Template bulletins & Team Officials’ Meetings Áron Less

Bulletins Information from the organiser shall be given in the form of bulletins (rule 8.2) Way of communication between organisers and participants

Standardising bulletins Bulletins should be as similar as possible for competitors Look for good examples! kkkjdjkdk

Bulletins as milestones Bulletin issue dates are also milestones for organisers Bulletin 3 publication date change allows the organiser to focus more on the event EA visits are connected to bulletins When should you start drafting bulletin 4? kkkjdjkdk

Bulletin 4 When done right, B4 is like a Bible to both participants and organisers!!! Should be separate from other events (like WTOC) Don’t be afraid to include ALL public information in B4! It’s easy to reference! Take your time to complete it! Include all main responsible people in the preparation Makes life so much easier for Event Office and Team Officials’ Meetings Table of Contents makes the document easier to handle. Sections should be numbered! kkkjdjkdk

Template Bulletin 4 1. Welcome speeches 2. Event Centre / Event Office 3. Event organisers and controllers 4. Programme with a detailed time schedule for each day 5. Accommodation, catering (not all events) 6. Embargoed areas incl. exact arena locations 7. WOC / JWOC training incl. participation in spectator races Welcome speeches Event Centre/office - Location and information about the Event Centre for the event. Contact info to event office. Services and opening hours of event office. Including time limits for complaints and location for making complaints. Event organisers and controllers - With contact info to the relevant persons. Names of the Jury members. Programme - The event programme. The final event programme with a detailed time schedule for each day. Embargoed areas - Maps clearly showing the different embargoed areas, especially the borders of the embargoed areas and any roads or other ways of passage through the area must be clearly shown. Exact location of each finish area should be shown here. WOC training - Options for training during WOC should be shown here, also the possibility for training during WOC, including rules for teams (coaches and athletes) participating in public races. kkkjdjkdk

Template Bulletin 4 8. Model Events (also technical) incl. any limitations 9. Spectator events 10. Weather, climate and any hazards 11. Transport - incl. transport schedule for organised transport 12. Media information 13. IOF officials and guests 14. Media / VIP-race Model Events - Information of the different model events. Exact location and size of the areas, any limitations in when the model events will be available should be shown here. Also time for technical model. Spectator events - Weather, climate and any hazards - Transport - Rules for transport. Transport schedule for organised transport. Media information - Short information about media. Accreditated media should recieve specific information directly on arrival. IOF officials and guests - Information on VIP services should be found here Media/IOF-race - Information about the place, time and entries for this race. kkkjdjkdk

Template Bulletin 4 15. Anti-doping 16. Medical care and safety 17. Ceremonies 18. Quarantines - incl. access and deadlines. 19. Start procedure 20. Finish procedure incl. post finish information, exit, mixed zone Anti-doping - Info regarding anti-doping. Medical care and safety - Information about first aid at events, emergency numbers outside the events. Location of nearest health care/hospital with opening hours and contact info. Ceremonies - Practical info regarding ceremonies during the event, including directions for athletes, time schedule for flower/medal ceremonies. Quarantines - Detailed information about quarantines for the races. Access and deadlines. Start procedure - Detailed information about the general start procedure Finish procedure - Detailed information about the general finish procedure, including post finish information, exit, mixed zone. kkkjdjkdk

Template Bulletin 4 21.Competition info – technical Clothing, punching/timing systems, bib numbers, GPS-tracking. Rule deviations. Coaches’ movement during races. Team areas at the arenas. Type of refreshment. 22. Competition info – maps, courses and terrain General info about maps, courses and terrains, such as printing, plastic bags, control placements/guarding, radio/TV-controls and control descriptions. Competition info- technical - Technical info for teams, such as: Clothing, punching/timing systems, bib numbers, GPS-tracking. Any permitted deviations from IOF rules. Any directions for coaches’ movement during races. Team areas at the arenas. Type of refreshment. Competition info- Maps, courses and terrain - Any general info about maps, courses and terrains, such as printing, plastic bags, control placements/guarding, radio/TV-controls and control descriptions. kkkjdjkdk

Template Bulletin 4 23. Competition info - special instructions for each race Sorted by day. Detailed information about courses: length, climb, # of controls, winning time, refreshment controls, map scale, contour interval, control description size and maximum running time. Instructions for the movements for athletes during whole event, quarantine, specific start procedure, rules for warm-up, cool down, coaches’ way from start to finish, general map with exact access roads, and arena map. Arena map could be generalised, with detailed arena map given at quarantine. 24. Any additional information Competituion info- special instructions for each race - Detailed instructions for each race sorted by day. Including detailed information about courses: Length, climb, number of controls, winning time, Refreshment points, map scale, contour interval, control description size and maximum time. Instructions for the movements for athletes during whole event, specific start procedure, any rules for warm-up, cool down, general map with exact access roads, and arena map. Arena map could be generalised, with detailed arena map given at quarantine. Any additional information not given in other items. kkkjdjkdk

Team Officials’ Meetings It is now possible to merge several meetings! A well-prepared TOM lasts less than 30 minutes. Coffee-diplomacy  The organisers’ presentation for the TOM shall be printed and handed out to the teams TOM presentation, all questions with their answers, and any other changes or agreements made on the TOM shall be published in writing on the web straight after the meeting. kkkjdjkdk

TOM Agenda Roll call - not necessarily public Introductions - Event director, IOF SEA & Assistant, National Controller need to be present. Key officials (course planner, start, arena, transport) + jury member follow the TOM from the back Welcome, practical meeting issues - overall agenda, rules of the building, etc. Roll call - All countries entered are called to check who is present. The roll call does not have to be public if a sign in procedure is implemented- or teams gave to collect their marked team information prior to the meeting. Introductions -Introduction of the officials present. As a minimum the Event director and the IOF SEA need to be present. Normally at WOC also the IOF SEA assistant and the National controller is present. Other organisers are present if they are needed for information, but the number of people on the stage should be kept to a minimum. It is recommended that key officials for the upcoming event follows the TOM from «back row» to make sure that any decisions taken on TOM can be organised. Head of course planning, head of start, head of arena, head of transport are examples of such roles. Welcome, practical meeting issues - Any practical issues regarding the meeting should be given here, such as overall agenda, any rules of the building (toilets, emergency exits and so on). kkkjdjkdk

TOM Agenda Organisers practical information - Information from previous day(s). Follow-ups, issues, improvements made. Congratulating medallists. Possible apologies. Relationship between organiser and teams. Weather forecast Competition information - Changes or additional information. Transport schedule. Only additional info. All important information to be given in writing only! Organisers practical information - Information from the organiser on the previous day(s). It can be follow ups from last meeting, information about any issues during last competition/model event or similar. Any changes/improvements made regarding accomodation, food, transport, event office or similar should be communicated here. When a competition has been held it is appreciated to congratulate the countries of the medalists with an applause. This is also the right time for OC to recognise and apologise for any mistakes that has occured, and/or to comment on the relationship between organiser and teams (praise or need for improvement). Weather forecast -Present the lastest updated weather forecast for the competition day(s). Competition information -Changes or additional information from final bulletin for upcoming competition(s). Transport schedule, if not included in bulletin 4. For WOC it is expected that teams are familiar with the content of bulletin 4, and only additional info/changes should be presented at TOM. All important information to be given in writing only! kkkjdjkdk

TOM Agenda Questions and answers Questions should be possible to ask by e-mail. Repeat the question, so that’s understandable for everyone. Give clear answers! Make sure that your crew also registers the answers. It’s best to write the Q&A also on the screen. Don’t be afraid to negotiate the answers before making a decision / change! End of meeting - good luck! Questions and answers -Questions from the teams. Organiser should have an E-mail adresse available for teams to send questions prior to each meeting. When questions have been recieved beforehand, organisers start this session with the recieved questions and their answers- then opens for other questions from the teams. End of meeting- good luck! kkkjdjkdk