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US Ski & Snowboard Event Organizer Handbook

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US Ski & Snowboard Event Organizer Handbook U.S. Ski & Snowboard Event Organizer Handbook Revised August, 2017 1 Victory Lane, Park City, UT U.S. Ski & Snowboard Event Organizer Handbook Updated August 2017 Table of Contents 1. Introduction………………………………………………………………………………………………… 3 2. Organization……………………………………………………………………………………………….. 4 2.1 OC Structure………………………………………………………………………………………. 4 2.2 U.S. Ski & Snowboard Support ..................…………………………..………………………….. 5 2.3 Event Crisis Team……………………………………………………………………………………. 5 3. Competition………………………………………………………………………………………………... 6 3.1 Schedule………………………………………………………………………………………………. 6 3.2 Agreements …………………………………………………………………………………………... 6 3.3 Courses………………………………………………………………………………………………... 6 3.4 Facilities and Venues………………………………………………………………………………… 7 3.5 Officials………………………………………………………………………………………………… 7 3.6 Personnel……………………………………………………………………………………………….. 8 3.7 Operations Transportation………………………………………………………………...……...…10 3.8 Materials and Staffing…………………………………………………………………………...…...11 3.9 Insurance………………………………………………………………………………………...…... 11 3.10 Administration……………………………………………………………………………………. 12 3.11 Accreditation……………………………………………………………………………………... 13 3.12 Awards and Cash Prizes…………………………………………………………………………15 4. Medical Organization……………………………………………………………………………………...15 4.1 Event Emergent Medical Services Action Plan (EAP)…………………………………………….16 4.2 Required Facilities & Resources…………………………………………………………………….16 4.3 Scheduling for Event Medical Support Coverage……………….…………………………………17 4.4 Recommended Personnel/Staff……………………………………………………………………. 17 4.5 Training of Personnel…………………………………………………………………………………20 4.6 Communication/Radio Protocol…………………………………………………………………….. 20 4.7 Incident Management…………………………………...…………………………………………... 21 4.8 Additional Organizational Recommendations…………………………………………………….. 21 4.9 Published Information……………………………………………………………………………... 22 4.10 Anti-Doping Controls…………………………………………………………………………….. 23 4.11 Event Injury Record – FIS Injury Observation………………………………………………… 25 5. Facilities…………………………………………………………………………………………………. 27 5.1 Competition Headquarters………………………………………………………………………... 27 5.2 Media Facilities……………………………………………………………………………………….. 28 5.3 Team Accommodations and Meals………………………………………………………………… 28 5.4 Other Accommodations……………………………………………………………………………… 28 1 5.5 Parking Facilities………………………...…………………………………………………………… 29 5.6 Wax Facilities…………………………………………………………………………………………. 29 5.7 Water Requirements (alpine events)…………………………………………………………….. 29 5.8 Workout Facilities………………………………………………………………………………….. 29 5.9 Timing and Event Production Facilities…….……………………………………………………. 30 6. Event Rights………………………………………………………………………………………………. 30 6.1 Event Rights………………………………………………………………………………………….. 30 6.2 Title Sponsor Rights…………………………………………………………………………………. 30 6.3 Logo Standards………………………………………………………………………………………. 30 6.4 U.S. Ski & Snowboard Event Sponsor Rights…………………………………………………...... 31 6.5 Broadcast Rights……………………………………………………………………………………... 31 6.6 Merchandising………………………………………………………………………………………… 31 6.7 U.S. Ski & Snowboard Licensees……………………………………………………………………31 7. Marketing and Promotions…………………………………………………………………………….. 32 7.1 Sponsors and Serving……………………………………………………………………………….. 32 7.2 Collateral and Advertising…………………………………………………………………………… 32 8. Media and Public Relations……………………………………………………………………………… 33 8.1 U.S. Ski & Snowboard Communications …….……………………………………………………….. 33 8.2 Site Staffing Assignments…………………………………………………………………………… 34 8.3 Media Releases and Information Development……………………………………………...…… 35 8.4 Results and Start Lists………………………………………………………………………………. 36 8.5 Pressroom Standards and Operation……………………………………………………………… 37 8.6 Sample Event Media Services Budget…………………………………………………………….. 42 8.7 U.S. Ski & Snowboard Media Accreditation Standards…………………………………………... 43 9. Television………………………………………………………………………………………………….. 43 9.1 Host Broadcaster………………………………………………...…………………………………... 47 9.2 International Rights Holding Broadcasters………………………………………………………… 47 10. Appendixes……………………………………………………………………………………………… 48 Appendix A: Event Organizing Agreement…………………………………………………………….. 48 Appendix B-Sample Finish Areas………………………………………………………………………. 63 Appendix C- U.S. Ski & Snowboard Event Materials and Staffing Summaries……………..………66 Appendix D- U.S. Ski & Snowboard Volunteer Race Worker Registration Form………………….. 71 Appendix E-Medical Organization Recommendations………………………………………………...72 Appendix F-Nutritional Guidelines……………………………………………………………………… 79 Appendix G-Corporate Partners………………………………...……………………………………… 82 Appendix H-Sample Biography Form………………………………………………………………….. 88 Appendix I-Organizing Committee Event Checklist…………………………………………………... 89 Appendix J-Sample Electronic Funds Transfer……………………………………………………….. 90 2 1. Introduction Skiing and snowboarding are exciting action sports bringing speed, danger and exhilaration to fans around the world. As a U.S. Ski & Snowboard event organizer, you have an opportunity to showcase the best athletes in the world who also represent the high values of Olympic role models. You are an important partner for the success of these great young athletes! The U.S. Ski & Snowboard vision is to make the USA the best in the world in Olympic skiing and snowboarding. The U.S. Ski & Snowboard events department supports this vision by conducting events that provide quality athletic competitions, sites, promotions and financial opportunities. U.S. Ski & Snowboard partnerships with venues across the country are an integral part of its success, allowing U.S. Ski & Snowboard to conduct the highest quality competition and training for our athletes, and develop marketable event properties. The U.S. Ski & Snowboard, in cooperation with its partner resorts, conducts over 25 elite, international events every season. This handbook has been developed as a tool for use by elite-level U.S. Ski & Snowboard event organizers including organizers of FIS World Cups, U.S. Grand Prix and Revolution Tour, Continental Cups, U.S. Championships, and exhibition events. U.S. Ski & Snowboard relies on the experience and expertise of our event organizers and hope this U.S. Ski & Snowboard event organizer handbook will help you establish the highest standards for your event. This handbook is to be used as a supplemental guide to the existing competition rules of U.S. Ski & Snowboard and the International Ski Federation (FIS). U.S. Ski & Snowboard looks forward to working with you. Please feel free to contact us if we can be of any assistance as you prepare to bid for or host a U.S. Ski & Snowboard event. U.S. Ski & Snowboard Association 1 Victory Lane, P. O. Box 100 Park City, UT 84060 Telephone: 435-649-9090; Facsimile: 435-649-3613 www.usskiandsnowboard.org C Center of Excellence U.S. Ski & Snowboard Headquarters The Center of Excellence (COE) is a state-of-the art national training and education facility designed to serve athletes of the U.S. Ski & Snowboard, from development athletes all the way to elite teams, with world-class support through sport science, sports medicine, education and program management. Additionally, the COE provides educational resources and best practices extending to over 425 club programs across the country. The Center was established in May 2009 and is located in Park City, UT. 3 2. Organization 2.1 Organizing Committee Structure U.S. Ski & Snowboard events at the “elite” level involve not only a series of competitions, but also additional promotional, organizational and infrastructure requirements. The development of a comprehensive Organizing Committee (OC) with experienced community leaders will be a critical element to the success of your event. As a basic rule, each OC should consist of the following positions: Chair – The Event Chair is responsible for the leadership and management of all aspects of the OC. The Event Chair will be the key point of contact for U.S. Ski & Snowboard and the FIS in the development of each event and will likely be responsible for overseeing the U.S. Ski & Snowboard Event Organizing Agreement and budget. Chief of Competition – The Chief of Competition is responsible for overseeing the preparation and conduct of the competition while ensuring the technical requirements of the competition (according to FIS and U.S. Ski & Snowboard rules and standards) are being met. The Chief of Competition represents the “Competition Committee” on the OC and will work with U.S. Ski & Snowboard’s Technical Advisor (TA) to ensure the highest quality competition. Additionally, there will be a Chief assigned to each venue for the purpose of managing the direct venue needs i.e. Chief of Halfpipe, Chief of SBX, Chief of Moguls, Chief of Air etc. Chief of Press – The Chief of Press represents the OC in all communications with media and public relations activities. This person will be responsible for the management of the pressroom facilities, personnel, media accreditation and press release distribution. The Chief of Press will work with U.S. Ski & Snowboard’s designated Media Advisor to prepare for and service the media as outlined in Section 7 of this handbook. Marketing Coordinator – The Marketing Coordinator’s primary responsibility will be to coordinate marketing and sales efforts on behalf of the organizer, develop event collateral and service of all VIP event guests. This person may be responsible for coordinating event advertising and promotional materials including posters, programs, print and broadcast advertisements, etc. This person will also need to oversee a staff to service sponsors including OC obligations for
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