1. BID 2018 Quick Guide for Pan Am Hockey Events 2019-2022

2. Welcome!
A WORD FROM THE PRESIDENT
“The Pan American Hockey Federation (PAHF) has successfully completed the first 4 year cycle of the new event program. Our objective in is to form long term collaboration agreements with strong partners.”
Alberto “Coco” Budeisky
PAHF President

3. Introduction
The Quick Guide for Pan Am Hockey Events was created to provide National Associations (NA) wishing to host a PAHF Event, with an overview of a golden standard entertaining event.
By attaining the goal to increase the hockey profile in the Pan American continent, established in the FIH MoU, PAHF and NAs will also be achieving three major initiatives: to deliver a FAN-FOCUSED ENTERTAINMENT PORTFOLIO with WORLD-CLASS TV PRODUCTION AND DISTRIBUTION in order to attract COMMERCIAL PARTNERS.
This guide is applicable to PAHF Flagship Events including but not limited to Pan American Cups, Pan American Under-21 Tournaments, Indoor Pan American Champs, etc.
You may access now the Chart of Responsibilities and upon selection of the NAs hosts, the PAHF will send a BID Package including:
Event Manual is a more detailed document with guidance and other assistance to help Local Organization Committee (LOC) plan and deliver the event, including the technical requirements, competition guidelines, instructions on event services and facilities and a clear division of roles between the PAHF and the host.
Host Agreement

4. Events Summary Pan Am Cups Junior Pan Am Champs U-21
Highest level of Competition: Qualifiers for the FIH World Cups
Pan Am Cups
For experienced U‐21 players progressing to the highest level: Qualifiers for the FIH Junior World Cups.
Junior Pan Am Champs U-21
These are the Hockey5s qualifiers for the Youth Olympic Games. Important opportunity for U18 players and teams to start competing at a high‐performance level for their age group.
Youth Pan Am Champs
These are qualifiers for the FIH Indoor World Cups, the highest level of Competition for Indoor Hockey.
Indoor Pan Am Cups
This is a qualifier for the PAHF Pan American Cup and consequently to the FIH World Cup. It is an entry opportunity for nations to compete, to raise their level of play and also get World Ranking points.
Pan Am Challenge
Events Summary

5. PRE EVENT PREPARATIONS

6. Timeline | PRE EVENT PREPARATION
2/4 YEARS
HOST CITY DECIDED
AGREEMENT SIGNED
START PLANNING
1,5 YEARS
TECHNICAL MEETINGS
Inspections visits
LOC structure
Draft brand + design book
Sport matters
Accommodation, Catering + transport
Draft promotion + spectator strategy
1 YEAR
FINAL NEGOTIATION
Inspection visits
Hotels
Final detailed brand + design book
Final promotion + spectator strategy
Competition documentation
Event Programme + competition schedule
Rate card strategy
Confirmation of the host broadcaster
6 MONTHS
FINAL VALIDATION
Opening of Online registration
Competition schedule
Media + Mktg matters
Sponsors
Logistics confirmed
Accomodation + catering
Host Broadcaster equipment
All rate cards requests
Mascots + merchands
3 months
FINAL CONFIRMATION
Reports
Closing of mascot + merchands
Closing all printing design
Closing of venue layout design
1 month
START FINAL PREPS
Final check of printing material
Check list confirmation
Installation schedule finalized
20 days
ONLINE REGISTRATION
Online registration closes
5 days
PRE-EVENT PHASE
Specialized daily timeline to be made
Fixture begins
Media registration closes

7. The Local Organizing Committee (LOC)
LOC General Manager/ Director
Competition/ Event
Accommodation + Catering
Ceremonies
Education + Coaching
Floor
Venue
Media
Medical
Umpires
Security
Sport
Transport
TV/Broadcast
VIP
The LOC should be designed in such a way that local knowledge, skills and expertise are used. The LOC structure should be set up that is EFFECTIVE and EFFICIENT.
Key Positions recommended:
Must ensure all services + comfort for VIP guests from arrival to departure.
Assures procedures are followed in all activities of the event: ceremonies, press conferences, award presentations
Coordination of the competition pre and during the Event, Drafting of match schedule for agreement with PAHF/FIH, Liaising with Event Officials, Management of Ball Patrol
Assures TV planning + delivery.
Works w Protocol to assure rooms, food program and staff are ready and at standard.
Creates all logistics to/from venue, special events + departure for participants in the event. List of vehicles + flights of all participants + inform arrangements.
During events, PAHF has a number of sectors each w their OWN AREAS OF RESPONSABILITIES.
LOC should provide EXPERIENCED TRANSLATOR, should the local managers do not speak English. 
Works closely w PAHF Event + Development Coordinator to assure correct running of games, mgmt. of coaches + supervises educational activities.
Works actively w PAHF Sport Director to ensure the correct sport running of event, from registration to game. Provision and management of team leaders.
Mgmt of preparations for all media attending the Event, Provision of necessary facilities (i.e. in liaison w competition venue mger), Mgmt of media operations during the Event
In contact w counter parts to make the show part of the event, coordinate athletes + synchronize event w TV.
Looks after the needs of the local + international umpires.
Responsible for all security + safety measures. Must be in direct contact w all security on-site, police or private, to regulate access + safety.
Coordination of medical services
Coordination of anti-doping testing
Overall management of the planning and delivery of the Event, provision of progress reports as required, main contact person with the PAHF.
Mgmt of the competition venue pre-, during and post-event (e.g. competition pitch, technical equipment, venue facilities such as offices, changing rooms, catering facilities etc.)

8. PAHF Structure + Evaluation Committee
For each event a KEY CONTACT LIST will be produced so that communication can take place.
PAHF Structure + Evaluation Committee
Presidential Office Contract, Protocol + VIP, Travel, Transport, Accommodation, Major Activities + Major Issues
Coordination Outlines, Invitees, Admin, Transport, Accommodation, Venue, Activities
Competition Commission
Competition Mgmt
Sport Rules
Schedule
Athletes
Competition
Education + Coaching Commission
Training
Observers Programme
Medical Commission
Medical
Anti-Doping
Media Commission
Press
Conferences
Media
Operations
Photography
Social Medial
E-newsletter
IT Team
Registration
Accreditation
Competition running
Timing + Scoring
TMS System
Live internet streaming
Sport Presentation
Floor Mgmt
Venue Branding
FOP installation
Floor Management
Sport presentation
TV graphics
Satellite
TV Team
Camera plans
Live broadcast
Highlights programme
TV commentary

9. Key Clients + Stakeholders
There must be a clear understanding of the needs + desires of each client group and these needs MUST BE MET in a PROACTIVE way.
Key Clients + Stakeholders
Delegations
Athletes, coaches, team officials, team doctors
PAHF
Commission members, international referees, staff
Media
Hosts broadcaster, rights holders, written press + photographers
VIP + VVIPs
PAHF Executive, invited guests, sponsors, NA Presidents
Workforce
Local paid staff, medical staff + volunteers
Coaches &
Team Officials

10. Pre Event Preparations
Sports
EVENTS PROGRAM
COMPETITION SCHEDULE
Pre Event Preparations
Competition Venue
SECURITY
COMPETITION VENUE LOOK
ATHLETE AREAS
Field of Play (FOP)
Logistics/ Services
ARRIVALS + DEPARTURES
TRANSPORT
ACCOMODATION + CATERING
INSPECTIONS VISITS
ACCREDITATION
WELCOME COCKTAIL
PRESS CONFERENCE
Marketing
BRAND + DESIGN
EVENT PROMOTION STRATEGY
SPECTATOR STRATEGY

11. Sports | EVENTS PROGRAM + MATCH SCHEDULE
The Sports program should include the match schedule and all other activities that are planned during the event. The PAHF Head Sport Director is the responsible for the match schedule.
Key Elements
Monthly conference calls between PAHF and Host NA using Event check list.
PAHF CC prepares draft Match Schedule for agreement with FIH and Host NA.
Pre-Event Meetings arranged in collaboration the day before the competition with PAHF and TD: Host NA provides all equipment and meeting facilities.
Pitch Availability for official training for all teams two (2) days prior to the start and during the event- if artificial lighting, each team with one (1) hour training slot.
Host NA MUST arrange for the tournament pitch available exclusively during the hosting period
Host NA must contact Event Officials once appointed for logistical arrangements.
Pre-match Protocol includes national anthems and display of national flags of competing teams.
Tournament Results Management - during the Event, the appointed PAHF Media Officer publishes final scores and match sheets on PAHF’s website at the end of each match.

12. Competition Venue | SECURITY, LOOK, ATHLETES AREA + FOP
Key Elements
Competition Pitch must have existing valid pitch certificate.
Four (4) lockable changing rooms for participating teams close proximity to the competition pitch.
Private lockable offices for TD and UM during event period.
Separate lockable changing room with showers for Umpires.
Accreditation Matrix allocated to the zones corresponding to their needs and responsibilities for Participating Teams, Event Officials, Media, Broadcast, VIPs, Staff and suppliers
Host NA is responsible for the safety and security of the person attending the event.
PAHF to provide specific guidelines for the FIH Hockey Revolution to create a BIC, BOLD, Packed Event. Host NA is required to organize ad implement the sports presentation in line with PAHF guidelines.

13. Hospitality | logistics, services, visits + other activities
Key Elements
Accommodation - a couple of “official” hotels should be nominated as the official hotel for all the Teams and Event Officials and should ideally be low-cost to reasonable cost but with acceptable standards for teams, in close proximity to the venue and is subject to approval by PAHF. During the allocation of the rooms, best endeavors should be made to ensure the hotel blocks rooms for the officials that are not close to that of participating teams using the same facility. A hotel should provide breakfast, internet access, and meeting room facilities.
Catering - User-pay food and beverage outlets at the venue should offer a range of cold and hot food and drinks, not only snacks or “fast food”, accessible to all event participants.

14. Technology Key Elements Equipment and Transport
Accreditation Cards + lists
Accreditation setup
Technical table
Local network
Internet network
Power requirements
8. Scoreboard setup
9. Audio
10. Monitors
11. Information system
12. Video cabling
13. Streaming studio
14. TMS system

15. VIP + Protocol Key Elements Opening, Awarding + Closing Ceremonies
Welcome Cocktail and Official Dinners
Welcome Desk in the venue
VIP Services – security and liaison
Service to PAHF Tribune
Presidential, VIP + VVIP Lounges
Staff + Umpires Lounges

16. Medical + Doping Control
Key Elements
Medical and emergency services provided for all participants.
At the venue, Host NA responsible to provide medical facilities and services for the duration of the Event from the arrival of the first teams /Event Officials to their departure.
Host NA must ensure adequate supply of ice for injury and bottle water during the competition and two (2) days before the start of the event during the official training period at team benches.
First Aid room with basic treatment equipment.
Pitch side during all matches must include a doctor and sufficient medical equipment: doctor and ambulance 1 hour before first match and one hour after last match daily.
Pitch side equipment and staff must be present for Event to proceed daily.
If anti-doping testing is required, Host NA must liaise with relevant National Anti-Doping Organization. Host NA covers all related costs.
All Doping Control Station requirements are the responsibility of the Host NA. A suitable facility is required.

17. Media
“Media” includes the professional media covering the competition on various medium (print, radio, TV, internet, photographers, etc.) and the Communications Officers appointed by PAHF to cover the competition on the PAHF web site and social media channels.
Key Elements
Internet access should be powerful, reliable and dedicated internet access is a crucial tool for the work of media and Communications Officers.
The Media Workroom should offer working space for all media (including photographers) to work comfortably.
The Media Tribune should be a reserved section in the stands for the media to follow the games. It should offer covered seating facilities.
The Mixed Zone should be a clearly identified and restricted area located just outside the FOP, between the field of play and the changing rooms so the teams are obliged to go through it after a game. It should be easily accessible from the Media Tribune.
Photographers areas are restricted to the corners of the pitch. It is useful to provide easy access to these four corners to avoid them needing to walk around the pitch, or in front of the technical area, to a specific corner.
Media accreditation providing them access to all media facilities (Workroom, Tribune, Mixed Zone + eventually field of play for photographers and TV cameramen).

18. TV Guide, if applied. Key Elements Host Broadcasters
Camera plans for preliminary games and for finals
Camera plan for Awarding
Host Broadcasters Feeds & Recordings
Host Broadcasters – EVS, Interviews & Other
Requirements from LOC – TBI
TV Requirements – Live feed, Satellite News + Interviews, Signal Production + OB Van, Running order, TV Graphics

19. Other Activities Key Elements Training Camps, training courses
Pre-games matches
Observers Program
Legacy Program (ie knowledge transfer)
Webinars
Meetings

20. Pan Am Hockey is looking forward to receiving your bid! GOOD LUCK!