Minimum Requirements for the Winter Universiade

Transcription

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

24 Venue Services S. Venue Operations There are a number of services to be provided at all venues that can be planned and managed similarly. On the other hand there are venues requiring specific on-site coordination of services. It is to be mentioned that Venue planning should occur well before venues are available to the OC. The process called Venueization, that is moving from a central management of services to a more decentralized manner in a very short period of time, is to be planned carefully and in coordination with all departments, 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 on competition schedule, non-sports venues depend on functional use. Venue planning (including rehearsals and support to preliminary sports events) Logistics operations (e.g. venue deployment and de-commissioning, warehouse management, general maintenance, materials management ) Food services. Spectator services (e.g. lost children, lost and found, cloakroom ) Additional Events T. Other FISU Related Events In addition to the Winter Universiade as the main event to be run by the OC, there are others events to be managed by the OC. They are part of the contractual obligations. FISU Executive Committee meeting Heads of Delegations Seminar It is highly recommended that, before master planning activities take place, the OC agrees with FISU on a series of workshops to analyze Winter Universiade minimum requirements and facts and figures from previous Winter Universiades, in order to better seize the event scope and size. U. Publications Official documents Internet FISU archives Official film, video tapes and photographs Medals and merchandising 24 Minimum Requirements for the Winter Universiade Edition May 2011

25 Minimum Requirements for the Winter Universiade Edition May

26 A. General Secretariat The General Secretariat must consistently support all departments and provide overall supervision of planning and preparation of the Winter Universiade, in order to report to FISU and other constituent groups. General Winter Universiade Regulations The specific regulations of the Winter Universiade will be issued by the OC based on the text provided by the FISU Executive Committee. Any amendment is subject to EC approval. Planning & Procedures The General Secretariat must encourage and coordinate the contribution of all departments within the Organizing Committee in the provision of timely and consistently detailed plans for compilation into a single master plan document, which the Organizing Committee must then use to measure progress for the remainder of the project. In addition, departmental and venue level operational procedures must be defined. The Winter Universiade Program The Organizing Committee must propose dates for the Winter Universiade to the Executive Committee as soon as possible, taking into account other major international events, in order for it to be established in an extensive international sports calendar. The Winter Universiade Program must be submitted for FISU approval at least two (2) years before the Games. The Winter Universiade Program usually lasts eleven (11) days, beginning with an Opening Ceremony and ending with a Closing Ceremony. The following must be taken into account when preparing the program: The number of competitions scheduled at a venue directly impact venue set-up, e.g. transportation, security, volunteer allocation, number of changing rooms, etc. It is recommended that the Organizing Committee considers the international calendar of other sporting events, and it is good practice to consult with the International Sport Federations for this purpose. The program directly impacts 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 likely to attract a large public following consideration be given to maximizing the value from ticketing and broadcasting (e.g. schedule for week-ends). It is recommended that the meeting of CSU should be scheduled two (2) days prior the opening of the Universiade Village (if any). The Universiade Village (if any) must be operational for a period of at least five days prior to the first day of competitions (although seven days is common practice) and two days (48 hours) after the Closing Ceremony. 26 Minimum Requirements for the Winter Universiade Edition May 2011

27 Operation of General Headquarters & Services The Organizing Committee must have a central headquarters from which to direct all operations. The Organizing Committee must always undertake to observe and conform to local regulations and laws concerning the operation of an event of this nature. The General Secretariat is responsible for the overall running of the Winter Universiade and therefore the operation of the Organizing Committee headquarters and general services remain its responsibility before, during and after the event. Program Management & Control Once the master plan has been created, it must be used to track progress up to the Games. Managing progress of all departments and ensuring their overall coordination is critical to ensuring a successful Winter Universiade. Progress Reports & EC Meetings Please refer to FISU REGS. SEC. B regarding the close relationship between the OC and the delegates of FISU The Organizing Committee is expected to draw up progress reports for submission to the Executive Committee meetings, which take place twice a year. These can be presented in person (with accompanying film, slides or publicity material) or by mail in agreement with the Secretary General. The Organizing Committee must host the Executive Committee meeting at least once in the Universiade city itself, at its own expense. All documents submitted to FISU must be in both English and French (the FISU working languages). 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 around 30 minutes plus Q&A. The FISU Executive Committee decides the location of meetings. Presentations must include progress of all Organizing Committee departments and follow the agenda prepared by FISU. The FISU Executive Committee and FISU regulations define the frequency of meetings. In addition, the CSU will visit the OC once in each of the two years immediately preceding the Games. In the final year prior to the Winter Universiade, the OC must report twice to the FISU Executive Committee. Please refer to FISU REGS. SEC. B regarding the final report that the OC has to present to the Executive Committee In order to ease transfer of knowledge from Games to Games, the Organizing Committee is requested to participate and prepare materials for debriefing after the Winter Universiade and to submit key documents to FISU in the FISU working languages upon request. The Organizing Committee must provide to FISU a copy of all plans and operational procedures (by department and by venue) in the working languages of FISU, as well as a complete set of all publications produced by the Organizing Committee for the Winter Universiade (e.g. brochures, guides, maps, etc.). This information has to be provided in paper and in electronic format. Please refer to FISU REGS. SEC. B regarding the material to be supplied to FISU Minimum Requirements for the Winter Universiade Edition May

28 Insurance Please refer to FISU REGS. SEC. B 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 FISU REGS. SEC. B regarding the insurance that the OC has to contract Certificates of insurance must be presented to the Executive Committee for approval six (6) months before the Winter Universiade. It is recommended that the Organizing Committee look for a sponsor to provide insurance through VIK. The Organizing Committee must set up and appropriately staff a special insurance information desk. Please refer to FISU REGS. SEC. B regarding the insurance that participating countries must arrange. Recommendations 1) The Organizing Committee must insure its liability (public and professional), (20 Mil. USD for Winter and 25 Mil. USD for Summer). 2) The Organizing Committee must insure all accredited persons like FISU Family, participants, officials, Judges & Referees with a personal accident policy including: death (50,000 USD), disability (100,000 USD), medical expenses (no less than 75,000 USD per accident/person) and repatriation (real necessary expenses) 3) The OC has to consider the following types of insurances and their coverage: Chattel and electronic equipment Vehicle insurance Event cancellation insurance Others 28 Minimum Requirements for the Winter Universiade Edition May 2011

29 B. Human Resources As with any organization, the Organizing Committee must appoint permanent staff to fulfill key roles on a full time basis. In addition, some functions or services may be outsourced and therefore a number of contractors will be associated with the Winter Universiade. However, volunteers represent the biggest workforce that the Organizing Committee will use, particularly for temporary positions required during and shortly before the Games. Staff Information Systems This application helps to register, select and manage volunteers who provide assistance before, during and after the event. It also supports workforce planning by recording the internal volunteer needs of the organizing committee. Combining information on volunteer skills with qualifications and the organizing committee needs, the SIS helps in the assignment of particular volunteers to specific jobs. This process incorporates information filtered through a series of interviews, training courses and other types of sessions that the SIS facilitates and tracks. Post-assignment procedures, such as uniform distribution and post-assignment accreditation feed, are also key tasks that the application supports. Functions Determines the requirements for personnel and the areas to be covered at the venues. Skills, abilities and qualifications of volunteers along with their general information are entered into the system The application selects candidates whose qualifications match the demand and provides this to the volunteer management staff Integrated with other GMS applications as Accreditation Mailing facilities Uniform distribution functionalities Scheduling Permanent Staff For staff allocated a full time position with the Organizing Committee, the following points must be considered: Recruitment - note that it becomes increasingly difficult to hire qualified personnel for temporary positions the closer it gets to the Winter Universiade, because contracts will be short Payroll Retention program If personnel are provided on loan from other entities (e.g. University, Government, Municipality), agreements must be established with those entities to ensure that they are dedicated full-time to the Winter Universiade Policies must be defined for the provision of accreditation, transportation etc. to Organizing Committee staff Contractors The Organizing Committee must consider the needs of contractor staff involved in the provision of outsourced services, in terms of transportation, catering, uniforms etc. In many cases these needs match those of permanent staff. The provision of some services (e.g. cleaning, catering) may require specific agreement with the supplier to regulate access and rights. In addition to the setting of service levels for such suppliers, appropriate policies must be agreed for accreditation and background checks. Minimum Requirements for the Winter Universiade Edition May

30 Volunteers The importance of volunteers cannot be emphasized enough, and they provide a public display of how efficient and well organized the Winter Universiade is. Typically, a Winter Universiade can be expected to require around 3,000 volunteers (Torino 2007); however, it is impossible to directly compare one Winter Universiade with another to determine the exact number of volunteers required. There are also obvious dependencies on the volunteering culture of the host country and the involvement of public organizations. Volunteers are often students at local universities, to whom the Winter Universiade offers a unique opportunity to use their language skills in a rich cultural setting. It is necessary to provide an induction course for volunteers, explaining the goals of FISU, the Winter Universiade, the layout of the Winter Universiade facilities, and where necessary, particular sports terminology. Motivation of volunteers is an important aspect of their training, and recognition programs can be very valuable. Volunteers must be provided with appropriate, comfortable and attractive uniforms that help denote and identify their position. The main areas for volunteers will be: The Winter Universiade Village (or Athletes accommodation locations) Language services FISU and VIP hotels Accreditation centers Organizing Committee Office Transportation Welcome and hospitality services Sports venues Medical centers Press center The main tasks to be performed by the Human Resources Department to establish and support a volunteer workforce are outlined below. In some cases, the same procedures might apply to permanent staff and/or contractors. Recruitment A program to attract volunteers to Winter Universiade is to be launched well before the Games. A call center and the availability of application forms on the website are effective means to support this. It is recommended that University and Sports clubs are included in promotion of the Winter Universiade volunteer program. Allocation Based on profile, preferences and geographical distribution, an initial selection of volunteers must be made. Interviewing Face to face interviews are recommended prior to approval and final assignment of volunteers, especially for highly qualified positions, such as nurses, translators and drivers. This is a major task requiring the involvement of other Organizing Committee departments. Training General training on the Winter Universiade as well as job-specific training must be provided. Again, this is a major task requiring the involvement of other Organizing Committee departments. As the Games approach, it is recommended that venue and functional rehearsals are car- 30 Minimum Requirements for the Winter Universiade Edition May 2011

31 ried out. Training can be considered as a filter before final assignment, with those volunteers not turning up for sessions or not reaching the required level being discarded. Assignment Assignment of volunteers to job positions is a crucial process where all positions are to be covered. Management of the surplus or deficit in volunteers, matching skills and preferences to available positions and determination of access rights is a time-consuming process that must be completed on time for their accreditation. Once volunteers have gone through the accreditation process, changes must be dealt with as exceptions. Early and effective communication with volunteers is critical to the success of the assignment process and reduces the potential for last minute conflict. Scheduling When the volunteer workforce has been identified, it may be necessary to create shifts for some job positions that are required for extended periods of time. To reduce the possibility that positions will not be staffed due to volunteers not showing up, it is recommended that volunteers are available on hold or on call. Other Programs Uniforms It is recommended that for easy identification, colors of uniform be allocated to different types of position. For efficiency, it is recommended that uniforms be distributed to volunteers at the same time as they are accredited. Retention As the volunteering process is quite long, people signing in as volunteers might not show up at interviews or trainings or, even worse, during the event after being accredited. In order to avoid this, the OC must define a retention strategy that could include periodical social events, gifts and other advantages. Catering and Transportation Due to the number of staff involved, catering at venues must be planned in advance of the Winter Universiade. A voucher system is recommended for provision of meals. For transportation to and from venues, accredited volunteers must have free access to public transportation. Recommendations It is important to maintain 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 program, providing support for interviews, training and during the Winter Universiade itself. All Winter Universiade personnel should be considered for uniforms, not just volunteers. It may be helpful to deploy some volunteers well in advance of the Games, for example to support preliminary events etc. It is therefore recommended that the availability of volunteers be captured for periods other than the Winter Universiade dates itself. This is particularly important for training events and rehearsals, as typically volunteers do not expect to be required this early. Note that transportation and catering 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, Broadcasters and the Winter Universiade Village (if any). is an effective tool for communication with volunteers, but to be successful it is essential to plan how to effectively handle and respond to the thousands of s that will be received. Minimum Requirements for the Winter Universiade Edition May

32 Based on previous experiences, this could be a recommended detailed Human Resources activity program (especially oriented to Volunteer management): Selection and Recruitment Management: - Assessment of the application forms (paper forms, website) - Contacting the Volunteers Data Management: - Data entry - Collecting requirements from Functional Areas - Matching data with requirements Call Center Management: - Preparation of materials for volunteers Q&A - Call Center set-up to centralize Q&A Training: - Winter Universiade general training - Job specific training - Ad-hoc rehearsal Communication and Retention Management: - Launching and updating the volunteer website contents (general information, individual authorized access, e-learning ) - Set-up a facility for volunteer pre-games activities (information, seminars ) - Volunteer social programs (for promotion, recruitment, retention ). - Activities at University and other key strategic city spots, providing media coverage. - Promotion materials as shirts, hats, pins, pens, mascots, key holders, etc. to the volunteers participating in the pre-games activities. Volunteer Operations Management: - Educational scholarship and public transport cards for free travel - After activity/ Winter Universiade certificates of gratitude. Key Staff Positions Attachés The attachés are particularly important to the Winter Universiade, and are required to support: Delegations FISU Executive Committee FISU Committees FISU Secretariat VIPs 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 any issues that may arise. They must be able to act on their own initiative and take responsibility, and have an excellent understanding of the Organizing Committee network and FISU structure so that they know who they should approach to resolve any problems. It is important that attachés possess strong language skills and also a cultural knowledge of the delegation that they are working for. Whilst it can be beneficial to assign attachés who are originally from the country of 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 interpretation skills. The attachés to delegations provide a vital link to the Organizing Committee 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 the Winter Universiade Supervision Committee: 32 Minimum Requirements for the Winter Universiade Edition May 2011

33 Participants in Delegation* Number of Attachés 1 to to to to More than * Excluding referees, judges and media liaisons Team Sport Attaché It is recommended that an additional attaché, possibly with relevant knowledge or skills be allocated to each team sport. VIP Attaché It is also important to consider that the attachés must be granted the same access rights as their respective VIP/FISU member, and that areas close to VIP sections must be reserved for them. Interpreters A large number of volunteers, offering a broad selection of languages (particularly English, French and the host language) are required to act as liaison officers and to staff administrative centers, especially for heads of delegations and team sports. Other areas where interpreters are necessary include: Welcome desks FISU Executive Committee meeting Committee meetings Delegation meetings Drivers The Organizing Committee must provide drivers according to requirements detailed in the Transportation section. Other Areas for Volunteer Allocation The Winter Universiade Village (or Athletes accommodation locations) - Nurses and medical assistance - Interpreters - Administrative tasks (accreditation, check-in/check-out, information etc.) - Residential (reception) - Transportation - Others Language services FISU and VIP hotels - Administrative (accreditation) - Information, assistance - Transportation - Others Accreditation Center Organizing Committee Office - Data entry - Uniform distribution - Call center - Others Transportation - Drivers - Transportation desk support Minimum Requirements for the Winter Universiade Edition May

34 Welcome and hospitality services - Information - Baggage assistance - Transportation Sports venues - Spectator seating - Results - First aid nurses - Lost and found - Information and way finding - Competition support - Transportation Medical centers - First aid nurses - Universiade hospital reception Press center - Information and results distribution - General assistance - Transportation Others - Cultural events support 34 Minimum Requirements for the Winter Universiade Edition May 2011

35 C. Budgeting & Finances 1. INTRODUCTION The mission of Finance is to provide a comprehensive corporate service for budgeting and planning, procurement and asset control, supporting services to other departments, and particularly for creating revenue. Considerable thought must be given to financial implications of the Universiade. Any application to FISU must carry financial guarantees from the Government or private sources. In raising funds for the Universiade, every road must be explored. It is not advisable to rely solely on television and marketing rights or ticket sales. Therefore it is necessary to consider: Promotional trading Sponsorship contracts Government grants Support from the private sector A system of patrons Fund-raising Lotteries or raffles Merchandizing and licensee products Rate card items Others The Organizing Committee must present its budget to the Executive Committee, and it is highly recommended that it is presented with a breakdown by department. 1.1 Financial Obligations The following summarizes the Organizing Committee s financial obligations to FISU: Costs associated with presentation of the bid to the FISU Executive Committee (including travel, accommodation, bidding fee etc.). At the time of Games Attribution, OC must pay the organizing right fee Before the Games the Organizing Committee shall host (i.e., provide local transportation, room and board and conference facilities) any and all meetings of the FISU Committees at its expense before the Games in accordance with then-applicable hosting guidelines provided by FISU. FISU and/or the participants in such meeting shall be responsible for all travel to and from the Host Country. During the Games the Organizing Committee shall assist FISU in hosting, at FISU s expense, meetings of Executive Committee. The transportation to/from the Winter Universiade international airport, to/from the Winter Universiade Village (or Athletes accommodation locations) and to/from ceremonies during the Winter Universiade must be funded by the Organizing Committee. For a specified period of time, a range of services must be provided to a number of specific groups at Organizing Committee cost. These services include accreditation, B&B accommodation, meals, first aid assistance and others. Cost for sports competition facilities and organization of the competition are the responsibility of the Organizing Committee. General liability insurance. All logistics (office space, FF&E, interpreters etc.) for FISU, FISU Executive Committee meetings, Committees meetings and CESU conference must be funded by the Organizing Committee. Support to Press and Media. Cost of providing documents to FISU after the Winter Universiade. 1.2 The Universiade Budget The financing of the Universiades should be reflected in term of two budgets: The OC Universiade budget: this is the operations budget for the organization of the Universiades which includes the entire infrastructure development costs for sport venues, the Universiade Village, the International Broadcasting Center and Media Press Center. Other major infrastructure projects should not be included in this budget. Minimum Requirements for the Winter Universiade Edition May

36 The Non OC Universiade budget: this is the budget for financing the construction of the sport venues and other infrastructure for the Universiade required by FISU. The financing of such investments should be undertaken by the public authorities or the private sector. In some instances, these parties may equally finance temporary facilities. 2. OC UNIVERSIADE BUDGET This budget is divided into a few sectors as follows : Universiade Venues Human Resources Information Technology and Communications Accommodation Transportation Catering Medical Services & Doping Control Security Ceremonies and Cultural program Test events & Meetings Administration Advertising & Promotion 2.1 UNIVERSIADE VENUES Refers to the construction, renovation and operating costs of all Universiade venues, as well as the temporary venues required to meet the FISU Minimum Requirements and the International Sports Federation standard. In the preparation of the budget, the OC must consider the following areas : a. Sports Venues Sports competition venues and training venues. b. Universiade Village and Hotels Athlete s Village and official hotels for FISU family, Media, Referee and Judges c. MPC, IBC & other non-competition venues Other operational venues, including Main Press Centre, International Broadcasting Centre, accreditation centre, welcome and information centre, OC services center (transportation, accommodation, finances services ), Village polyclinic The costs for each category of facilities should include in detail the following operation: Rental costs of the venues; Construction of temporary facilities; This category includes costs for facilities which are temporary as well as temporary adaptations to existing facilities; The budget must include the installation, operational and dismantle cost estimates for temporary commodities (stands, tents, toilets, locker rooms, office rooms, lighting, energy services ) for each and every facility; The equipment cost; For each and every venue, the acquisition and /or rental cost of the sport and non-sport equipment; The logistic and maintenance costs; Cleaning, technical services, laundry services, waste management. For Sport Competition venues - The budget is largely driven by the level of service required, dictated by ISF and FISU. Major costs in Sport include field of play requirements for outdoor and indoor venues, staffing, sport production, weather stations & monitoring, costs associated with training events. Other costs of this area also include: Event services: costs for spectator flow management, ticketing checking, lost and found, information services, etc. 36 Minimum Requirements for the Winter Universiade Edition May 2011

37 Communications and Command Control: communication, coordination which includes costs for main operation venue. For Universiade Village and other housing we can define: Front desk operations costs Athlete entertainment costs Village operations costs For MPC, IBC and other non-competition venues we can define: Host Broadcast organization costs Written & Photographic press operations costs of Main Press Centre and Venue Press Sub-Centres Other non-competition venues operations costs taking into consideration the level of the services 2.2 HUMAN RESOURCES As with any organization, the Organizing Committee must appoint permanent staff to fulfill key roles on a full time basis. In addition, some functions or services may be outsourced and therefore a number of contractors will be associated with the Universiade. However, volunteers represent the biggest workforce that the Organizing Committee will use, particularly for temporary positions required during and shortly before the Games. For the budget, the following categories must be considered: Permanent staff of the OC paid staff whose employment is of a duration of more than one (1) year Temporary staff - paid staff whose employment is of a duration of less than one (1) year Volunteers people who are not paid (mainly students ) Consultants advisors, designers, etc. Contractors employees of contracted service providers 2.3 INFORMATION TECHNOLOGY AND COMMUNICATIONS Information Technology & Communications (IT&C) are essential to support the planning and operation of a modern sporting event. The challenge for multi-sport events is to have an integrated infrastructure and systems that enable seamless operation of the Winter Universiade. In order to have an overview of the possible expenses relevant for the overall budget planning of the Games, please refer to the Information Technology & Communications section on page Information systems Typically consists of the following functional components: Timing & scoring systems On-venue results systems Administrative systems: finance, human resources, project management procurement & logistic Hardware & systems software, photocopy & printing Internet (Technical) Games management systems (registration, accreditation, transport management..) Integration Telecommunications and other technologies Typically includes the following functional components: Communications infrastructure Landline communications Wireless communications Radio frequency communications Public address systems Cable TV & cabling Televisions & video cassette recorders Imaging & photolab Video boards Minimum Requirements for the Winter Universiade Edition May

38 2.3.3 Internet Management & Media Relations Internet Management is responsible for the content design and management of the pre Universiade games, Universiade OC website, Ceremonies, Cultural Universiade sites, Extranet and Intranet, Internet based consumer service delivery Media Relations - this function is responsible for developing media plans and guidelines, centralized management of public affairs issues, press operation integration. The function budget includes staffing and operational costs to support media information Energy Services Electrical infrastructure Generators Power consumption Technical Infrastructure This area is responsible for covering the entire range of technology equipment and infrastructure required for the games including: Venue Technology Equipment and infrastructure to support the timing and scoring systems, video and scoreboards, security, broadcast and media requirements Telecommunications systems including a wireless telecommunications infrastructure, WiFi access and support for radios. Office support providing the overall technology need for OC staff such as computers, networks, printers and telephones 2.4 ACCOMMODATION The accommodation function is responsible for securing, managing and providing and/or coordinating for specific categories of accredited people attending or participating in the Universiade. The quality and operational standards must be met. Key costs include: Room rental costs and furniture The reservation management, staff, planning & administration Staff, and volunteers accommodation Additional on-site facilities (laundry services, general provision store, postal services.) 2.5 TRANSPORTATION The Transportation function is responsible for planning and implementing systems, policies and procedures that provide transportation for all people or participants. This area assures convenient and efficient transportation service between different Universiade venues. The operating costs must be taken for areas as follows: Athletes and team official transport from the village to venues Technical officials transport Transport for volunteers, paid staff, security, catering staff, etc. Media transport VIP and Spectator transport Key costs are bus rental, bus driver costs, vehicle fleet costs, fuel, parking, etc. 2.6 CATERING The Food and Beverage department is responsible for delivering safe and high quality food and beverage products to all constituent groups during the Universiade. Key costs include equipment costs, food costs and labour. The costs for food and beverage must be reserved for: 38 Minimum Requirements for the Winter Universiade Edition May 2011

39 Athletes Officials & FISU family Staff catering VIP hospitality Spectator catering Catering during Opening and Closing Ceremonies Volunteers catering 2.7 MEDICAL SERVICES AND DOPING CONTROL The Medical Services are significant and characterized by volunteer support. Doping control is typically performed on a fee for service basis. The costs must be budgeted for services as follows: Athletes care at the competition and training venues Universiade Village Medical Services (Polyclinics) Medical Services for FISU Family and officials Doping Controls includes administrative costs, staffing/contracted staff and costs for recruitment and training, samples transportation and analysis. Hospitals services Medical transport facilities The Medical Services are provided through the Hospitals or Polyclinics and are delivered by a trained workforce, volunteer, medical professional contractors, liaison with local health authorities and providers of supplies and equipment. 2.8 SECURITY These costs are incurred to provide necessary security to FISU family, visitors, Athletes, Officials, villages, hotels, competition & training venues, non-competition venues and other activity centres. The following key areas of security are required: Surveillance/Monitoring Access Control Controlling People access to sites Controlling Vehicle access to sites Controlling Logistics Intrusion Detection Detecting & Preventing unlawful access to sites Security Command and Control Center within the Universiade Village Fire prevention and protection systems in accordance with local law 2.9 CEREMONIES AND CULTURAL PROGRAM This area represents the opportunity for the OC to showcase the host country heritage. This aspect is very much based on a level of investment and includes: Opening & Closing Ceremonies Medal Awarding Ceremonies Welcome Ceremonies Cultural program Flag hand over ceremony Special events etc TEST EVENTS & MEETINGS This area will include costs for testing all competition venues, training venues, non-competition venues etc. Minimum Requirements for the Winter Universiade Edition May

40 Other costs will include: Meetings of FISU (Executive Committee, General Assembly, Committee meetings ) Meetings of OC ISF inspections and homologation process NSF inspection and mutual coordination meetings Presentations and Reports 2.11 ADMINISTRATION This area will assure overall coordination of all operational areas as follows: Legal services brand protection and litigation, legislation, contract negotiation Finance planning, internal and external audit, treasury management Universiade management office headquarters administrative costs Risk management insurance coverage and operational safety costs Administrative costs - including telephones, furniture, rental, fax, postage costs Games workforce human resources for all staff categories Environment Project management and planning Master planning, operational planning, strategic planning, milestones Post Universiade results and reports Translation and interpreters costs Rate cards Logistics Accreditation costs of accreditation operation Coordination and OC relationship with public areas 2.12 ADVERTISING & PROMOTION Costs will include: Publication of sports event reports, books, brochures International and domestic media Ticketing marketing Communication relations Media relations Sponsorship sales 3. NON OC UNIVERSIADE BUDGET This support is provided by different levels of government (city, regional, state). This budget is dedicated to the following infrastructures: Airport Railways and roads Universiade village Sport venues training and competition Other officials accommodation 40 Minimum Requirements for the Winter Universiade Edition May 2011

41 D. Public Relations, Image & Communications Cultural Program Alongside the Winter Universiade, the host city traditionally organizes an active cultural program to provide light entertainment for athletes and spectators outside of the sports program, and to also inform them about the history, folklore and traditions of the host country. It provides a time when students of the world can gather together without political restraint and exchange cultural stories. Some cultural activities take place around the Winter Universiade Village (if any): street entertainers, discos, etc., whilst others enliven the whole city: opera, fireworks displays, local dance groups, etc. The invitation of International entertainers is encouraged. Logo The FISU brand must be integrated in all materials following the FISU guidelines. The Winter Universiade Logo must follow the guidelines as well and be submitted to FISU for approval. Promotional Material Promotional material, such as mascots, posters, uniforms and souvenirs developed by the Organizing Committee must be presented to the Executive Committee for approval. Promotional materials used in the past have included: Press welcome pack VIPs/Guests welcome pack Training materials for volunteers Merchandising Uniform design City overlays (Universiade Look and Feel) Brochures by venue, e.g. Universiade Village, sport or function, e.g. accreditation Way finding/maps to venues Athlete souvenir pack A complete set of all promotional material related to the Winter Universiade must be forwarded to the FISU Secretariat for their archives following the Games. The list of Publications and printed materials for the Winter Universiade is detailed in the Publication section of this document. Public & Press Relations: The Organizing 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. Press relations must hold regular press conferences to maintain visibility of the Winter Universiade in the media. Public relations must set up Information Services and Kiosks to serve the general public. Minimum Requirements for the Winter Universiade Edition May

42 E. Marketing, Sponsorship Please refer to FISU REGS. SEC. B - 9 regarding other sources of revenues and to SEC. B regarding advertising The Organizing Committee will respect the advertising conditions and regulations stipulated in the FISU Marketing Plan and the Sponsorship rule of the ISF. A task force must be created to build and implement a marketing plan for the event, integrating FISU and the Organizing Committee. Marketing and contracts must be established under the guidance of FISU. All contracts will be non-invocable unless approved and signed jointly by the Executive Committee and the Organizing Committee.. The Marketing department makes a significant contribution to the fund-raising efforts of the Winter Universiade. Television All marketing and TV contracts must be established under the guidance of FISU, including the assignment of TV & broadcasting rights. Sponsors There are two types of sponsor: FISU sponsors Winter Universiade sponsors When looking for sponsors, competition and conflict between FISU and Winter Universiade sponsors must be avoided. FISU must be included in negotiations with sponsors, through the creation of a committee. The Organizing Committee must establish a Hospitality Co-ordination program for sponsors. Advertising Advertising on sports equipment and in venues must follow International Federation rules. Sports venues must be free of any non-universiade and non-fisu related advertising and sponsorship. Advertising for spirits and tobacco is not permitted. 42 Minimum Requirements for the Winter Universiade Edition May 2011

43 F. Venue Construction A diverse range of facilities is required for hosting competition/training, and operational purposes. Some of these must be established according to FISU regulations whilst others must be determined by the Organizing Committee to suit the local environment. All work necessary 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, number of toilets, Organizing Committee and FISU offices, security etc. In addition, it is recommended that any potential legacy is considered, which may help in terms of identifying opportunities for external funding and in choosing temporary versus permanent construction. Sports Venues Competition venues Training venues The specific requirements of these venues are outlined separately on a sport-by-sport basis. Non-Sports Venues Non-sports venues have an operational or administrative use and the following is a typical list of nonsports venues: Winter Universiade Village (if any) Organizing Committee Headquarters Hotels - including FISU Headquarters Hotel, media, judges and referees Main Media Center typically includes the Main Press Center and International Broadcast Center Command Centers for Technology, Transportation, Logistics & Security Accreditation Centers Warehouses Airports and other ports of entry Tender Preparation Meeting the Winter Universiade timeline is paramount, and as a priority the Organizing Committee must prepare tenders and select contractors at the start of the project. To achieve this, functional requirements that impact venue adaptation must be captured from all Organizing Committee departments, including transportation, accommodation, accreditation, media services, competition management etc. Venue Adaptation In order to adapt venues to Winter Universiade requirements, the Organizing Committee must consider the following types of overlay and equipment that affect space allocation: Temporary structures and tents - particularly for outdoor services at venues Portable restrooms Generators Air-conditioning - especially at the Universiade Village and Main Press Center (if necessary) Light and sound systems Way-finding signage, fences, information stands Venue scoreboards Billboards - especially at the Athletes, Judges and Referees accommodation and FISU Headquarters Magnetometers and metal detectors Furniture Minimum Requirements for the Winter Universiade Edition May

44 Office equipment - copiers, printers, faxes etc. Medical equipment Electrical appliances - e.g. refrigerators Plus many others Environment & Energy The following considerations must also be made when planning venues: Environment decoration and landscaping Competition field grass renovation Electrical and telecommunications infrastructure Road construction Others Note that it is important to identify adequate supply and back-up of power and energy particularly at key venues such as the Winter Universiade Village (if any) and the Main Press Center. 44 Minimum Requirements for the Winter Universiade Edition May 2011

45 G. Sports Administration & Services Relations with FISU Please refer to FISU REGS. SEC. B regarding the composition and responsibilities of the CTI. The CTI coordinates the various CTs (Technical Committees) by providing overall guidelines and solving technical problems specific to each sport. The CTI will inspect the venues at least one year before the Winter Universiade and meet with the respective local and national sports federation representatives. FISU Technical Committees (CT) There will be a CT for each sport in the Winter Universiade program and it is vital that the Organizing Committee and CT Chairs closely collaborate to ensure the smooth running of the sports events. Please refer to FISU REGS. SEC. B regarding the composition and the responsibilities of the CT Prior to the Winter Universiade, each CT Chair is responsible for checking the sports venues, approving the detailed program and preparing the system for drawing lots. They must also ensure that FISU and ISF technical regulations are observed. The CT holds daily meetings throughout the Winter Universiade in order to supervise the competition and ensure that smooth operation is maintained. The Organizing Committee must provide a secretary to assist in the operation of each CT and the various committees. The sports events of the Winter Universiade must be organized in accordance with the most recent technical rules of the appropriate ISF, unless otherwise stated. The CT Chairs supervise the Regulations. Relations with National & International Sports Authorities Please refer to FISU REGS. SEC. B F regarding the relationship of the OC with National Sports Federations (NSF) Close co-operation with the National Sports Federations (NSF) and appropriate International Sports Federations (ISF) must be established from the outset. As all sports competitions must be run in accordance with the International Sports Federation technical regulations, the National Sports Federations and the local sports experts will organize them. Close relations will be established with the FISU CT Chairs for each specific sport. FISU will request that each ISF concerned nominates technical delegates for the compulsory and optional sports. The Organizing Committee must bear the travel costs and daily and other expenses of these delegates following ISF rules. Each NSF must also nominate a technical delegate to each of the Winter Universiade Technical Committees. If the OC has not a technical delegate who is capable to take this position, then the FISU will ask the ISF to appoint this delegate. Minimum Requirements for the Winter Universiade Edition May

46 Overall Sports Program The program of the Winter Universiade will last eleven (11) days and must include the following compulsory sports: Alpine skiing (Men and Women) 2 FIS TD Nordic Skiing Cross Country (Men and Women) 1 FIS TD Ski Jumping* (Men and Women) 1 FIS TD Nordic Combined* (Men) 1 FIS TD Figure Skating (Men and Women) 1 ISU TD Synchronized Skating (team may include both gender M. and W.) 1 ISU TD Ice Hockey (Men and Women) 2 IIHF TD Biathlon (Men and Women) 1 IBU TD Short Track (Men and Women) 1 ISU TD Snowboarding (Men and Women) 1 FIS TD Curling (Men and Women) 1 WCF TD *Ski Jumping and Nordic Combined will be moved to the optional sports/ disciplines after the 26 th Winter Universiade 2013 in Maribor. In 2014, Ski Jumping and Nordic Combined will be included into the official program of the World University Championships. The Organizing Committee of each Winter Universiade may propose to the Executive Committee, at least two (2) years before the Games, to include up to three (3) optional sports in the program. The Executive Committee will decide the final program of the Winter Universiade, at least eighteen (18) months before the Winter Universiade. The timetable for each sport must be finalized with the CT Chairpersons and the CTI Chair, with the final approval of the FISU Executive Committee. Judges and Referees The Organizing Committee must provide and be responsible for the necessary competent judges and referees for the perfect running of the Winter Universiade. These referees and judges will be chosen by the Organizing Committee with close cooperation of the respective ISF and FISU CTI. Please refer to FISU REGS. SEC. B and art m), REGS. SEC. C 3 see the rule of each sport concerned. The Organizing Committee is in charge of inviting at least three months before the Winter Universiade all referees and judges to participate at the Winter Universiade and handle their travel, accommodation arrangements and other expenses following ISF rules. Preliminary Sports Events Coordination In order to improve and enhance knowledge and experience when preparing for the Winter Universiade, it is recommended that the Organizing Committee also becomes involved in the organization of other national and/or international sports events prior to the Games. Strong Recommendation: Whilst the Sports Department may become involved in the organization of multiple sporting events before the Winter Universiade, the Organizing Committee must identify additional opportunities in the period 6 to 12 months prior to the Winter Universiade when the complete organization can become involved in the running of a sports event. This provides an opportunity to exercise all operational procedures and to resolve problems prior to the actual Games, particularly with regard to the integration and coordination of services provided by different departments (e.g. sports 46 Minimum Requirements for the Winter Universiade Edition May 2011

47 administration and services, accreditation, transportation, protocol, technology etc.). Emphasis must be placed on ensuring that the Sports and Venue Operations departments are well coordinated and function well together. This recommendation will help to OC to eliminate all weak points from all Test events and improving them towards the Winter Universiade. In order to closely simulate the Winter Universiade environment and maximize the benefits of any expenditure made to improve or build venues, additional sporting events that the Organizing Committee becomes involved in should aim to use the same venues and facilities as the Winter Universiade. The National and/or International University Championships are considered to provide the best opportunity for involvement of the Organizing Committee. Sports Equipment in Venues Sports Equipment must be officially recognized by the relevant ISF and must be provided in sufficient quantity to ensure the smooth running of the Winter Universiade Sports Program. Requirements for scoreboards are defined in the Sport & Technical Regulations. The appropriate FISU CT Chair, as recommended by the appropriate ISF, must approve the equipment. The Organizing Committee must inform all invited delegations as to the type and brand of the selected sports equipment six (6) months before the Winter Universiade. It may be necessary to provide appropriate storage space at sports venues for when the equipment is not in use to preserve from damage and loss of quality. Competition Management Sufficient sports venues must be provided to ensure the smooth running of the Winter Universiade Sports program, and these must be officially recognized by the relevant ISFs. Each sports venue must be reserved for the exclusive use of the Winter Universiade, from when training first starts until competition ends at the venue. In addition, sports venues must be for the exclusive use of the Organizing Committee prior to and following the Winter Universiade, to allow cleaning, removal of advertising, camera positioning, cabling, deployment of equipment, volunteer training, decommissioning activities etc. The Competition and Training facilities must be prepared and be at the disposal from the day of the opening of the Athletes village (AV) without any additional payments of the delegations in relevant sports to the Organizing Committee. Sports venues must remain operational longer than the competition/training schedule implies. For example, security is required at all times and transportation must continue to be available after events for athletes and officials involved in doping control or for staff involved in the operation of the venue. Sports venues must be within reasonable proximity of the Winter Universiade Village (or Athletes accommodation locations) and no more than sixty (60) minutes away when using the Winter Universiade Official Transport System. Sports venues must be free of any non-winter Universiade and non-fisu related advertising and sponsorship. Although light conditions at the venues are dictated by ISF regulations, the TV requirements must also be taken into consideration if the event is to be broadcasted. Minimum Requirements for the Winter Universiade Edition May

48 Facilities & Services Specifications Requirements stated below are mandatory for new facilities and highly recommended for legacy facilities. The FISU approval (CSU and CT) is required for the facilities that do not meet the required specifications. The CSU and CT approval is required if a temporary outfit (overlay) is deployed to meet the specifications. Facilities for all sports must be compliant to ISF regulations and for sports (compulsory, optional or demonstration), where it is required, must hold the valid homologation certificate of ISF. The compliance of the specifications set in the regulations must be confirmed eighteen (18) months before the Winter Universiade, to allow the CT to provide guidance. The Sports Venues must have the following facilities and associated services. Seating Oriented Spectator seating specifications vary by sport and are detailed later in this section. Sports Venues where seating is mandatory, the following must also be provided: - Reserved seats for competitors and officials of each delegation in good vantage areas - Reserved seats for invited persons of the FISU Sponsors - Reserved seats for VIPs, FISU Family, and their guests - Reserved seats area for VIPs, FISU Family, and their guests at all Semi-Final and Finals venues. Sports Venues must have public toilets separately from athletes toilets Sports Venues may have public concessions for Food & Beverage Sports Venues must have a Press and Media Seating Area Operational Facilities The following must be provided: Parking for management Parking space for TV-VAN if the event is broadcasted Technology support room Technology equipment room On site catering facilities for officials and venue staff Sufficient water supply for competitors at competition and training facilities A Security room and an Access Control An OC office desk (transportation request, information, etc.) A Technical Committee & Competition Director office space HVAC & Electrical Heating, Ventilation and Air-Conditioning (HVAC), and Electrical Power must be provided with sufficient capacity and stability to meet the requirements of critical operational areas, including technology, results and broadcasting. Media Facilities The following must be provided: A Sub-press Center (Cf. Media Guidelines) A Media Interview Room with the same capacity as the Media Bleachers Competition Facilities The following must be provided: A Results room Changing rooms with lockers (one per competitor) Showers (one for every 3 competitors) 48 Minimum Requirements for the Winter Universiade Edition May 2011

49 Toilettes (one for every 5 competitors, western style) A Doping Control room, with separate toilettes for men and women A staffed Medical room to provide first aid usually shared with Doping Control. The presence of a doctor or a paramedic is compulsory. Readily available drinking water and ice Training Venues Note that the requirements for training venues are less demanding, however the following are mandatory: Changing rooms A Security room and Access Control points An OC office desk to handle requests for transportation, information, etc. A Medical room to provide first aid, staffed during periods of training Readily available drinking water and ice Minimum Requirements for the Winter Universiade Edition May

50 50 Minimum Requirements for the Winter Universiade Edition May 2011

51 Alpine Skiing Please refer to FISU REGS. SEC. C to see the details regarding the number of days of competition and the competition events that take place Competition Facilities In accordance with FIS Regulations and for the approval of the FISU Technical Committee the Organizing Committee shall provide for exclusive use: - one (1) Downhill slope for men and women with FIS homologation (If Downhill is chosen by the OC) - one (1) Super G slope for men and women with FIS homologation - one (1) Giant Slalom slope for men and women with FIS homologation - one (1) Slalom slope for men and women with FIS homologation Note: At least two (2) alpine ski venues must be at the disposal during the ten (10) days of WU competition. Training Facilities In accordance with FIS Regulations and for the approval of the FISU Technical Committee, the Organizing Committee shall provide for exclusive use: - Sufficient Training slopes - Warming-up area - Slalom poles and a few drill-machines - Free use of ski lifts Cross-Country Skiing Please refer to FISU REGS. SEC. C to see the details regarding the number of days of competition and the competition events that take place Competition Facilities In accordance with FIS Regulations and to the approval of the FISU Technical Committee, the Organizing Committee shall provide for exclusive use: - one (1) cross-country stadium for the start and the arrival with FIS homologation - Stadium must refer to World Cup standards regarding the layout - team waxing and warming cabins per team (in or near stadium approximately 30 containers or similar structure) - ski testing area - warming-up area - bleachers for the spectators on the stadium Track layout following newest Homologation Standards of FIS, such as: - one (1) short distance cross-country track for the sprint competition 0.8 km 1.5 km (9m wide), classical technique must include hills 10 17% gradient - one (1) 2.5 km cross-country track with FIS homologation for classical technique, 6 m wide - one (1) 2.5 km cross-country track with FIS homologation for skate technique, 6 m wide - one (1) 3.75 km cross-country track with FIS homologation for classical technique, 6 m wide - one (1) 3.75 km cross-country track with FIS homologation for skate technique, 6 m wide - one (1) 5 km cross country-track with FIS homologation, 6 m wide Note: If all courses are 9 m wide then it is allowed to have both techniques on the same course. Minimum Requirements for the Winter Universiade Edition May

52 Training Facilities In accordance with FIS Regulations and for the approval of the FISU Technical Committee, the Organizing Committee shall provide for exclusive use: - training tracks (the same used for competition) - ski testing area *Ski Jumping Please refer to FISU REGS. SEC. C to see the details regarding the number of days of competition and the competition events that take place Competition Facilities In accordance with FIS Regulations and to the approval of the FISU Technical Committee, the Organizing Committee shall provide for exclusive use: - one Normal hill with FIS homologation - one Large hill with FIS homologation * Ski Jumping and Nordic Combined will be moved to the optional sports/disciplines after the 26 th Winter Universiade 2013 in Maribor. In 2014, Ski Jumping and Nordic Combined will be included into the official program of the World University Championships. Figure Skating & Synchronized Skating Please refer to FISU REGS. SEC. C to see the details regarding the number of days of competition and the competition events that take place Synchronized Skating Competition Facilities In accordance with ISU Regulations and for the approval of the FISU CT, the Organizing Committee shall provide for exclusive use one 30 x 60 meters ice rink. Synchronized Skating Type of Venue Number of Changing room Changing Spectator Press and Media Venues competitors room TOJR Seating Seating Competition Ice Rink 1 Gender X 3,500 X Training Ice Rink - Segregated - min Training Facilities To provide a second ice rink 30 x 60 meters, which is shared with Short Track speed skating, if the competition rink is shared with another discipline (e.g.: Short Track speed skating). Short Track Speed Skating Please refer to FISU REGS. SEC. C to see the details regarding the number of days of competition and the competition events that take place Competition Facilities In accordance with ISU Regulations and for the FISU CT s approval, the Organizing Committee shall provide for exclusive use one 30 x 60 meters ice rink. Training Facilities To provide a second ice rink 30 x 60 meters, which is shared with Figure Skating, if the competition rink is shared with another discipline (e.g.: Figure skating). 52 Minimum Requirements for the Winter Universiade Edition May 2011

53 Number of Changing room Changing Spectator Press and Media Type of Venue Venues competitors room TOJR Seating Seating Competition Ice Rink 1 Gender Segregated X 3,500 X Training Ice Rink 1 X min Ice Hockey Please refer to FISU REGS. SEC. C to see the details regarding the number of days of competition and the number of teams competing Competition facilities In accordance with IIHF Regulations and for FISU CT s approval, the Organizing Committee shall provide, for exclusive use, two 30 x 60 meters ice rinks (Men and Women arenas) Type of Venue Number of Venues Changing room competitors Changing room TOJR Spectator Seating Press and Media Seating Competition Ice Rink 1 10 X 3,500 X Competition Ice Rink 1 10 X 3,500 X Training Ice Rink 1 5* x min Training Facilities To provide a training ice rink 30x60 meter. If the training ice rink is connected with competition ice rinks, the changing rooms are not needed. If not, then the training ice rink must have a minimum of five (5) changing rooms (*) Biathlon Please refer to FISU REGS. SEC. C to see the details regarding the number of days of competition and the competition events that take place Competition Facilities In accordance with IBU Regulations and for FISU CT s approval, the Organizing Committee shall provide, for exclusive use: - one (1) biathlon stadium with the requested equipment homologated by IBU (shooting range according IBU Event & Competition rules) and one penalty loop - the stadium must have World Cup standards regarding the layout, TV coverage must have electronic system - team waxing cabins (in or close to the stadium) - warming-up area - ski testing area (50m wide and 30m long) - one (1) 2.0 km course with IBU requirements and homologation red - one (1) 2.5 km course with IBU requirements and homologation green - one (1) 3 km course with IBU requirements and homologation yellow - one (1) 3.3 km course with IBU requirements and homologation blue - one (1) 4 km course with IBU requirements and homologation brown Note: Warming-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 cannot be a part of the competition course. This warm-up loop should also be in place for all other events). Minimum Requirements for the Winter Universiade Edition May

54 Training Facilities In accordance with IBU Regulations and for the approval of the FISU Technical Committee, the Organizing Committee shall provide for exclusive use: - ski testing area - the same biathlon stadium and courses used during the competition Snowboarding Please refer to FISU REGS. SEC. C to see the details regarding the number of days of competition and the competition events that take place Competition Facilities In accordance with FIS Regulations and for the approval of the FISU Technical Committee, the Organizing Committee shall provide for exclusive use: - one Parallel-Giant Slalom slope for men and women following FIS requirements (min 20 ft) - one HalfPipe course for men and women following FIS requirements (min 20 ft) - one Snowboard Cross course for men and women with FIS homologation - one Big Air and/or one SBS (Slope Style) slope for men and women following FIS requirements Training Facilities In accordance with FIS Regulations and for the approval of the FISU Technical Committee, the Organizing Committee shall provide for exclusive use: - Sufficient training opportunities - Warming-up area - Giant Slalom flags and a few drill-machines - Free use of ski lifts Curling Please refer to FISU REGS. SEC. C to see the details regarding the number of days of competition and the number of teams competing Competition Facilities In accordance with WCF Regulations and for FISU CT s approval, the Organizing Committee shall provide, for exclusive use: Fully equipped venue with scoring panels for each sheet with five (5) fully equipped sheets of Curling ice each measuring 45.72m in length and 5.00m wide. Training Facilities The training facility should be located behind the competition facility in the same venue (an extra facility). If not, adequate training will be organized prior to the Winter Universiade in the same competition facilities. Each evening all competition sheets will be available for training time. 54 Minimum Requirements for the Winter Universiade Edition May 2011

55 Type of Venue Number of Venues Competition Ice Rink 1 Changing room competitors 5 men 5 women Changing room TOJR Spectator Seating Press and Media Seating X 3,000 X Training Ice Rink Optional Sports Please refer to FISU REGS. SEC. C to see the details regarding the technical requirements for the appropriate sport (discipline) chosen by the Organizing Committee. Optional sports (disciplines) will have to fulfill the requirements of the ISF. The Competition venues must be discussed with the ISF and FISU. COMPULSORY SPORTS Sports No. of Events Events No. of Venues (Competition and Training) No. of Events Note Alpine Skiing 10 events Men: Downhill or Super Combi Super G Giant Slalom Slalom Combined Women: Downhill or Super Combi Super G Giant Slalom Slalom Combined Alpine Skiing - Two (2) Alpine ski venues with all recent international standards of FIS. (see the specific Minimum requirements of Alpine skiing) - Sufficient training slopes - Waxing cabins equipped with hoofs and tables Four (4) events + one (1) as combined classification (3 results of 4 must be achieved) Four (4) events + one (1) as combined classification (3 results of 4 must be achieved) OC can choose between Downhill and Super Combi competitions Cross Country 11 events Men: Sprint Free style 10km Free/Classic, individual start * 4*10km Relay (CCFF ) 30km Classic/Free style, mass-start * Pursuit without a break 7.5kmC/ 7.5 km F Women: Sprint Free style 5km Free/Classic, individual start* 3*5km Relay (CFF ) 15km Classic/Free style, mass-start * Pursuit without a break 5km C/5km F Cross Country - One (1) Cross Country skiing venue with all recent international standards of FIS. (see the specific Minimum requirements of Cross Country skiing) - Stadium must refer to World Cup standards concerning the layout - Warm up area close to the stadium - Waxing cabins equipped with hoofs and tables Five (5) events Five (5) events *Style changes every two (2) years Mixed Team Event: Mixed team sprint competition/ free style One (1) mixed event Biathlon 9 events Men: Individual 20km Sprint 10km Pursuit 12.5km Mass-start 15km Biathlon Women: Individual 15km Sprint 7.5km Pursuit 10km Mass-Start 12.5km Mixed Relay (2x6kmW+2x7.5kmM) - One (1) Biathlon venue with all recent international standards of IBU. (see the specific Minimum requirements of Biathlon) - Stadium must refer to World Cup standards concerning the layout, but when TV coverage, must have electronic system - Warm up area close to the Biathlon stadium - Waxing cabins equipped with hoofs and tables Four (4) events Four (4) events One (1) mixed event Regarding the biathlon targets electronic system should be used (for example: HORA 2000) In case of TV coverage you must use the electronic targets for many reasons Minimum Requirements for the Winter Universiade Edition May

56 Sports No. of Events Events No. of Venues (Competition and Training) No. of Events Note Snowboarding 10 events Men: Half Pipe Parallel Giant Slalom Snowboard Cross Big Air and/or Slope Style Women: Half Pipe Parallel Giant Slalom Snowboard Cross Big Air and/or Slope style Snowboarding - One (1) Snowboarding venue with all recent international standards of FIS. (see the specific Minimum requirements of Snowboarding) - Waxing cabins equipped with hoofs and tables Four (4) events or five (5) events Four (4) events or five (5) events Snowboard Cross venue can also be used for Ski Cross competition if OC decides to organise it Figure Skating 5 events Individual Men Individual Ladies Pairs Ice Dance Figure Skating One (1) competition ice rink following all recent ISU international standards. (see the specific Minimum requirements of Figure skating) Training facilities must be available on the second ice rink shared with Short Track Four (4) events Synchronized Skating One (1) mixed event 1 team event composed of Short Programme and Free Skating team event (team may use both of Men and Ladies) Short Track 8 events Men: 500m 1,000m 1,500m 5,000m Relay Short Track Women: 500m 1,000m 1,500m 3,000m Relay - One (1) competition ice rink shared with Figure Skating Competition. - Training facilities must be available on the second ice rink. (see the specific Minimum requirements of Figure skating) Training facilities must be available on the second ice rink shared with Figure Skating Four (4) events Four (4) events Ice Hockey 2 events Men s tournament (12 teams max) Ice Hockey Women s tournament (8 teams max) - Two (2) competition ice rinks following all recent IIHF international standards. Each competition ice rink needs to have minimum 10 locked dressing rooms and secure storage space for drying capability. (see the specific Minimum requirements of Ice Hockey) - One (1) training ice rink is compulsory. A second one is recommended. One (1) event One (1) event Curling 2 events Men s tournament (10 teams max) Women s tournament (10 teams max) Curling One (1) competition ice rink with all WCF international standards and the dimension of sheets. One (1) event One (1) event Total 8 sports - Minimum four (4) competition ice rinks, a fifth one is recommended Fifty seven (57) events - Two (2) training ice rinks, a third one is recommended - All snow sport venues mentioned above 56 Minimum Requirements for the Winter Universiade Edition May 2011

57 OPTIONAL SPORTS Sports No. of Events Events No. of Venues (Competition and Training) No. of Events Note Ski Jumping 4 events Men: Individual Large Hill Individual Normal Hill Team Normal Hill Women: Individual Normal Hill Ski Jumping One (1) Ski Jumping venue with Normal and Large Jumping Hills follow all recent international standards of FIS. (see the specific Minimum requirements for Ski Jumping) Three (3) events One (1) event Nordic Combined 3 events Men: Individual Gundersen (NH/10km) Individual Mass start (10km/NH) Team Gundersen (NH/3*5km) Nordic Combined At disposal one (1) Normal Hill and one (1) Cross Country skiing venue following recent FIS international standards Three (3) events Speed Skating 14 events Men: 100m, 500m, 1000m, 1500m, 5000m, 10000m, Men Team Pursuit races over 8 laps for National Teams of 3 skaters Women: 100m, 500m, 1000m, 1500m, 3000m, 5000m, Women Team Pursuit races over 6 laps for National Teams of 3 skaters Speed Skating At disposal one (1) outdoor or indoor long track speed skating stadium following recent ISU international standards Seven (7) events Seven (7) events Freestyle Skiing 12 events Men & Women Ski Cross Aerials Aerials Team Events Moguls Dual Moguls Half Pipe Freestyle Skiing One (1) Freestyle skiing venue with all recent international standards of FIS. (SCX venue can be same also for SBX) Waxing cabins equipped with hoofs and tables Usually only four (4) events (men + women) Ski Cross + at least one (1) other from the above shall be chosen by the OC for the programme of this discipline to be optional * Ski Jumping and Nordic Combined will be moved to the optional sports/disciplines after the 26 th Winter Universiade 2013 in Maribor. In 2014, Ski Jumping and Nordic Combined will be included into the official program of the World University Championships. SUMMARY TABLE - Number of Events and Medals for Winter Universiade Compulsory Sports N Sports Events Number of Medals (M+W) Men Women Mixed Gold Silver Bronze Total 1 Alpine skiing Cross-Country skiing Ski Jumping Nordic Combined Biathlon Snowboarding Figure skating Synchronized Skating Short Track speed skating Ice Hockey Curling TOTAL Provisional table with the number of medals and events Minimum Requirements for the Winter Universiade Edition May

58 Results Services Please refer to FISU REGS. SEC. B B regarding the equipment for accreditation and results processing. The Organizing Committee must provide a computerized Results Service approved by FISU. It must include the equipment required to provide the service (timing and scoring, computing equipment, communication facilities), system software compliant with ISF rules and regulations and personnel to run the service. In addition, an emergency procedure must be available to run the competition in case of failure of any component. The following provides a high level overview of the components and functions of the Results System: The Results Capture System must provide capabilities to support Event Management, such as maintenance of Competition Records, Competitor Information, Entry Check Lists, Start Lists, Event/Information Statistics Timing and Scoring equipment (such as specialist measuring devices, photo finish, judging units etc.) must comply with the regulations of the corresponding ISF The Results Capture System must provide functions for recording Results during competition, through manual data entry or from Timing and Scoring The Results Capture System must interface with the Video Character Generator of the Broadcaster if the competition is broadcast live The Results Capture System must interface with the Commentator Information System if such a system is provided The Results Capture System must create Results reports, including Intermediate Results reports, and these must: - Comply with the standards and regulations of the ISF - Be generated in XML and PDF format (searchable) in addition to any native system format - Include the FISU logo - Have a consistent format across all sports The Results Capture System must interface to local output devices, such as scoreboards, judging units, electronic timing and local printers The Results Capture System must interface to Results Distribution The Results Distribution System must make Results reports available in different locations in a variety of formats, according to the following schedule: Immediate printed hardcopy, by priority - Local distribution to Judges/Officials, Sport Technical Committee - Local distribution to Media Daily printed hardcopy (before 6:00 AM on the next event day) - The Winter Universiade Village (or main service center) and Main Accreditation Center - Judges and Referees Accommodation - Main Press Center - FISU Headquarters Hotel and VIP Accreditation Center Printed hardcopy (less than two days after the event) - Relevant Sports Technical Committees (CT) - Judges and Referees Accommodation - Sub-Press Centers - Games Headquarters Printed hardcopy or magnetic/optic hardcopy - A full set of Results to each delegation, prior to their departure (updated up to three (3) days before the departure date) 58 Minimum Requirements for the Winter Universiade Edition May 2011

59 Immediate online computer access to Results reports to be available in the Host Broadcast Compound, Main Press Center, Winter Universiade Village (or main service center), and FISU Headquarters Hotel Please refer to FISU REGS. SEC. B regarding the materials to supply to FISU Results reports may be required in other formats and for delivery to other locations depending upon the specific characteristics of the Universiade. Please refer to FISU REGS. SEC. B regarding the results becoming Official FISU Results Results only become Official FISU Results after they are checked for accuracy and signed by the appropriate CT Chair at the close of each individual sports competition. Three (3) original signed copies must be delivered to FISU. Different levels of Results Service can be provided, typically depending upon the coverage and requirements of the broadcaster: A basic service includes: - Manual entry of event management data and results, generally after competition - Production of essential printed reports - Results distribution A full service includes the capabilities of the basic service, plus: - An automated facility for entry of event management data - A full set of results reports - Real-time interfaces for Timing and Scoring, Scoreboards, and Video Character Generation An enhanced service includes the full service plus provision of a Commentator Information System The Results Service is dependent upon the help of volunteers, and it is recommended that they be selected through the National Sport Federations so that they have prior knowledge of sports rules. These volunteers must receive specific training on the Results Management systems in addition to the standard Winter Universiade volunteer training. In addition to the mandatory fax service required for sending Results Reports from competition venues to central locations, a team of runners must be available to deliver Results Reports by hand (paper copy or electronic copy, e.g. using a memory stick). These runners may also require support from the transportation service. Minimum Requirements for the Winter Universiade Edition May

60 H. NUSF Services An efficient team must be established within the Organizing Committee to specifically handle liaison with participating countries. This work demands staff with international experience and excellent cultural and language skills. The process of establishing legitimate contacts with the eligible associations is often a complicated one. This department will be instrumental in obtaining the greatest number of entries and will work in close co-operation with the FISU General Secretariat. Delegations represent key customers who require a number of dedicated services to support their participation at the Winter Universiade. Having a team focused on the specificities of delegations helps in problem solving and coordination with the other departments, and eases the relationship between delegations and the Organizing Committee. In preparing for the Winter Universiade, this department manages the Invitation & Entries process (see later in this section), distributes information packages and entry forms, manages the visa waiver process, handles inquiries and receives entry forms according to the specific schedule. In addition, the team assists all Winter Universiade Family visitors to the Organizing Committee, including Technical Delegates, Heads of Delegation and FISU members. Throughout the planning and operation of the Winter Universiade, the team manages the Arrivals & Departures process (see later in this section) and Language Services. During the Winter Universiade, the department prepares and manages reception of delegations in collaboration with the Protocol Department. A Flag Raising Ceremony must be held for each delegation. In addition, the department must offer a Central Help Desk service for delegations, acting as the Organizing Committee One Stop Shop for providing general information and preventing problem escalation. The department must also participate in the daily Heads of Delegation meeting to field any requests or enquiries that may arise. General Invitations & Entries Please refer to FISU REGS. SEC. B regarding the invitations to be sent to take part in the Winter Universiade (when to dispatch them and to whom) Please refer to FISU REGS. SEC. B regarding application and entry procedures Please refer to FISU REGS. SEC. B regarding FISU registration fees, travel cost, and participation fees Upon arrival at the Winter Universiade the participating country has to pay FISU registration fees that will be collected by the CIC before the issue of the competitors accreditation pass. Entry forms must be designed in conjunction with FISU to satisfy participation requirements identified in the FISU Regulations (SEC. B - 5.4) and for presentation to the CIC who will validate all competitors Nominative Entry Forms and perform their final accreditation in accordance with the FISU Regulations. From a separate Biographical Data Form, the Organizing Committee and Media require the following competitor information: Name of competitor Educational institution Faculty of study Duration/time of study Date of birth Place of birth 60 Minimum Requirements for the Winter Universiade Edition May 2011

61 Country represented Competing event(s) Team/Club and Division Personal best record and performance or classification From a separate Associated Biographical Data Form, the Media require the following competitor information: Physical data (height and weight) Position or role in competing event(s) Awards received Chronological list of past competitions Comments Please refer to Appendix T-Plan to have the details regarding the deadlines related to entries. Arrivals & Departures Arrivals & Departures must provide an effective and warm welcome and farewell to all participants, at selected 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 departments in determining the scale, range and likely times of peak demand for the services they must provide, such as protocol, accreditation, accommodation, transportation, food services etc. It is a major challenge for Arrivals and Departures to gather and consolidate travel details from all other departments on a daily basis in the immediate run-up to the Winter Universiade, and more frequently during the Winter Universiade. Whilst both arrivals and departures must be managed, the handling of arrivals is the most critical because it provides a first contact with participants. Departures can be supported with basic services (e.g. shuttles to departure locations). In addition, proper procedures must be put in place to ensure that participants have met their financial commitments before departure. Additional responsibilities of Arrivals & Departures include: Setting policy to support participants upon their arrival and during their departure for transportation, accreditation, accommodation and other services. Managing Welcome Desks at official ports of entry, in coordination with the Image & Communication department for information purposes A warm welcome should await all members of the FISU Family and participants at the main designated airport and other ports of entry. 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 Main Accreditation Center for check-in. Language Services These services are required throughout the planning and operation of the Winter Universiade to ensure that effective communications are established regardless of any language barriers. Professional Language Services (translators and infrastructure such as cabins, microphones, headsets, Minimum Requirements for the Winter Universiade Edition May

62 etc.) are required for simultaneous translation in English, French, Russian and Spanish at the Executive Committee meetings, Heads of Delegation daily meetings and press conferences at the Main Press Center. A large number of volunteers, offering between them a broad selection of languages (but primarily English, French and the host language), will be needed to act as liaison officers and to staff the administrative centers. Interpreters are also required for Welcome Desks and Committee meetings. It is recommended that volunteers with language skills are made available at all venues to help with any communication difficulties. 62 Minimum Requirements for the Winter Universiade Edition May 2011

63 I. Media Services Liaison with FISU Please refer to FISU REGS. SEC. B regarding the composition and responsibilities of the CIP The CIP is responsible for the supervision of media services. It will collaborate with AIPS, the National Sports Press Association, the Host Broadcaster and the Organizing Committee to ensure the widest possible audience and media exposure of the Winter Universiade. The CIP will also inspect and supervise media facilities in order to ensure that the service meets FISU conditions. The Organizing Committee must facilitate the transportation, logistics, accreditation and provision of workspaces and services for the dedicated media crew that FISU sends to the Winter Universiade. The FISU Media Crew is organized as follows: FISU Media Staff 3-4 people Editors Provide Daily news and stock the Photo Gallery on the FISU website Provide their own equipment Provide press releases Handle requests of the international media Web Casting Crew 4-5 people Use digital cameras or video feeds Provide their own equipment TV Crew 4-5 people Edit international news to guarantee that it is prepared for the EBU Provide a news program every day Media Liaison It is recommended that participating countries with more than twenty (20) participants nominate one (1) media liaison person and with more than one-hundred (100) participants nominate two (2) media liaison persons, to serve as the key contacts for all information requests and to provide access to printed copies of athlete biographies and best performances. Note that the media liaison representative is not included in the quota for officials. The list of media liaison representatives for delegations must be submitted in advance. Main Press Center The Organizing Committee must provide a Main Press Center as specified and approved by FISU CIP, following the guidelines of the International Sports Press Association (AIPS). The Main Press Center must have a minimum capacity for 500 accredited members of the media, including writing and photographic journalists. The Main Press Center must be open three (3) days before the Opening Ceremony until 24 hours after the Closing Ceremony, with 24-hour support available. Minimum Requirements for the Winter Universiade Edition May

64 The Main Press Center must provide the following services: Main Press Conference Room Sufficient work stations to accommodate all accredited journalists ** Electrical points to facilitate the use of laptop computers Access to telephone and fax facilities (using credit cards or prepaid phone cards)* Computer terminals and printers with Internet access Internet lines for laptop computers Photocopying facilities * Pigeon holes & printers Online access to the Results Service Internal/External Mailing Bureau Rest area and access to light on site catering On-site camera repair services * Direct television feed from the Host Broadcasters and sufficient television monitors (for further information refer to the Communications Section) Private facilities for press agencies * Help/Welcome Desk, technology support and rate cards services Lockers (e.g. for camera equipment) Language Services support Banking/ATM facilities Telecommunications center for provision of rate card items * - Cost of these facilities may be charged to the press representative concerned. ** - Workstation includes provision of desk space and may include a PC & printer with Internet access or an analogue line. Recommendations The Organizing Committee should invite the national representative of the International Sports Press Association (AIPS) and FISU CIP (International Press Committee) to supervise the preparation of the Main Press Center. The Main Press Center may be merged with the Broadcast Center 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 Center must be strictly controlled in accordance with the accreditation policy. Media Provision at Venues Sub-Press Centers At each Main/Finals competition venue, the Organizing Committee must provide a Sub-Press Center, as specified and approved by the FISU CIP. Sub-Press Centers must be available for use two (2) hours prior to the start of competition. Each Sub-Press Center must include: Access to telephone and fax (using prepaid phone cards or credit cards) and Internet Photocopying facilities Limited workstations in accordance with the sport Printers Access control must be provided for Sub-Press Centers, for security of media equipment. 64 Minimum Requirements for the Winter Universiade Edition May 2011

65 Bleachers/Competition Area Provisions At each Main/Finals competition venue, the Organizing Committee must provide prime seats and facilities for the media, either in the bleachers or competition areas, and in accordance with AIPS guidelines and to the satisfaction of the FISU CIP. The Organizing Committee must also identify the requirements for supporting Photo Positions. The Organizing Committee must accommodate pool/non-pool photographers (and it should be noted that the official FISU photographers must be allocated to the pool). Facilities must include: Workstations for the written press, the exact number calculated in accordance with the numbers of accredited journalists for each sport * TV commentary positions (if appropriate) Radio commentary positions Access to electrical points and telephones for each workstation Appropriate access and circulation for photographers and Host Broadcast crews in accordance with FISU CIP recommendations and under the supervision of the CT If a TV signal is produced at a venue it should be made available in the Sub-Press Center * - Workstation includes provision of desk space and may include a PC & printer with Internet access or an analogue line Recommendations Tabled seating is not required for outdoor winter competition venues, but a dedicated area for the media to sit or stand should be provided to enable the media to watch the event. Hard copy results should also be distributed to the media at this location, as appropriate. Mixed Zones The Organizing Committee must identify Mixed Zones for major competition venues, where members of the media can mix with competitors. These zones must be in accordance with AIPS guidelines, FISU CIP recommendations and under the supervision of the relevant CT. Interview Rooms A main interview room must be made available at main competition venues. The FISU and Universiade logos must be plainly visible behind the interviewees. Lighting Wherever possible, the Organizing Committee must ensure that main/finals competition venues are lit to minimum television requirements following ISF regulations below: - Alpine Skiing at least 1,000 1,200 lux - Nordic Combined at least 1,000 1,200 lux - Ski Jumping at least 1,000 1,200 lux - Ice Hockey at least 1,400 lux (playing area) at least 600 lux (for practise) - Figure Skating & Synch. skating at least 1,500 lux - Curling at least 1,000 lux (for TV) at least 600 lux (for safe figure) - Short Track Speed Skating at least 1,500 lux - Speed Skating at least 1,400 lux Lighting is also necessary in venues where flash photography cannot be used. Minimum Requirements for the Winter Universiade Edition May

66 Host Broadcast Facilities In association with FISU, the Organizing Committee must, at their own cost, appoint an official Host Broadcaster for Television and Radio. Please refer to FISU REGS. SEC. B - 8 regarding radio, television and other broadcasting rights Broadcasting rights are the sole property of FISU. The Host Broadcaster must supply an international radio and television signal, free of charge, at specific times for satellite transmission as well as for archive purposes. The Host Broadcaster is responsible for producing international highlights and news each day of the Winter Universiade. The Host Broadcaster must guarantee that feeds are available for the coverage of: All finals and semi-finals for team sports All finals for individual sports Other sports events as agreed between FISU, the Host Broadcaster and the Organizing Committee In association with the Host Broadcaster, the Organizing Committee must: Provide sufficient and suitable broadcast facilities to ensure a good visual image or radio commentary, as appropriate Ensure that additional broadcast facilities are made available to other external agencies, as required. The cost of such facilities is the responsibility of the external agent. IBC guidance to the Organizing Committee will be provided by the FISU Media and TV Dept. at the time of the attribution. Media Support Accommodation The Organizing Committee must identify the main press accommodation, which must be approved by the FISU CIP. Additional suitable accommodation will also be required in line with 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 package sent out by Organizing Committee four (4) months prior to the Games. Accreditation Please refer to FISU REGS. SEC. B A regarding the services to be supplied by the OC during the Winter Universiade Invitations to the press are the responsibility of the Organizing Committee and should be issued at least six (6) months before the Winter Universiade, with firm applications required 3 (three) months before the Winter Universiade. An Accreditation Center for media must be adjacent to or within the Main Media Center. Transportation For details, please refer to the Transportation for Media section. Press and broadcasters may share transportation, which must be provided between appropriate venues such as the Main Press Center, hotels and main competition venues. 66 Minimum Requirements for the Winter Universiade Edition May 2011

67 Minimum Requirements for the Winter Universiade Edition May

68 J. Cultural, Social, VIP Programs & Ceremonies VIP Management The application manages the event-related requirements of identified important attendees and participants so that they receive a high level of support and service at all times. It provides for the special registration of VIPs, their agenda and special activities, as well as support for diverse associated resources such as assistants or translators. Functions Key features of the Protocol application include: VIP scheduling and/or activities agenda Information coordination that helps prevent errors (such as the system having a VIP attend the same activity twice or receiving two identical presents) Capturing individual data from Accreditation to ease data entry. Opening & Closing Ceremonies Please refer to FISU REGS. SEC. B - 6.1, 6.2, 6.3 regarding the protocol of the Opening and Closing Ceremonies and Guidelines of the FISU Protocol. The FISU Executive Committee, with the co-operation of the Organizing Committee, will determine the protocol portion of the Opening and Closing Ceremonies. There must be provision to hold ceremonies indoors in case of severe weather conditions. The Opening Ceremony must be staged in a stadium capable of seating at least 5,000 spectators. The Opening Ceremony must not last more than a total of two (2) hours with the Cultural Content being a maximum of one (1) hour and the Formal Protocol Content lasting a maximum of one (1) hour. The Closing Ceremony may be staged in the same stadium. The Organizing Committee must provide sufficient information to enable the FISU Executive Committee to approve the following arrangements for the Opening Ceremony no later than three (3) months prior to the Universiade: Content Duration Seating arrangements Plans for transportation Holding of competitors and officials The following considerations must be made when planning Ceremonies: Drinking water and ice must be readily available Food and beverage services must be prepared for the peak in demand caused by Ceremonies Coordination between the different departments is essential, particularly for Ceremonies and Transportation but also for Venue Operations, Accreditation, Ticketing, and Security. It may be necessary to establish a special coordination group for Ceremonies. The availability of the venue used for the Opening Ceremony must be considered if it is to be subsequently used for competition The availability of the Ceremonies venues for rehearsals must be considered Additional power and equipment may be required for Ceremonies 68 Minimum Requirements for the Winter Universiade Edition May 2011

69 Recommendations for Ceremonies A specific ticketing program should be created Security should be enhanced Access to Ceremonies venues should be restricted to official vehicles and appropriately enforced. In addition, special parking permits should be issued. Special signage for transportation and parking should be deployed Transportation following the end of Ceremonies must be carefully planned Meeting points and waiting areas for athletes should be arranged Arrangements should be made for storage of Ceremonies equipment Changing facilities should be provided for people taking part in Ceremonies A document should be created to identify the flag of each country and on first arrival at the Winter Universiade. Heads of Delegation should be requested to give a signed confirmation that the flag of their country is correct. In addition, the country name should be printed on each flag and the correct orientation identified, to minimize the possibility of mistakes. The empty seats reserved for the delegations and where they will be seated after the Athletes Parade to watch the cultural program, should not be in the view line of the cameras filming the parade. Cultural, Social & VIP Program Alongside the Winter Universiade program, the host city traditionally organizes an active cultural program. This cultural program not only provides light entertainment for athletes and spectators outside of the sports program, but it also informs visitors on the history, folklore and traditions of the host country. It provides an opportunity for students of the world to gather together without political restraint and exchange cultural stories. Minimum Requirements for the Winter Universiade Edition May

70 K. Accommodation Description The Village Accommodation application supports the allocation of accommodations, based upon room capacity and the size of group of participants. During the event, the system can be used as a tool to track village vacancies. Functions of the Village Accommodation Planning application includes the following processes: Location definition Definition of the rooms for the participants including the building, floor, apartment and room description (including the number of beds for each room). Delegate room assignment Assists in determining the location for each delegation, based upon the expected number of participants from each country/group. The application also allows the management of special accommodation-related aspects (political, religious and other) through the use of specific rules. Vacancy tracking Tracking and managing vacancies at the Village to optimize their use rate. The Organizing Committee must provide accommodation and subsistence for Competitors and Accredited Officials at a per day per person rate to be determined by the FISU Executive Committee. Please refer to FISU REGS. SEC. B regarding the restriction in the number of officials per delegation Due to the characteristics of the Winter Universiade, venues for the different sports are usually scattered. However, in order to ease service provision, it is highly recommended to have a central Winter Universiade Village. This would improve not only accommodation management, but also it would reduce management of other services such as transportation, catering, information distribution and others. In some cases though, the set-up of a unique Winter Universiade Village is not possible. Then, the Organizing Committee is to use several accommodation locations, usually hotels close to the sports venues, instead. In this situation, some of the services can be provided at the accommodation location whilst others must be organized independently. Ad-hoc procedures must be created in order to guarantee the adequate service level to delegations. Winter Universiade Village As explained above, a central Winter Universiade Village is highly recommended when possible. In this case, the Winter Universiade Village must be operational at least five (5) clear days prior to the first day of competition and for two (2) days after the Closing Ceremony. In order to allow sufficient time for delegations to prepare for the Winter Universiade, it is recommended that the Winter Universiade Village be opened seven (7) days prior to the first day of competition. The Winter Universiade Village must be accessible 24 hours a day. Location It is preferable for the Winter Universiade Village to be located in one site. The Winter Universiade Village must be within reasonable traveling distance of the competition and training venues and the Main Accreditation Center. Capacity The Winter Universiade Village must be capable of housing a number of the participants depending of the number of sports proposed. For the compulsory and optional sport program the minimum number of the housing must be 3,000 at any one time. Living Quarters The Winter Universiade Village must be provided fully furnished for competitors and accredited officials. The occupancy must not exceed three (3) people per room. No more than three (3) members of a delegation must share toilet, personal washing and showering facilities, and the FISU Executive Committee must approve any exceptions to this ratio. 70 Minimum Requirements for the Winter Universiade Edition May 2011

71 Each occupant must have access to: Beds Blankets, pads, sheets, pillows, towels Table and chairs Closets, clothes racks Drink making facilities Cutlery/crockery Refrigerator Bed extensions for competitors over 1.90m in height Bathroom amenities Support Facilities Each Head of Delegation must be provided with a separate room with an adjoining office. The office must include a meeting table, desk, chairs, telephone, white board, Television with coaxial connections and SCART connection, DVD player, and refrigerator. It is recommended to provide with Internet access too. A separate adjacent room must be available for delegations exceeding ten (10) people, for use as an office and/or storage area. Delegations must be provided with additional dedicated room(s) for office and medical use, according to the size of the delegation as follows: Participants * (Athletes and Officials) Head of Delegation Office ** Medical Room ** Less than to to to Over *- Excluding referees, judges and media liaison **- Depending on room size An additional office must be designated for the use by the FISU Secretariat staff. Additional On-site Facilities These must include: Free 24-hour self-service laundry 24-hour reception for all residents Internal and external mail facilities Video play-back facilities and rooms Banking services (recommended to include currency exchange, credit card and loan services) General provision stores Meeting and reception rooms/areas Bureau facilities for typing, fax, photocopying and translation/interpreters Secure storage facilities, suitable for valuables Basic entertainment facilities to include television viewing facilities, VCR facilities, games/communal lounge areas Free access to the Internet using appropriate hardware and software Live entertainment areas (e.g. disco) these must be within the Universiade Village but away from living quarters An ice-making facility for general use by competitors and officials ideally multiple facilities should be available around the Universiade Village Police station Barber shop Self-service Laundromats Postal services Storage areas stocked with blankets, toiletries, fans, extra beds/mattresses etc. Maintenance services for building and commodities Minimum Requirements for the Winter Universiade Edition May

72 Any chargeable services required must be payable at the time of receipt, with the exception of rate card services ordered in advance of the Winter Universiade which must be paid for in advance. Items for rental at the Winter Universiade Village or at other accommodation locations could be for example: Extra chairs Extra cabinets Office supplies (whiteboards, tables, lamps, etc.) Hardware (printer, fax, computer, etc.) Others (massage table, refrigerator, etc.) Winter Universiade Village Catering An on-site catering facility must be provided, offering a varied choice of meals to suit the diet of top class competitors and all special dietary requirements. The site must be able to cater for 700 people at any one sitting, but must also accommodate expected peaks and troughs in demand. The catering facility must be available for all competitors and officials from 5.00 am to midnight, providing a choice of hot meals at all hours and particularly for competitors returning late from competition or training. Packed meals must also be available to order, subject to reasonable notice being given. It is recommended to ensure that participating athletes and the rest of the staff are provided with sufficient water supply on a daily basis. Food prepared within the Winter Universiade Village must be subject to scrutiny by the appropriate Health and Safety Authorities and the FISU Medical Committee. Recommendations The Organizing Committee should plan for special catering services on the day of Ceremonies, to cope with the exceptional volume of participants arriving at the Winter Universiade Village at the same time. Medical Services A Winter Universiade Village Medical Center must be established to provide primary medical care for inhabitants of the Winter Universiade Village. The Winter Universiade Village Medical Center must also provide immediate first-aid cover to any individual in the Winter Universiade Village. A doctor must be resident on site and accessible 24 hours per day. Any delegation that includes medical personnel must be able to establish their own medical facility within their allocated accommodation area in the Winter Universiade Village. An ice-making facility must be available for general use by competitors and officials. Access Control The Winter Universiade Village must be secured from the public by a perimeter fence with limited access points. Access to the Winter Universiade Village complex must be controlled by physical security checks on personnel and equipment. 72 Minimum Requirements for the Winter Universiade Edition May 2011

73 Access to the Winter Universiade Village must be restricted to accredited personnel only. Provision must be made for 24-hour security patrols within the Winter Universiade Village complex. International Zone The Winter Universiade Village must have an International Zone to enable approved individuals from the public and press to meet with competitors and officials, by prior appointment and subject to the approval of the Director of the Winter Universiade Village and/or the respective Head of Delegation. Transportation If accommodation within the Winter Universiade Village is spread across a large area, the Organizing Committee must provide an internal transportation system. Inspection checkpoints must be established for all transportation vehicles. Access and parking (with permits) must be available for emergency services (police, fire and ambulance) and service vehicles (cleaning, delivery etc.). Emergency Evacuation 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 Winter Universiade Village must have ambulance(s) and fire truck(s) stationed on-site. Cleaning Services Daily arrangements must be made for a Chambermaid and Housekeeping Service to maintain resident accommodation in a clean and acceptable condition. Bed linen must be changed two (2) times per week. Set of the towels must be changed three (3) times per week. Particular attention must be paid to the catering facilities and food preparation areas in the maintenance of hygiene standards. Daily arrangements must be made for regular collection of waste disposal. Arrivals & Departures The main objective of the Arrival & Departure application is to plan and co-ordinate the services for the participants and guests (individuals and groups) attending to the event. The objective is to have a common repository of information that is available to other departments (such as transportation, accommodation, protocol and others) with detailed information on schedules and categories of people. The Arrivals & Departures application is mainly a planning system and is tightly linked to other Departments scheduling and management (specially Accreditation). It is recommended that the Organizing Committee compiles a schedule of arrivals for the Winter Universiade Village, based on information provided by attendees. To facilitate departure, residents must be encouraged to review their balance of payments 48 hours in advance of checking out. It is recommended that this activity does not take place over a weekend, as residents may have difficulty obtaining assistance if they need to call their home country. Minimum Requirements for the Winter Universiade Edition May

74 74 Minimum Requirements for the Winter Universiade Edition May 2011

75 Other Athletes Accommodation In case there is no Winter Universiade Village, or a number of the participants are accommodated outside, there will be a number of hotels or accommodation facilities (e.g. dorms) to coordinate in order to provide appropriate services to the delegations. The Organizing Committee should provide, under supervision of FISU and to the best possible extent, the same service level as the one explained before for a Winter Universiade Village. Recommendations: - Accommodation. Accommodating delegations in as few facilities as possible is a must. Delegations are to provide sufficient information on time, so that the Organizing Committee can arrange acquisition of enough rooms and plan for the distribution of participants on time. - Catering. A possible approach could be to provide breakfast at the hotel and meals at ad-hoc facilities covering different hotels in the area. - Medical services. A possible approach to create a Medical Center could be to centralize medical care at the University Hospital, but guaranteeing appropriate transportation, emergency handling, ad-hoc local first aid, etc. - Information distribution. The Organizing Committee must ensure that billboards are available at all accommodation facilities, and that an efficient messaging system is put in place to keep promptly informed all Heads of Delegation. - Rentals and other services. In case participants are accommodated at hotels, the landowner might directly provide some of the services (e.g. housekeeping, rentals, entertainment, amenities ). In this case, it is recommended to pre-select facilities according to the required service level. Winter Universiade Information Center (IC) The IC must be staffed with Organizing Committee personnel and must offer the following services and essential information relating to the sports program: Transportation bookings and inquiries Sports Information Desk for each sport Complete scheduling and Results Service General Information Desk Booking facility for Universiade Village (or any other ad-hoc facility) meeting rooms FISU Headquarters Hotel In association with FISU, the Organizing Committee must identify a FISU Headquarters Hotel in close proximity to the Winter Universiade Village (or delegation accommodation) and competition venues. FISU specific requirements must be followed, including dedicated rooms for the FISU Secretariat Office. The cost of accommodation and subsistence for FISU personnel is the responsibility of the Organizing Committee. Further Reference: Requirements for FISU Operations during the Winter Universiade Minimum Requirements for the Winter Universiade Edition May

76 Judges and Referees Accommodation Judges and referees must be housed in separate, good quality accommodation. Foreign referees and judges must be lodged in single rooms. The cost of such accommodation and subsistence is the responsibility of the Organizing Committee. However, they will receive the same daily rate (participation fee) from the corresponding delegations as agreed by Executive Committee of FISU and prescribed in the attribution contract for all competitors and officials in the Winter Universiade Village (or Athletes accommodation locations). Packed meals must be available on request. OC Staff and Volunteers Accommodation The volunteers working with the teams and in the Athletes Village must be accommodated close to the Village. 76 Minimum Requirements for the Winter Universiade Edition May 2011

77 L. Accreditation Application & Accreditation Accreditation application The Accreditation application accommodates the registration of participants and provides access privileges and other rights to individuals. The application includes functions such as the issuance and control of identification badges, re-accreditation and access control information with reporting capabilities. Functions The Accreditation application has three basic steps: 1. System initialization and configuration 2. Registration of participants 3. Accreditation System initialization and configuration This step addresses the incorporation of the basic information requirements of the application (i.e.: categories, functions, privileges, general codes and others). This information might be shared with other applications. It also covers the design of the rules for the security and access model to be used for the event. Registration of participants The second step focuses upon the capture and input into a database of participant information from the registration forms, either from paper copies or from electronic sources. The registration process will automatically assign a unique registration number. Should pictures be supplied, they can be entered/scanned and linked to the participant data. Accreditation The third step includes the assignment of privileges to the participants that will allow the access to the venues, as well as other rights (transportation, uniforms, special areas, etc.). It also includes the production of the accreditation badges for distribution. Entries & Qualification Provides unified management of the data on each athlete. It enables data entry of athletes information, captures and tracks their qualification results and status, logs Sports Entries information, supports the confirmation process in the welcome center (in conjunction with the Accreditation System) and provides necessary information to other systems. Functions Permits setup of the basic information. Defines sport-specific qualification criteria (individual sport, team sport, etc.) and captures qualification quotas when applicable to support the maximum participation per standards definition for the event. Captures each athlete s personal, sport related and qualification information. Accreditation Accreditation is a fundamental step of the Winter Universiade as it represents the delegations first introduction to the sports events and to FISU. The scope of Accreditation includes: Official entries management for all participants Allocation of rights by category and function of the participant for access, transportation etc. Design, production and delivery (in coordination with CIC) of temporary passes and accreditation passes Coordination with security (e.g. access control) and other departments for participant accreditation (e.g. NUSF services, HR, security personnel etc.) Accreditation center management Please refer to FISU REGS. SEC. B regarding the participant accreditation passes. Minimum Requirements for the Winter Universiade Edition May

78 The Organizing Committee must implement an Accreditation System designed to identify the status and rights of each individual within the Winter Universiade Structure and to control access to all restricted areas within the Winter Universiade. The system must produce an accreditation pass for each accredited member of the Winter Universiade. A computerized Accreditation System capable of interfacing with all other IT systems must be designed to FISU specifications and being capable of managing the following categories of individuals: FISU Executive Committee Accompanying persons FISU Committees Games management FISU Secretariat Organizing Committee guests FISU Guests and VIPs Service/contract personnel FISU Sponsors Volunteers Observers from the Organizing Committee Press & FISU ISF delegates Host Broadcaster personnel Competitors Photographers Judges and referees Rights holding broadcasters (TV & radio) Team officials Accreditation passes may only be issued by the following: FISU: FISU Family, VIPs, and FISU Sponsors FISU CIC: All Athletes and Officials OC: Volunteers, OC personnel, Local VIPs, Referees and Judges, Media etc. The accreditation process may be summarized as follows: The Organizing Committee defines the entry forms and the accreditation pass layout according to FISU regulations and the Winter Universiade Look and Feel. Individual entry forms are the means by which any person is registered for the Winter Universiade and they constitute the official data for participants at the Winter Universiade. Individual entry forms must be sent to the Organizing Committee no later than eighteen (18) days before the event. However, for some large local groups (especially volunteers and contractors) it is recommended to carry out the registration earlier. Once information is received and validated, the Accreditation department must allocate access rights depending on the category and function of the participant, before finally pre-printing the accreditation. These pre-printed passes are filed by country and sport, especially for delegations. Accreditation centers must be set up according to the needs of different groups Accreditation passes are delivered following processes specific to the type of participant Accreditation centers must resolve incidents and provide re-accreditation if necessary Competitor Accreditation The CIC (International Control Committee) 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 Please refer to FISU REGS. SEC. B regarding the composition and responsibilities of the CIC The CIC must work in close co-operation with the Organizing Committee to ensure a quick and effective accreditation process. 78 Minimum Requirements for the Winter Universiade Edition May 2011

79 Without CIC approval, no competitor is entitled to compete or to receive a permanent accreditation pass. The Accreditation System must therefore be able to issue a temporary pass for competitors allowing them access to their accommodation and training facilities for 24 hours following arrival. The Accreditation System must provide each accredited individual with a unique number as a means of identification. This number must be 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). The Head of Delegation manages accreditation on behalf of all members of a delegation, avoiding the need for those members to visit an accreditation center unless required for problem resolution. The accreditation process for delegations may be summarized as follows: Arrival of the delegations and welcome at the accreditation center; 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 at the Winter Universiade Village (or Athletes accommodation locations); Payment of participation fees by the Head of Delegation. In determining suitable methods of payment, it is recommended that the Organizing Committee considers the restrictions on cash export imposed by many countries; The Head of Delegation arranges to meet the CIC the following day; The Organizing Committee provides temporary passes; The delegation is transported to its accommodation locations; Within 24 hours, the Head of Delegation collects all necessary documentation from the participants and presents it to the CIC; Once the payment of the registration fee is made and the documentation is validated by the CIC, pre-printed accreditation passes are signed off, laminated and delivered to the Head of Delegation; The Head of Delegation distributes the accreditation passes to the individuals. For security reasons, these must be displayed at all times and used to gain access to venues and services. Staff Accreditation The following points must be considered when planning the accreditation of staff, contractors and volunteers: Ensure that venue access is available in time for them to carry out their job function, which in some cases may be quite early. Note that the Security Department 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. For outsourced services, 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 accreditation of the many volunteers, the process and schedule must be coordinated with the Human Resources department. Similarly, accreditation of security personnel must be coordinated with the Security Department. Winter Universiade Family Accreditation Communicating with sufficient time before arrival to the different applicant groups (Press, Broadcasters, FISU Family, Judges and Referees), where and how to pick the accreditation card is key to avoid confusion and queuing at the accreditation centers. Minimum Requirements for the Winter Universiade Edition May

80 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 resolution and that Accreditation Center Managers are empowered to make decisions. Accreditation Centers The Organizing Committee must establish the following Accreditation Centers: The Main Accreditation Center must be located adjacent to the Winter Universiade Village (or close to Athletes accommodation locations if possible). The Media Accreditation Center must be located in or adjacent to the Main Press Hotel or Main Press Center. The VIP Accreditation Center must be located in or adjacent to the FISU Hotel. The International Control Committee Office (CIC) must be located adjacent to the Main Accreditation Center. Further Reference: Accreditation - Notes for a FISU event Accreditation and Security The Accreditation pass is used for identification, to obtain services (e.g. transportation, catering & residence) and as the primary means for the Security department to impose access control. Access Control Please refer to FISU REGS. SEC. B regarding accreditation passes The Organizing Committee must adopt and implement the Access Control categories stipulated in the document Function and Access Areas for the Winter Universiade. The Organizing Committee must establish staff at all venues to administer access restrictions, including regular checking of all personnel and accreditation passes. The Organizing Committee must ensure that all personnel controlling access to Winter Universiade venues understand the meaning of the different access categories. The Organizing Committee must establish a temporary pass (e.g. day pass) security process, to enable a controlled access to specific venues. The Organizing Committee must control access to venues and ensure that all staff at a venue has valid identification. Deployment teams or temporary staff must be provided with a temporary pass or accreditation pass as appropriate. For approved requests to extend access rights, the Security department must ensure that temporary passes (e.g. day pass), or temporary extensions of privileges of an existing pass can be issued. Recommendations The Accreditation Department should coordinate with the police and Security Department to define and train personnel on the meaning of all acronyms on accreditation passes The Accreditation and Security Departments must both be involved in the definition of access rights (e.g. zoning, clustering etc.) Requests for temporary passes (e.g. day pass), should be submitted 24 hours in advance Procedures for managing temporary passes (e.g. day pass), should be in place at access control points Temporary passes should expire after a specific period of time (e.g. they display VOID after one day) A log of passes delivered (i.e. accreditation passes, temporary passes) at each accreditation center and for each venue should be created and consolidated centrally for security and statistical purposes 80 Minimum Requirements for the Winter Universiade Edition May 2011

81 M. Medical Services and Doping Control I. GENERAL STATEMENT This document is to provide minimum requirements in the areas of medical care, doping control, accommodation, catering and hygiene for a Winter Universiade. This document is intended to help a candidate in bidding for, organizing and carrying out a Winter Universiade. II. ORGANIZATION OF MEDICAL DIVISION The Local Organizing Committee (LOC) should appoint a Director of Medical Care for the Games. S/he will have work with the LOC in planning, organizing and overseeing all medical care for the games. Skills to this position should include being a physician, speaking and understanding the English language, organizational skills, connections with local hospitals and physicians and knowledge of sport medicine. An example of an organizational chart may be as follows: LOC Chief Medical Director Director Medical Director Sanitation Doping Emergency Polyclinic Venue Sites Hygiene Control Services III. MEDICAL CARE 1. Eligible for care All accredited persons including: all athletes, officials, official representatives of teams, invited guests (accreditation G), FISU Family (accreditation A & B) and official media. 2. Responsibilities of the Organizing Committee Medical care: adequate free and immediate emergency care and initial response care. Adequate evaluation and treatment for all illnesses and injuries related directly or indirectly to the games. 3. Period From the moment eligible persons enter the country and take official transportation to any venue of the games until the eligible persons end their official involvement in the Winter Universiade. 4. Insurance by LOC Insurance for: - catastrophe event, natural or unnatural - medical insurance: athletes should have their own medical insurance The Local Organizing Committee should have medical insurance for all eligible persons for uncovered expenses. Minimum Requirements for the Winter Universiade Edition May

82 5. Location of care Polyclinic - centrally located in the Athletes Village Venue sites - Easily identified by signage Designated hospitals 6. Polyclinic Mission: diagnosis and treatment of most medical problems Location: allow easy access to all eligible personnel within the Village Time of Operation: Must be open when the Village opens and remains operational until the Village closes Must be open 24 hours a day for emergency, pharmacy and for limited overnight care. Some departments may have limited hours based on need. Team physician examination room General medicine Sports medicine or orthopedics Physical therapy Ambulance Specialized medical care has to be provided in designated hospital Transportation has to be provided and priority service guaranteed Epidemiology/hygiene/communicable disease depending on current local, national and international health issues Interpreter Isolation rooms may be required 7. Venue sites Doctor in charge Adequate additional medical personnel appropriate for the sport and familiar with typical injuries and risks Urgent care room according to the rules of the international sports federations Ambulance must be present during competition and official training. There must be easy access for the ambulance and stretchers. If one ambulance leaves, it must be replaced. Telephone Additional transportation may be needed Ice for treatment Adequate medical supplies for injuries and illnesses Specialized rescue equipment will be needed for some sports depending on the regulations of the international federations and the safety of the athletes 8. Hospitals Designate one for each venue site Full service including neurosurgery, general surgery, intensive care, trauma services, cardiology, infectious disease. If a full service hospital is not nearby, please list the designated close hospital and closest full service hospital and emergency evacuation procedure Green light for admissions, emergency visits and diagnostic tests Offer services not available in polyclinic 9. Team physicians must have access to their own athletes and be allowed to deliver medical care to their athletes must have an available medical room near delegation accommodations per FISU rules 82 Minimum Requirements for the Winter Universiade Edition May 2011

83 Participants Medical Room* Less than Over *Depending on room size Area reserved for medical team Desk + chair Examination table, pillow, sheet Refrigerator (with ice storage possibility) preferred Lockable cabinet for medication recommended Internet access Cleaning daily Trash bins collection daily Sharps disposal recommended Adequate availability of ice It must be informed what special regulations are required by the host country pertaining to registration, medical equipment, medication and procedures they are allowed or not allowed to perform on own athlete. 10. Requirements for FISU CM members during the games All access accreditation including catering facilities, doping control, competition and accommodation sites Communication cell phones with published numbers and internet access in hotel room Transportation dedicated vehicle for each CM member Attaché speaks fluent English Interpreter for official meetings if necessary Office space and access to meeting rooms Number of CM members assigned depends on the number of sports and the number of proposed doping tests in each Winter Universiade Duties of FISU CM members (to be distributed to all HOD s and available to all eligible persons) 11. Materials written medical care brochure including emergency phone numbers list of medications available in polyclinic pharmacy doping control booklet 12. Meetings a. Director Medical Care and Medical Committee of LOC Meet with Chair CM 3 days before the Opening ceremony 1 st CMI meeting 2 days before first competitions CM day of first competition or opening ceremony day CMI closing ceremony day Minimum Requirements for the Winter Universiade Edition May

84 b. Medical care/team physicians meeting -2 days before the Opening Ceremony, room for over 100 persons. c. Meeting with technical committees as needed d. Contacts required to be made by LOC FISU CM Chair WHO or local representative to review potential health issues National and local health officials Local hospital Emergency service e. Education programs for athletes Educate athletes in regard to doping dangers and anti-doping techniques Communicate disease Supply of local food, water IV. CATERING Dining room Location: easy access, central Size: must accommodate 40% of Athletes Village occupants at one time Hours of availability ( ) 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 (see guidelines for quality, quantity and diversity as above) Hygiene of kitchens/restaurant/lunch boxes in keeping with international standards * in keeping with religious and special dietary requirements V. HOUSING Athletes Accommodations Maximum two (2) persons per room recommended Minimum seven (7) m² per person excluding bathroom Size of beds (minimum two (2) meters) Closets or wardrobes available Laundry facilities free of charge for sports equipment General cleaning every two (2) days Trash collection every two (2) days Maximum four (4) athletes per washroom/sink/toilet Refrigerator recommended Air conditioning/heating and ventilation as appropriate for weather Window shades or curtains Towels/washcloths (changed at least every two (2) days and linen provided at least every four (4) days) 84 Minimum Requirements for the Winter Universiade Edition May 2011

85 VI. Doping Control 1. A director of anti-doping should be appointed at least three (3) months in advance of the competition 2. All doping testing should be performed according to FISU regulations and WADA rules using FISU forms 3. All sample analyzing must be performed at a WADA-accredited laboratory 4. All costs of the doping testing (including collection, transportation, laboratory testing) will be borne by the local Organizing Committee. 5. Results should be available within 48 hours of the sample arriving at the laboratory (this may be waived for tests carried out during the last two (2) days of competition) 6. Athletes selection: a. Minimum number of tests i. Universiades 1. Individual sports: all gold medal winners and a random selection from each event will be tested 2. Team sports: one athlete from the gold medal winning team will be selected. Other athletes will be selected to fulfil the minimum numbers ii. Records 1. FISU records FISU record breakers will be tested at the expense of the LOC. 2. National records National records can be tested at the request and expense of the NUSF b. Selection of athletes i. The selection process of athletes for testing shall be determined by FISU CM in collaboration with ISF member/ct chair 7. Out-of-Competition testing and blood testing may be performed at Universiades and Championships. Athletes are eligible for testing once accredited. 8. Doping Control Station a. Location at the competition venue or as close as possible b. Should consist at least of three (3) separate rooms i. Waiting room. Suitable size with enough seats to accommodate the athlete(s), one accompanying person, any necessary interpreters and DCO staff. Adequate supply of sealed fluid including water and other suitable drinks. ii. Toilet area including separate toilets for men and women with enough space and mirrors for the accurate determination of the urine origin. Adequate wash basins. iii. Sample handling room should insure privacy for sample handling and discussion Minimum Requirements for the Winter Universiade Edition May

86 c. Sample kits should be WADA-approved d. Security. The DCS should be secure and not open to public or media in any way and all personnel should be provided with suitable accreditation. e. Storage with suitable refrigerator(s) f. Computer with internet access and printer g. If blood tests are required, refer to the WADA international standards for blood sample collection 9. Staff a. They should be suitably trained and experienced in anti-doping procedures b. There should be no conflict of interest, e.g. dual responsibility for the doping control station and competing athletes c. 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 10. Transportation a. After the doping control, transportation for athletes, doping control staff and FISU Medical delegates must be provided. 86 Minimum Requirements for the Winter Universiade Edition May 2011

87 Minimum Requirements for the Winter Universiade Edition May

88 88 Minimum Requirements for the Winter Universiade Edition May 2011

89 N. Protocol Please refer to FISU REGULATIONS SEC. B , SEC. B 6 and Guidelines of the FISU Protocol The core of FISU protocol includes all issues related to the Opening and Closing Ceremonies, Awarding Ceremonies, official denominations and Flags, FISU Anthem and Emblem. Opening and Closing Ceremonies Please refer to FISU REGS. SEC. B - 6.1, 6.2, 6.3 regarding the protocol of the Opening and Closing Ceremonies and Guidelines of the FISU Protocol. The official program of the ceremonies must respect the rules especially the order - described in the protocol guidelines (Section 5.A). The programs and arrangements of the ceremonies must be submitted to the approval of the FISU Executive Committee. Any issue related to the Opening and Closing Ceremonies must be submitted to the Executive Committee for approval at the latest twelve (12) months prior to the Universiade. The Opening Ceremony must have a balanced program between the cultural program and the Formal Protocol Content in terms of duration. Special care must be taken regarding: Flags Official denominations Order of countries during the March Speeches length and translation Transportation and seating plan for the FISU Family, VIPs and delegations The Organizing Committee must provide sufficient information to enable the FISU Executive Committee to approve the following arrangements for the Opening Ceremony no later than three (3) months prior to the Universiade: Content Duration Seating arrangements Plans for transportation Awarding ceremonies Please refer to FISU REGULATIONS SEC. B C and Guidelines of the FISU Protocol regarding the provision of medals, flags and the participant s diploma. Please refer to FISU REGULATIONS SEC. B and Guidelines of the FISU Protocol regarding awards (Section 7). Please refer to FISU REGULATIONS SEC. B and Guidelines of the FISU Protocol regarding the protocol for the Medal Awarding Ceremonies. (Sections 5. I and 6). Minimum Requirements for the Winter Universiade Edition May

90 The schedule, location and transportation plan regarding the awarding ceremonies must be elaborated under the supervision of the Universiade Supervision Committee (CSU) and International Technical Committee (CTI) and submitted to the approval of the FISU Executive Committee at the latest three (3) months prior to the Universiade. According to the FISU tradition, medals must be awarded on the day the competition takes place. In addition to medals, awards may be given only after agreement with the Executive Committee of FISU. (Art ) The Organizing Committee is responsible for the cost of all medals and other awards, the design of which must be approved by the FISU Executive Committee at the latest 12 months prior to the beginning of the Universiade. In accordance with FISU regulations (Art. 1.13), during the awarding ceremonies, no national anthems will be played, during the hoisting of the flags, the FISU anthem Gaudeamus Igitur will be played and the Flags of the medal winners will be hoisted. The FISU President, through the FISU Secretariat, will work with the Organizing Committee to identify a comprehensive list of suitable presenters for medals; the organizing committee is responsible for the nomination of presenters for flowers. From this list, presenters will be allocated for all Medal Awarding Ceremonies. The transportation plan must include special transport for awarders, athletes and supporters and must be provided to FISU Executive Committee for approval at least three (3) months prior to the Universiade. Recommendations for Ceremonies A specific ticketing program should be created for Opening and Closing Ceremonies Security should be enhanced Access to Ceremonies venues should be restricted to official vehicles and appropriately enforced. In addition, special parking permits should be issued. Special signage for transportation and parking should be deployed Transportation following the end of Ceremonies must be carefully planned Meeting points and waiting areas for athletes should be arranged Arrangements should be made for storage of Ceremonies equipment Changing facilities should be provided for people taking part in Ceremonies The empty seats reserved for the delegations and where they will be seated after the Athletes Parade to watch the cultural program, should not be in the view line of the cameras filming the parade. 90 Minimum Requirements for the Winter Universiade Edition May 2011

91 Official Denominations and Flags Please refer to Guidelines of the FISU Protocol regarding the Countries Official Denominations & FISU Protocol Order (Section 3) The order in which the FISU Member Associations and non-member Associations need to be presented at the occasion of the official ceremonies has been selected by taking into consideration two factors. On the one hand, the history and the specificities of the international university sports movement and of FISU, on the other hand, the order of the National Olympic Committees in which they appear in the directory of the International Olympic Committee. FISU authorises the organizing committees to use the national language of the country to establish the list of participating countries to the event. In this case, the list will be established and submitted to the Executive Committee in the alphabetical order of the country s language. Regarding the official denomination of the Associations mentioned in the list, the name that has been retained is the one of the country that they represent as it is written in the list of the Member States in the Organisation of the United Nations. If the country is not a member of the UN, then the name used in diplomatic relations should prevail. The Organizing Committee must take great care and diligence in providing accurate and sufficient Flags of all competing nations for the Summer Universiade. All Flags must have similar dimensions, taking into account differences in shape. The FISU 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 Universiade Village (if any) and as required inside and outside any competition venues. In the case of the competition venues, in addition of the official Flags (FISU and Organizing Committee), only the Flags of the countries participating to the events held in a particular venue should be hung. Countries Flags must also be available at the village for the welcome ceremony for the different delegations when the Flag is hoisted and the FISU anthem played. Official Flags (FISU and Organizing Committee Flags) must be hoisted in all the official buildings of the Universiade, including the FISU hotel. According to FISU regulations, all costs related to the flags, and country panels have to be supported by the Organizing Committee. FISU Anthem Please refer to FISU Regulations, Art. 1.13, Guidelines of the FISU Protocol regarding the FISU Anthem (Section 11) The FISU Anthem is the Gaudeamus Igitur. It will be played during the Opening and Closing Ceremonies. It will also be played during the Medal Awarding Ceremonies. Minimum Requirements for the Winter Universiade Edition May

92 FISU Emblem Please refer to 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 of the Organizing Committee, on the flags, on 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. Administrative functioning of the FISU Protocol FISU Protocol is in charge of the organization and supervision of all the ceremonies related to any FISU event, including the opening and closing ceremonies, the awarding, and all other ceremonies planned within the program. FISU Protocol is also in charge of protecting the FISU symbols such as the FISU anthem and the emblem. Any decision about the protocol before or during an event, such as schedule, program or content of the ceremonies has to be presented and agreed by the Executive Committee (Art. 6.1). 92 Minimum Requirements for the Winter Universiade Edition May 2011

93 A comprehensive calendar of Protocol events and activities must be submitted to the approval of the FISU Executive Committee. In addition of the supervision by the Executive Committee of FISU, all issues related to the protocol are explained and ruled by the FISU protocol guidelines, which has to be considered as the reference textbook. The FISU Executive committee will nominate one of its members to settle all matters relating to protocol with representatives of the Organizing Committee (Art. 6.8) and FISU staff appointed to the protocol matters. The main task of FISU staff appointed to the protocol will be to help the Organizing Committee and check all the procedures are in accordance with FISU regulations and Protocol Guidelines. On the side of the Organizing Committee, staff in this department must have appropriate experience and excellent cultural and language skills to be able to arrange all protocol functions and activities. Communication between the protocol department and the other departments must be well coordinated in order to insure a good organization of the ceremonies. The Local Organizing Committee Protocol Department must define and provide services and information to: Delegations prior and after the Opening, Closing and Awarding ceremonies Athletes all along the Games regarding competitions and ceremonies VIPs & Guests FISU Family members, including representatives from FISU, ISFs and delegations National & International dignitaries and associated staff Future organizing committee and bid committee representatives Sponsor representatives and guests, as defined by marketing agreements Protocol must be managed to a detailed level by this department, including preparing and issuing invitations, letters, coordinating social events and facilitating services such as the transportation and accommodation of guests during the Summer Universiade and preliminary events, and particularly for the Opening and Closing Ceremonies. The Protocol department must create an official welcome program for FISU Family, FISU guests, honorary members and VIPs. A comprehensive list of all FISU, ISF, government and civic dignitaries, sponsors and other VIP guests must be prepared, including the duration and place of stay for each individual. In addition to the Welcome Program, the Protocol department must arrange services such as hospitality at venues, transportation, accommodation, invitations and way of contact. Accommodation information must be regularly updated. The Organizing Committee must establish Information Points at the following Summer Universiade venues: FISU Headquarters Hotel Summer Universiade Village (or other Athletes accommodation locations) Main Press Center All main competition venues where a Medal Awarding Ceremony will take place Minimum Requirements for the Winter Universiade Edition May

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95 O. Security Winter Universiade, as the major multi-sport event that attracts a great number of spectators and visitors to the host city and country, brings also challenges of major logistics and security. In a world increasingly subject to security fears, there has to be a balance between the need for effective security and minimizing the negative impact this has on those involved in the games. Therefore 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. The security infrastructure is however only one element. Of equal or greater importance is the organization and management of security and coordination of the large number of stakeholders involved. It is of essential importance to setup the transparent structure and to perform risk assessments, in order to determine what security measures are required. The security measures must: - Minimize the risk of a security threat - Minimize impact on those involved in the event, whilst also making them feel safe - Provide information and control to respond to an event and adapt the level of security to the current level of threat - Maintain privacy of participants These measures must protect against a range of threats: - Terrorism - Equipment theft - Illegal access to information - Unauthorized access to events ( ticket theft ) - Disruption (e.g. for publicity reasons) - Vandalism - Attempts to alter the outcome of 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 Interior Affairs, Key Security Services Providers, Intelligence Services, City Government, etc.). The Security Department within the Organizing Committee will have to work with numerous stakeholders to perform risk assessments and planning for each threat and for each venue. It is essential that the organization of security is defined at an early stage, with a clear single point of responsibility. The security policy, in its development, will consider the global political climate, the perceived threats and requirements to mitigate them, as well as the unwanted impact. Recommendation is to carry out the comprehensive and rigorous risk assessments. Once the risks are identified and fully documented, the means to offset these risks can be formulated. From this point a solution can be developed in terms of functionality and level of information required. Minimum Requirements for the Winter Universiade Edition May

96 Required Technology Overview Introduction The following key areas of security are required: Surveillance/Monitoring - Detecting & Monitoring threats and events within or approaching the sites Access Control - Controlling People access to sites - Controlling Vehicle access to sites - Controlling Logistics - Cargo/Goods - Post/Mail Intrusion Detection - Detecting & Preventing unlawful access to sites Information security and communications - Managing access to security critical information - Ensuring security & confidentiality of sensitive data - Ensuring robust data & voice communication Command and Control - Security Command and Control Center within the Winter Universiade 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 Theater (e.g. Sport Venues, Athletes Village, Airport, Press Centers, IBC, VIP areas, Hotels, Streets, etc.) will be the key element to detecting, preventing & managing security threats and incidents. The main component of providing this capability, in addition to the physical presence of security personnel, will be CCTV system covering all areas of interest in combination with all required infrastructure for its efficient operation (i.e. lighting, fences, barriers, power, cabling etc.). In addition wide area monitoring for Chemical Biological Radiological or Nuclear (CBRN) threats is recommendable. Access control A key element to providing security within the sites of interest, besides the Accreditation System (which is the subject of IT requirements) whether sport venues, the Athletes Village or other locations is controlling the access to these areas. This applies to personnel, vehicles and materials. Control would primarily be applied at the entrance to a site, but there will be cases when monitoring of exits may also be necessary (e.g. in the prevention of equipment theft or the theft of sensitive information). It is anticipated that different areas will require different levels of security; there will be higher security sites nested within lower security sites. 96 Minimum Requirements for the Winter Universiade Edition May 2011

97 Like all other security components, access control will be monitored and controlled in order to: - Setup and change individual access permission - Track people movements - Enable access control to adapt to the current threat level People Access Control Any access system will be required to control who access a site and in many cases monitor what they are carrying onto a site. A secure registration process is the starting point. Once a person has his/her pass and account, his/her will have defined access rights consistent with his/her. Scanning and screening of individuals is also a requirement; in particular checking for weapons, explosives etc. Vehicle Access Control Defining procedures about controlling vehicle access is essential. The screening technologies should include: - X-Ray for baggage and pallets - Radiation and explosives detection - Under Vehicle Scanning Logistics Logistics Operations (Onsite and Offsite), from handling simple mail to goods and materials, will be one of the main security concerns. Vehicles supporting logistics operations should be monitored and checked using different processes and technologies from ordinary visitors and other vehicles. Intrusion Detection The first defense against access to sites other than by the prescribed routes will be physical (for example fencer, secure doors, gates and windows). These physical barriers will however need monitoring. This has to be achieved through a combination of: - Conventional intrusion detection techniques (physical sensors, Passive Infra-Red motion detectors (PIR) etc.) - CCTV surveillance - Guard patrols It should be noted that in some locations, particularly public areas, exiting by illegal routes in addition to access will need monitoring. Information Security & Communications The creation of a well defined and detailed security policy for all data (including images) and network operations used in the Universiade event 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 counter measures. 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) Recommendation: the use of the SmartPasses utilizing Bio-metrics provides an optimal means of identifying people to control both physical and electronic access. Minimum Requirements for the Winter Universiade Edition May

98 Business Continuity Management Business continuity is assured by a disaster recovery system which replicates the operation of all primary systems, in the event of a loss of availability of the primary system. This can be achieved by fully redundant network infrastructure (i.e. double fiber etc.). Mobile Access & Communications A key component of the security operation will be the communication between the personnel within the command room and control facility and those on the ground. Reliable and secure wireless communication with sufficient blanket coverage will be needed for both voice and data communications. A complete solution should be able to utilize and integrate existing communication networks available in a way that both efficient data sharing and voice communications will be possible. This may be achieved by combining wireless technologies (GPRS, WAP etc.) with telecoms (TETRA, UHF etc.). Network Security The communication networks across the sites of interest will be used for many purposes. These networks will have to be both secure and resilient. Allowance must be made for zones with different levels of security, and role based access rights. A clear policy to address this, prior to network system is designed, is crucial. Command and Control Security Command and Control Center within the Winter Universiade Village Design & implementation of Command Center in the Winter Universiade Village with centralized command, control & decision support capability to facilitate response to incidents and security operations in general. In respect of the command and control center functions necessary to support comprehensive and integrated operational procedures, these 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 the emergency services will be provided with a full and current picture of the situation across all sites of interest within the Village. Decision Making A range of tools are required to assist in fast and accurate decision making, prioritizing issues, and managing resources. These could include planning templates, Geographical Information Systems (GIS) mapping, vehicle routing tools, modeling tools and a variety of data management tools. Command and Control To implement the decisions made, speedy access to a secure communications 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) Design & implementation of Command and Control Room in Sport and Non-Sport Venues with centralized command, control & decision support capability to facilitate response to incidents and security operations in general. 98 Minimum Requirements for the Winter Universiade Edition May 2011

99 Required Operations Overview Besides the required technologies, already listed within 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, is the subject of FISU. High Risk Groups In conjunction with security authorities, there must be the system to monitor high-risk groups for at least 12 months prior to the beginning and throughout the Winter Universiade. Security at Venues Besides technical security, all venues must have physical security as well, particularly the Main Press Center and Broadcasting facilities. The Headquarter Hotel, Press Hotel and accommodation for judges and referees must have physical security, CCTV, physical barriers and scanning equipment, which will be approved by FISU. All sports venues must operate an access control procedure in accordance to the Winter Universiade Accreditation System and Ticketing System. The Security System on each sport venue, which should be consisted of required technologies already listed in this document, must be operative where necessary on 24/7 basis Security at Winter Universiade Village In case there is one, the Winter Universiade Village must be protected by a physical security perimeter (e.g. fence) with limited access points. Vehicle access must be restricted to one gate where all vehicles should be examined. Pedestrian access must be monitored and controlled and access will be permitted only to accredited personnel according their access rights. Scanning equipment must be used at the main entrance to the Winter Universiade Village. Command and Control Center for the Winter Universiade Village should be placed within the scope of the village. All thoroughfares must be well illuminated during the night. Security patrols must be provided on a 24/7 basis. Minimum Requirements for the Winter Universiade Edition May

100 100 Minimum Requirements for the Winter Universiade Edition May 2011

101 P. Information Technology & Communications Information Technology & Communications (IT&C) are essential to support the planning and operation of a modern sporting event. The challenge for multi-sport events is to have an integrated infrastructure and systems that enable seamless operation of the Winter Universiade. Information Technology & Communications are a critical part of Games operations and planning and they may have a heavy impact on the budget planning. Therefore, the following aspects should be carefully considered while doing the budget planning: IT&C Infrastructure (including Energy Services), Games Management System, Timing & Scoring and OVR systems and services, Games Information Management, Administrative Systems, Portal (official website of the Games), Communications and Operational Support. In planning the above mentioned items related costs it is important to: 1. Perform a survey of the existing status in order to determine the scope and amount of work necessary (where applicable generally concerns the works necessary in infrastructure renovation or construction, existing timing & scoring equipment, etc.) 2. Include the requirements and needs of all the functional areas of the Organizing Committee as well as all relevant client groups in initial as well as detailed budget planning 3. Take into account the potential integration cost that may arise when systems of several different providers are being implemented. IT&C Infrastructure (including Energy Services) Typically consists of the following functional components: Hardware & Systems Software Telecommunications infrastructure (WAN/MAN/LAN, landline, wireless & mobile communications) Internet (technical) Electrical Infrastructure Generators Power Consumption LOC s IT&C department must ensure that selected hardware has adequate quality and guarantee adequate quantities for the needs of entire Games. Also a certain amount of spare parts, in case of malfunction, is necessary to be provided. Good and reliable telecommunication infrastructure is the foundation for a successful organization of the Games. Building telecommunication infrastructure can be a long and complicated process that involves getting permits as well as large scale construction works and stakeholders as well. Therefore, the planning of the Telecommunication infrastructure (if necessary to be completely rebuilt) must start at least 3 years prior to the start of the Games in addition to the preliminary report on status that should be provided right after attribution of the Games. It is highly recommended to hire the services of national telecommunication company or companies. The easiest (and most probably the only) way to build this kind of network is to use already existing telecommunication infrastructure from the national telecommunication company or companies Minimum Requirements for the Winter Universiade Edition May

102 and to build any additional network (if necessary) to cover all venues which will be used during the Games overlay. For more detailed requirements regarding IT&C Infrastructure (including Energy Services), please refer to the IT&C Minimum Requirements. Games Management System (GMS) The Games Management System should be a completely integrated IT solution for the administration of the Games. By using this solution the LOC should be able to manage the Universiade successfully, have a central data base, perform queries, administer reports and control the budget. The integration must be done at the database level in order to provide the reliability of data in all applications used by all the interested parties during the organization of the Games. the GMS should be set-up as a sophisticated and complex software platform which gives the LOC the possibility to additionally extend the list of compulsory GMS services by adding optional modules. These optional modules are not required by these Minimum Requirements to be integrated in the central GMS, but they enable the LOC a smoother and more efficient running of the event. The optional modules may be included in the GMS in case the LOC decides it is necessary. The mandatory modules of GMS include: 1. Web Registration 2. Accreditation 3. Badging 4. Event Calendar 5. Arrivals & Departures 6. Accommodation Management at the Athletes Village 7. Fees Payment for the LOC 8. Workforce & Volunteers Management 9. Call Center Support 10. Request Processing at the Athletes Village 11. Sports Data Repository 12. INFO Web Data Representation 102 Minimum Requirements for the Winter Universiade Edition May 2011

103 The optional modules of GMS include: 1. Transportation Management Support 2. Rate Card Management for LOC 3. Assets & Materials Management and Logistics 4. Medical Services interface 5. Doping Control interface 6. Hotel Booking System interface 7. Ticketing System interface 8. Ticketing System 9. Security System interface 10. Uniforms Management 11. Catering Management Support For full description of functionalities of the GMS modules, required to be integrated in the central GMS system please refer to the IT&C Minimum Requirements. The full responsibility for the implementation and operations of the GMS should be given to one vendor in order to reduce the potential risks and malfunctions during the process of integration of different Compulsory and optional modules into one central GMS. The vendor should be selected at least two (2) years prior to the Games, i.e. the work on the configuration i.e. adaptation of the GMS to the needs and information of the LOC should begin at least two (2) years prior to the Games. The GMS should be able to share information with external systems, most importantly the T&S and OVR system. Timing & Scoring and OVR Systems and Services (T&S and OVR) Typically consists of the following functional components: Timing and scoring equipment On venue results system for processing of the results Distribution of results (TV, scoreboards, INFO, Sport Presentation and/or CIS) TV graphics The full responsibility for the implementation and operations of the OVR and T&S System should be given to one vendor in order to reduce the potential risks and functional failures during the process of the creation of the reliable unique data base and real time data representation on the website. The provider should have experience with multi-sport world class events, using an up-to-date OVR system approved by the international sport federations of the Sports involved (ISF). For more detailed requirements regarding T&S and OVR systems and services, please refer to the IT&C Minimum requirements. Minimum Requirements for the Winter Universiade Edition May

104 Games Information Management Call Center The Call Center is dedicated to handle large number of participants (and other stakeholders) contacts by phone. Call Centers must focus a fast processing of incoming calls. It is recommended that Call Center operations are supported by a specialized application. Telecommunication infrastructure must be planned to support Call Center needs. Because Call Center capacity is hard to predict completely prior to the Games, it is necessary that scalable Call Center solutions are used. Call Center staff can be organized into a multi-tier support system for a more efficient handling of calls. The first tier in such a model consists of operators, who direct inquiries to the appropriate department and provide general directory information. If a caller requires more assistance, the call is forwarded to the second tier, where most issues can be resolved. In some cases, there may be three or more tiers of support staff. If a caller requires more assistance, the caller is forwarded to the third tier of support; typically the third tier of support is formed by highly skilled support staff. Internet Portal Official Website of the Games Internet presence and presentation of the Universiade is of the most importance for every LOC. One of the first tasks for the LOC IT&C department must be the creation and maintenance of the Universiade official website. Among other attributions, the site should be the means of diffusion of the information related to the Games such as: news, calendar of contests, competition venues, sales of licensed products, purchase of tickets, general information covering the host city/host country, registration of volunteers, press services, sponsors corner and access to games management applications, etc. The website should also be the point of access to the games and results management applications such as: athletes qualification, medical services, lodging, press, rate card, result reports, among other information. The website should offer several services through a Web Portal that will be accessed by several audiences. A few of these services should be made available to all users, while other contents and services should have a restricted access. Intranet Intranet is private network that conforms to the same standards as the Internet but that is only for internal use for the games operations. Like the Internet, an Intranet is used to share information but only within games operations. Universiade Intranet serves the internal needs of the Games and support all departments of LOC involved in Games organizations, FISU family, staff and other stakeholder groups involved in the Games organization. Intranet site (or several sites) must only be accessible to those who have authorization to use it. Extranet The objective of the Extranet system is to provide the accredited organization, Electronic Media and Press professionals, the University Games family and other predefined stakeholder groups with updated and relevant contents on the event. 104 Minimum Requirements for the Winter Universiade Edition May 2011

105 Extranet is part of a Games Intranet that can be accessed by users outside of the company. Extranet is a way to communicate and share information securely without having to worry about it being intercepted over the Internet. This is achieved by taking extra security and privacy measures with the Extranet, including firewalls, required passwords, and data encryption. Like Intranet access to extranet can be resolved on different levels and with different security measures. For organizations and users outside Games WAN network, VPN solutions can be implemented to provide secure way to access Extranet information. For more detailed requirements regarding Games Information Management, please refer to the IT&C Minimum requirements. Administrative Systems 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 Games. The objective of the committee, through the usage of this tool, is to optimize the use of the resources designed for the event, maintain the administrative control of goods allocated to such event and avoid administrative problems that may impact the Games image even after the end of these Winter Games. For more detailed requirements regarding Administrative Systems, please refer to the IT&C Minimum requirements. Communications Services The Organizing Committee must ensure that a full range of communication services are available to permit voice, fax and data communications within and between venues and the world at large, supporting the operational needs of the Winter Universiade Secretariat, the FISU Family and the Media. The Organizing Committee must plan the cost-effective provision and operation of the following communication services at all major Winter Universiade sites and venues: Fixed line telephone Mobile telephones Payphones Radio Communications Internet Mailing Services Technical Support For more detailed requirements regarding provision of Communication Services to various client groups during the Games, please refer to the IT&C Minimum requirements. Minimum Requirements for the Winter Universiade Edition May

106 Technology Operations Center 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. At the Games a great number of activities happen simultaneously on different locations every day of the event, however, under unique coordination per functional area. In order that this coordination is focused on the most critical problems that can be solved locally, there will be a centralized administration and monitoring for some FAs. The functional area of Technology will perform these activities in the Technology Operation Center (TOC) and other areas will be performing these activities in the Central Operation Center (MOC), such as security, transport, among others. To rationalize the operation, with only centralization of 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. For more detailed requirements regarding TOC and Incident Tracking, please refer to the IT&C Minimum requirements. Constitution and obligations of IT&C Department The Technology department must establish specifications and select, implement, test and operate all systems required for the execution of the Winter Universiade and for supporting other divisions and departments, including integrated IT applications, data and voice network services and audio-visual and scoreboard technology. In addition, the Winter Universiade requires implementation and operation of a communications infrastructure supporting telephones, mobile phones, Internet access, fax and mailing services. Communications services to support the Host Broadcaster are also provided, although the Technology department does not itself provide broadcasting services. For detailed information and suggestions on how the IT&C Department should be organized please refer to the IT&C Minimum Requirements document. 106 Minimum Requirements for the Winter Universiade Edition May 2011

107 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 HR Management Contingency Management Change Management Considering its temporary and unique character, the Winter Universiade, with the exception of the Organizing Committee itself, shall be carried out by hiring several capable companies that shall supply products and services for the Games. Thus, the employment 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), are necessary in order to assure 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 best practices for project management recognized 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 data base to FISU. Minimum Requirements for the Winter Universiade Edition May

108 108 Minimum Requirements for the Winter Universiade Edition May 2011

109 Q. External Relations Relations with Government & Local Authorities The Organizing Committee must obtain support from government and local authorities in the organizing country. Please refer to FISU REGS. SEC. B C, D & J regarding organizing commitments The Organizing Committee must make the necessary commitments with the appropriate authorities to guarantee the security of all participants in all activities associated with the holding of the Winter Universiade. The Organizing Committee must guarantee that all participants will encounter no problems entering or leaving the country. The Organizing Committee must designate an airport and other official ports of entry for all participants to the Winter Universiade, with special arrangements and procedures agreed with local authorities to ease their arrival. Daily Meeting between FISU, OC and Delegations A daily meeting with the Heads of Delegation or their representatives will be held by FISU in conjunction with the Organizing Committee. Senior Organizing Committee managers must be present to give briefings and answer questions from delegations. These questions must be submitted by delegations in writing prior to the meeting to allow the Organizing Committee and FISU time to fully address them. Specific meetings will address Opening and Closing Ceremony procedures, chaired by the CSU Chair or his delegate.` Relations with Embassies It is of considerable benefit to establish contact with Embassies of participating countries at an early stage in the entries procedure. The 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.). Minimum Requirements for the Winter Universiade Edition May

110 R. Transportation Please refer to FISU REGS. SEC. B B regarding the transportation obligations towards participants competitors and officials Transportation application The Transportation application helps to optimize overall fleet utilization by managing the schedules and routing for the transportation services provided during the event. Functions It allows the configuration and management of services such as: Programmed shuttle services Shuttles are transportation services with a predetermined timetable and route to link two or more venues. Shuttles are normally used for group transportation and can also be designated to service a specific category of participants, mostly media and competitors for individual sports. Programmed chartered services A programmed charter is a transportation service intended to move a group from one venue to another on a specific day and time. Participants served include sports teams, judges and referees going to or from training sessions and competition. On call services This service provides transportation when a programmed service has not been scheduled to meet a specific transportation need. This service allows transport of both groups and individuals. Assigned services This service covers the assignment of transportation to individuals for the duration of their stay. The Transportation system This system provides the ability to assign a car & driver to individuals, and links to the VIP Management system. The Organizing Committee must provide, at its own cost, a transportation network that will ensure the efficient running of the Winter Universiade. The transportation network must simultaneously run a variety of different types of transport, e.g. shuttle buses, assigned buses, minibus, car pool and assigned cars. The Organizing Committee must manage the entire fleet of vehicles. The Organizing Committee typically establishes sponsorship with a public transport company and/or a hire car company or major car manufacturer. The Organizing Committee must submit a transportation plan to FISU for approval six months before the start of the Winter Universiade. The transportation network must serve all Winter Universiade participants, including: Competitors and delegation officials Judges and referees FISU Family Organizing Committee staff and volunteers Members of the media The transportation network must be in operation throughout the period that the Winter Universiade 110 Minimum Requirements for the Winter Universiade Edition May 2011

111 Village is in operation, or similarly while delegations are performing during the Winter Universiade. It is crucial to have a very highly qualified transportation management team that will plan and develop the run-up to the Winter Universiade and the prior scheduling of the network. The Organizing Committee must establish a Central Transportation Office to coordinate and control all aspects of transportation. This office must provide overall management of the transportation network and handle all problems and late requests. Transportation Bookings and Enquiries Desk A Transportation Bookings and Enquiries Desk must be established in the Winter Universiade Village (or main service center) Information Center to make transport schedules available and to administer all bookings and enquiries. Allocation of transport for competitors must be made a particular priority. A similar Transportation Desk must be provided at the following venues: Main competition venues Main Press Center Main Accreditation Center FISU Headquarters Hotel Judges, referees and officials accommodation The Transportation desk must include way finding information, maps and timetables. Transportation Manual The Organizing Committee must prepare a Transportation Manual, incorporating schedules, average traveling distances and times, booking procedures and other transportation information for use by delegations and all other groups attending the Winter Universiade. Transportation information must be made available at all Winter Universiade venues as appropriate. Transportation Requirements The following details the transportation needs of the various groups attending the Winter Universiade: Competitors and Delegation Officials The Competitors and their team officials have the following transportation requirements: Regular shuttle buses service from the main designated airport and other points of entry Specific bus service between the Winter Universiade Village (or Athletes accommodation locations) and Opening and Closing Ceremonies Regular bus services between the Winter Universiade Village (or Athletes accommodation locations) and all training and competition venues for individual competition sports Specially dedicated buses for team sport s training and competition (Ice Hockey and any optional team sport). Departure times of buses will be agreed between team officials and the transportation office staff Separate buses must be provided for each team traveling to/from a competition match. Departure times of buses must be agreed between team officials and transportation office staff Assigned vehicles will be provided to delegations according to size of the delegation. Vehicles typically include a driver provided by the Organizing Committee, however depending on local laws and customs some delegations may prefer to drive themselves Minimum Requirements for the Winter Universiade Edition May

112 The number of vehicles assigned to each delegation is as follows: Delegation Size* Number of Vehicles (Athletes and Officials) From 5 to to to to to to to * Excludes referees, judges and media liaison Judges and Referees The Judges and Referees have the following transportation requirements: Shuttle bus service from the airport and other ports of entry to hotels Specially scheduled buses for Opening and Closing Ceremonies Regular bus services between hotel(s) and competition venues for individual sports competitions Specially scheduled vehicles to transport referees from hotels to team sport competition matches and games FISU Family The FISU Family has the following transportation requirements: Dedicated highly specified vehicles with driver for the use of the FISU Executive Committee members and Presidents of the FISU Committees (approximately 30) Approximately 75 automobiles with driver for the use of FISU members and staff on duty (the number could be increased according to the number of optional sports in the program) A separate car pool for other members of committees, FISU Guests and VIPs (20 vehicles) One or two mini vans for the CIC Committee Members of the Media The Members of the Media have the following transportation requirements: Shuttle bus system from the airport to the media hotel Specially scheduled buses between the Main Press Center and Opening and Closing Ceremonies Regularly scheduled shuttle buses between the media hotel and the Main Press Center Regularly scheduled shuttle buses between the Main Press Center and main competition venues Vehicles can be made available as rate card items Organizing Committee Staff and Volunteers The OC Staff and Volunteers have the following transportation requirements: Organizing Committee staff and volunteers must have free access to the local public transportation system to help them travel to and from their place(s) of work Recommendations If accommodation in the Winter Universiade Village (if any) is spread across a large area, the Organizing Committee must provide an internal transportation system Plan transportation for participants undergoing doping control, as they may remain at the venue after their team have left Plan transportation for Technical Committees, as they may remain at the venue after athletes and referees have left The Organizing Committee must ensure that the transportation needs of volunteers are fully considered as this may impact other areas, e.g. accreditation rights for transport may need to be assigned or additional vehicles allocated 112 Minimum Requirements for the Winter Universiade Edition May 2011

113 Other Aspects of Transportation In order to ensure the smooth and efficient running of the FISU Sports Program, the Organizing Committee must establish a pool of vehicles and drivers to meet any additional and unforeseen transportation requirements. Any vehicles dedicated for use by a delegation must be managed by that delegation, except for maintenance and general support. Note that there may be insurance implications if delegations are permitted to drive Organizing Committee vehicles. The Organizing Committee must make additional non-essential vehicles available for hire from the Winter Universiade Village (or main service center), for use by delegations and officials. The Organizing Committee must devise a system of vehicle permits to control access to venues and official parking areas. The Organizing Committee must provide special vehicle accreditation for private vehicles belonging to delegation members or others on Winter Universiade business. The Organizing Committee must provide suitable car parking for Winter Universiade Transportation network vehicles, particularly at all competition venues. The Organizing Committee must provide resting/waiting areas for drivers. Some venues may require a perimeter with special access lanes or restricted lanes to guarantee accessibility and/or security. Ports: Official Points of Entry/Departure The Organizing Committee, in association with FISU, must designate an airport and other official ports of entry for all participants of the Winter Universiade. All members of the FISU Family, guests and participants must be welcomed or received and transported from the Official Ports of Entry to the Winter Universiade Village (or Athletes accommodation locations), Accreditation Center or appropriate destination. All arrivals not entering at designated Official Ports of Entry must be received and must have the possibility to pre-book transportation at their own cost. Departures must be organized on the same basis. Official Ports of Entry/Departure must have an official Meet and Greet facility staffed by the Organizing Committee for the period of the Winter Universiade (from opening until closing of the Winter Universiade, or similarly while delegations are performing for the Winter Universiade). Please also refer to the Arrival & Departures section. Minimum Requirements for the Winter Universiade Edition May

114 S. Venue Operations During the planning phase of the Winter Universiade, the Organizing Committee must operate functionally to define and plan the full range of services required. However, during the Games, a decentralized operation is more appropriate with the majority of support and decision-making devolved to venues for delivery of services and rapid resolution of any problems that may arise. Venue Planning A wide range of activities must be carried out during the set up and tear-down of venues, including receipt of materials/equipment, deployment and recovery, cleaning services etc. These activities must be coordinated at a venue level with reporting back into the central organization. It is essential that proper procedures and plans are in place to support these activities in order to provide good coordination, a consistent level of service and an efficient problem escalation process. Preliminary Sports Events Preliminary events provide the Organizing Committee with an excellent opportunity to test various processes and planned activities prior to the Winter Universiade. As stated in the Sports section, it is most important to prove that Sports and Venue Operations can work together successfully. Rehearsals Several days prior to the Winter Universiade, all services, staff and volunteers are deployed to venues. In order to check venue preparations and to reinforce staff and volunteer training, it is recommended that rehearsals are scheduled at each venue with the following a particular priority: Winter Universiade Village ( dress rehearsal), if any Competition venues Other non-sports venues (e.g. Main Press Center) Ceremonies 114 Minimum Requirements for the Winter Universiade Edition May 2011

115 It is also recommended that individual Organizing Committee Departments define and perform their own functional rehearsals. Logistics Operations 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 the Finance department for asset tracking. In addition, during the period when venues are in operation, logistics must provide delivery/collection of faulty or damaged items, consumables etc. Efficient cleaning and waste management also makes an important contribution to the image of the Winter Universiade. If these services are outsourced, it is important to establish appropriate service level agreements, particularly with regard to response times. Food Services Food Services must plan and organize the necessary catering (food and beverage) for staff, Winter Universiade Family and spectators at all venues prior to and during the Winter Universiade. To achieve this, it is necessary to set appropriate policies for provision of food services at venues and according to the needs of different groups. Food services are required at all sports and non-sports venues, with particular importance placed on the Winter Universiade Village (or Athletes accommodation locations). In addition, it is also important to consider the requirements for catering at any social events that are also within scope of the Organizing Committee. The restaurants within the Winter Universiade Village (or equivalent areas) represents the biggest challenge to Food Services, as they require an efficient service for thousands of athletes and sufficient variety to suit many dietary needs. Food Services must also carefully plan the provision of water and refreshments to athletes at competition and training venues and for Ceremonies. Spectator Services Spectator Services must coordinate volunteers and other staff responsible for delivery of these services at the venues, particularly during times of competition. A wide range of services must be defined and policies set, including: Lost and found Lost children Information and way finding (especially for Ceremonies) In addition, an appropriate workforce must be selected and trained to deliver these services whilst at all times presenting a positive image of the Winter Universiade. Minimum Requirements for the Winter Universiade Edition May

116 T. Other FISU Related Events Executive Committee Meeting At the Executive Committee meeting following the Winter Universiade, the Organizing Committee must present a complete final report on its organization, including financial balance sheets, marketing, television and statistics (covering participants, spectators, volunteers, staff, media, weather, etc.) Others Heads of Delegations Seminar 116 Minimum Requirements for the Winter Universiade Edition May 2011

117 U. Publications For further details please refer to List of deliverables to be provided by the Organizing Committee to FISU in appendices. Official Documents The Organizing Committee must publish and distribute a variety of documents and other communications to invited countries, members of the Executive Committee and FISU Committees. At a minimum, these deliverables must be written in the working languages of FISU and, as per regulations, must include: Please refer to Appendix T-Plan to have the details regarding the deadlines of the delivery of the Official Documents. Internet A dedicated Internet website must be launched at least 6 months after the attribution and no later than two years before the Winter Universiade, and it must remain available for at least six months following the Winter Universiade. The Winter Universiade website must include a link to the FISU website ( net), where live results will be available during the Games, and this information must be promoted. FISU Archives The Organizing Committee must provide at least three copies of each document issued during the preparation of the Winter Universiade, for the FISU archives. Note that additional copies will be welcome for Winter Universiade promotional purposes. At the end of the Winter Universiade, a shipment must be sent to the FISU office containing a full set of documents issued during the Winter Universiade, including results and photographs. These documents are crucial to enable FISU to assist the next Organizing Committee with promotion of the Winter Universiade (via the FISU website, press releases, FISU magazine, etc.). All documents must be provided in one of the working languages of FISU. Official Film, Video Tapes & Photographs Please refer to FISU REGS. SEC.B 4.8, SEC.B 8.4, SEC.E 4.8 regarding materials to be provided to FISU and Radio, Television and other broadcasting rights. FISU requirements for recording material: 1) Video Format : Minimum 1080x720 pix 2) Supports PAL : By preferred order : - Blu-ray - HD DVD - DVD DL - DVD Minimum Requirements for the Winter Universiade Edition May

118 Coding : - HDTV MPEG-2 flow in broadcast transmission: Mbps; - HDTV MPEG-4 flow in broadcast transmission: 8-16 Mbps. Or: - Video Tapes XDCAM HD 1080p25 (35 Mb/s VBR) HDV 720p25 or 1080i25 DIGITAL BETACAM IMX (25, 40 or 50 Mb/s) MPEG IMX (8-BIT 30MB/S) DVCAM Recordings by the Organizing Committee or the Host Broadcaster must include: At least daily coverage of each sport Complete coverage of semi-finals and finals of each competition Complete coverage of Opening and Closing Ceremonies Views on FISU meetings and official ceremonies Reports on official visits by dignitaries General coverage of the Winter Universiade, such as the Winter Universiade Village (if any), atmosphere, cultural events etc. The live coverage has to be negotiated with the broadcaster and depends on the interest of other Broadcasting companies. Recordings must include sound 1 (international sound) and sound 2 (guidelines) to allow FISU to use the audio channels according to need. Recordings must be provided to the FISU Secretariat before departure from the Winter Universiade. The Organizing Committee must produce an official film of the Games. 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 Organizing Committee must also provide FISU with approximately 1,000 color photographs depicting the winners of each event, general atmosphere shots of the Opening and Closing Ceremonies, the Winter Universiade Village (if any), the sports infrastructure and the Winter Universiade in general. Medals and Merchandising A set of medals of the event must be provided to the FISU Secretariat. One (1) item of each merchandising product must be provided to the FISU Secretariat for archiving purposes (T-shirt, baseball caps, pens, pins, mascot etc.). 118 Minimum Requirements for the Winter Universiade Edition May 2011

119 Minimum Requirements for the Winter Universiade Edition May

120 Excellence in Mind 120 Minimum Requirements for the Winter Universiade Edition May 2011

121 and Body Minimum Requirements for the Winter Universiade Edition May

122 FISU General Secretariat: International University Sports Federation Château de la Solitude - 54 Avenue Charles Schaller - B-1160 Brussels - Belgium Tel Fax FISU Office in Lausanne: Maison du Sport International Av. de Rhodanie 54 - CH-1007 Lausanne - Switzerland Tel #11013