE SERVICES General Overview Language services are required throughout the lifecycle of the Winter Universiade to ensure that effective communications are established regardless of any language barriers. The language services functional area is in place to ensure high quality interpretation and translation services to all Winter Universiade client groups, including the Organising Committee workforce, the FISU Family, delegations and media, etc., that they have access to information in one or more working languages, and have good communications with each other Key Responsibilities The responsibilities of the language services functional area can be summarised into one sentence: to manage and deliver interpreting and translating services during the preparation and operation of the Winter Universiade, and can be further specified into the following three fields Daily Communication A large number of daily communication takes place from the foundation phase to the post-event phase of the Winter Universiade. This communication includes various client groups, e.g. FISU and the Organising Committee, the Organising Committee with media, delegations, sponsors, FISU with delegations, etc. In most cases, all these client groups do not speak the same languages. Thus in order to carry on communication, translation and interpretation is required primarily in the host country languages and in the FISU official languages (English and French) Publication and Documentation The preparation and organisation of the Winter Universiade involves various publications and documentations. Some of them are from FISU to the Organising Committee, such as the minimum requirements, the FISU Regulations, different guidelines, manuals and reports from previous event organisers, while others are prepared by the Organising Committee for other client groups, such as the progress reports, the Heads of Delegation Manual, the technical handbooks. The language services functional area must provide high-quality translation of the official publications and documentations to ensure information be clearly and correctly delivered to the relevant groups in the required languages of FISU. Please refer to the FISU publication list for the language requirements on various compulsory publications Official Meetings and Activities The language services functional area is also in charge of selection, training and assignment of translators and interpreters to official meetings and other official activities. 96 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

49 Professional language services (translators and infrastructure such as cabins, microphones, headsets, etc.) are required for simultaneous interpretation into English, French during the Executive Committee meetings, the Heads of Delegation meetings, as well as the main press conferences Planning and Implementation The language services functional area must propose and confirm with senior management the official languages of the Winter Universiade as early as possible. In accordance with the requirements in the FISU documents, the function should start its planning in cooperation with various functional areas, such as: FISU relations functional area to define the needs from the FISU Family and the requirements on the official FISU meetings; delegation services functional area to define the working language with each delegation and the possible combination of language requirements for the relevant meetings and services; media services functional area to identify the working languages of foreign media and the level of services required for various press conferences at different levels; sport and sport services functional area and venue management functional area to identify languages required by each sport and venue, and participate in venue based planning processes; publication functional area to estimate the needs on all official and internal publications; other functional areas like Athletes Village, medical, security, where such services are required. Only based on good understanding on all requirements and expectations, the function is able to define its scope, timelines, budget, workforce, equipment and working space, etc., and to further develop the functional area operational planning. The implementations of language services before and post the Winter Universiade are mostly carried on in the Organising Committee headquarters, and the function should stay in the headquarters during the event period. While during the operation phase it must be foreseen that a big number of services are delivered in various venues. The function needs to recruit, train and deploy staff/volunteers language teams to provide language services in all venues during the operations. Considering the number of professional interpreters required during the operational phase, and the amount of publication and documentations to be translated, it is typical that the Organising Committee outsources part of the services to external parties. In this case, the function should take the responsibility of selection, training and supervision of the outsourced agency to ensure the level of services. 28. legacy AND SUSTAINABILITY General Overview Staging an event in the size and profile of the Winter Universiade is more than sparkling memories and a short term challenge of hosting an event; it is about long term objectives and the legacy that it leaves a city and country after the Organising Committee ceases to exist. Often understood as a synonym for urban renewal, legacy is referred to venues and other supporting facilities that are turned over to communities or sports organisations in order to boost a city s agenda and to justify the public expenditures for their prior construction. However, event legacy actually captures more than the post economic impacts or continuing pay offs gained from the construction of sports facilities and event-related infrastructure. Legacy refers to all planned and unplanned, positive and negative, intangible and tangible structures created by and for a sport event that remains for a longer time than the event itself. It is of essential importance for the Organising Committee and the host city to plan and carry on legacy and sustainability programmes and studies from the early stage of the Winter Universiade preparation, until several years after its conclusion Legacy and Impact Areas There are different categories of legacy the Organising Committee can work on: three recognised spheres of sustainable development, i.e. environment, economic and social, together with sports, urban and education and youth. The economic legacy encompasses all economic effects and outcomes that are related to hosting the Winter Universiade. It comprises the increase in market dynamics, employment opportunities, investment in permanent and demountable infrastructure as well as spending and revenue during the Winter Universiade: employment, tourism, business development, increased economic activity, and networking. A Winter Universiade requires very sizeable infrastructures and a large amount of venues that are able to absorb the enormous influx of people and needs associated with the sports competitions. Consequently, as soon as being attributed an event, cities start investing in elaborate development and re-launching projects. As a result, cities and regions hosting the Winter Universiade have worn-down neighbourhoods benefit from elaborate makeovers. The urban legacy elements: urban restructuration and landscape beautification, new and improved transportation systems, new and improved public infrastructure networks, accommodation upgrade. The sporting legacy - being a multi-sport event, the Winter Universiade has its core influence within the field or sports. The sporting legacy comprises all impacts and outcomes related to the development and promotion of sports on a public, recreational or elite level. It grasps the idea of gaining from the renewal and (re)construction programmes of sports facilities and the close collaboration with national and international sports organizations. The environmental legacy captures all impacts related to the environment and/or the human ecosystem. It tackles aspects such as the Winter Universiade potential contribution to preserving the environment, the conservation of local biodiversity, environmental education and the enhancement of green-space in cities and regions as a result of hosting the event. 98 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

50 Legacies of an event must not necessarily be of an economic or urban nature. The benefits of regeneration projects may inspire a large variety of social activities while new venues and businesses may entail long-term outcomes on a cultural scale. Socio-cultural legacies touch all aspects that are focused on the intangible, the emotional and less-measurable benefits that are inspired by hosting a Winter Universiade: health, safety, city/country s image, etc. The legacy related to education and youth refers to all educational impacts and youth-development opportunities which cities and regions may experience when organizing a Winter Universiade. They comprise aspects such as elite training, volunteerism, youth development programmes, strengthened networks between governmental institutions and universities, new workforce skills and organisational knowledge transfer Sustainability The inclusion of sustainability in the programme of the Winter Universiade has been an essential step of FISU for raising the worldwide awareness and importance of sustainable development. The Winter Universiade organisers should make sustainability a prime consideration from the beginning of the event planning processes and follow up the projects and ideas declared in the Bidding book. It s important not only to concentrate on green projects related to the city, but also to focus on sustainable contractors in logistics, construction equipment or other service providers, etc Planning Vision of the Winter Universiade legacy should be planned during the bidding phase and be developed at the earliest stage of the Organising Committee lifecycle. Legacy is not something taking place only after the event - early planning will provide early benefits for the host city/country. Real needs and specific circumstances of the city/country as well strategic goals should be considered. The legacy programme should contain the plan for post- Winter Universiade venues and facilities use, and not only focus on positive legacy but also include tools and mechanisms to avoid or minimise the negative impact for the city/country. The Organising Committee should involve key stakeholders government, universities and NGOs, FISU, NUSF and Sport Federations, Winter Universiade partners and sponsors, local community and media, past and future sport events organisers in order to receive full support to the event. They constitute a major target group with which the responsible authorities of the legacy projects have to work and engage with. It is the stakeholder s planning and recruiting resources that may turn the legacy objectives into success. Once the stakeholder groups have been identified and systematically classified, they have to be analysed internally. Each stakeholder group takes different roles and tasks within the event organising process. The Organising Committee should appoint a legacy manager at the foundation phase and start with survey and evaluation of the current situation in the focus areas. The legacy manager should work closely with FISU on joint projects: Winter Universiade impact studies, data collection, etc. Well-planned legacy projects are the key to generating long-term benefits within a city and essential for the evolution of the Winter Universiade. If managed correctly, they will avoid negative impacts and make the overall out-turn positive. The Organising Committee s legacy programme should be presented to FISU (vision and main areas - in the bidding dossier) in full version with the scope and outcomes, methodology and timeline, the parties involved and budget, requests and expectations from FISU. The programme should clearly explain what are the Organising Committee s plans in promoting sport values, how the Winter Universiade will promote friendship, fraternity, fair-play, perseverance, integrity, cooperation among students, and what legacy the Winter Universiade will leave for the university sports movement. 29. LICENSING General Overview The licensing programme makes a significant contribution to the promotion of the Winter Universiade and its brand as well as it generates revenues. FISU facilitates the goals and objectives and provides guidelines and support in the development of the licensing programme. Key documents include: the Intellectual Property / License Agreement, FISU Visual Identity Guidelines, Technical Manual on Brand. The Intellectual Property / License Agreement is the written agreement between FISU and the Organising Committee, which specifies in detail the obligations incumbent upon the Organising Committee in relation to the Organising Committee s intellectual property and licensing programme. The Organising Committee s intellectual property material such as logos, mottos, marks and others related items are attached to the IPA. Licensing programmes constructed by the Organising Committee must respect and support the brand and its related assets. Any intellectual property assets related to the event such as mascots, pins, stamps and coins should anchor any successful Winter Universiade licensing programme. All Organising Committee-themed licensed products should be high quality, brand aligned, ethically sourced and offered at all price points. FISU also reviews and approves the Organising Committee form licensing agreements and participates in the on-going development of these agreements in a manner very similar to that described for partnership agreements Merchandising With a growing attendance and participation to the Winter Universiade, the merchandising contributes always more to generate revenue for the Organising Committee Ancillary Events If the Organising Committee plans to sell any rights in connection with an ancillary event, it becomes a signature property (for example, the Torch Relay is a signature property). The OC must present all aspects of their plan for any signature property to FISU for prior approval. 100 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

51 30. LOGISTICS General Overview The primary function of logistics is to plan and perform deployment and recovery of all items of equipment to/from venues, according to defined plans and in coordination with other functions concerning asset tracking and management. In addition, during the period when venues are in operation, logistics must provide delivery/collection of faulty or damaged items, consumables, etc. As a supporting function, logistics functional area ensures that all materials and equipment are delivered to venues as required, to provide logistics services including warehousing, distribution, transport and asset control to support set-up, venue operations and refit/disposal activities, and to provide venue logistics services including receipt, storage and handling of materials and equipment as a member of an integrated venue management team. Depending on local industry capability, the Organising Committee may prefer to outsource logistics services. In this case, due to the necessity of cross function integration, the logistics functional area must perform overall control and management Planning Logistics planning must start with the identification of all venue needs, including the scope of services and equipment required, such as furniture, fittings and equipment, technology and IT components, sports equipment, freight distribution, etc. When evaluating these needs, a basic principle for majority of the Organising Committees is to maximise the utilisation of existing equipment and resources at venues. Logistics functional area needs to plan its operation in close conjunction with finance and procurement in order to form a one-stop service for management of goods and services scoping, procurement, expediting, delivery, removal and disposals. As detailed planning and implementation develops, the functional area will involve itself closely into venue planning with venue management teams. Due to the complexity of the multi-sport event, certain flexibility and adaptability is required to respond to unforeseen demands even if the planning is well managed Implementation It is essential to ensure all items required to stage the Winter Universiade are delivered to the right place at the right time. Logistics functional area must work with other functional areas, such as procurement, transportation, venue management, etc., as an integrated chain operation. Cooperation is required to minimise delays and traffic congestion in and around venues, and to identify and plan required storage requirements including warehousing and venue storage to minimise rental costs and avoid double handling of goods. Logistics functional area takes care of not only the delivery but also the management of the required items. After all goods are delivered to venues, a certain working system must be put in place to conduct asset tracking and control. This system is used to manage receipt and distribution of goods at venues, and should provide support to material logistics centralised for: stock management; asset tracking; delivery and withdrawal/dismissal planning; management of information about materials that are used before, during and after the event; management of data related to physical location, responsible persons and quantity of each asset (chair, computer, desk, phone, etc.). 31. MARKETING General Overview The marketing functional area makes a significant contribution to the fund-raising efforts of the Winter Universiade. FISU facilitates the goals and objectives of the Organising Committee s marketing function and provides support in the development and structuring of the Organising Committee sponsorship programme. Key documents include: the Marketing Plan Agreement, Technical Manual on Marketing and FISU Uniform Guidelines Marketing Programme The Marketing Plan Agreement is the written agreement between FISU and the Organising Committee, which specifies in detail the obligations incumbent upon the Organising Committee in relation to the sponsorship programme. The Organising Committee s marketing plan is attached to the MPA. The Organising Committee shall fully comply with the MPA as outlined in the bid documents. The MPA forms the basis for the Organising Committee s marketing plan and shall be approved by FISU. It must include, as an attachment, the actual Organising Committee s marketing plan. The Organising Committee shall implement a marketing programme based on the agreed upon contents and processes outlined in the MPA. The MPA must include, among other things, the package of rights with detailed inventories and opportunities to be granted to each tier of the Organising Committee s marketing partners, as well as a list of product categories designated as likely categories for sale. These categories must be approved for release by FISU prior to the programme commencing and each deal must receive formal FISU consent. For sake of clarity, sponsorship within the spirits and tobacco categories are not permitted. Additionally, sports venues must be free of any non-winter Universiade and non-fisu related advertising. Additionally, under the MPA, the Organising Committee accepts responsibilities for brand protection within the host territory, a hospitality programme for all marketing partners and their guests, hotel pricing controls (to protect marketing partners and spectators), and the like FISU Partner Agreements The Organising Committee is obligated to fully participate in FISU s partner programmes with respect to sponsors, suppliers and licensees. This includes the obligation to deliver all relevant rights and to preserve all relevant marketing categories. The MPA includes the Organising Committee s obligations for protecting and delivering all Winter Universiade-related rights to FISU partners. 102 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

52 31.4. No Other Marketing Programmes The Organising Committee must ensure that the city does not engage in a separate marketing or signage programme in relation to the Winter Universiade. The city, the host NUSF and the Organising Committee must also ensure that no other marketing programme is allowed to exist in the territory which may have an impact on the official Winter Universiade marketing programme Sport Equipment Suppliers The Organising Committee acknowledges that certain equipment used in the Winter Universiade may be mandated by International Sports Federations. This does not entitle the manufacturer to any marketing rights outside of those required by the International Sports Federation Uniforms The FISU Uniform Guidelines must be respected by all client groups (i.e. Organising Committee workforce, delegations, technical officials, sponsors). It is the responsibility of the Organising Committee to communicate these guidelines to various client groups and to ensure the implementation of the guidelines on-site during the Winter Universiade. The Organising Committee shall ensure in coordination with the brand protection team that the FISU Uniform Guidelines are strictly applied on-sites to prevent from any ambush marketing Marketing Workshops In order for the Organising Committee to fully understand the rights of all the FISU stakeholders, FISU conducts educational programmes including workshops and contract reviews for relevant persons in marketing and other functional areas. The programme begins within six months of the host city rights being awarded and continues on a regular basis over the lifecycle of the Organising Committee. The Organising Committee, and in particular the marketing related functional area, is obligated to work with FISU in the planning and execution of the programmes and ensuring its success with full and active participation from all relevant functional areas at all levels of the organisation. Please refer to the FISU Regulations regarding other sources of revenues and advertising. 32. MEDIA SERVICES General Overview The mission of the media services function is to support and liaise with all the media in order to ensure that the necessary services and materials are provided at the media facilities (e.g. main press centre, venue media facilities), enabling them to inform the host country and international audience about the Winter Universiade. To achieve their mission, the function must focus on providing support to two different groups before and during the Winter Universiade: the press (written press and photographers) and broadcasters. The key responsibilities of this function include: media liaison; Main Press Centre; media facilities; media support Liaison with FISU The Media and Communication Committee is responsible for the supervision of media services. It collaborates with the national sports press association, the host broadcaster and the Organising Committee to ensure the widest possible audience and media exposure of the Universiade. The CMC also inspects and supervises media facilities in order to ensure that the service meets the FISU conditions. The Organising Committee must provide FISU with dedicated working areas/rooms in the MPC/IBC, as defined in the FISU Media Guidelines. The Organising Committee must provide the FISU Media Department with all colour photos taken during the Winter Universiade, not limited to action, from all competition sports, winners in each sport event, general atmosphere shots of the Opening and Closing Ceremonies, the Winter Universiade Village, sports infrastructures and the Winter Universiade in general. The requested material must be provided to FISU on a daily basis for use on the FISU website and other available FISU media platforms (social media channels), as well as, upon request, on other international media platforms. At the end of the event, all photos should be delivered to FISU on hard disc(s) in the highest quality. Please refer to the FISU Regulations regarding the composition and responsibilities of the CMC Media Liaison It is recommended that participating countries with more than twenty participants nominate one media liaison person, and those with more than one-hundred participants nominate two media liaison persons. Media liaisons serve as the key contact for all information requests and provide printed copies of the athletes biographies and best performances. Note that the media liaison representatives are not included in the quota of officials. The list of media liaison representatives for delegations must be submitted in advance. 104 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

53 32.4. Main Press Centre The Organising Committee must provide a Main Press Centre as specified and approved by the CMC. The Main Press Centre must have a minimum capacity for 200 accredited members of the media, including approximately 150 writing and 50 photographic journalists. The Main Press Centre must be open from three days before the opening ceremony until 24 hours after the closing ceremony, with 24-hour support services available. The Main Press Centre must provide the following services: main press conference room; sufficient workstations to accommodate accredited journalists **; computer terminals and printers with Internet access; sufficient Internet connectivity for laptop computers (and/or any other Internet-based device developed); electrical power supply to facilitate the use of laptop computers and other personal equipment photocopying facilities *; pigeonholes; online access to the Results Service (INFO module); internal/external mailing bureau; rest area and access to light on-site catering; on-site camera repair services *; television feed(s) from the Host Broadcaster and sufficient television monitors (for further information refer to the communications section); additional facilities for press agencies *; help/welcome desk, technology support and rate card services; lockers (e.g. for camera equipment); language services support; banking/atm facilities; telecommunications centre for provision of rate card items. * - The cost of these facilities may be charged to the press representative concerned. ** - A workstation includes the provision of desk space and may include a PC/notebook and printer with sufficient Internet access. Recommendations The Organising Committee should invite the representative of the national sports press/media association and the CMC to supervise the preparation of the Main Press Centre. The Main Press Centre may be merged with the International Broadcast Centre to provide combined facilities, services and accreditation access control for the written, photographic and broadcast media. A press lounge for accredited journalists should be considered. Access to the Main Press Centre must be strictly controlled in accordance with the accreditation policy Media Facilities in Venues Sub-Press Centres In each main/finals competition venue, the Organising Committee must provide a Sub-Press Centre, as specified and approved by the CMC. Sub-Press Centres must be available for use two hours prior to the start of competition. Each Sub-Press Centre must include: access to Internet with sufficient bandwidth (as per the FISU technology minimum requirements); photocopying facilities; limited workstations in accordance with the sport; printers; if a TV signal is produced at a venue it should be made available in the Sub-Press Centre. Access control must be provided to Sub-Press Centres for the security of media equipment Seating Provision in Competition Areas In each main/finals competition venue, the Organising Committee must provide prime seats and facilities for the media, defined and approved under the supervision of the CMC. The Organising Committee must also identify the requirements for supporting photo positions, as well as FISU TV Right holder unilateral cameras, which must be approved by the CMC. Facilities must include: sufficient work place for the press; the number and position is defined according to the seating capacity in the venue and based on the FISU Media guidelines; TV and radio commentary positions; access to Internet with sufficient bandwidth (as per the FISU technology minimum requirements); access to sufficient electrical power supply for media personal equipment; appropriate access and circulation for photographers and Host Broadcast crews under the CMC supervision and on the recommendations of the relevant Technical Committee. Hard copy results should be distributed to the media in these facilities, as appropriate Mixed Zones The Organising Committee must identify mixed zones for major (final) competition venues, where members of the media can mix with competitors. These zones must be defined and approved under the supervision of the CMC, in accordance with the rules of the relevant sport and after consultation with the relevant Technical Committee. 106 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

54 Press Conference and Interview Rooms A Press conference and interview room/place must be made available in main (final) competition venues. The logos of FISU, FISU partners and the Universiade must be plainly visible on the interview boards displayed behind the athlete(s), as defined in FISU Branding guidelines Media Services Accommodation The Organising Committee must identify the accommodation site for the main press, which must be approved by the CMC. Additional suitable accommodation may also be required according to the anticipated press attendance. The cost of such accommodation is the responsibility of the visiting press, but the rates of accommodation must be set in consultation with FISU and must include several price ranges. Prices for accommodation must be included in the media pack sent out by the Organising Committee four months prior to the Winter Universiade Accreditation Please refer to the FISU Regulations regarding the services to be supplied by the OC during the Winter Universiade The invitations to the press are the responsibility of the Organising Committee and should be sent at least six months before the Winter Universiade, with firm applications required two months before the Winter Universiade. Applications from international media representatives must be approved by the CMC representative. An Accreditation Centre for media must be adjacent to or within the Main Media Centre Transportation medical centre in the Athletes Village; medical facilities dedicated to delegations; medical care in sports venues; medical care at major events (i.e. opening and closing ceremonies, major social events or activities); medical care at official hotels for FISU Family and other accredited client groups; physiotherapy services according to the requirements of each sport; supply of specific equipment and materials; adequate ice for injuries and cold baths; adequate fluid for all accredited client groups Organisation of the Medical Division The medical services functional area needs to be founded during the functional planning phase. The Organising Committee must appoint a director of medical care for the Winter Universiade, who is to work with the OC in planning, organising and overseeing all medical care for the Winter Universiade. The required skills for this position should include being a physician, speaking and understanding the English language, organisational skills, connections with local hospitals and physicians and knowledge of sports medicine and winter sports. An example of an organisational chart may be as follows: Chief Medical Officer / Director Please refer to the transportation chapter for more information. Press and broadcasters may share transportation, which must be provided between appropriate venues such as the Main Press Centre, International Broadcasting Centre (IBC), hotels and main competition venues. Director / Officer Medical Centre Medical Director / Officer Venue Sites Sanitation Hygiene- Emergency Services 33. MEDICAL CARE Medical Care Eligible for Medical Care General Overview The goal is to ensure safe and fair competition. The following chapter is to provide minimum requirements in the areas of medical care, doping control, accommodation, catering and hygiene for a Winter Universiade. It is intended to help a candidate in bidding for, and an Organising Committee for hosting and carrying out a Winter Universiade. The key responsibilities of the medical care functional area are as follows: overall medical care for all participants; liaison with the FISU Medical Committee; All accredited persons including athletes, coaches, officials, technical officials, invited guests, the FISU Family and official media Responsibilities The key responsibilities of the Organising Committee on medical care are as follows: to provide free and adequate emergency medical services and care of injuries and all illnesses related directly or indirectly to the Winter Universiade; to facilitate temporary registration for visiting physicians to practice medicine for their athletes and delegation members; 108 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

55 Period to prepare a plan with local health authorities about treatment responsibilities including mass casualties; to take precautions to prevent and cope with epidemiology/hygiene/communicable disease depending on current local, national and international health situation; to arrange a single telephone number with transportation services for medical emergencies. From the time eligible persons enter official accommodation/venue site or take official transportation until the end of their official involvement in the Winter Universiade Location of Care Medical Centre - centrally located in the Athletes Village Venue Sites - easily identified by signage Designated Hospitals Medical Centre Mission: diagnosis and treatment of most medical problems Location: easy access to all eligible personnel within the Athletes Village Time of Operation: - starting on the day of the official opening of the Athletes Village until two days after the official closing ceremony; - open 24 hours a day for emergency care; - other departments may have limited hours based on need. The medical centre must cover the following services: pharmacy; transportation to the nearest hospital available (ambulances); diagnostic imaging; doping control room - optional; general medicine; interpreters; laboratory optional; overnight beds for acute medical problems not requiring hospitalisation optional; physical therapy - optional; sports medicine and orthopaedics optional; isolation rooms optional. If there are athletes housed more than 30 kilometres away from the medical centre, the Organising Committee must provide a 24-hour medical service at that location. Transportation must be available to the medical centre or designated hospital Venue Sites The medical care at venue sites must be staffed and equipped with the following: medical services must be provided during all competitions and official training; AEDs (Automatic Electronic Defibrillators) must be available at all venue sites including opening and closing ceremonies; ice for treatment and adequate medical supplies for injuries and illnesses; ambulance must be present during competitions and official training. It must arrive one hour prior to the competition/official training and remain until the last competitor leaves. There must be easy access for the ambulance and stretchers. Reserve ambulances shall be ready to replace the one taking the injured athlete to hospital; additional transportation may be needed. The functional area must carefully check, in collaboration with the sport and sport services function, the medical requirements of the International Sport Federation / FISU Technical Delegate of the sport. Specialised rescue equipment/treatment equipment is needed for some sports depending on the regulations of the international federations and the safety of the athletes. Ice sports (curling, figure skating, ice hockey, short track speed skating) A medical doctor, nurse and ambulance shall be available one hour prior to the start of the competition/ official training until the last competitor leaves. With the exception of curling, a stretcher trolley with spinal board shall be available for the evacuation of injured athletes from the ice surface. Snow Sports (alpine skiing, snowboard) The presence of medical personnel (a doctor and a nurse) and an ambulance close to finishing area is required. Sufficient number of additional medical teams must be on the slope overlooking each segment of the course. These teams generally consist of medically trained individuals that are Advance Cardiac or Advance Trauma Life Support qualified. They shall be supported by a specially trained team capable of transporting the injured athlete (e.g. on Canadian sledges) from any point of the course. Additional staff must be available to fill positions left open following response to an accident. A rescue helicopter or medically equivalent evacuation method capable of immediate patient off-hill evacuation must be available. Snow Sports (cross-country skiing, biathlon) The presence of medical personnel (a doctor and a nurse) and an ambulance close to the finishing area is required. A snowmobile with stretcher for transporting the injured athlete must be available. 110 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

56 Opening and Closing Ceremonies Special arrangements for emergency and medical care need to be taken for the opening and closing ceremonies Ice Recommendation Ice as a cooling device/method is an essential part of sport medicine, and can be used for: Medically - cold therapy for acute and chronic sport injuries (cold packs); - cooling after endurance sports in hot climate environments (wet/chilled towels etc.). Technically - method for speeding recovery after training ( ice or cold baths ). Cold sprays and cooling ointments are insufficient in producing cold effect. Cold packs mean small (one to two litres) plastic bags filled with ice particles. Chemical cool packs can also be used sometimes. Cold therapy is best in injuries when combined with compression (elastic bandage etc.). The amount of ice needed is vast (several tons during the period). So called ice cube machines are of limited use. The best way to obtain ice is to have large ice blocks from a commercial ice provider. In the Athletes Village, there can be a central ice station, where smaller amounts of ice are given for free to teams for use. The ice bath baskets or casks can be obtained from that point, too. It is recommended to have ice baths or cold baths (where the water temperature is below 8 C degrees) also in training venues besides smaller icepacks. The need for this is depending on the requirements of the sport in question. Technical Delegates will be asked about this. Participating teams should be informed in beforehand about the different ice or cold therapy modalities available during the Winter Universiade if teams are interested in bringing their own devices (e.g. portable systems for baths) Automatic Electronic Defibrillator An automatic electronic defibrillator must be present at all venue sites (in ambulance is considered adequate), main dining hall, strategically placed in Athletes Village. Relevant Athletes Village personnel and staff must receive training in the use of these defibrillators Hospitals Each venue must have a designated hospital for emergency care. The proximity and the quality of the service available should be taken into account. The designated main referral hospital should include intensive care and trauma services. A green light system for priority medical care must be provided. A plan for emergency evacuation to transfer patients to the designated hospital must be elaborated. There must be an isolation plan in place in case of a serious epidemiological emergency Team Physicians The team physicians that accompany the participating delegations must have the following supports: access to their athletes and delegation members respecting the rules of the international federations; available dedicated medical room near the delegation accommodations as per the FISU rules. Team physicians must be informed about the special regulations that are required by the host country pertaining to registration, medical equipment, medication and the procedures they are allowed or not allowed to perform on their own athletes Assistance to Medical Committee The following assistances / equipment are required for the FISU Medical Committee members to carry on their duties: full access accreditation including doping control, competition and accommodation sites; communication cell phones and internet access in hotel rooms; transportation dedicated vehicle for each member; attaché speaking fluent English; interpreter for official meetings if necessary; office space and access to meeting rooms; the number of CM members assigned depends on the number of sports and the number of proposed doping tests in each Winter Universiade Publications The following publications must be prepared and reviewed by the FISU Medical Committee, and be published three months prior to the opening ceremony of the Winter Universiade: medical care guidance; list of the medications available in the medical centre pharmacy Meetings The following meetings must be organised before and during the Winter Universiade in order to better carry on the medical care services in accordance with the FISU requirements. Chief Medical Director/Officer and Medical Committee of OC - Meet with the CM Chair three days before the opening ceremony - 1 st CMI meeting two days before the first competitions - Final CMI meeting on the day of the closing ceremony Team physicians meeting - usually on the day of the opening ceremony. A room to accommodate over fifty persons is needed. Contacts required to be made by the OC: - the World Health Organisation or local representative from potential health authorities - national and local health officials. 112 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

57 33.4. Medical Requirements on Food and Beverages The Athletes Village dining hall should meet the following criteria: - location: easy access, central; - size: must accommodate 1/3 of the participants at one time; - hours of availability must be appropriate to the training and competition schedule. Food provided either in the Athletes Village dining hall and hotels should meet the following: - food quality; - food quantity adequate calories according to sport; - food diversity preferably menu changing daily: - fluid quality; - fluid quantity unlimited availability of water; - fluid diversity; - lunch boxes available when necessary; - hygiene of kitchens/restaurant/lunch boxes in accordance with international standards. Food must be prepared to meet religious and special dietary requirements, and be inspected by a government-approved agency on a regular basis during the event Medical Requirements on Accommodation Athletes Accommodations - Maximum three persons per room; - Maximum three athletes per washroom/sink/toilet; - Minimum seven square meters per person excluding bathroom; - Size of beds (minimum two meters) - extensions must be available for some athletes; - Refrigerator recommended; - Air conditioning/heating and ventilation as appropriate; - General cleaning and trash collection to be conducted every two days; - bed linen must be changed two times per week and the set of towels must be changed three times per week Final Reports Within two months following the closing ceremony, the Organising Committee will provide to the FISU Medical Committee Chair: an accurate and complete summary of medical care services; an accurate and complete summary of sanitation results. 34. PLANNING AND C General Overview There are lots of key words starting with c in the preparation and organisation of a multi-sport event, e.g. command, control, communication and coordination. Together with another key word planning, these form up an important functional area, namely planning and C4 function. Being one of the very first founded functional areas, the planning and C4 function is responsible for leading and coordinating all functional areas in the development of aligned and integrated planning activities, as well as developing an operational model of coordination and organisational framework within the OC and with other external delivery partners for integrated operations, communication and decision-making throughout the lifecycle of the Organising Committee Evolution of the Roles The roles of the planning and C4 functional area is an evolving process. From the foundation phase to the final post event phase, the roles and responsibilities of the function go from general planning and providing strategic supports to senior management of the Organising Committee, to monitoring progress, providing planning supports to various functional areas and cross function integration. Then when the Winter Universiade is on the stage, the function manages the main operation centre, which ensures the appropriate information flows within a controlled manner, the clear and efficient decision making process, as well as the practical framework for identification and escalation of incidents. It is worth mentioning that there are two main streams of planning during the preparation and organisation of the Winter Universiade: the general functional areas planning and the venue management planning. While the former is led by the planning and C4 function during the foundation and planning phases, the latter is taken care mostly by the venue management functional area when the event is approaching to its operating phase. The Organising Committee needs to ensure that these two plans be of certain consistency and closely connected to each other Foundation Phase The planning and C4 function must be one of the first founded functional areas of the Organising Committee. In order to better carry its responsibilities, this function should be founded within six months after the foundation of the Organising Committee. During this phase, the function needs to acquire as much as possible knowledge and know-how from the FISU documents and past events, takes into consideration the local situation, and starts to define the general picture of the Organising Committee in terms of strategies and policies, main structures, key milestones and tasks, etc Functional Planning Phase As mentioned in the previous chapters, the functional planning phase is the period for the Organising Committee to start developing the master plan and master schedule, to build up its budget as well as its construction and integration strategy, as well as to employ heads for the key functional areas. During this phase, the scale of the Organising Committee is still comparatively small, and not all the functional area heads have been appointed yet. The planning and C4 function needs to play a much 114 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

58 centralised role due to its good knowledge of the general Winter Universiade preparation and expectation. It supports the senior management and the functional areas in the initial planning for the Organising Committee strategies and policies, as well as in preparing and updating of the Winter Universiade master schedule. The function should also be ready to provide assistance in recruitment of key positions, development of the Organising Committee structures and other important decision making processes Operational Planning Phase The Organising Committee further evolves with more developed structure and more staff in position when coming to the operational planning phase. During this phase, planning responsibility starts to be transferred from planning and C4 function to the functional areas in order to have a detailed functional area operating plan, and to the venue management function to develop the venue operating plan. The main tasks for planning and C4 function during this phase are: providing knowledge from planning perspective, e.g. overall progress of strategies, cross-functional matters, to the functional area operational planning; supporting venue management function on developing venue management plans; supporting non-operational functional areas, e.g. legal, finance, etc.; playing a leading role in cross function integration and communication; ensuring consistency throughout different plans, schedules and policies; monitoring the progress based on the master schedules, updating the schedules if necessary; developing policies and procedures for the main operation centre Testing and Readiness Phase One or two years before the event, the Organising Committee turns into its testing and readiness phase to welcome the Winter Universiade. The focuses of this phase are carrying on test events, fine tuning, finalising the venue operating plan and developing contingency plans. During this phase, the planning and C4 function continues its supporting role with functional areas, and its monitoring role by tracking and following the master schedule. In addition, in order to get ready for the event, new responsibilities are added to the function on planning and preparing series of operational readiness exercises and simulations. Based on its wide knowledge of general operation and planning, the function also plays a leading role in developing the main operations centre planning and relevant policies and procedures. Even though the event has not yet started, the planning and C4 function should also start preparing the post-event phase dissolution planning Operating Phase The key role of the planning and C4 functional area during the operating phase is the management and coordination of the main operation centre. Apart from the main operation centre, depending on the needs of other functional areas, the personal preference and particular knowledge and skill, staff may also be re-allocated in a couple of functions, which are often related to planning and general coordination, such as functional area command centres, etc Post Event Phase When the event is finished, the function of the planning and C4 comes back into a more centralised role. Various projects require its involvement during the post event phase, e.g. coordination on the final report, statistics, documentation and impact study, etc Key Responsibilities While many responsibilities have been mentioned above, the key responsibilities for the planning and C4 function area are listed in the following text Games Planning While every Winter Universiade is similar, every Winter Universiade is different. As one of the foundation functional areas of the Organising Committee, the planning and C4 function plays an important role in the general games planning process. The function needs to study thoroughly all relevant FISU documents and experiences from previous event hosts, takes into consideration the local policy and situation, and defines the best approach for their edition of the Winter Universiade. It leads the functional planning throughout the lifecycle of the Organising Committee by providing general guidance on planning; preparing templates and samples for functional planning; assisting in scheduling major tasks; coordinating cross function communication, discussion and integration; ensuring consistency among different plans and schedules; monitoring progress and process to ensure things are in line with the plans, or if not updating when necessary; compiling plans and documents from various functional areas Master Schedule Planning The drafting and development of the Winter Universiade master schedule is another important task for the planning and C4 functional area. By reviewing all FISU documents and past events documentations, the function should be able to summarise all key milestones required by FISU and develop them into a more comprehensive master schedule. The basic master schedule must be developed as early as possible, even if due to the limitation of the foundation phase, a lot of details are only available later. The basic master schedule must be ready and presented to FISU within 12 months after the Organising Committee is founded. This basic master schedule should include all important timelines and key deliverables, to present an overview of the Winter Universiade project, and to act as a check list for ensuring nothing is missed from the planning. It also serves for the functional areas to further define their key deliverables for the functional areas planning, and to cross check the planning and timelines for the cross function projects. Further detailed planning by functional areas and venues are required when they are in position. Functional areas should base themselves on the basic master schedule to develop their own projects time- 116 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

59 lines, and then add new key milestones from their projects to the master schedule to make it more comprehensive and developed. Regular updates on the master schedule must be done based on the actual situation, the development of the functional areas and the progress of the preparation work. The Organising Committee must submit to FISU the updated master schedule once a year for the beginning two years, and twice a year until the Winter Universiade is hosted. While the first versions of the master schedule are much drafted by the planning and C4 function, the later versions depend on more the functional areas as they know more precise the business and the particular progress and needs Cross Function Integration It is essential to integrate the communication among various parties into a cohesive, cooperated management team. Together with the relevant functional areas and external parties, the planning and C4 function identifies responsible persons in the integrated response to all issues or incidents, and determines the information and reporting requirements. Special attentions must be paid to cross functional projects and planning. As functional areas are more focusing on their own projects and developments, cross functional projects may become grey areas, which must be whitened developing the appropriate policies and procedures. The planning and C4 function needs to lead and to participate in most of these projects to ensure the consistency, and update the Organising Committee on the progress and possible risks Incident Tracking and Resolution A huge number of issues are taking place every day during the preparation and organisation of the Winter Universiade. In order to track all the issues, and to ensure that the issues are resolved in time, the planning and C4 functional area must work in consultation with all functional areas, in particular the risk management, medical care, security, sport and sport services, etc., to define the incident tracking and resolution process. The function also needs to work with the ICT function to develop and implement the incident tracking system to ensure this process. The process must be clear and simple, and include the following basic steps: issue identification, notification to all relevant parties, entering issue into the system log, tracking and monitoring the progress, resolving the issue and closure of the case. This incident tracking and resolution process becomes more and more important when the Winter Universiade is approaching, and plays a valuable role in the main operation centre management Monitoring and Reporting Once the master schedule is drafted, the planning and C4 functional area needs to monitor and report on actual progress to ensure developments are in accordance with the master schedule, and to evaluate if any modification or update needs to be done to the document. While monitoring the progress, various reports must be prepared and distributed internally and externally to ensure that information is delivered consistently and progressively. Typically reports are required for the following client groups: progress reports and the Final Reports to FISU during Executive Committee Meetings; OC senior management during regular internal meetings or upon request; other client groups, e.g. local authorities. The Organising Committee is expected to draw up progress reports for submission to the FISU Executive Committee meetings, which normally take place twice a year. The FISU Executive Committee and FISU Regulations define the frequency of meetings. The progress reports should be presented in person with accompanying film, slides or publicity materials. Reporting to FISU typically takes the following forms: written/oral report on progress and current issues, supported by a presentation (e.g. slides) and accompanied by an electronic copy. Duration of around 30 minutes plus questions and answers. The FISU Executive Committee decides on the location of meetings; presentations must include the progress made in all Organising Committee functions and follow the agenda prepared by FISU. The template of the progress reports is prescribed by FISU. All documents submitted to FISU must be in both English and French Main Operation Centre As mentioned, the planning and operation of the main operation centre represents a major responsibility of the planning and C4 functional area. The main operation centre is the hub of the structure. It coordinates all decision making and communication, which cannot be resolved at venue or functional area level during the Winter Universiade period as the heart of the event command and coordination. Location There is only one main operation centre for a multi-sport event. The main operation centre is typically located at the Organising Committee headquarters. Depending on where the Organising Committee is functioning during the Winter Universiade, it may be at the original OC office building, at the Athletes Village or at some other locations that can meet the demand of operation. The design of the main operation centre should include the main operation centre room in a U shape, the briefing room and enough space for administration and relaxation. In order to facilitate communication, couple of key functional area command centres must be planned in the same area of the main operation centre, such as the sports command centre and the venue command centre. Communication links must be built up to connect all venues and command centres, to view images and other key operations as required. Duration of Operation The operation of the main operation centre includes the following phases: - preparation phase with the process of venuisation. During this phase, the main operation centre works with administration staff on regular office hours; - test events phase. During this phase, cluster test events involving different functional areas are organised. The main operation centre should also be fully tested by operating with shifts; - pre-opening phase from one month prior to the opening ceremony, until the official opening of the Athletes Village. During this phase, the main operation centre is partially operating on regular office hours; - winter Universiade phase from the official opening of the Athletes Village to its closing. During this phase, the main operation centre must work 24 hours non-stop. 118 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

60 Structure The structure of the main operation centre varies from one Organising Committee to another, but the general concept stays the same, as follows: Dual reporting flows are in place for the main operation centre. During the Winter Universiade, the venue managers have the ultimate responsibility at the venues, supported by various functional areas. Issues that cannot be solved at the venue or functional area level are reported both through the venue manager to the venue management desk, and via the functional area command centre to the functional area desk in the main operation centre. Information collected by the main operation centre should be reported and shared internally and externally. Daily briefings must be organised for the main operation centre to report to the senior leadership the key issues and the actions to be taken, and further to share with key staff and MOC desks. Between shifts, handover briefings are necessary for passing on information and things to do list. The main operation centre should also publish MOC daily brochures to provide general overview, key issues and statistical data to the Organising Committee itself, FISU and other relevant parties for better information. Secretary General moc moc moc head functional area heads moc desks (e.g. sport and sports services, venue management, transportation, security, communication, workforce, etc.) functional area command centres (e.g. sport and sports services, venue management, etc.) 35. PROTOCOL General Overview The protocol function is in charge of defining and providing necessary services and information to: The head of the main operation centre should be the chief operating officer of the Organising Committee, or at equivalent level in order to carry out the duty. Key functional areas representatives must be physically present at the MOC desks throughout the operation. The representatives must be minimally at manager levels and well trained in terms of the MOC policy and procedures, be knowledgeable in their representing functional areas and be able to make decisions. Issue Escalation Procedure While some issues must be escalated to a higher level for decision making, the majority of the issues should be resolved within the venue or functional area. In order to ensure efficient management, decision making must be kept to the lowest level possible. The planning and C4 functional area is playing the leading role of defining the responsible for making decisions, identifying other parties that need to be involved in the decision making process, and of developing the decision making framework. An issue escalation procedure must be defined and passed to all relevant functional areas and external parties, so that people have clear guidance to follow when issues come up. It is extremely to test this procedure during the cluster test events. Communication Timely and accurate communication is of essential importance. Lots of information needs to be communicated inside and outside the main operation centre. While some may need further action and immediate decision making support, the majority of them are simply for informational purposes. Real time communication is needed for escalated issues. Information worthy of being passed to the main operation centre must be communicated face to face or via phone calls. The incident tracking system is used to record and track the incidents but not to communicate. venue protocol services; protocol requirements on all ceremonies; FISU Family, VIPs and guests protocol services; international and national dignitaries and associated staff protocol services; commercial partners representatives and guests, as defined by marketing agreements FISU Protocol The core of the FISU protocol includes all issues related to the official denominations and flags, FISU anthem and emblem. Please refer to the FISU Regulations and the Guidelines of the FISU Protocol for more information Official Denominations and Flags Please refer to the Guidelines of the FISU Protocol regarding the countries official denominations and FISU protocol order (Section 3). The order in which the FISU Member Associations and non-member associations need to be presented on the occasion of official ceremonies has been selected by taking two factors into consideration. On the one hand, the history and the specificities of the international university sports movement and of FISU, and on the other hand, the order in which the National Olympic Committees appear in the directory of the International Olympic Committee. 120 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

61 FISU authorises the Organising Committees to use the national language of their country to establish the list of countries participating in an event. In this case, the list is established and submitted to the FISU Executive Committee in the alphabetical order of the country s language. Regarding the official denomination of the Member Associations mentioned in the list, the name that has been retained is the one of the country they represent as written in the list of Member States of the United Nations. If the country is not a member of the United Nations, then the name used in diplomatic relations should prevail. The Organising Committee must take great care and diligence in providing accurate and sufficient flags of all competing nations for the Winter Universiade. All flags must be of similar dimensions, taking into account differences in shape. The FISU General Secretariat provides the official FISU flag to be used in the closing ceremony. Flags must be provided for the opening and closing ceremonies, all medal-awarding ceremonies, in the Athletes Village and as required, inside and outside any competition venue. In addition to the official flags (at least FISU s, the National University Sport Federation s and the Organising Committee s), only the flags of the countries participating in an event held in a specific venue should be hung in the said venue. The countries flags must also be available in the Athletes Village for the delegation welcome ceremony of the different delegations, when flags are hoisted and the FISU anthem is played. Official flags (FISU s and the Organising Committee s flags) must be hoisted in all the official buildings of the Winter Universiade, including the FISU Hotel. According to the FISU Regulations, all costs related to flags and country placards have to be borne by the Organising Committee FISU Anthem Please refer to the FISU Regulations and the Guidelines of the FISU Protocol regarding the FISU anthem (Section 11). The FISU anthem is the Gaudeamus Igitur. It is played during the opening and closing ceremonies. It is also played during the delegation welcome ceremonies and the medal-awarding ceremonies FISU Emblem Please refer to the Guidelines of the FISU Protocol regarding the FISU emblem and FISU brand (Section 4) The FISU emblem should appear on all the publications and official documents produced by the Organising Committee, on flags, the podium, starting numbers, and all the billboards in the competition venue. The use of the FISU emblem must be submitted to the FISU Executive Committee for approval Protocol Services The Organising Committee protocol function must define and provide protocol services and information to: Heads of Delegations during competitions and ceremonies; FISU Family members, including representatives of FISU, ISFs; national and international dignitaries and associated staff; representatives of future Organising Committees and bidding committees; partner representatives and guests, as defined in marketing agreements. The protocol must be managed at a detailed level, including preparing and issuing invitations, letters, coordinating social events and facilitating services such as the transportation and accommodation of guests during the Winter Universiade and preliminary events, and particularly for the opening and closing ceremonies. Information desks should be set up at the following Winter Universiade venues: FISU Hotel; Athletes Village (or other locations planned for athletes accommodation); Main Press Centre and International Broadcasting Centre; all main competition venues where a medal-awarding ceremony will take place. The protocol function must create an official welcome programme for the FISU Family, the FISU guests, honorary members and VIPs. A comprehensive list of all FISU, ISF, government and civic dignitaries, commercial partners and other VIP guests must be prepared, including the duration and place of stay for each of them. In addition to the welcome programme, the protocol function must arrange services such as hospitality in venues, transportation, invitations and means of contact. Accommodation information must be regularly updated Hospitality Programme The hospitality programme can be organised and set up by FISU with the assistance of the Organising Committee. The programme is dedicated to the VIPs from the IOC, the ISFs, other international organisations as well as FISU commercial partners, with the objective to experience the opening ceremony and some competition. This programme can be extended to invite some Organising Committee guests (local, national, commercial partners, etc.). The complete logistics of the programme should be under the supervision of FISU Coordination with FISU A comprehensive calendar of protocol events and activities must be submitted to the FISU Executive Committee for approval. In addition to the supervision by the FISU Executive Committee, all issues related to the protocol are explained and ruled by the Guidelines of the FISU Protocol, which has to be considered as the reference textbook. The FISU Executive Committee nominates one of its members to settle all matters relating to protocol, in cooperation with the representatives of the Organising Committee and the FISU staff members appointed to the protocol matters. 122 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

62 The main task of the FISU staff members appointed to the protocol is to help the Organising Committee and ensure that all the procedures are in accordance with the FISU Regulations and Guidelines of the FISU Protocol. As regards the Organising Committee, the staff in this functional area must have appropriate experience, as well as excellent cultural and language skills, in order to be able to arrange all protocol-related duties and activities. Communication between the protocol function and other functions must be well coordinated in order to ensure a good organisation. 36. PUBLICATIONS General Overview In order to promote the event, as well as to provide information to different client groups, various publications need to be produced before, during and after the Winter Universiade. In general, the publications can be divided into the following categories: promotional materials; internal working documents; practical manuals for participants; official reports. The management of promotional materials is connected with the marketing and communication strategy, while internal working documents are considered for internal workforce training and knowledge management. Typically, the development of these publications depends on the Organising Committee plan, thus varies from one to another. Meanwhile, FISU has its minimum requirements regarding practical manuals and operational reports. In the following texts, we will focus mainly on the management and requirements on these two categories Planning and Management The key responsibilities of the publication functional area include: definition and scope of the Winter Universiade publication requirements and delivery platforms; facilitating graphic design, print production; providing editorial services and coordinate photographic services; ensuring the consistent use of terminology and work closely with languages services in defining translation policies and procedures Planning The planning of publications is done in collaboration with all relevant functional areas. The Organising Committee needs to evaluate carefully its demand on different publications in terms of quantity, target group, timelines, method of delivery and languages, etc. The lists of publications are collected from functional areas, and then reviewed by the publication function in order to avoid overlaps or gaps General Content Control It is typically for the majority of publications to include some general contents, such as the general competition programme, introduction on FISU, the Winter Universiade, the Organising Committee, etc. The publications function needs to control these general contents to make sure they are up to date, and stay the same in all publications. 124 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

63 Graphic Design In collaboration with the branding management functional area, all the publications should be dressed with the unified Winter Universiade look. This refers not only to the cover look, but also the font, the size, the space, the way of using the logos and the branding, as well as all graphic design elements Language Control Language control must be conducted to ensure the language quality of the publications and also the use of Winter Universiade terminologies. This control can be conducted either by having a language control team within the publication function, or in collaboration with the language services team, which typically serves as part of the international relations function Practical Manuals Functional Area Publications The Organising Committee must publish and distribute a variety of documents and other communications to invited countries, the FISU Family and other participants. These publications must be written at least in the working languages of FISU and, as per regulations, must include: accreditation guidance for delegation and media; Athletes Village guidance and map; daily sports bulletin; daily newspaper; doping control guidance; media guidance for broadcasting and press; medical care guidance; sports programme; Winter Universiade regulations; technical handbooks for each sport; transportation manuals; venue information guide. The preparation of these publications should be led by the relevant functional area in close collaboration with the publication function. The content, timelines, quantities and other requirements of the above mentioned publications vary depending on the actual need, and should be carefully reviewed by FISU. Except for the daily sports bulletin and the daily newspaper, all publications should be presented to FISU for approval before publishing. FISU has prepared a more detailed list of required and recommended publications for the Organising Committees, and is ready to provide it upon request Heads of Delegation Manuals Among all manuals, the Heads of Delegation Manual is one of the most complicated as it includes information from almost all functional areas, and needs to be published in two versions. To understand from the name, the Heads of Delegation Manual is a practical manual for the Heads of Delegation to gather all information concerning the Winter Universiade, from general introduction on the event, to instructions on accreditation, entries, finance and information on services such as accommodation, food and beverages, transportation, etc. It needs to be released in two versions: autumn version and winter version. The autumn version of this manual is prepared for the Heads of Delegation Meeting, which typically takes place at the latest four months prior to the Winter Universiade, while the winter version should be available upon the arrival of the delegations in the Athletes Village. Both versions are with similar structure, but the winter version contains more detailed and updated information as the event is approaching by the time of publishing. The manual should be available in both English and French, and the template is prescribed by FISU. The Organising Committee shall present the English version for FISU approval before publishing Official Reports Various reports, internal and external are needed to be prepared and issued during the life of the Winter Universiade, in order to ensure that information is distributed consistently and progressively. While other relevant functional areas are in charge of compiling and drafting the reports, the publication function should provide its full support in publishing them Progress Reports The Organising Committee shall keep FISU fully informed in relation to the preparations for and the organisation and staging of the Winter Universiade. Without limitation to this general obligation, the Organising Committee shall provide FISU with detailed written reports on a quarterly basis (or more frequently in the period leading up to the Winter Universiade as directed by FISU) regarding the implementation of the Master Plan as well as the operation and management of all functional areas and ensure that each such report shall include an executive summary for submission to the FISU Executive Committee. The progress report booklets must be prepared in the FISU working languages (English and French). The template of the progress reports is prescribed by FISU. The Organising Committee must send a representative to any meeting of the FISU Executive Committee, which FISU requires such representative to attend to provide a report on the progress of the organisation of the Winter Universiade and to provide such information as may be reasonably required by FISU Final Reports At the Executive Committee meeting following the Winter Universiade, the Organising Committee shall present its final report on its organisation, including financial balance sheets, marketing and television, functional areas operation, as well as statistics (participants, spectators, volunteers, staff, media, climate, etc.). Within six months after the closing of the Winter Universiade, the Organising Committee shall provide FISU with a detailed, accurate, full and complete post- Winter Universiade report and transfer of knowledge 126 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

64 document addressing all functional areas in a form to be prescribed by FISU. This post- Winter Universiade report should be accompanied with an official result book and an official Winter Universiade film. The final report booklet must be prepared in the FISU official languages (English and French). The template of the final report is prescribed by FISU. In addition, for a period of at least ten years after the closing of the Winter Universiade, the NUSF and the Host City shall collect data on the legacy and impact of the Winter Universiade and shall provide written reports thereon to FISU at least once per year. Please refer to the FISU Regulations regarding the final report that the OC has to present to the Executive Committee Distribution While people understand the importance of planning and producing publications, the distribution part can sometimes be underestimated. However, without a proper distribution, the publications can hardly play their roles in the event organisation. All publications mentioned in this chapter should be published in both soft copy and hard copy. The soft copies should be available either by direct download or by log-in accounts of relevant client groups onto the Winter Universiade official website. The distribution of the hard copies must be carefully considered due to the production cost. Depending on the planning and budget, the following locations should be considered as priorities: welcome package for client groups, main information centre, information centres at venues, information points of relevant functional areas, receptions at the residential buildings FISU ArchivES The Organising Committee must provide at least three copies of each publication issued during the preparation and operation of the Winter Universiade for the FISU archives, and additional copies are welcome for Winter Universiade promotional purposes. All documents must be provided in one of the working languages of FISU. These documents are crucial to enable FISU to assist the next Organising Committee in promoting the Winter Universiade (via the FISU website, press releases, FISU magazine, etc.). 37. RISK MANAGEMENT General Overview It is important to notice all risks when organising a mega event, which may include athletes injury, terrorism attracted by the strong presence of the media, the risks brought about by a crowd that is often compact, or else the very basic risks due to an incredible number of buses or cars necessary for the transport of the different stakeholders. Therefore, the Organising Committee needs to plan well in advance in order to protect the Winter Universiade against all risks, so-called risk management. The philosophy of risk management refers to globally reducing the cost of risk, both in terms of reduction of the number of incidents/accidents, and the global amount of insurance premiums or deductibles payable by the event organisers. Reducing the global cost of the risk is also putting everything in place so that the event goes through to the end, avoiding where possible all the risks that could have an impact on human life, on the finances of the Organising Committee and on the timing required for the event to take place. The Organising Committee must have proper insurance covering the preparation period of the Winter Universiade. Certificates of insurance for the Winter Universiade must be presented to the FISU Executive Committee for approval at the latest six months before the Winter Universiade. Please refer to the FISU Regulations regarding the non-responsibility of FISU for any claim for loss, injury or damage arising from the holding of the Winter Universiade. Please refer to the FISU Regulations regarding the insurance that the OC has to contract Risk Management Framework A set of components should be planned to provide foundations and organisational arrangements for designing, implementing, monitoring, reviewing and continually improving risk management throughout the organisation. A detailed risk management plan should be prepared for the duration of the planning and operational phases of the Winter Universiade, and should detail how risks are to be identified, who is responsible for managing the risks and how the risks are to be reported and monitored Risk Analysis A risk analysis should be undertaken in order to determine the nature of the risks and the level of risks. The risk analysis should provide the basis for a detailed risk evaluation and decisions about risk treatment e.g. accept the risk, transfer the risk (by an insurance contract) or reduce the risk by implementing risk mitigation measures. Based on the outcome of the risk analysis, the Organising Committee should prepare the risk register system, which details nature of the risk, owner of the risk, risk impact, risk likelihood, overall risk score, existing risk control measures and risk improvement requirements. 128 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

65 Risk analysis information and data from prior events is of significant usage when creating the event risk register, and it is recommended assistance and guidance should be sought from external parties / persons experienced in risk management for major events, as this could for example have a significant impact in reducing the actual cost of insurance covers Insurance Programme Setting up a specific insurance programme is a very important part of the overall risk management framework. The key components of such insurance programme are detailed in the following points General Liability (Public and Product liability) The general liability policy, also called public and product liability policy, is critical to the overall event s insurance programme and should cover all the risks that the organisation can cause to third parties: bodily injury (injury sustained for example by athletes, volunteers or spectators etc.); property damage (damage to third party buildings, equipment, assets etc.); financial loss (non-respect of an exclusive contract signed with a sponsor, non-respect of a contractual obligation in a contract signed with a supplier). These three types of liability risks may reach in terms of consequences very high amounts which may not necessarily have any direct comparison with the size of the event e.g. a bodily injury may have terrible consequences to the physical integrity of the victim and also extremely large financial consequences - several million euros). The policy requirements are: the policy period should cover the preparation period of the Winter Universiade, (including test events), the Winter Universiade itself and the post event, dismantling / run down period; the policy should be on a specialised sports event liability wording, on an all risks basis and contain only a minimum number of exclusions; the policy should have a sum insured adequate to cover catastrophe type losses limit of liability should be no less than EUR 25 million (or local currency equivalent); the policy should have a deductible (excess) in line with the Organising Committee s financial capacity and risk tolerance / risk appetite; the policy should take into account the different liabilities attaching to the Organising Committee due to the variety of activities undertaken; FISU should be named as an additional insured on the policy; the insurance company providing the cover should be subject to approval by FISU; the policy wording should be subject to approval by FISU Directors and Officers Insurance Directors and officers liability insurance (often called D&O) is liability insurance payable to the directors and officers of a company, or to the organisation(s) itself, as indemnification (reimbursement) for losses or advancement of defense costs in the event an insured party suffers such a loss as a result of a legal action brought for alleged wrongful acts in their capacity as directors and officers. Such coverage can extend to defense costs arising out of criminal and regulatory investigations/trials as well. (Often civil and criminal actions are brought against directors/officers simultaneously.) The policy requirements are: the policy should cover all the Organising Committees directors and officers for the liability they may incur due to a wrongful act and to whom personal liability may attach in their capacity as directors or officers; the policy period should be calculated taking into account the preparation period, the operating period and the post event period Personal Accident and Assistance / Repatriation This type of insurance policy covers the persons who participate in the event, e.g. athletes, volunteers and sometimes spectators. A personal accident (PA) policy provides financial benefits to an injured party in a number of ways, as follows: in the event of death, it will pay an indemnity to the family of the victim; in the event of permanent disability it will pay an indemnity to the injured party; it will pay for all the medical expenses of the injured party in addition to or in the absence of any social benefit / protection systems that may be applicable; it will pay for all specialist medical transport costs resulting from the accident. In this coverage, the insurer does not seek liability, which means that he will take on the claim as soon as the accident is discovered. This presents the main difference with the organiser s liability policy, which only provides indemnity in the event of an accident if there is a proven liability on the part of the organiser. A personal accident policy is not a duplication of the liability policy but rather an additional coverage which has two advantages. It acts without delay since it will pay the claim on simply seeing the medical document, attesting the accident, the expenditure and eventually the disablement (this last point requiring a period of time since the insurer will only pay once the injury is consolidated), and it is aggregated with any similar insurance taken out, for example, directly by the injured party (such as insurance contained in a travel policy or credit cards), thereby providing additional benefits. The policy requirements are: a policy / policies for the protection is for participants associated with the Winter Universiade; the personal accident / medical expenses policy should provide a capital benefit in the event of death / serious injury and / or cover for any medical expenses incurred following an accident. The different categories of people to be covered should include: athletes; delegation officials and other team personnel; technical officials; FISU Family and Guests; spectators (optional). 130 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

66 The assistance insurance programme (repatriation) should provide coverage for: repatriation in case of accident or illness; repatriation of the body in case of death; cost of the coffin; medical including hospital expenses not covered by the Personal Accident cover. The Organising Committee must also carefully consider the workforce insurance. As this may vary from country to country, it is recommended that the Organising Committee refers to the local law and rules Cancellation and Abandonment This type of policy is becoming more important in the world of sport and events. The cancellation or abandonment of an event can result in a significant financial risk to a number of stakeholders including the Organising Committee. The policy requirements are: it should cover partial or total cancellation of the Winter Universiade (unrelated to the risks covered by the property policy under the business interruption section); it should cover cost / expenses incurred and /or loss of revenue of the Organising Committee; typical perils insured should include the following: - terrorism incident; - natural perils, (earthquake, flood, hurricane, etc.); - communicable disease (foot and mouth, SARS etc.) Automobile Insurance This type of insurance is a legal obligation in many countries in the world. More than anything, the fleets of major sporting events are sometimes of an incredible size. The claims experience of motor fleets can be quite high, so it is important that consideration is given to the recruitment, training and guidance given to all volunteer drivers during the Winter Universiade. The policy should comply with all local legislation Material Damage/Business Interruption A property insurance policy covering the assets of the Organising Committee should be purchased. The policy requirements are: the policy should be on an all risks basis of cover and include the risk of business interruption including advance loss of profits; the sums insured of this policy should be determined by the risk analysis, but needs to consider in addition to owned assets, those in the care, custody and control of the Organising Committee; the business interruption policy should cover claims occurring during the preparation period where additional works / capital expenditure may be required to allow the Winter Universiade to open on the intended opening date; the business interruption cover should be for the benefit of the Organising Committee only. It must provide cover for the expenses incurred in order to avoid or limit the financial loss following a claim covered by the property policy Incident/Accident and Claims Management Reporting and. Investigation Policy The handling of any accidents / incidents is very important in order to protect not only the finances of the Organising Committee but also potentially the reputation. It is very likely that during the Winter Universiade numerous accidents and incidents will occur at venues which require intervention and management. A detailed procedure should be prepared for how incidents / accidents will be recorded, reported and investigated. The procedure should include how the information is to be reported to insurance brokers / insurance companies. A detailed crisis management plan should be prepared for how to deal / respond to major incidents. A central data base should be created of all incidents / accidents. The team responsible for managing incidents / accidents plays a key role during mega events, as it is often the first to be informed, after the medical care, of everything that can have serious consequences on human life, the finances and the programme of the event. Its reactivity or lack of reactivity makes it an essential factor in the decision-making process, and it should be managed by someone with a senior role within the Organising Committee Loss Control Loss control covers a variety of risk management activities fire safety, security, health and safety, medical, emergency response planning. During the event planning, consideration needs to be given to the following: compliance with health and safety legislation; venue emergency response and evacuation plans; adequacy of medical provision at venues; adequacy of security planning and response. In order to provide the Organising Committee with the appropriate assurances that all legislation is being complied with, and all loss control measures in place are both appropriate and adequate, consideration should be given to the use of specialised engineers / consultants who are capable of undertaking a detailed analysis of such risk areas Contingency Planning and Operational Readiness The mission of contingency planning and operational readiness is knowing how to respond in advance, both in a correct and timely manner, to an incident causing interruption to an event. 132 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

67 Following the completion of the risk analysis, it becomes apparent that a number of risk scenarios require special planning to ensure that an adequate contingency plan is in place to deal with such an incident. Examples of such incidents requiring the completion of a detailed contingency plan include: delay, postponement or cancellation of a sports session / event; power failure; serious injury to an athlete; fire / flood at venue; extreme weather conditions; security breach; telecommunications failure impacting venue operations; timing and scoring failure; transportation failure impacting athletes. This form of contingency planning cannot be improvised at the time the incident occurs, and it is therefore essential to prepare everything in advance, to train those who would have to act and to be certain that everyone has received their road map indicating the correct actions to take. Operational readiness training is vital to ensure the smooth running of an event, and it should consider two types of scenarios: operational scenarios; catastrophe scenarios. The operational scenarios are incidents that often occur during the event, e.g. spectator medical encounter, whilst catastrophe scenarios are less likely, e.g. major fire in a venue, but would have a significantly greater impact on the event. An operational readiness training programme for workforce should be designed and implemented prior to the Winter Universiade. 38. SECURITY General Overview As a major multi-sport event that attracts a great number of spectators and visitors to the host city and host country, the Winter Universiade also faces the twin challenges of major logistics and security. The security function is in charge of designing, developing and implementing processes to ensure a safe environment for all those attending the Winter Universiade. This includes the personal security of VIPs, group security of other categories, as well as the material security of facilities and goods. The function must cooperate with external security agencies and with the operational functions of the organisation. Particular attention must be paid to high-risk participants and access control procedures. The security systems need to be effective but unobtrusive and adaptive to the level of threat. Integrated security systems are required to provide the maximum overall benefit, to integrate with other systems and to enable the flexible control required. However, the security infrastructure is only one element. Of equal or greater importance are the organisation and management of security and the coordination with the large number of stakeholders involved. It is of essential importance to set up a transparent structure and perform risk assessments, in order to determine which security measures are required. The security measures must: minimise the risk of threats; minimise the impact on those involved in the event, whilst making them feel safe; provide information and control to respond to an event and adapt the level of security to the current level of potential threats. These measures must protect against a range of threats: terrorism; theft of equipment; illegal access to information; unauthorised access to events (theft of tickets); disruption (e.g. for publicity reasons); vandalism; attempts to alter the outcome of the events (e.g. tampering with equipment, or results). Ensuring the overall security of the Winter Universiade is clearly a complex and multifaceted issue, involving a range of stakeholders (e.g. Ministry of Internal Affairs, key security service providers, intelligence services, city government, etc.). The Security Function of the Organising Committee has to work with numerous stakeholders to perform risk assessments and planning for each threat and for each venue. It is essential that the organisation of security is defined at an early stage, with a clear single point of responsibility. 134 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

68 When being developed, the security policy considers the global political climate, the perceived threats and requirements to mitigate them, as well as the unwanted impact. It is recommended to carry out comprehensive and rigorous risk assessments Required Technology Introduction The following key security areas are required: Surveillance/monitoring - Detecting and monitoring threats and events within or in proximity to the sites. Access control - Controlling access to sites for people - Controlling access to sites for vehicles - Controlling logistics - Cargo/goods - Post/mail. Detection of intrusion - Detecting and preventing unlawful access to sites. Information security and communications - Managing access to critical security information - Ensuring security and confidentiality of sensitive data - Ensuring robust data and voice communication. Command and control - Security command and control centre within the Winter Universiade Athletes Village - Command and control rooms within sport and non-sport venues. Fire prevention and protection systems in accordance with local law Security Areas Surveillance and Monitoring Providing efficient situational awareness within the event s operational theatre (e.g. sports venues, Athletes Village, airport, press centres, IBC, VIP areas, hotels, streets, etc.) is a key element to detect, prevent and manage security threats and incidents. In addition to the physical presence of security personnel, the main component to ensure this capability is the CCTV system covering all areas of interest in combination with all the infrastructures required for its efficient functioning (i.e. lighting, fences, barriers, power, cabling, etc.). In addition, the use of wide area monitoring for chemical, biological, radiological or nuclear threats is recommended. Aaccess Control Besides the accreditation system (which is the subject of technology requirements), a key element to provide security within the sites of interest, whether sports venues, the Athletes Village or other places, is access control to these areas. This applies to personnel, vehicles and materials. Control would primarily be applied at the entrance of a site, but there are cases when the monitoring of exits may also be necessary (e.g. in the prevention of theft of equipment or theft of sensitive information). It is anticipated that different areas require different levels of security; there may be high-security sites within low-security sites. Like all other security components, access control is monitored and controlled in order to: - set up and change individual access permission; - track people s movements; - enable access control to adapt to the current threat level. Access Control for People Any access system is required to control every person entering a site and, in many cases, monitor what they are carrying. A secure registration process is the starting point. Once a person has received his/her accreditation and account, he/she has defined access rights according to his/her role. Scanning and screening of individuals is also a requirement; in particular checking for weapons, explosives, etc. Access Control for Vehicles Defining procedures about access control for vehicles is essential. The screening technologies should include: - X-Ray for baggage and pallets; - detection of radiation and explosives; - under-vehicle scanning. Logistics Logistics operations (on-site and off-site), from handling simple mail to goods and materials, are one of the main security concerns. Vehicles supporting logistic operations should be monitored and checked using different processes and technologies from those used for ordinary visitors and other vehicles. Detection of Intrusion The first defence against access to sites other than by the prescribed routes are physical (for example fences, secure doors, gates and windows). However, these physical barriers need monitoring. This has to be achieved through a combination of: - conventional techniques for detecting intrusion (physical sensors, passive infrared motion detectors, etc.); - CCTV surveillance; - guard patrols. It should be noted that in some locations, particularly in public areas, exiting by illegal routes as well as access need monitoring. 136 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

69 Information Security and Communications The creation of a well-defined and detailed security policy for all data (including images) and network operations used in the Winter Universiade is critical. The objective of the security policy is to prevent breaches of security by identifying and evaluating potential threats to data, assets and people, and putting in place countermeasures. The policy should define stringent procedures for: - server security (based on access procedures to a separate machine room); - workstation security (restricted personal belongings, access procedures); - communications and operation management (shift procedures, log books); - terminal access control (role-based permissions). The use of smart passes utilising biometrics provides an optimal means of identifying people in order to control both physical and electronic access. Business Continuity Management Business continuity is assured by a recovery system which replicates the operation of all primary systems, in the event of a loss of availability of the primary system due to natural disasters. This can be achieved by fully redundant network infrastructure (i.e. double fibber, etc). Mobile Access and Communications A key component of the security operation is the communication between the personnel based in the command room and control facilities, and those on site. Reliable and secure wireless communication with sufficient blanket coverage is needed for both voice and data communications. A complete solution should be to utilise and integrate existing communication networks available, which would allow both efficient data sharing and voice communications. This may be achieved by combining wireless technologies with telecoms. Network Security The communication networks across the sites of interest are used for many purposes. These networks have to be both secure and resilient. Allowance must be made for zones with different levels of security, as well as for role-based access rights. A clear policy to address this is crucial and should be developed before the network system is designed. Command and Control Security Command and Control Centre A command centre should be designed and implemented in the Winter Universiade Village or OC headquarters, and equipped with centralised command, control and decision support capability to facilitate response to incidents and security operations in general. In respect of the command and control centre s functions necessary to support comprehensive and integrated operational procedures, they can be split into four main areas: Situational Awareness It is envisaged that through a range of tools available (from traditional CCTV, hand-held radios for operatives, through to information on the current weather conditions, etc.), staff, operatives and emergency services are provided with a full and current picture of the situation across all sites of interest within the Athletes Village. Decision Making A range of tools are required to assist in fast and accurate decision making, prioritising issues and managing resources. They could include planning templates, Geographical Information Systems mapping, vehicle-routing tools, modelling tools and a variety of data management tools. Command and Control To implement the decisions made, quick access to a secure communication channel must be provided. This should include voice and data communication to security staff across the sites, as well as direct control of security systems, such as access control. Command and Control Rooms (Sport and Non-Sport Venues) A command and control room should be designed and implemented in sports and non-sports venues with centralised command, control and decision support capability to facilitate response to incidents and security operations in general Required Operations Besides the required technologies already listed in this document, there are some operational procedures which have to be taken into consideration: Access Control The access control system for all venues associated with the Winter Universiade must be decided upon in cooperation with FISU High-Risk Groups In conjunction with security authorities, a system to monitor high-risk groups must be put in place at least twelve months prior to the beginning of and operative throughout the Winter Universiade Security in Venues Besides technical security, all venues must have physical security as well, particularly the Main Press Centre and broadcasting facilities. The FISU Hotel, press hotel and accommodation for technical officials must have physical security, CCTV, physical barriers and scanning equipment, which are to be approved by FISU. All sports venues must apply an access control procedure in accordance with the Winter Universiade accreditation and ticketing systems. The security system in each sports venue, which should consist of the required technologies already listed in this document, must be operative where necessary on a 24/7 basis Security in the Athletes Village In case there is an Athletes village, it must be protected by a physical security perimeter (e.g. fence) with limited access points. Access for vehicles must be restricted to one gate, where all vehicles should be examined. Access for pedestrians must be monitored and controlled, and it is permitted only to accredited personnel according to their access rights. 138 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

70 Scanning equipment must be used at the main entrance of the Athletes Village. A command and control centre for the Athletes Village should be located within the Village. All thoroughfares must be well lit at night. Security patrols must be provided on a 24/7 basis. Winter Universiade sport venues and surroundings; Winter Universiade non-sport venues and surroundings; official port of entry and official points of arrival and departure; high ways and main city streets that are connecting Winter Universiade venues Coordination 39. SIGNAGE General Overview The signage system must be well designed to navigate various client groups their ways in the host city and among all Winter Universiade venues. In consistency with the look of the games, the system provides clear and in time direction and information, and supports in creating a positive impression on the Winter Universiade. The signage functional area is responsible for providing a comprehensive and consistent system of temporary way finding signage at Winter Universiade venues, and establishing clear Winter Universiade related signage across the host city and the public transportation network Types of Signage A huge number of signage is required to establish a clear way finding system of the Winter Universiade. They can be roughly classified into the following four categories by the information type they provide: Direction Sign The direction sign shows client groups the direction and/or the way to their destination. It is often placed at key turning points along paths to certain destinations. Iidentification Sign Identification sign identifies a destination by writing out the name and/or function of a certain place. Information Sign Information sign provides useful information, such as maps and schedules. Regulatory Sign Regulatory sign states certain rules and regulations, such as no smoking sign or silence sign Planning and Implementation Scope The signage functional area must define its working scope in coordination with various internal and external parties at an early phase. Typically, areas requiring Winter Universiade signage include the following: As mentioned, close coordination with various parties are required to develop the functional area planning and to carry on the responsibilities. The main functional areas that the signage function needs to collaborate are: look of the games, to be integrated into the Winter Universiade look system; language services, to ensure the translation of standardised messages into required languages; government relations, to be in line with the city look policy and existing signage system; transportation and venue management, as these two represent a huge part of needs on the signage system. Administrative supports are also required from other functional areas, such as finance, security, accreditation and logistics, etc. While some of the above mentioned areas are the sole responsibility of the Organising Committee, others need further coordination with the host city government, mainly the following: city look and signage: to understand special city requirements and the integration between the city system and the Winter Universiade system; city transportation: to ensure seamless integration with public transportation network; airport, train stations, etc.: to seek for advice on using kit of sign types in these locations, and to ensure seamless integration of signage and way finding system Operation Phases Same as all other functional areas, the signage function walks through different phases during its lifecycle. Functional Planning Phase During the functional planning phase, the function studies past events cases, investigates with internal and external parties in order to understand its responsibilities and to clarify its working scope. Functional master plan including strategy, budget and other resources required, schedule and key milestones are also developed during this phase. Operational Planning Phase The signage function further develops its planning by defining detailed requirements of signage system and establishing policy and procedures for handling, shipping, manufacturing, installing, repairing, maintaining and removing of signs. During this phase, suppliers are secured, signs are being manufactured and signage systems are incorporated into all relevant parties. 140 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

71 Testing and Readiness Phase Signs are gradually installed and tested during this phase. It is essential to test the signage system by walkthrough to ensure effectiveness. Fine tuning, displacement or reinstallation may be required after the test. Operating Phase Finally, in the operations phase, all signs are installed and be ready for the Winter Universiade. Maintenance is needed during this phase to ensure all signs are right in their positions, and are able to clearly deliver sign messages. Post Event Phase After the Winter Universiade, majority of the signs need to be removed and disposed very quickly, while some of them may be transited to permanent signs based on the agreement with the city or venue owner Design Elements When designing signage, lots of elements must be taken into consideration to ensure that the signage system be informative, clear, sufficient and in accordance with the look of the games. With thoughtful design and consistent usage of key elements, the signage system provides a sense of familiarity and trust to client groups. Colour Theme Scale The scale of signage is linked to its target groups and environment. Signs for indoor or outdoor uses, for pedestrians to stop and read or for vehicle drivers in motion, for people to identify venue information from afar, sometimes overhead, must be scaled differently. Material The selection of material must take into consideration many factors so that all signs can carry on their duties during the entire lifespan. Depending on positions, signs must be readable in the sunshine and in the shade, during the daytime and the evening. For the Winter Universiade, weather conditions including snow, rain and wind, humidity and temperature, etc., may also have impacts. The material is also linked to the sizes of the signs, e.g. stronger materials should be chosen for big scale signs so that they can well support themselves. Environment The design of signage systems relates to not only the sign itself, but also the surroundings. In consistency with the look of the games, the signage design should consider the surrounding environment. Thoughtful signage design can be integrated as part of the surrounding and adds aesthetic value to its look. The design should, at the same, care for the state of the targeted groups, whether they are in a hurry or being very relaxed, etc. The colour theme for Winter Universiade signage must be well considered. The theme must be a subset of the look of the games design, and be simple with strong contrast in order to be readable from a distance. In addition, the selected theme should be easily identified from other existing signage, while it does not create any unpleasant conflict in the look. Pictograms The usage of pictograms is highly recommended when designing the signage. Both sports and nonsport pictograms can be used in the system to provide and reinforce information, to save space from text message, as well as to avoid potential problems when facing language barriers. Language All signage messages must be delivered in English and local language(s), while French is considered as a great plus. Typeface The selection of the typeface is also of importance. The typeface used for signage must be clear and readable, and at the same time be a part of the look of the games design. Message Structure The message structure for all the signs must be designed in a unified way. By always listing text messages and pictograms in the same order and at the same place, client groups can follow the same logic during their stay for the Winter Universiade, and easily grasp the primary information needed. 142 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

72 40. SPORT AND SPORT SERVICES General Overview This sport and sport services function is responsible for the sports management of the Winter Universiade and the liaison with FISU, the ISFs and NSFs in various aspects related to the sports programme as well as the sports venues and facilities along with their required equipment. Sports are the core of each Winter Universiade for which the preparations should start well in advance from setting up the competition and training venues with equipment and personnel. The function also manages the competitions operations and embraces the management of the sports information desk in the Athletes Village and other venues to provide information and solve problems during the Winter Universiade. Key programmes to be developed include: - sports policies and procedures, planning and training; - sports services; - sports competition. Key organisational structures that the sport and sport services function is involved with are: - CTI-UH (International Technical Committee for the Winter Universiade); - FISU Technical Committees. Key responsibilities include: - maintaining the relations between the OC, the ISFs and NSFs; - developing the sports programme; - technical officials management; - test events planning, management and delivery; - sports equipment purchase and/or rent Sports Policies and Procedures, Planning and Training The sports policies and procedures programme team establishes first and devolves specific areas of responsibility to sports services and sports competition as they are progressively established. The need for new sports policies and procedures is likely to reduce over time. However, this programme retains the planning and operational role for a range of functions that are required for all sports. Its key responsibilities include the following: Specific training of the sport staff and the sport specific volunteers; Establishment of sport publications; Organisation of the Sport Command Centre within the Main Operation Centre; Coordination of sports equipment requirements. The sport and sport services function needs to develop a broad range of detailed operational policies and procedures as the various OC programmes progressively develop their concepts of operations and operational plans Sports Services The sports services involve three specific areas that require personnel with skills related to: Sports entries. Management of the athletes entry process. Sports presentation. Management and delivery of the presentation of each sport in all competition venues. Sport information services. Planning, management and operation of the sport information centre and the sport information desks. Sports results. This is the internal client to the Games Results Systems Programme in relation to the development and approval of the results systems. Facilitating close collaboration between the ICT and Sports Services to produce an integrated results service covering all competitions and sports. Weather Services. Please refer to the information and communication technology chapter for further information regarding results services Sports Competition The sports competition team is the largest team at the time of the Winter Universiade. It is responsible for planning, organising and delivering all sports competitions in accordance with FISU and ISF rules and regulations. Every sport is run by a competition manager who should be hired by the OC at least three years before the start of the Winter Universiade. With sports being the core of the event, it is highly recommended to recruit the competition managers as soon as possible and retain through the preparation and delivery stages. Key organisational structures that the OC sport function is involved with are: CTI-UH; FISU Technical Committee. Key roles include: maintaining relations between the OC, the NSF and ISFs; developing the sports programme; technical officials management; test events planning, management and delivery; sports equipment (supply and associated services). Additional responsibilities comprise: managing technical relations with the International Sports Federations, National Sports Federations, the FISU Winter Universiade Department and the International Technical Committee for the Winter Universiade (including all FISU Technical Delegates); being the internal client within the OC in relation to: - the needs of sport, athletes and technical officials; - the sports technical regulations; 144 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

73 - the production of sport-related publications; - the development of the results systems; - the procurement of sporting equipment; the planning and operation of: - test events; - sport competitions; - training venues; - the sports information centre in the Athletes Village and the sport information desks at the competition venues; - the Sports command centre; operational support roles including: - preparation of the competition schedule; - management of athlete entries; - sport presentation; - selection and training of sport-specific personnel, including competition managers, sport-specific volunteers, technical officials and team attachés International Technical Committee for the winter Universiade Please refer to the FISU Regulations regarding the composition and responsibilities of the CTI-UH. The CTI-UH closely collaborates with the Organising Committee in the preparation of the Winter Universiade and ensures the smooth running of the Technical Committees. The CTI-UH provides overall guidelines and gives advice on every general problem of a sports technical nature. It undertakes inspection visits prior to the Winter Universiade in order to inspect sports venues, draw up the competition schedule and meet with the sports representatives of the Organising Committee and the National Sports Federations Technical Committees There is a Sport Technical Committee for each sport in the Winter Universiade sports programme, which is chaired by the FISU Technical Delegate(s) of each sport. It is vital that the Organising Committee and the FISU Technical Delegates closely collaborate and cooperate from the initial stages of the sports event preparations in order to ensure the smooth running of the competitions. Please refer to the FISU Regulations regarding the composition and the responsibilities of the CT. Prior to the Winter Universiade, the FISU Technical Delegates are responsible for: inspecting the sports venues and ensuring that all venues meet FISU and ISF requirements; assisting in drawing up and approving the daily competition schedule; preparing the system of drawing lots (and conducting the draw in those sports where required); ensuring that all officiating requirements are in place; ensuring that FISU and ISF technical regulations are obeyed and followed. During the Winter Universiade, the sport technical committee holds daily meetings and is responsible for: making the necessary arrangements for the team leaders and coaches meeting (1 st General Technical Meeting); conducting the draw; meeting with the technical officials; verifying the final entry lists; supervising the competition and ensuring that smooth operation is maintained throughout the event. The Organising Committee must provide a secretary to assist the work of the FISU Technical Delegates and the Technical Committees in the Winter Universiade programme. All sports events of the Winter Universiade must be organised in accordance with the most recent technical rules of the appropriate ISF, unless otherwise stated by FISU Relations between the OC, the NSF and ISFs Please refer to the FISU Regulations regarding the relationship between the OC and the NSF. Close cooperation between the OC and the NSF must be established from the beginning and maintained throughout the event planning process. Each NSF is obliged to nominate one representative into the Technical Committees of the Winter Universiade programme. As all sports competitions must be run in accordance with the most recent technical rules and regulations of the ISFs, the support of the NSFs ensures the required expertise to successfully prepare and deliver the event. Close relations must also be established with the FISU Technical Delegates for each sport who closely liaises with the above-mentioned. Furthermore, FISU requests that each ISF concerned nominates a technical delegate into the Technical Committee of each sport included in the Winter Universiade programme. Travel expenses, costs of stay (meals and accommodation) and the per diem for this delegate are covered by FISU. Local transportation must be paid for by the Organising Committee winter Universiade Programme The Organising Committee must propose dates for the Winter Universiade to the FISU Executive Committee in the candidature dossier and during the bidding presentation, taking into account other major international events, in order for it to be established in an extensive international sports calendar. The Winter Universiade Programme usually lasts eleven days, beginning with an opening ceremony and ending with a closing ceremony. The following must be taken into account when preparing the programme and schedule: The number of competitions scheduled in a venue directly impact venue set-up, e.g. transportation, security, allocation of volunteers, number of changing rooms, etc. It is recommended that the Organising Committee considers the international calendar of sports events, and it is good practice to consult with the International Sports Federations for this purpose. 146 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

74 The programme and schedule directly impact deployment and recovery of equipment to and from venues. Set-up and decommissioning of venues for ceremonies and finals must be considered in the overall plan. It is recommended that when scheduling competitions that are likely to attract a large public, consideration should be given to maximising the profit made from ticketing and broadcasting (e.g. schedule during week-ends) Sports Programme The sports programme of the Winter Universiade is composed of compulsory and optional sports. It must be presented in the candidature dossier and during the bidding presentation along with the dates for the Winter Universiade. Compulsory Sports Optional Sports The Organising Committee is authorised to choose a maximum of three sports to be included into the programme of the Winter Universiade as optional sports. The list of optional sports must be presented in the candidature dossier and during the bidding presentation, and must be mandatorily part of the FISU World University Championships programme*. *Sport on exceptional status: Freestyle Skiing Competition Schedule The competition schedule is a critical document which impacts on almost all other Functional Areas within the Organising Committee: Media, broadcasting, venue management, transportation, ticketing, etc. It is an evolutional document and develops gradually in different phases as the Winter Universiade preparations progress. Sport Alpine Skiing Biathlon Cross-Country Skiing Curling Figure Skating Ice Hockey Short Track Speed Skating Snowboard Events Men / Women Men / Women Men / Women Men / Women Men / Women Men / Women Men / Women Men / Women Daily Competition Schedule The daily competition schedule is the sports programme by date and day. It defines the number of days each sport will compete on and the number of rest days (if any). The dates for each sport must be coordinated with the International Sports Federations in order to avoid an overlap with other international events. The first draft of the daily competition schedule must be presented in the candidature dossier. From there, the daily competition schedule gradually evolves, by defining the specific events that are held each day of the Winter Universiade. The final version of the daily competition schedule, including the events per day (qualifications, heats, semi-finals, finals, etc.), must be approved by the FISU Executive Committee at the latest eighteen months prior to the opening ceremony of the Winter Universiade (after the 2 nd CTI inspection visit). Detailed Competition Schedule The detailed competition schedule includes the daily timetables per sport and identifies the exact events (heats, semi-finals, finals, etc.) that will take place at what times within each day. It must be thoroughly coordinated with other Functional Areas and determined with the FISU Technical Delegates during the 2 nd CTI Inspection visit. The detailed competition schedule must be approved by the FISU CTI-UH and the first draft must be made available to the NUSFs no later than 1 year prior to the opening ceremony of the Winter Universiade. The final detailed competition schedule must be published no later than 3 months prior to the opening ceremony of the Winter Universiade. Due to the significant impact of the competition schedule on other FAs, it is of paramount importance that the competition schedule follows a strict change management process. During the Winter Universiade-time, all key user groups of the competition schedule must be familiar with the delay, postponement and cancellation policy. 148 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

75 Training Schedule Training opportunities must be provided to participants from the day of the opening of the Athletes Village. In principle, training is divided into official and unofficial training. Detailed training schedules per sport need to be established with the OC competition managers and the FISU Technical Delegates. Training schedule planning usually starts as soon as the daily competition schedule includes the events per day. A training booking procedure must be developed by the OC and submitted to FISU for approval winter Universiade Regulations The specific regulations governing the Winter Universiade are issued by the OC based on the text provided by the FISU Executive Committee. Any amendment is subject to EC approval. The sport-technical regulations of the Winter Universiade are governed by the regulations of the International Sports Federations. Further information regarding sport regulations can be found in the FISU Regulations Technical Officials Technical Officials include referees and judges and other sport-specific officials that are required for the smooth running of the sports competitions. There are International Technical Officials (ITOs) and National Technical Officials (NTOs) in accordance with the rules and regulations of each sport. In principle, ITOs take the senior-officiating positions while NTOs are taking a support role. ITOs are nominated by the ISFs or proposed by the delegations according to the technical regulations of each sport, and approved by the FISU CTI-UH. The recruitment of national technical officials is the responsibility of the Organising Committee and the appropriate National Sports Federations. The numbers, functions, and financial obligations related to the International Technical Officials required vary by sport and for a Winter Universiade must follow the requirements stipulated in the technical regulations for the Winter Universiade and the special agreements between FISU and the relevant ISFs where appropriate. Technical Officials Services is complex and must not be underestimated. An efficient and adequate department should be set-up early in advance. In coordination with other relevant functional areas, the TO Service team is responsible for: ITO and NTO recruitment; support services such as visa, invitation letters, flight tickets and accreditation; managing and delivering TO clothing / uniforms; procuring suitable accommodation for the period required; providing daily catering and transportation; ensuring that all TOs are properly qualified (in close cooperation with FISU); hosting of Technical Officials Seminars; per diem / allowance payment. A TO policy must be developed by the OC and submitted to FISU for approval Sports Equipment In accordance with the FISU Regulations and further to the approval of the CTI-UH, the Organising Committee must provide the necessary sports equipment officially recognised by the appropriate ISF to ensure the smooth running of the Winter Universiade programme. Sports equipment must be provided in sufficient quantity and follow the most recent specifications of the ISF. Scoreboard requirements and further details on the sports equipment requirements of the ISF are defined in the sport-specific sections below. At the latest six months before the Winter Universiade, the Organising Committee must inform all participating countries, about the type and brand of the selected equipment. The FISU Technical Delegates must approve the sports equipment based on the specifications determined by the relevant ISF. The Organising Committee must consider providing dedicated storage space in sports venues for when equipment is not in use Sport Presentation Sport presentation is the audio-visual presentation of a sport in each competition venue of the Winter Universiade. Sport presentation has become a vital instrument of major sport events and is key to delivering the sports successfully. It aims to attract, educate, and entertain live audiences at the competition sites and elevates the sports experience for all client groups. Sport presentation comprises elements such as video clips, sounds, announcements, Winter Universiade mascots, creation of fan teams, the involvement of cheerleaders and other innovative elements that increase the understanding of the sport and the attractiveness of the competitions. Sport Presentation is complex and must be carefully planned to the second as it can have substantial impacts on the operation of broadcasters and venue teams. Therefore, close collaboration and early communication with TV, victory ceremonies and technology is essential. Sport presentation planning should ground on one common creative theme that fits with the specific Winter Universiade concept. Nonetheless, as every sport has its own unique characteristics, it is important that each venue s sport presentation is tailored to the particular sport while still embracing the main theme. Sport presentation teams are to be set-up at all competition venues. Due to its complexity, FISU suggests the OC to consult experts for assisting the OC in developing their sports presentation strategy in an early stage of the event lifecycle. 150 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

76 With regards to the importance of sports for the sport presentation planning, the OC is recommended to place sport presentation under the responsibility of the sport and sport service functional area Sport Information Services Sport information services is a sub-function of sport services and is responsible for the planning, management and operation of the sport information centre and the sport information desks. A sport information centre must be set-up in the Athletes Village in order to provide sport-specific information to all Winter Universiade athletes and delegation officials. It must operate from the day of the opening of the Athletes Village. Adequate staff must be selected carefully and trained well in advance. Sport information desks are required at each competition venue. On-going communication between the sport information centre and the sport information desks are critical. A sport information centre must be set up as well at the accommodation of the ITOs. The sport information centre and desks are responsible for providing the following information and services: distribution of daily sports results; technical meeting information; booking system for training sessions; provision of general competition related information (e.g. starting lists, timetables, etc.); INFO system terminal to view and print info; mechanism for identification and dealing with sport-specific issues; purchase / acquisition of competition footage. This list is not exclusive and must be extended according to the needs of each sport. Sport information services should be planned by sports while maintaining close links to other FAs concerned, particularly results and transportation Weather Services The weather can have a substantial impact on the Winter Universiade and the Field of Play, particularly for all outdoor sports on the Winter Universiade Sports Programme. Different sports are affected by different weather and meteorology conditions. The OC sports team needs to be confident in receiving good and reliable weather forecast information from their weather service provider. The weather information received will be the basis for decisions that could delay, postpone, or even cancel certain sport events. Therefore, one representative of the OC Weather Service team should be included in the sport command centre of the Organising Committee. The weather service and meteorology requirements vary from sport to sport and must be confirmed with the OC competition managers and the FISU Technical Delegates. 41. TEST EVENTS MANAGEMENT General Overview In order to ensure the smooth running of the Winter Universiade, test events must be organised under conditions as close as possible to those during the Winter Universiade. Test events provide an excellent opportunity for testing all aspects of the games preparation in a less pressured and simpler environment. The main objectives of test events are as follows: to test Winter Universiade venues, especially the competition venues and other key non-sports venues such as the Athletes Village, etc.; to test the integration and cooperation among functional areas; to test and evaluate workforce performance in a real event environment; to test technology systems. Test events provide an opportunity to exercise all operational procedures and to identify and resolve problems prior to the actual event, particularly with regard to the integration and coordination of services provided by different functional areas (e.g. sport and sport services, accreditation, transportation, protocol, technology, etc.). Emphasis must be placed on ensuring that sports and venue operations are well coordinated and that both functional areas are working together Planning Opportunities for hosting test events must be identified prior to the Winter Universiade when the complete organisation can become involved in the running of a sports event, taking into consideration the selection, the level of event as well as the level of functional area involvement. The planning of test events should be driven by the executive level, and conducted with the sport and sport service function, and venue management function as key components. There are a number of selection criteria when identifying the test events, which include, e.g. readiness of the relevant functions and competition team, readiness of the venue and its specific venue operating planning, weather condition as well as the international calendar, etc. The list of test events is developed with FISU consultation, and can include the following: international events; international university championships; national events; local events. Test events should be well spread over the readiness phase. As common practice, the Organising Committees runs one or two test events two years before the Winter Universiade, and then a cluster of several test events within the year proceeding the Winter Universiade. Test events scheduled too early may not be enough to test the operation, while too many test events taking place within the last six months might turn out to be distracting for some functional areas. 152 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

77 The test event management functional area must develop a detailed test event list, providing an overview of test events, specifying not only the schedule but also the level of involvement of each functional area and external parties, and present it to FISU at the latest two years prior to the Winter Universiade. In addition, the function also needs to clarify budget responsibilities of all test events, which may become a problem if not made clear from the beginning. The budget for test events can be made by each responsible functional areas for its own operation, or be determined by the test event management function, and then built up as per level of involvement and services Organisation In order to closely simulate the Winter Universiade environment and to maximise the benefits from investing in new or upgraded sports venues, test events should aim to use the same venues, facilities, procedures, staff, volunteers and technologies as those hosting and operating during the Winter Universiade. As mentioned above, test events can be organised with different scope and with involvement of various functional areas at different levels. The Organising Committees starts running test events two years before the Winter Universiade, which may be a single regional event for school students with few venues and functional areas involved. It is also recommended that each functional area of the Organising Committee plans and performs its own functional rehearsals. Clusters of test events should be held starting from one year prior to the event, testing multiple venues with input from multiple functional areas (so-called cluster test events ), as well as the main operation centre. When the Winter Universiade is approaching, simulation test events must be organised in the mode of one day of Winter Universiade, imitating one or more days of the event with real sports and non-sport programmes for a full day of operations. Typically, the Organising Committee considers the following days: the peak days with the biggest number of sports competitions, the peak days of arrival and/or departure, the opening ceremony day and the closing ceremony day. All relevant functional areas must be involved to replicate the games time command, control and communication. Several scenarios must be planned during this simulation to test the coordination and the procedure. It is typical that the international events and national events have a different competition format, which must be followed. But the Organising Committee must try to replicate the Winter Universiade format and organisation as much as possible. It is of great importance to conduct evaluation after test events. Feedbacks must be collected from all relevant client groups and functional areas, and debriefing meetings must be held to evaluate the lessons learned in order to update the venue operating plans as well as functional areas operating plans. 42. TICKETING General Overview The ticketing programme is an important element of an Organising Committee s marketing efforts and also contributes to revenue generation. The Organising Committee must develop a strategic plan as it relates to a ticketing programme, with the ultimate goal of ensuring full stadiums. Within the framework, the Organising Committee must consider the individual needs of each client group and deliver targeted services against each client group, as follows: spectators; athletes; athletes friends and family; delegation officials; technical officials; media; sponsors; FISU Family and Guests; etc. When planning the client group seating blocks within each venue, it is important that camera angles, reserved seating requirements and all operational needs are taken into account and that a general seating bowl plan is put into place Accredited Access Accredited access is managed according to the specified client group rights and is on a first come, first served basis with availability based on the allocated seating capacity for each particular client group Prime Event Access Ticketing policy regarding the prime events, i.e. all team sports semi-finals and finals as well as individual sports finals, should be presented to FISU for approval well in advance Ticket Sales While the host country is the key source of spectators and thus ticket sales, it is important to take into account and plan for the overseas market and particularly, families and friends of athletes from outside the host country. The Organising Committee must ensure the possibility for the pre-order of tickets via an online platform at least six months prior to the Winter Universiade. In addition, in order to provide ticketing services for delegations and spectators, official ticket boxes must be set up within the Athletes Village and in all competition venues WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

78 43. TRANSPORTATION General Overview The Winter Universiade is one of the biggest snow and ice multi-sport events in the world, and requires very complex transportation services. According to the attribution contract, the Organising Committee must provide, at its own cost, a transportation system that ensures the efficient running of the Winter Universiade. This system shall provide safe, reliable and free of charge services for all accredited client groups: competitors and delegation officials, technical officials, FISU Family and guests, media as well as all Winter Universiade related workforce, including staff and volunteers, by managing various types of transportation, e.g. shuttle buses, assigned buses, minibus, car pool and assigned cars throughout the Winter Universiade period. The main focus is to define and run transportation services for the Winter Universiade in an integrated manner with other operational aspects (competition schedules, arrival and departure, accommodation) and in coordination with other stakeholders (local authorities, public entities, suppliers, workforce). The following elements need to be taken into considering when designing the transportation system: transportation requirements of each client group; number of people within each client group; locations of sites for accommodation, including the Athletes Village and all Winter Universiade hotels; locations of sports venues, including competition venues, training venues as well as warm up venues, etc.; locations of key non-sport venues, including the official points of arrival, IBC, MPC, accreditation centres, etc.; competition and training schedule; locations and schedules of ceremonies and non-sport events. The Winter Universiade transportation system provides services according to the transportation codes of different client groups. Generally speaking, the system includes the following services: Code Service Transportation Access T1 Designated vehicle with driver T1, T3, TP T2 Designated vehicle with driver, shared between two or more delegates T2, T3, TP T3 TA TA Shared vehicle available on call or by advanced reservation Shuttle, team bus or delegation cars for athletes and delegation officials Shuttle service for different sport athletes and delegation officials to watch competition as spectators T3, TP TA, TP TF Shuttle service for Technical Officials TF, TP TM Shuttle service for Media TM, TP TP Free public transportation TP The Organising Committee shall design the system, taking into consideration the existing and future transportation infrastructure and system, as well as the traffic flow of the city. In the city with heavy traffic, it is TS recommended to allocate a special dedicated Winter Universiade lane whereas possible to ensure the timely delivery of the Winter Universiade participants. The plan of the Winter Universiade transportation system must be consulted closely with FISU during its development phase, and the final version must be submitted to FISU for approval six (6) months before the start of the Winter Universiade. As soon as the Winter Universiade approaches its readiness phase, systems testing and simulation must be conducted in collaboration with other functions Planning and Implementation Venue Transportation Despite of the fact that the majority of transportation services is conducted out of the venue, the transportation requirements should be well considered when developing the venue plan and the venue operating plan. Typically, the transportation systems serving the accredited client groups function in the back of the house and the ones for the ticketed groups are put in the front of the house. The venue transportation areas mainly include the following: transportation management office; arrival and departure loading zone; parking zone; drivers lounge; staging areas (if needed). The venue capacity and the transportation flow of each client group play important roles in planning the venue transportation. While each function would like to have the best options, the objective of venue transportation is to ensure all transportation systems operate effectively on the venue, not only one system. For a more convenient and efficient management, the clean zone to clean zone policy needs to be applied when designing the transportations areas for the accredited client groups, or at least for the TA group. The clean zone to clean zone policy means having the arrival and departure loading zones within the security perimeter of the venues, in order to avoid unnecessary security control procedures. A suitable car parking for the Winter Universiade transportation system vehicles at all relevant venues must be well designed. Different from the arrival and departure loading zone, the parking zone can be either within the venue, or outside the venue, in the buffer area. If possible, it is recommended that each venue identifies a taxi pick up and drop off point outside the venue secure perimeter Transportation Facilities Apart from the city transportation infrastructure, i.e. airport, road, railway, the Organising Committee also needs to consider the necessary transportation facilities needed for the management of the Winter Universiade transportation system. The facilities refer to the existing or temporary facilities, such as the transportation depots for fleet and buses, the parking area outside of the venues, the operation centres, and the transportation malls etc. 156 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

79 Transportation Depots The Winter Universiade transportation system represents a large number of vehicles, including cars, mini vans and buses. The operation of those fleet and bus requires transportation depots. The main functions of the transportation depots are as follows: - transportation management and administration; - parking spaces; - drivers lounge; - vehicle maintenance; - vehicle refuelling; - vehicle cleaning. It is always very complicated to choose the location and number of the transportation depots, and following are some important considerations when making the decision: - space and design of the depot; - client group transportation systems; - location of the client group accommodation; - dates of operations; - drivers services; - security parameters. The depot for fleet and buses can be together or separated depending on the actual situation. However, it is always easier to locate all vehicles (bus and cars) at the same depot, to reduce duplicating facilities and Workforce. Transport Malls Transportation malls are required for the Winter Universiade venues, from which multiple destination networks are connected and the services are controlled. The needs of transportation malls may vary from different Winter Universiades, depending on their own transportation system, but typically transportation malls are needed in the following venues: - Athletes Villages; - Main Press Centre and International Broadcasting Centre. Different from a simple arrival and departure loading zone, vehicles and client groups with multi destinations are moving around transport malls to find their ways in and out. Therefore, transportation malls should provide sufficient area for the number of bus movements required, as well as the pedestrian movements required. Clear signage needs to be given in order to guide the client groups onto the right transportation. Wherever possible, separate entry and exit points should be considered to promote one-way flow and allow for flexibility in operating plans in case of bad weather or other reasons Supporting Services Apart from the transportation operation itself, there are many supporting services to be considered when making the function plan, e.g. accreditation and VAPPs, vehicle wrapping, venue transportation signage, drivers services, information distribution etc. Drivers Services Transportation services require careful planning on the needs of drivers, which is linked to a number of factors, e.g. the number of vehicles to be on the road per day, hours of working, local law of working hours and specific requirements from the different client groups, etc. Logistic services for drivers and vehicles, e.g. fuel, car wash, meal and resting areas, should be well arranged. Drivers lounge should be provided at all transportation depots, transportation malls, as well as venues as destinations of the transportation system. Accreditation and VAPPs The Organising Committee must develop a system of vehicle permits to control access to venues and official parking areas by using the Vehicle Access and/or Parking Permit. The allocation of the VAPPs should be discussed with all relevant functions, including functions leading the services of certain client groups, sports, venue management and operation, security and medical, etc. Special vehicle accreditation for private vehicles belonging to delegations or others on Winter Universiade business might be needed. At the same time, while planning the passes for the vehicles, accreditation for the transportation workforce should also be taken care of. It is essential to make sure that all the drivers receive the same access as their vehicles. Information and Publication Distributing transport information to customers (i.e. the FISU Family, delegations, the staff of the Organising Committee and volunteers, media and the public) in an efficient and effective way is essential to delivering this service. Transportation information must be made available at all Winter Universiade venues as appropriate. A transportation bookings and enquiries desk must be established in the Athletes Village Information Centre to make transport schedules available and to administer all bookings and enquiries. Allocation of transportation for competitors must be made a particular priority. A similar transportation desk must be provided in the following venues: - main competition venues; - Main Press Centre; - Main Accreditation Centre; - FISU Hotel; - accommodation sites of technical officials. The transportation desk must include transportation information, maps and timetables. The Organising Committee must prepare a transportation manual, incorporating schedules, average travelling distances and times, booking procedures and other transportation information for the use of delegations and all other groups attending the Winter Universiade Public Transportation The Organising Committee is required to provide free public transportation systems to all accredited client groups upon showing their accreditation cards. 158 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

80 As a minimum, free public transportation should be available from the opening of the Athletes Village to its closing but the Organising Committee may want to extend it in order to provide more convenience for its workforce, especially the volunteers, during the few days before the opening, including test events, simulation days, periods, long running venues such as the uniform or accreditation centres, etc Clients Requirements The following details the transportation needs of the various groups attending the Winter Universiade: Competitors and Delegation Officials The athletes transportation system (TA) provides transportation services for the competitors and delegation officials, as well as their baggage and sports equipment from the opening to the closing of the Athletes Village. Transportation for Competition and Training The transportation services for competition and training must be planned in close collaboration with the sports function, who is in charge of providing information on the numbers, patterns and schedules of these services. The following types of transportation services are needed for competition and training: - regular shuttle service between the Athletes Village and all competition and training venues for individual sports; - every team participating in team sports (ice hockey, curling, synchronized skating) must be allocated a team bus per team for their exclusive use to and from scheduled training and competition. The schedule of the team buses must be agreed upon between team officials and transportation office staff. - spectating athlete services (TS) should also be considered for different sport athletes, due to location of venue and demand of watching the sport, especially the team sports. Competitors undergoing doping control might stay in the venue for a longer time and require additional transportation service. Arrival and Departure Services The Organising Committee is responsible for transferring competitors and delegation officials, as well as their accompanying baggage and sport equipment to/from the official point of arrival to their accommodation sites. More information will be detailed in the following text focusing on this service. Transportation for Ceremonies and Other Non-Sport Events For the opening and closing ceremonies, specific bus service between the Athletes Village and the venues of ceremonies should be planned well in advance, and approved by FISU. In case the awarding ceremonies do not take place at the competition site, relevant transportation services should also be organised. If the Organising Committee organises other non-sport events under the Winter Universiade theme, e.g. the Winter Universiade Park, consideration should be also given to convenient transportation from the Athletes Village to the event sites. Delegation Cars Individual cars and drivers are provided to the delegations by the Organising Committee at its own cost, according to the size of the delegations. The minimum capacity of the delegation car should be four passenger seats plus the driver seat. Vehicles typically include a driver provided by the Organising Committee; however, depending on local laws and customs some delegations may prefer to drive themselves. The number of cars assigned to each delegation is as follows: Delegation Size* (Athletes and Officials) Assigned Vehicle 5 to to to to to Over * Excludes international technical officials and media liaisons Please refer to the FISU Regulations regarding the transportation obligations towards participants competitors and officials. The delegation cars are designed for transportation to the competition and training venues, accommodation sites of the Winter Universiade client groups, Winter Universiade official events sites, official points for entry, as well as places indicated by the clients within the host city. They should be available from the arrival of the delegation (no earlier than the opening of the Athletes Village) until their departure (no later than the closing of the Athletes Village), and the working hours should be in accordance with the official programme of the Winter Universiade with reasonable flexibility. Any vehicles dedicated for use by a delegation must be managed by that delegation, except for maintenance and general support. Insurance implications must be considered in case delegations are allowed to drive the OC vehicles. The Organising Committee is recommended to make it possible for delegations to rent vehicles as rate card items. The cost for rental vehicles and parking/access permits should be included in the rate card catalogues, and be competitive with the local market Technical Officials The technical official transportation system (TF) provides transportation services for international and national technical officials and their accompanying baggage and sport equipment during the Winter Universiade period. The transportation services must be planned in close collaboration with the sports function, who is in charge of providing information on the numbers, patterns and schedules of these services. The key services for the technical officials include: transportation services between hotel(s) and sports venues in accordance with the sports programme and operation needs (competition, training and official meetings); scheduled buses service or a dedicated vehicle pool from the official points of arrival to their accommodation sites; 160 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

81 specially scheduled buses for opening and closing ceremonies. The Organising Committee is not obliged to provide transportation services for technical officials as spectators, but needs to provide information to technical officials on how the different sport venues can be reached via public or Winter Universiade transportation system FISU Family Media The Organising Committee provides transportation services for the FISU Family members, as well as their baggage and office equipment during the Winter Universiade period. The transportation requirements for the FISU Family are the following: designated vehicles with drivers (T1) for the use of the FISU Executive Committee members and the FISU committees chairs (approximately 50); approximately 100 vehicles with drivers (T1 and T2) for the use of FISU committee members and staff on duty (the number can be increased according to the sports in the programme); separate car pools (T2 and T3) for other committee members, FISU guests and VIPs; one or two mini-vans (T2) for the CIC; scheduled buses service or vehicle pool from the official points of arrival to the FISU Hotels; specially scheduled buses or vehicle pool for opening and closing ceremonies. Further information and detailed matrix on the FISU Family transportation requirements can be provided upon special request. T1/T2 transportation services are designed for transportation to the competition and training venues, accommodation sites of the Winter Universiade client groups, Winter Universiade official events sites and official points for entry. The T1/T2 services should be available from the arrivals of the FISU Family members on mission, until their Winter Universiade missions are finished, and the working hours should be in accordance with the official programme of the Winter Universiade with reasonable flexibility. T3 transportation services are designed for transportation to the competition and training venues, accommodation sites of the Winter Universiade client groups and the Winter Universiade official events sites when reserved in advance and on presentation of the accreditation card. Transportation information desk, located in the Winter Universiade venues should provide services on reservation and pre-booking of T3 vehicle. Apart from the FISU Family transportation system, the Organising Committee should make it possible for the FISU Family members, especially the future FISU event Organising Committees, to rent vehicles as rate card items. The cost for rental vehicles and parking/access permits should be included in the broadcast and press rate card catalogues, and be competitive with the local market. The media transportation system (TM) is designed based on the locations of the Main Press Centre, the International Broadcasting Centre, the media hotels, the competition venues, the opening and closing ceremonies, as well as their schedules. Typically the media transportation system is built up with the Main Press Centre and the International Broadcasting Centre as the transportation hub. In case these two centres are not close to each other, the Organising Committee needs to consider having two hubs for the media transportation system. The transportation requirements for media are the following: shuttle bus system from the official points of arrival to the media hotels; regularly scheduled shuttle buses between the Main Press Centre and the International Broadcasting Centre, and the media hotels; regularly scheduled shuttle buses between the Main Press Centre and the International Broadcasting Centre, and competition venues; specially scheduled buses between the Main Press Centre and the International Broadcasting Centre, and the venues of the opening and closing ceremonies. The media transportation system should be operating from the opening to the closing of the Athletes Village, with a daily schedule planned according to the Winter Universiade programme and based on the working needs of media personnel. Typically the transportation between the Main Press Centre and the International Broadcasting Centre, and the media hotels should run 24 hours, with variations in frequency depending on the time of day or night, while the connection to the competition venues should start operating three hours before the competition and finish three hours after the competition. Apart from the media transportation system, the Organising Committee should make it possible to accredited media personnel to rent vehicles as rate card items. The cost for rental vehicles and parking/ access permits should be included in the broadcast and press rate card catalogues, and be competitive with the local market Workforce Transportation services for the Organising Committee workforce should also be carefully considered, especially during the Winter Universiade period. The transportation system for the workforce depends largely on the city public transportation network, as well as the location of the relevant Winter Universiade venues. Public Transportation As the host city is responsible for providing free public transportation (TP) to all Winter Universiade accredited personnel, the OC workforce is also able to benefit from the system. Dedicated Workforce Transportation In case some venues are not conveniently connected by the public transportation system, or the schedules of such transportation cannot meet the need of working hours, the Organising Committee should consider establishing dedicated workforce transportation services. Locations that may need to be considered include the official point of entries, the Athletes Village, some training venues, the Main Press Centre and the International Broadcasting Centre, the uniform distribution centre and accreditation centre, transportation depots, etc. Operational Vehicles In order to ensure efficient operation of the functional areas, very often the Organising Committee assigns Winter Universiade vehicles to its workforce. At the same time, some workforce may need to drive its own/service vehicles to travel and serve among/inside the Winter Universiade venues. 162 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

82 The Organising Committee needs to take these vehicles into consideration when making the transportation planning as well as the venue planning. The vehicles, depending on their functions, require access and/or parking permits to access the venues, and/or operate within the venue perimeter. Dedicated and sufficient parking zones for these vehicles should be well considered in all relevant venues. 44. VENUE AND INFRASTRUCTURE General Overview A diverse range of facilities is required for hosting the Winter Universiade and for operational purposes. All the facilities should be established according to the FISU Regulations and in accordance with the local environment. The mission of the venue and infrastructure function is to plan, coordinate and control the construction projects for all facilities (e.g. renewal, overlays, fit-out, Winter Universiade image, etc.). The main tasks are the 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). The key responsibilities of this function are as follows: tender preparation; venue adaptation; environment and energy; legacy and sustainability. All necessary work to renew pre-existing venues or to build brand-new ones must be considered in light of Winter Universiade requirements, including spectator seating, media facilities, the number of changing rooms, the Organising Committee and FISU offices, security, etc. In addition, it is recommended that any potential legacy be considered, which may help identify opportunities for external funding and choose temporary versus permanent constructions. Sports Venues - competition venues; - training venues. The specific requirements concerning sports venues are outlined separately on a sport-by-sport basis. Non-Sports Venues Non-sports venues have an operational or administrative role and the following is a typical list of nonsports venues: - Athletes Village; - the Organising Committee headquarters; - hotels - including FISU Hotel, hotels for media, technical officials; - Main Media Centre typically includes the Main Press Centre and the International Broadcasting Centre; - functional area command centres; - accreditation centres; - warehouses; - airports and other ports of entry / points of arrival. 164 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

83 44.2. Tender Preparation Meeting the Winter Universiade timeline is paramount; therefore, as a priority the Organising Committee must prepare tenders and select contractors right from the start of the project. To achieve this, functional requirements that impact venue adaptation must be defined by all functional areas of the Organising Committee, including transportation, accommodation, accreditation, media services, competition management, etc Venue Adaptation In order to adapt venues to the Winter Universiade requirements, the Organising Committee must consider the following types of overlay and equipment that affect space allocation: temporary structures and tents - particularly for outdoor services in venues; portable restrooms; generators; ventilation and air conditioning/heating as appropriate - especially in the Athletes Village and Main Media Centre; light and sound systems; signage, fences, information stands; venue scoreboards; billboards - especially in the accommodation sites of athletes and technical officials, and in the FISU Hotel; It is important to identify adequate supply and backup of power and energy, and consider the needs for heating, ventilation and air-conditioning, particularly in key venues such as the Athletes Village and the Main Media Centre Legacy and Sustainability The Organising Committee must make sustainability a prime consideration from the beginning of the event planning processes. In addition to green projects related to the city, the OC can also focus on sustainable contractors in logistics, construction equipment or other service providers. To ensure a successful legacy, it is essential to define in advance how venues and other facilities will be used after the Winter Universiade. When considering the financial needs, the decision must be cost effective and cover not the pre-games and games-time period but also for the post-winter Universiade phase. The Organising Committee must keep involving the community in order to receive its support for the event. It is necessary to consult environmental campaigners, otherwise they may turn into vital opponents of the Winter Universiade. The venue needs for the Winter Universiade may differ from the actual community needs. Therefore the Organising Committee should well consider the use of modular venue constructions and renewable energy. Modular constructions may act as a bridge between what is required for hosting the event and what is needed afterwards. magnetometers and metal detectors; furniture and office equipment - copiers, printers, faxes, etc.; medical equipment; electrical appliances - e.g. refrigerators; display of the flags (official and participating countries); others Environment and Energy The following must be considered when planning venues: environment decoration and landscaping; competition field grass renovation; electrical and telecommunications infrastructure; road construction; others. 166 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

84 45. VENUE MANAGEMENT General Overview During the planning phase of the Winter Universiade, the Organising Committee must operate functionally to define and plan the full range of services required. However, decentralised operations are more appropriate when approaching the Winter Universiade, given that the majority of support and decision making are devolved to venues concerning the delivery of services and the rapid resolution of any problem that may arise. Venuisation is the process of the Organising Committee staff moving from a central management of individual functional areas to fully integrated venue teams for the Winter Universiade operations. This process takes place in a very short period of time, but needs to be planned carefully and in coordination with all functional areas, defining in advance operational and incident reporting and solving procedures. Operations at sports and non-sports venues differ mainly in the venue management and planning approach. While sports venues depend largely on the competition schedule, non-sports venues depend on functional use Venue Planning Careful and thorough planning needs to be developed to ensure that all Winter Universiade venues are managed efficiently, and consistently deliver the agreed level of service (within budget and time constraints) during the test events and the Winter Universiade period. The venue management functional area carries the task of planning, preparing and implementing the integrated operation of all Winter Universiade venues, taking into consideration the needs of all client groups, functions and external parties. It is essential that proper procedures and plans are in place to support various activities in order to provide good coordination, a consistent level of service and an efficient problem escalation process Model Venue Operating Plan The venue operating plan process starts with the model venue operating planning. The Organising Committee needs to choose one competition venue to be the model venue, and initiate the operating plan based on this venue situation. The selection of this venue must be very careful, and meet the following requirements: The venue must not be a very complicated one, but with typical front of house and back of house structure; The venue must be already existing with none or minor temporary construction to be built for the Winter Universiade use; The venue owner must be very willing to collaborate with the Organising Committee throughout this planning process. Led by the venue management functional area, the model venue operating plan is drafted with close collaboration of all relevant functional areas and external parties, who have a presence in the competition venues. Each client group owner function should also be involved to ensure that the team understands the requirements of the client groups. The model venue operating plan should be presented as an integrated view of operation and include the following aspects: venue overview; space planning: venue plans, seating plans, flow plans, access control plans, room list, equipment list, etc.; operating planning: policies and procedures, functional services responsibilities, contingency plans, etc.; workforce: venue team organisation chart, position list, venue dot plan, etc.; schedules: competition and training schedule, daily run sheets, etc. Upon its finalisation, the model venue operating plan must be approved by the executive level of the Organising Committee, as well as FISU Venue Operating Plans All competition venues must apply the model venue operating plan as a base to develop their own venue operating plans. The process of developing individual venue operating plans for each venue is a process of replication, adaptation, testing, adjustment and finalisation. Venue planning teams need to be founded to develop venue operating plans for all venues. Based on the model venue operating plan as well as the actual situation and the sport needs, a drafted operating plan with much finer details is tailor made for each competition venue. Venue managers for competition venues should be also appointed during this phase, to lead their team s preparation for its test event. The venue operating plans are tested and fine-tuned during the test events, and then become the final versions. At the same time, these plans also need to be considered as dynamic documents, which are always being updated with more and more detail when the event is approaching Non-Competition Venue Planning Apart from competition venues, there are also numerous of non-competition venues required for the hosting of the Winter Universiade, such as the Main Press Centre, etc. The Organising Committee should establish a full list of venues and facilities that will be used for the Winter Universiade, and define the responsible functional areas for each non-competition venue for the planning process and development of venue teams. The responsible functions should modify the process, timeline and content established by venue management to develop its own operating plans. The main differences between competition venues and non-competition venues in terms of operating plan are as follows: duration of operation; level of services for various games services functions; number of functional areas involved; target client groups. The reporting flow for the venue managers of non-competition venues may turn out to be more complicated than the competition ones. Depending on the decision of the Organising Committee, the venue managers of non-competition venues may report directly to the responsible functional area, or to the 168 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

85 venue management functional area, or both of them. Clear policies and procedures are thus required to ensure smooth communication and control Venuisation The process of venuisation starts when the Organising Committee applies its model venue operating plan to all of its other venues and facilities. The venue management functional area prepares and leads the venuisation process, allowing smooth transition of the Organising Committee and its partners from the centralised client and function oriented organisation to a decentralised client and services oriented, venue based organisation. The venuisation represents two major shifts of the Organising Committee: from centralised decision-making by various functional areas to decentralised at the venue level; from collective working environment separated by functional areas in the OC headquarters office to allocated working space within the venues with relevant venue teams. Venuisation is a process, and not all functional areas are shifted to venues at the same time. Typically, depending on the readiness of the venues, the venue management function as well as the sport and sport services function move to venues as the first group, followed by other services functions, such as transportation, logistics, technology, security, etc. Dual reporting system shall be introduced and respected along the process of such transition. Functional area staff assigned to certain venues needs to report to both the venue manager and the functional area Venue Testing As mentioned in the test event management chapter, test events should be organised in order to ensure the smooth running of the Winter Universiade, and Winter Universiade venues, especially the competition venues, are one of the most important aspects to be tested. Test events provide an excellent opportunity for testing many aspects of the operation. Venue testing must be carried out following the completion of the draft venue operating plan. Venue managers should be in place for test event planning and delivery. All lessons learned from test events must become valuable input into the venue operating plan toward its updating and finalisation. Please refer to the test event management chapter for more information Sport Venues General Requirements In accordance with the FISU Regulations and further to the approval of the FISU Executive Committee and the FISU International Technical Committee for the Winter Universiade, the Organising Committee shall provide the necessary sports venues for the Winter Universiade. The number of sports venues must be adequate for hosting the sports programme and follow the venue specifications for each sport. All sports facilities must meet the most recent FISU and ISF requirements. Sports venues must be within reasonable proximity to the Athletes Village and situated no further than sixty minutes away by using the Winter Universiade official transportation system. The Organising Committees must guarantee the exclusive use of these venues for the full period that is required to control: all commercial rights (e.g. installation and removal of advertising items, stadium signage, food and beverages services, etc.); cleaning; camera positioning; cabling and de-cabling; media facilities (requested in media guidelines); location of podium and system for displaying flags for the medal awarding ceremonies; technology installation and removal; equipment deployment (e.g. scoreboards and video boards); volunteer training; commissioning and decommissioning activities. The OC must secure the early use of and the access to these venues for test events. Training venues and facilities should be at the disposal of participating countries from the day of the opening of the Athletes Village until two days after the closing ceremony. A training booking policy and procedure must be developed by the Organising Committee and submitted to FISU for approval. Competition venues and facilities must be fully operational and at the disposal of participating countries from the first day of the official training. Sports venues must remain operational throughout and after the competition, as necessary. Sports venues and facilities must be kept free of any non-winter Universiade and non FISU-related advertising, sponsorship or other publicity. No form of advertising is allowed on the field of play unless approved by FISU. Lighting conditions at the venues must follow the most recent ISF regulations and consider further specifications for HD TV production if the event is to be broadcasted Competition Venues The requirements stated below are mandatory for all the competition venues and facilities that are part of the Winter Universiade. All sports facilities must be compliant with the most recent ISF regulations and hold a valid ISF certificate, where required. Specifications on venues and facilities vary by sport and are detailed in the sports management chapter. In principle, the competition venues require the following: results room; changing rooms with lockers (adequate for the number of participants); showers (adequate for the number of participants); western style toilets (adequate for the number of participants); 170 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

86 ceremony preparation room for all final competition venues; doping control room, adequate for the number of anticipated tests. Please refer to the doping control chapter for more information. ambulance with emergency care capabilities to be present one hour before competition and remain until all competitors have left the venue site; readily available and unlimited bottled drinking water and ice. In addition, the following operational and auxiliary facilities must be provided: public toilets separated from the athletes toilets; public first-aid facility; public concessions for food and beverages; parking for management; parking space for TV-VAN if the event is broadcasted; technology support room; technology equipment room; on-site food and beverages facilities for officials, venue staff and volunteers; sufficient water supply for competitors in competition and training facilities; security room and an access control; information centre (transportation request, information, etc.); OC office space; office space and a meeting room for the technical committee, competition management team; media/press and interview rooms. Seating Capacities Seating capacities comprise dedicated seating for the following client groups: reserved seats for the competitors and officials of each delegation in good vantage areas; reserved seats for invited persons of the FISU and Winter Universiade sponsors; reserved seats for VIPs, the FISU Family and their guests (for all preliminaries as well as semi-finals and finals); reserved seats for media and press; HVAC and Electrical. Heating, ventilation and air-conditioning, and electrical power must be provided with sufficient capacity and stability to meet the requirements of critical operational areas, including technology, results and broadcasting Training Venues Please note that the requirements for training venues are less demanding, however, the following are mandatory: changing rooms; security room and access control points; OC office desk to handle requests for transportation, information, etc.; Ambulance with emergency care capabilities to be present one hour before official training and remain until all competitors have left the venue site; readily available drinking water and ice; specific sports equipment Sport Venues Specific Requirements All facilities hosting the competitions of the Winter Universiade sport programmes must be inspected and approved by the FISU Technical Delegates. FISU and ISF Regulations must be followed in all compulsory and optional sports. Please refer to the following chapters for further information regarding the specific sport venue requirements Compulsory Sports Alpine Skiing Please refer to the FISU Regulations regarding the details about the number of competition days and competition events taking place. Competition Facilities In accordance with the FIS Regulations and for approval by the FISU Technical Committee, the Organising Committee shall provide, for exclusive use: one Downhill slope for men and women homologated by FIS (If Downhill is chosen by the OC); one Super-G slope for men and women homologated by FIS; one Giant Slalom slope for men and women homologated by FIS; one Slalom slope for men and women homologated by FIS. Note: At least 2 alpine skiing slopes must be available during the 11 days of the Winter Universiade competition. Training Facilities In accordance with the FIS Regulations and for approval by the FISU Technical Committee, the Organising Committee shall provide, for exclusive use: Sufficient training slopes; 172 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

87 Warm-up area; Slalom poles and a few drill-machines; Free use of ski lifts. Lighting At least 1,000 1,200 lux for HD TV production Further Reference: FIS Regulations Handbook Biathlon Please refer to FISU Regulations regarding the details about the number of competition days and competition events taking place. Competition Facilities In accordance with the IBU Regulations and for approval by the FISU Technical Delegate, the Organising Committee shall provide, for exclusive use: one biathlon stadium with the requested equipment homologated by IBU (shooting range according to the IBU Event & Competition Rules) and one penalty loop; the stadium must observe the World Cup standards regarding the layout, and electronic target operating systems should be set up if a biathlon competition is broadcasted; team waxing cabins (in or close to the stadium); warm-up area; ski-testing area (50m wide and 30m long); one 2.0 km course complying with the IBU requirements and homologated as red ; one 2.5 km course complying with the IBU requirements and homologated as green ; one 3 km course complying with the IBU requirements and homologated as yellow ; one 3.3 km course complying with the IBU requirements and homologated as blue ; one 4 km course complying with the IBU requirements and homologated as brown. Note: Warm-up area (there must be a separate loop, in the proximity of the stadium and with easy access from the team cabins, on which competitors can warm up. The loop should be approximately 600m long and must be prepared in the same way as the competition loop, but it cannot be part of the competition course. This warm-up loop should also be available for all other events). Lighting At least 1,000 lux in the stadium / at least 300 lux across the entire course with no dark areas (for HD TV production) Further Reference: IBU Regulations Handbook Cross-Country Skiing Please refer to the FISU Regulations regarding the details about the number of competition days and competition events taking place. Competition Facilities In accordance with the FIS Regulations and for approval by the FISU Technical Committee, the Organising Committee shall provide, for exclusive use: one (1) cross-country stadium for the start and the arrival homologated by FIS; the stadium must refer to the World Cup standards regarding the layout; team waxing and warming cabins per team (in or near the stadium, approximately 30 containers or similar structure); ski-testing area; warm-up area; bleachers for spectators in the stadium. Track layout following the newest FIS homologation standards, such as: one (1) short distance cross-country track for the sprint competition 0.5 km km (9m wide), classical technique must include hills 10-17% gradient; one (1) 2.5 km cross-country track homologated by FIS for classical technique, 6 m wide; one (1) 2.5 km cross-country track homologated by FIS for skate technique, 6 m wide; one (1) 3.75 km cross-country track homologated by FIS for classical technique, 6 m wide; one (1) 3.75 km cross-country track homologated by FIS for skate technique, 6 m wide; one (1) 5 km cross-country track homologated by FIS, 6 m wide. Note: If all courses are 9 m wide, it is allowed to have both techniques on the same course. Lighting Curling At least 1,000 1,200 lux / for off course for HD TV production Further Reference: FIS Regulations Handbook Please refer to the FISU Regulations regarding the details about the number of competition days and competition events taking place. Competition Facilities In accordance with the WCF Regulations and for approval by the FISU Technical Delegate, the Organising Committee shall provide, for exclusive use, a venue, (30 x 60 meters) with five (5) fully equipped sheets of curling ice, each 45.72m long and 5.00m wide. A tribune with benches for coaches, scoreboards and timing equipment for each sheet is required. 174 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

88 For ice preparation and training the venue must be available for at least 7-8 days prior to the start of competition. Training Facilities Adequate training will be organised prior to the Winter Universiade in the competition facility. Each evening, during the Winter Universiade all competition sheets will be available for training time Ice Hockey Please refer to FISU Regulations regarding the details about the number of competition days and competition events taking place. Competition facilities In accordance with the IIHF Regulations and for approval by the FISU Technical Delegate, the Organising Committee shall provide, for exclusive use, two 30 x 60 meter ice rinks (men s and women s arenas) Type of Venue Competition Ice Rink Number of Venues 1 Changing room competitors Min 2 for men Min 2 for women Changing room TOs X = The number of dressing (changing) rooms follows the ISF s recent technical regulations. Spectator Seating X 1,500-2,000 Press and Media Seats X On Tribune if possible. Type of Venue Competition Ice Rink (Men) Number of Venues Changing room competitors Changing room TOs Spectator Seating Press and Media Seats 1 12* 2 3,500 Yes Lighting At least 1,500 lux for HD TV production Competition Ice Rink (Women) 1 8* Yes Further Reference: WCF Technical Handbook` Training Ice Rink 1 5* - min Figure Skating Please refer to the FISU Regulations regarding the details about the number of competition days and competition events taking place. Competition Facilities In accordance with the ISU Regulations and for approval by the FISU Technical Delegate, the Organising Committee shall provide, for exclusive use, one 30 x 60 meter ice rink. * May be partially temporary installations Training Facilities One (1) training ice rink (30 X 60 meters) is compulsory. If the training ice rink is connected to competition ice rinks, changing rooms are not needed. If not, then the training ice rink must have a minimum of five (5) changing rooms. Lighting At least 1,400 lux (competition area) / at least 600 lux (training area) - for HD TV production Type of Venue Number of Venues Changing room competitors Changing room TOs Spectator Seating Press and Media Seats Further Reference: IIHF Regulations Handbook Competition Ice Rink 1 X 3,500 Yes 5 Training Ice Rink 1 - min X = The number of dressing (changing) rooms follows the ISF s recent technical regulations. Training Facilities They must be available on the second ice rink (30 X 60 meters), which is shared with short track speed skating Short Track Speed Skating Please refer to the FISU Regulations regarding the details about the number of competition days and competition events taking place. Competition Facilities In accordance with the ISU Regulations and for approval by the FISU Technical Delegate, the Organising Committee shall provide, for exclusive use, one 30 x 60 meter ice rink. Lighting At least 1,500 lux for HD TV production Further Reference: ISU Regulation Handbook 176 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

89 Training Facilities Summary Table They must be available on the second ice rink (30 X 60 meters), which is shared with figure skating. Type of Venue Number of Venues Changing room competitors Changing room TOs Spectator Seating Press and Media Seats Competition Ice Rink 1 Gender X 3,500 Yes Segregated Training Ice Rink - X min X = The number of dressing (changing) rooms follows the ISF s recent technical regulations. Lighting At least 1,500 lux for HD TV production Further Reference: ISU Technical Handbook Snowboard Please refer to the FISU Regulations regarding the details about the number of competition days and competition events taking place. Competition Facilities In accordance with the FIS Regulations and for approval by the FISU Technical Delegate, the Organising Committee shall provide, for exclusive use: one Parallel-Giant Slalom (PGS) slope for men and women complying with the FIS requirements; one Halfpipe (HP) course for men and women complying with the FIS requirements (min 20 ft); one Snowboard Cross (SBX) course for men and women complying with the FIS requirements; one Big Air (BA) and/or one SBS (Slopestyle) slope for men and women complying with the FIS requirements. Sports N o. of Events Alpine Skiing 8 events Biathlon 9 events events Men: Downhill (DH) or Alpine Combined (AC) Super-G (SG) Giant Slalom (GS) Slalom (SL) Women: Downhill (DH) or Alpine Combined (AC) Super-G (SG) Giant Slalom (GS) Slalom (SL) Men: Individual 20km Sprint 10km Pursuit 12.5km Mass Start 15km Women: Individual 15km Sprint 7.5km Pursuit 10km Mass Start 12.5km Mixed Team Event: Mixed Relay (2x6km W + 2x7.5km M) N o. of Venues (Competition and Training) - two (2) alpine skiing slopes complying with all the recent international standards of FIS (see the specific minimum requirements for alpine skiing) - sufficient training slopes - waxing cabins equipped with hoofs and tables - one (1) biathlon venue complying with all the recent international standards of IBU (see the specific minimum requirements for biathlon) - stadium must refer to World Cup standards concerning the layout, but for TV coverage, there must be an electronic system - warm-up area close to the biathlon stadium - waxing cabins equipped with hoofs and tables, several electric outlets, adequate heating and ventilation shelves and waste bins N o. of Events Four (4) events Four (4) events Four (4) events Four (4) events One (1) mixed event Note The OC may choose between Downhill and Alpine Combined competitions. Additional medal event: Combined classification - points are attributed in line with the official results of the individual events. Regarding the biathlon targets, an electronic system should be used (for example: HORA 2000). For TV coverage the OC must use the electronic targets for many reasons. Training Facilities In accordance with the FIS Regulations and for approval by the FISU Technical Delegate, the Organising Committee shall provide, for exclusive use: Sufficient training slopes; Warm-up area; Giant Slalom flags and a few drill-machines; Free use of ski lifts. Lighting At least 1,000 1,200 lux for HD TV production Further Reference: FIS Technical Handbook Cross- Country Skiing 11 events Men: Sprint (C) or (F)* 10km Individual (F) or (C)* Skiathlon 7.5km (C) + 7.5km (F) 30km Mass Start (C) or (F)* Relay 4X7.5km (CCFF) Women: Sprint (C) or (F)* 5km Individual (F) or (C)* Skiathlon 5km (C) + 5km (F) 15km Mass Start (C) or (F)* Relay 3X5km (CFF) Mixed Team Sprint: 1 M + 1 W (F) (Max. 2 teams per nation) - one (1) cross-country skiing venue complying with all the recent international standards of FIS (see the specific minimum requirements for cross-country skiing) - stadium must refer World Cup standards concerning the layout - warm-up area close to the stadium - waxing cabins equipped with hoofs, tables, several electric outlets, adequate heating and ventilation shelves and waste bins * Style changes every two (2) years 178 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

90 Sports N o. of Events events N o. of Venues (Competition and Training) N o. of Events Note Sports N o. of Events events N o. of Venues (Competition and Training) N o. of Events Note Curling 2 events Figure Skating 5 events Men: 10 teams maximum Women: 10 teams maximum Men Ladies Pairs Ice Dance Synchronized Skating - one (1) competition ice rink complying with all the recent WCF international standards and the dimension of sheets. - one (1) competition ice rink following all the recent ISU international standards (see the specific minimum requirements for figure skating). - training facilities must be available on the second ice rink, which is shared with short track speed skating - two (2) competition ice rinks following all the recent IIHF international standards. One (1) event One (1) event Five (5) events One (1) team event composed of Short Programme and Free Skating team event (teams may be composed of both men and ladies) Snowboard 10 events Total 8 Sports Men: Halfpipe (HP) Parallel Giant Slalom (PGS) Snowboard Cross (SBX) Big Air (BA) and/or Slopestyle (SBS) Women: Halfpipe (HP) Parallel Giant Slalom (PGS) Snowboard Cross (SBX) Big Air (BA) and/or Slopestyle (SBS) - one (1) snowboard venue complying with all the recent international standards of FIS (see the specific minimum requirements for snowboarding) - waxing cabins equipped with hoofs and tables - Minimum four (4) competition ice rinks, a fifth one is recommended. - Two (2) training ice rinks, a third one is recommended. - All snow sport venues mentioned above. Four (4) events or five (5) events Four (4) events or five (5) events Fifty five (55) events The snowboard cross venue can also be used for ski cross competition if the OC decides to organise it. Ice Hockey 2 events Men s tournament (12 teams max) Women s tournament (8 teams max) - competition ice rinks need to have a minimum of 12* locked dressing rooms for the men s competition and 8* locked dressing rooms for the women s competition. - secure storage space with drying capability (see the specific minimum requirements for ice hockey). - one (1) training ice rink with 5* dressing rooms is compulsory. A second one is recommended. One (1) event One (1) event * May be partially temporary installations See the FISU Minimum Requirements Number of Events and Medals at the Winter Universiade N Sports Events Number of Medals (M+W) M W Mixed Gold Silver Bronze Total 1 Alpine Skiing Biathlon Cross-Country Skiing Curling Figure Skating Synchronized Skating Ice Hockey Short Track 8 events Men: 500m 1,000m 1,500m 5,000m Relay Women: 500m 1,000m 1,500m 3,000m Relay - one (1) competition ice rink shared with the figure skating competition. - training facilities must be available on the second ice rink, which is shared with figure skating. Four (4) events Four (4) events 7 Short Track Speed Skating Snowboard Optional Sports Total Please refer to FISU Regulations regarding the technical requirements for the appropriate sport chosen by the Organising Committee. Optional sports have to fulfil the requirements of the ISF. The competition venues must be discussed with the ISF and FISU. 180 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

91 46. WORKFORCE General Overview The Organising Committee must establish its workforce function, which is responsible for planning, recruitment, training, retention and care of the paid staff, contractors as well as volunteers. Paid staff need to be hired to fulfil key roles on full-time or part time basis. Some functions or services may be outsourced and contractors are associated with the Winter Universiade. In addition, volunteers represent the biggest workforce, particularly for temporary positions required during and shortly before the Winter Universiade Planning and Budgeting Workforce planning across all functions plays important role in achieving consistency throughout the general structure of the Organising Committee. In collaboration with all functional areas, the main responsibilities of workforce planning includes the following: collating and defining the needs on workforce types and quantities; defining salary scales and monitoring budget; collating and defining job titles, job descriptions and hiring timelines; collating functional area organisational structure; ensuring timely workforce delivery and its quality. It is essential that the identification and recruitment of staff and the quantity required is specific to the needs at the relevant phases. While some functional areas can be considered in later phases, some of them should be prepared to become operational really early in the planning process, e.g. sports and sports venues, accommodation, marketing, finance and budget, workforce, etc. The budget should be drafted in a very early phase, and contain necessary resources for each stage activities, covering the following expenses: recruitment (campaign and spaces), trainings, uniform, food and beverages, publications (promo materials, handbooks), public relations campaign (media, web page), database development and maintaining, transportation, insurance, screening, accreditation, test events, simulations and rehearsals, rewards, special events if planned, staff spaces and salary, etc. In terms of the general structure of the Organising Committee, it is recommended to have a comparatively flat structure rather than having too many levels for decision making process Venue Dot Planning Dot planning in the model venues serves as an important step forward to the operational readiness phase, and is often used when making workforce planning. The venue dot planning can be applied for both sports and non-sport venues. It requires relevant functional areas to present their schedule plan, and to place colourful dots on their staff demands on required positions. By doing this, it helps workforce planning to clarify: staffing peaks across every position within the venue; duplications of services and roles between functions; service gaps within the venue; multi-venue positions Demand Estimation Workforce planning needs to be carried out taken into consideration both the schedule planning and the dot planning. Estimation of the staff demand is not a one-deal-work. When the Organising Committee goes through different phases, staff demand across many positions may change as well. In order to keep up with the evolution of the Organising Committee, regular reviews should be carried on by workforce planning in collaboration with all functional areas Recruitment While a good workforce planning plays an important role in human resources management, workforce recruitment is essential as it is responsible for finding the right number of qualified workforce members at the right time Paid Staff As one of the biggest snow and ice multi-sport events, the Winter Universiade requires hundreds of paid staff to stage the event. Some of the paid staff are working on a full time basis, while typically a majority will be temporary staff, who joins the event preparation several months before the opening ceremony. The workforce recruitment should work with relevant functional areas to source staff, develop selection methods and to make staff assignments. As a general guideline based on the past practice, it is best to keep the organisation as small as possible for as long as possible, but at the same time in case a huge number of staff are arriving at the last second, staff training should be well taken care of. For staff assigned a full-time or part time position within the Organising Committee, the following points must be considered: recruitment - it becomes increasingly difficult to hire qualified personnel for temporary positions as it gets closer to the Winter Universiade, because it implies short-term contracts; ; payroll and retention programme; policies must be defined for the provision of accreditation, transportation etc. to the staff of the Organising Committee. Depending on the culture and polices in different countries, the secondee programme provides the Organising Committee a cost-saving benefit through the offset of wages. Government bureaus and other organisations may take the opportunity to contribute to the Winter Universiade by supplying staff to the Organising Committee for free use. The advantages of the secondee programme are obvious. From the Organising Committee side, it saves the budgets on employment, and at the same time guarantees to have professionals in position. On the 182 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

92 other hand, the various organisations, by offering their employees, obtain a learning opportunity for the staff, to enjoy and to be trained during this mega event. University students could also be a valuable resource prior to and during the Winter Universiade. Relationships with universities can be built to recruit students for serving their own events. Also, the Organising Committee can consider developing different internship programmes during the preparation phase to ensure a sufficient supply of student staff at the Winter Universiade Contractor Contractors represent a significant portion of the total workforce for the Winter Universiade. The Organising Committee must consider the needs of contractors required in the provision of outsourced services, e.g. transportation, food and beverages, uniforms etc., with specific agreements to coordinate on recruitment strategies, and to regulate access, accreditation, background checks and other aspects. Due to the big number of workforce required, the Organising Committee must define at an early phase the quantity and categories of the required workforce that will be needed for the Winter Universiade, as well as the recruitment strategies. Investigations must be carried out to analyse the local labour market to identity if all the demands can be met, or if there may be short supply in some categories. Only with an early estimation of under supply, the Organising Committee is able to develop contingency plans to overcome the shortfalls in case it happens. Early signing of service agreements and contracts is also of great importance for contractor recruitment. As the contractor organisations might need to recruit their own labour force, they would prefer to ensure the good quality and quantity by doing it as early as possible. The late signing of contracts may put the successful recruitment at risk as the labour market supply of skilled workers may deplete when the Winter Universiade is approaching Volunteers A programme to attract volunteers for the Winter Universiade is to be launched well before the event, normally two years in advance. A call centre and application forms available on the website are effective means to support this. It is recommended that university and sports clubs are included in the promotion of the Winter Universiade volunteer programme. Tests and interviews with the candidates to learn about their competencies, motivation and wills should be conducted. It is important to review the data collected from the interviews and to choose people fit into position and involvement of other functional areas are also required during the process. An initial selection of volunteers is done based on profile, preferences and geographical distribution. Assigning volunteers to required positions is a crucial step, including managing surplus or deficit matching skills and preferences and determining access rights, etc. This is a time-consuming process that must be completed on time for accreditation purposes. Once volunteers have gone through the accreditation, changes are dealt with only as exceptions. Early and effective communication with volunteers is critical to the success of the assignment process and reduces the potential for last minute conflicts Training Training of the workforce is the next step following recruitment. It provides a workforce with the knowledge, skills and attitudes to carry on their jobs in the preparation and operation of the Winter Universiade. Training should be provided during the preparation phase and operation phase for all staff and some contractors. Pre-Winter Universiade training and Winter Universiade-time training include similar elements, but with different focuses. Depending on available resources and the assumptions about the readiness of the workforce, the pre- Winter Universiade training mainly aims at involving new staff into the Winter Universiade environment and improving their existing skills, while when the Winter Universiade is getting closer, trainings go more for providing practical know-how and other skills to enable workforce to carry on their operational assignments during the Winter Universiade Orientation Training Orientation training serves as the occasion for the new comers to have an overview of the Winter Universiade, the Organising Committee, its cultural and team spirit etc. Depending on the frequency of recruitment, orientation training can be organised either regularly (e.g. monthly or quarterly), or upon the actual needs. Typically, the orientation training includes general presentations and some interactive activities. If allowed, a small tour inside the Organising Committee headquarters, and to some Winter Universiade venues is a plus. The topics of the general presentations are linked to the phases, the available resources as well as the readiness of the workforce, including but not limited to the following: FISU and Winter Universiade; the specific Winter Universiade; Organising Committee structure and working environment; quick briefing on functional areas; workforce policies and services; recognition/retention programmes Functional Area Training Functional area training refers to specific training for workforce under certain functional areas, for them to further develop their skills and knowledge required for their positions. It is primarily the responsibility of the relevant functional areas, with workforce training providing quality control and administration supports. The training can be provided either internally or externally. The format and the schedule vary based on the complexity of the position and the quality of the relevant workforce. Functional areas, working with workforce training, determine the training needs for each position based on the position s duties and skill requirements Venue Training Venue training is carried out when the Winter Universiade is approaching to its venuisation process. It prepares the workforce in their responsibilities at their assigned venue during the Winter Universiade. 184 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

93 Similar as in functional area training, workforce training serves its role in quality control and administrative support, while the venue management plays as the leading function. Generally speaking, venue training includes the following: orientation tour of the venue; venue organisational structure; sport information (for sports venues); working procedure and communication channels; workforce policies and relevant services; safety/security procedures. Test events can be taken as good opportunities to enhance workforce training, while at the same time to test out training concepts and materials for further improvement Administration and Staff Relations The workforce function should focus on paid staff, loaned employees, contractor/consultants, interns and office volunteers from their first day on the job until they leave the Organising Committee at the end of the Winter Universiade, by providing a broad range of typical human resources services including administrative assistance, employee relations and communications, retention and benefits, etc Retention Workforce attrition is a major issue that needs to be addressed by the Organising Committee from its inception and an effective retention programme is a great tool to aid in reducing the risks of attrition, and to generate a strong sense of team work atmosphere. Typically retention/recognition programmes include financially-based retention programmes, outplacement assistance, team building, and periodic awards for contributing time, etc. As the volunteering process is quite long, people applying as volunteers might not turn up at interviews or training sessions or, even worse, at the event after being accredited. Therefore the retention of volunteers prior to event should also be well looked after Outplacement and Dissolution Due to the inevitable closing of the Winter Universiade, the Organising Committee has a special nature for its short term. Therefore, it is necessary for the Organising Committee to consider its dissolution process as well as outplacement programme to prepare its workforce, mainly paid staff, for their future employment. The Organising Committee needs to evaluate its workforce need in the post-winter Universiade phase to plan steps for dissolution. Simple check out procedure is recommended in order to accommodate big numbers of staff leaving shortly after the event, within very limited time. Various programmes should be developed to help workforce in finding post-winter Universiade employment: training programme to add their value, transition programme to provide more job opportunities, special agreement with other organisations to take over part of the staff, etc. These programmes not only help employees in continuing their career, but also aid the Organising Committee in guaranteeing its staff focus in their position leading up to the event Uniforms Workforce is also responsible for management of the uniforms, from planning, budgeting to designing, delivering and distribution. For the Winter Universiade, the Organising Committee needs to provide uniforms to the paid staff and the volunteers. Uniforms for the technical officials may be requested depending on the agreement between FISU and the Organising Committee, and a simple set of uniform for the FISU Family on mission and marketing partners is a plus. The design of the uniform should follow the FISU Uniform Guidance, and be submitted to FISU for final approval Planning The Organising Committee needs to carefully consider the target client group and service level to determine the quantity and quality of the uniform, thus to define the relevant budget and policies. Uniforms management is always in a struggling situation between the limited number of uniforms and the increasing requests. As mentioned, uniforms are primarily planned for the paid staff and volunteers. But since the Winter Universiade uniforms are always popular and appealing, many other client groups, e.g. contractors, may also want to be considered Designing Design of the uniforms should be carried out in collaboration with the image and look functional area, as uniforms represent a very strong visual image for the Winter Universiade. The design should be simple and striking to be identified as Winter Universiade related, and nice and attractive so that people would love to put on the uniform and be a part of the Winter Universiade team. The uniform garments must be practical and comfortable to wear. The designing should consider special needs of the workforce, e.g. the long hours of working, the weather condition, e.g. low temperature, snow, humidity, etc. Identifying different categories of workforce by uniform colours is a common practice, and most functional areas would prefer to have their own colour. To simplify the management, it is recommended not to have too many colours, except for the very special functional areas, e.g. security, medical, sports, etc. Volunteers should be in different colour than paid staff Distribution Distribution of uniforms to all workforce is a long-lasting project, as it starts from the readiness of uniforms and finishes until the last relevant workforce be in position. A uniform distribution centre is recommended for this distribution, which can also be carried on together with workforce accreditation. Being one of the first Winter Universiade venues that start their official operation, the uniform distribution centres requires, huge space for warehousing and distribution, convenient public access as well as 186 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

94 enough place for parking. As this may serve as the first Winter Universiade experience for the majority of the paid staff and volunteers, etc., the environment of the distribution centre, as well as the distribution workflow and procedure must be carefully designed to create positive experience for the relevant workforce Venue Workforce Almost all functional areas will consolidate into a venue workforce unit when the Organising Committee approaches its venuisation process. Venuisation process refers to the period that the Organising Committee turns from functional based management to venue based management. Working closely with venue management, venue workforce management provides venue-based workforce services, including training support, check-in, food and beverages arrangement, scheduling, transportation support, workforce relations and communications, recognition programme, etc Volunteers Management It is acknowledged that to organise a complicated event such as the Winter Universiade, the Organising Committee cannot depend on only paid staff. The scale of the event requires more volunteers for both preparation and operation phases to join professional teams in different positions in almost all functional areas. Volunteer engagement is also important for community building and local involvement, as they bring multicultural features and friendship: Winter Universiades are characterised by the internationalism and diversity of their volunteer population. Finally, volunteers have a great impact on the creation of a positive experience of all the Winter Universiade participants and spectators. Different categories of volunteers are involved in the preparation and operation periods: general volunteers involved in positions which do not require special professional background (welcoming guests, way-finding, etc.); specialists involved in positions which require special knowledge and skills of the certain area (IT skills, foreign languages, medical knowledge, etc.); sport (field of play) volunteers involved in holding competitions on the sport venues (knowledge and experience in sports is needed); host city volunteers local individuals and/or groups to personally engage with the Winter Universiade by showcasing warmth and hospitality (communication skills and knowing the city are needed). The programme is usually organised by the host city. A Winter Universiade typically requires around 3,000 volunteers. However, it is impossible to directly compare one Winter Universiade with another to determine the exact number, as it depends on the overall workforce plan, and on the volunteering culture of the host city and the involvement of public organisations Key Volunteer Positions Attachés The attachés are particularly important and are required to support delegations, FISU Family and Guests, VIPs, etc. Attachés provide an invaluable service to these groups, helping them to understand the orientation of the different venues and the host city, providing local information and assisting with almost any issue that may arise. They must be able to act on their own initiative, take responsibility and have an excellent understanding of the OC network and of the FISU structure to know whom they should approach to resolve problems. It is important that attachés possess strong language skills and also a cultural knowledge of the delegation they work for. Whilst it can be beneficial to assign attachés who are from the same country as the delegation, it is preferable that they have a firm basis in the language of the host country or, at least, the international language. If the language of the host country is not one of the working languages of FISU, the attachés must possess skills in interpreting. The attachés to delegations provide a vital link to the OC and it can be helpful to assign at least one head attaché to each delegation some time before the start of the Winter Universiade. FISU proposes the following table for calculating the number of attachés required for delegations; however, the final specific ratio must be agreed with FISU in details: 188 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

95 Participants in Delegation * * Excluding technical officials and media liaisons Team Sport Attaché 1 to to to to More than Number of Attachés It is recommended that an additional attaché, possibly with relevant knowledge or skills of the certain sport, be allocated to each team of team sports. Interpreters A large number of volunteers offering a broad selection of languages (particularly English, French and the language of the host country) are required to act as liaison officers to facilitate communication between the Organising Committee, delegations and FISU. Other Areas - accreditation centres; - Athletes Village; - cultural events; - FISU Hotel and other accommodation sites; - medical centres; - media centres; - official port of entry / point of arrival; - Organising Committee Office; - sport venues; - transportation hubs; - uniform distribution centre Volunteers Programme To have a successful Winter Universiade volunteers performance, a volunteers programme should be created at an early stage. The volunteers programme mission is to promote the volunteerism, to attract, train and mobilise volunteers to all OC functional areas and venues who are able to deliver world-class customer service before and during the Winter Universiade, and to contribute to social prosperity beyond the event. The programme should include the following main aspects: mission and vision, main goals; organisational structure and staffing plan; budget / resources; definition of volunteer roles and skills, areas involved and numbers; volunteers involvement polices, limitations and numbers of shifts to be covered; awareness and communication for potential volunteers, public relations campaign; data registration and management, call centre; recruitment and selection; assignment to volunteer positions and confirmation; venue staffing and venuisation; motivation and retention programme development and implementation; trainings programme; accreditation and uniforms delivery; management and communication during the Winter Universiade; test events volunteers; closure and evaluation; legacy of the volunteers programme creation and implementation; services for volunteers; policies and procedures; key milestones; potential risks and prevention. The volunteers programme should be sent to FISU for approval three years prior to the Winter Universiade Services for Volunteers Volunteers do not get payment for their commitment, therefore should be provided with all necessary things to carry on their duties: uniforms, meals during the shifts, free public or dedicated transportation to the venues, medical insurance, training materials, break rooms on the venues, free telephone and internet connection for special groups (attachés) or all volunteers Recommendations It is important to maintain a dialogue with universities to avoid problems for volunteers due to exam schedules conflicting with their Winter Universiade assignment. In addition, universities may assist in the development of the volunteer programme, providing support for interviews, training and during the Winter Universiade itself. It may be helpful to deploy some volunteers well in advance of the Winter Universiade, for example to support preliminary events, etc. It is therefore recommended that the availability of volunteers be ensured for periods other than the Winter Universiade dates. This is particularly important for training events and rehearsals, as typically, volunteers do not expect to be required so early. Note that transportation and food and beverages arrangements must be made for such events. Volunteers with language skills make a significant contribution to the success of the Winter Universiade and are particularly important for the press and broadcasters, as well as in the Athletes Village. is an effective tool for communication with volunteers but in order to ensure success, it is essential to plan how to effectively handle and respond to the thousands of s that will be received. 190 WINTer Universiade minimum requirements Edition october 2014 WINTer Universiade minimum requirements Edition october

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