SECTION A: OVERVIEW OF SERIES AND THE MANAGEMENT TEAM

LOC REQUIREMENTS WORLD CUP

INTERNATIONAL TRIATHLON UNION

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THIS DOCUMENT SUMMARISES THE KEY INFORMATION REQUIRED TO DELIVER AN ITU WORLD WORLD CUP EVENT.

VERSION MAY 2017

CONTENTS

SECTION A: OVERVIEW OF WORLD CUPS & THE MANAGEMENT TEAM 3 SECTION C: ITU EVENT PROTOCOLS 19 1. Introduction 4 1. ITU Sport Presentation 20 2. The principles of ITU World Cup Events 4 2. ITU Announcers Protocol 21 3. Key Criteria 4 3. ITU Athlete Introduction Protocol 22 4. “The Teams” 4 4. ITU Medal Ceremony Protocol 22 5. Administration 6 5. ITU VIP Hosting and Ceremony Protocols 23 6. Services 9 6. The Sport Presentation Team: Roles and Responsibilities 24

SECTION B: TECHNICAL & VENUE OPERATIONS 11 SECTION D: REQUIREMENTS FOR MEDIA, TIMING & TELEVISION 27 1. Technical Operations 12 1. Introduction 28 2. Medical Management 14 2. ITU Print Media Team Requirements 28 3. Anti-doping Control 14 3. ITU Online Services AND New Media Requirements 31 4. Facilities, Equipment and Volunteer Requirements 14 4. Timing and Results Service Requirements 31 5. Transportation Plan 16 5. TV Requirements 34 6. Accommodation Requirements 16 7. Communication Plan 17 8. Technical Officials Equipment 17 9. Athletes’ Equipment 17 10. Catering Requirements 17 11. Contingency Plan 18 12. Operation Plans 18 13. Risk assessment 18 SECTION A: OVERVIEW OF SERIES AND THE MANAGEMENT TEAM

SECTION A: OVERVIEW OF WORLD CUPS & THE MANAGEMENT TEAM

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1. INTRODUCTION 3. KEY CRITERIA

1.1 The ITU Triathlon World Cup (circuit) is wholly owned by the International Triathlon Union (ITU), 3.1 High quality events with consistent brand and standards. the world governing body of the sport. ITU will use its highly-experienced staff to support 3.2 Elite events on a multi-lap course; each Local Organising Committee (LOC) in delivering a world class event. ITU will provide key operational staff to support the event (outlined below) during its operation. 3.3 Mass participation events managed according to the ITU Competition Rules and linked to the elite programme to create a major spectacle; 1.2 The Objectives of the ITU Management Team (ITU) are: 3.4 Venue set up in city or other iconic location with grandstand and optional live TV coverage on a. To form a management partnership with the Local Organising Committee (LOC) and the Host big screens; City (HC) to support the LOC in reaching the world class standard consistent with each ITU Triathlon World Cup event; 3.5 Large numbers of spectators;

b. To collaborate closely with the LOC, the National Federation (NF) of the country and the Host 3.6 High Quality experience for all participants; City (HC). In addition to this document, the ITU Event Organisers Manual and the ITU Triathlon 3.7 Test event to be organised before hosting the first ITU Triathlon World Cup. A Continental Cup World Cup Branding Guidelines will be used as working documents by the LOC and include level is preferred, but to be agreed by ITU. all the necessary additional information to deliver the event details. Executing the details is a matter of agreement with ITU, the ITU Team Leader (TL) of the event and the ITU Technical Delegate (TD) of the event. All documents can be downloaded from www.triathlon.org; 4. “THE TEAMS” c. To ensure the LOC complies with the ITU Competition Rules. The roles and responsibilities of the LOC and ITU are outlined below. The ITU Triathlon World Cup team will bring a collaborative team of expertise to support and deliver each event and will work alongside the LOC. 2. THE PRINCIPLES OF ITU WORLD CUP EVENTS 4.1 The ITU Management Team (ITU) will interact with the LOC event team on multiple levels. 2.1 A safe and fair environment for the athletes; Below is a description of the ITU and their roles:

2.2 High quality events with consistent technical standards and brand consistency i.e. a. ITU Sport Director is responsible for the general management and oversight of the circuit: ‘Look and Feel’; • Overall strategy, planning and organisation; • Circuit approvals and recommendations; 2.3 Spectacular events showcasing the city through media exposure and significant • Coordinate city bid process and event scheduling; spectator audiences; • LOC-ITU event agreement negotiation and management; 2.4 Deliver to a worldwide audience through live television, highlights show and other media; • Athlete agreements and prize money recommendations; • Evaluation of commercial elements during bid process. 2.5 Opportunity to bring international visitors to the host city; b. ITU Project Coordinator in the preparation phase and the Team Leader (TL) during the on-site 2.6 Deliver high quality opportunities and total satisfaction to sponsors; delivery phase. An ITU TL will be assigned to each world cup event and will work closely with 2.7 Sport development opportunities and a legacy for the HC and NF; the TD and the Assistant TD: • Evaluation of event technical elements during bid process; 2.8 Development opportunities for community and corporate participation. • Maintain the technical standards throughout the whole circuit; • General management and control of the preparations of all operations and services;

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• ITU Team coordination and management; • Approval of security plans; • ITU logo protocol; • Medical management; • ITU advertising; • Environmental management; • Implement and delivery of all Global contractual rights; • Anti-Doping control management; • Implement Branding requirements; • Elite athlete registration, briefings and training facilities management; • Coordinate team meetings; set agendas in conjunction with the TD, record and • Timing and Results management; distribute minutes; • Age Group technical management; • Provide accreditation protocol management for the Field of Play; • Oversee all LOC website information for accuracy and consistency; • Manage the operation and delivery of ITU Event Protocols in coordination with the LOC; • Post-event technical reporting; • Ensure all LOC event insurance requirements; • Deliver Technical Officials’ Development Programme. • Approves all commercial/advertising products such as brochures, posters, ads, web f. ITU Media Manager in the preparation phase and the Media Delegate during the on-site design, and merchandising; delivery phase: • Implement the ITU Branding Requirements; • Oversee all ITU Media staff on-site and be the first point of contact for all media matters • Manage VIP requirements; (non-TV); • Oversees all sport presentation matters on-site, which was approved by ITU, including • Approve all planned media facilities, media technical support and media hosting with facilities, equipment and run-sheets/scripts; TD and TL; • Approval of accommodation, offices, facilities, functions and transportation. • Request and review all LOC media and communication plans in cooperation with the c. ITU Sport Administration Manager: ITU TV Producer; • Management of global logistics and shipping; • Develop and implement ITU social media plan and actions for the event, both before and • Manage production and inventory of world cup supplies; during the event; • Manage ITU team travel; • Coordinate athlete interviews; • Coordinate press services and manage ITU press team; d. ITU Sport Results Senior Manager: • Produce a post-event media report. • Elite athletes entries management and elite start list production (including numbering); • Liaison with the Timing companies. g. ITU TV Producer: • First point of contact for all television matters with the host broadcaster and any other e. ITU Technical Delegate (TD): An ITU TD will be assigned to each ITU Triathlon World Cup. relevant parties; The TD will have a team on-site and will assign specific roles and responsibilities. This • Coordination of the work of the ITU camera crew on site; team will include the Assistant TD, the Medical Delegate and a number of International and • Produce post-race news feed, webcast and magazine show. National Technical Officials. The TD will act as a link with the ITU Anti-Doping Director. The • responsibilities of the TD are: • Primary contact for all technical, competition and operational elements; 4.2 LOC Team: • Venue and course design including measurement, permits and approvals, infrastructure a. Event Director: integrity, aid stations, communications, contingency plans; • Overall management and coordination of the event; • Coordination of Technical Officials, marshals, and volunteers; • Main contact person for the LOC on all important coordination activities and decisions. • Manage the implementation of the applicable rules for all competitions; • Safety management; b. Director of Venue and Technical Operations:

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• Course selection and mapping; b. If the local language is something other than English, the event announcers will provide at least • Secure Permits and devise safety plan; 20% of the information in English. • Venue set-up and technical operations. 5.2 Site visits: c. Director of Marketing and Sponsorship: a. Site visits are done prior to the event is taking place; • Implementation of the ITU Triathlon World Cup Branding Guidelines; • Creation of a LOC marketing concept for the LOC sponsors that is in keeping with the ITU b. Evaluation site visit is taking place during the bidding period in case no WTS were hosted Triathlon World Cup Branding Guidelines; before on the same venue/course by the same LOC. Accommodation, travel and local • Implementation of the branding plan; transportation expenses must be covered by the LOC for maximum 2 ITU delegates; • Provision of volunteers to assist with the installation of the branding including provision of c. One or more coordination site visit(s) may be taking place in case of a successful bid. equipment necessary for branding installation and take down; Accommodation and local transportation expenses must be covered by the LOC for maximum • Provide the LOC sponsor material for the big screen and the announcers’ scripts to the TL 2 ITU delegates; (if applicable); • Source on-site crowd entertainment features, performances and interactions. d. Documentation: During a site visit, the following information (but not limited to) should be available: d. Media Director: • LOC team (organisation structure with experience of key members); • Main contact to ITU Media Manager/Delegate and local media; • Environmental data (tides, weather forecast history, water quality heat stress index, • Arrange pre promotion of event; air pollution index); • Organise all press and photo media on site in conjunction with ITU Media Manager/ • Venue and course maps; Delegate; • Required permits and approvals and event insurance; • Organise press conferences in conjunction with ITU Media Manager/Delegate; • Budget outline, including confirmed revenue streams. • Provide the ITU Media Manager/Delegate with the post-race media monitoring report; • Main contact to ITU TV Producer; 5.3 Event Agreement: • Assist with scenic footage / shoot locations; a. The Event Agreement is required for all ITU Triathlon World Cups. All provisions of the Event • Coordinate any LOC TV Broadcasters. Agreement document are legally binding upon all LOCs that have been awarded an ITU Triathlon e. Protocol Manager: World Cup; • Coordinate all ceremony-related requirements and protocol; b. ITU has authority to ensure the implementation and interpretation of the Event • Oversee flag protocol; Agreement document. • Coordinate and produce all rehearsals with TL; • Coordinate ceremony staff; 5.4 Insurance: • Coordinate LOC presenters according to requirements with TL. a. Event Liability Insurance and Event Cancellation Insurance is required as per the Event Agreement;

5. ADMINISTRATION b. LOC shall, at its cost, insure and keep insured with a reputable insurance company, a standard public liability and property damage insurance policy to cover the risks of insurable nature under 5.1 Official Language: this Agreement and the staging of the Event and the related events for an amount not less than a. The official working language of ITU is English. However other languages may be used from US$ 5,000,000. The policy of insurance shall name, as insured, LOC, ITU, the Global Partners, time to time to help with communication.

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the ITU Executive Board and Staff, the ITU International Technical Officials, and the respective e. Draft schedule: LOC directors, officers, agents, volunteers, employees and contractors; Activities Elite standard distance event Elite sprint distance event c. Event Certificate of Insurance: The official certificate of insurance, with all additional insured added, must be provided to the ITU, at least 60 days prior to the start of the competition; Athletes’ lounge check in 1h15’ to 30’ before the start 1h15’ to 30’ before the start d. Athletes’ Insurance: each athlete must acquire medical/ travel insurance which offers the legal of the event of the event requirements for the country where the competition is being organised unless their NF has a license system including such coverage. Transition Zone Check in 1h to 15’ minutes before the 1h to 15’ minutes before the 5.5 Scheduling: start of the event start of the event a. The final competition schedule needs to be approved by the TD; Athletes’ warm up on the FOP 1h to 15’ minutes before the 1h to 15’ minutes before the b. The LOC should allow 3 hours for each elite standard distance events, (considering the time start of the event start of the event for check in and checkout procedures); Athletes’ introduction 10’ before the event 10’ before the event c. The LOC should allow 2 hours for each elite sprint distance events, (considering the time for Race start 0 time 0 time check in and checkout procedures); Transition zone check out After the last athletes After the last athletes d. The duration of the Age group events should be decided by the Technical Delegate and the LOC, passed through the passed through the according to the limitations on the existing venue and the required wave start procedures; transition zone on the bell transition zone on the bell lap (the bikes will be checked lap (the bikes will be checked out by the TOs if there is out by the TOs if there is an another event). event following)

f. The LOC and the NF are completely responsibility for the Age Group event and the International Technical Officials’ team may not be involved in the specific event, which may follow the competition rules of the host NF.

5.6 Registration:

a. All the rules regarding the registration deadline, eligibility, and entry can be found in the ITU Competition Rules on www.triathlon.org;

b. Entry Fees and Payment: There is no entry fee for elite athletes in the ITU Triathlon World Cup. The entry fee for Age Group athletes will be agreed between the LOC and ITU;

c. ITU also advises the inclusion of junior, youth and kids races in the weekend schedule.

5.7 Accountability:

a. The LOC is accountable for the following: • Compliance with the Event Agreement;

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• All contracts associated with local suppliers and sponsors; 5.10 ITU – LOC On-site Meeting: • Budgets, payroll, purchasing and invoicing, insurance, athlete waivers, permits and a. A series of on-site meetings will be scheduled during the week leading up to the event; approvals, water quality test, travel visas, reporting schedule and checklists; • Accuracy of website content; b. The schedule of meetings will be prepared by the Team Leader and the Technical Delegate; • The LOC must use ITU website as the primary event information; c. The Team Leader, Technical Delegate, Media Delegate, TV Producer, LOC Event Director, LOC • The site is to be maintained in English; Director of Technical and Venue Operations, LOC Director of Marketing and Sponsorship will • Event and race related changes and updates must be approved by the TD before publishing; attend the first on-site meeting; • Please contact [email protected] for setup. d. Course and venue maps, branding plan, concept of course safety, staff and security operation 5.8 Permits and Approvals: The LOC must: plan including radio plan and protocol, event schedule including swim heats, medical plan, a. Obtain written approval for the venue, and competition course, including swim, bike, run, athlete services plan, contingency plans are required material for the meeting. transition from all jurisdictions. e.g. federal, regional, city, police, etc.; 5.11 Event week meetings: b. Have ITU’s approval for all segments of the course, which must be secured prior to awarding a. The event-week meetings and rehearsals will be confirmed and circulated following the initial an ITU event; ITU – LOC on-site meeting. The following meetings will be scheduled: c. Provide ITU with water quality test during bid stage and leading up to the competition as per • TV Production Meeting; the ITU Competition Rules (www.triathlon.org): • Media Management Meeting; • Sea and transition water: Levels of PH, fecal coliform, e-coli and toxic elements will be • Event Design Meeting; reported on all three reports; • ITU Protocol Meeting, including Sport Presentation, Opening and Medal Ceremonies, VIP • Inland water: Levels of PH, fecal coliform, e-coli, toxic elements and blue-green algal Services and Accreditation meeting, Final Awards Banquet Meeting; blooms/scum (cyanobacteria) will be reported on all three reports. • Rehearsal schedule for Sport Presentation and Medal Ceremony; • Timing and Results Meeting; d. Provide ITU with weather data, including air and water temperature during bid stage; • Motorbike drivers’ Meeting; e. Provide ITU with tide tables (where applicable) during bid stage; • Marine Meeting; • Medical Meeting; f. Ensure that all temporary structures (pontoon, grandstands, stages, gantries etc.) are • Registration Meeting. approved in writing by a Structural Engineer and adhere to the local fire marshal’s code; 5.12 Travel Visas: The LOC must: g. Provide proof that local hospitals and Emergency Departments are informed of the event and its associated road closures. a. Provide all necessary information and assistance for athletes and officials requiring visas for entry into the host country; 5.9 Reporting Schedule and Checklists: The LOC must: b. Get the detailed visa information from the host country’s Customs and a. Be familiar with ITU schedules and checklists as outlined in the Event Organisers Manual; Immigration Department; b. Provide reports upon the request of ITU; c. The LOC must post the detailed travel visa information on the event website; Upon receipt of c. Provide reports at 45 days and 20 days prior to the event to ITU, according to the applications for a visa, the LOC will liaise; with the athletes/coaches’/officials’ NF and ITU; relevant checklists. d. Not issue visa invitations without prior approval and confirmation of that athletes, coaches and/or official’s good standing with ITU.

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5.13 Accreditation Protocol: The LOC must: 6.2 Athlete Services:

a. Use the standardised accreditation system, outlined in the Event Organisers’ Manual; a. The most important people at the event are the athletes. Their overall view of the event will be reflected not just in the race but in the consideration that has gone into anticipating b. Pay particular attention to both the precise design of the accreditation, the secure zone their needs; signage, and the implementation of an effective security team to manage and control the accreditation and security on site; b. Basic Athlete Services to be provided by the LOC include (free of charge for the Elite athletes): • Airport Transportation: including provisions for bike transportation; c. Only accredit the approved coaches’ accreditation list that ITU will announce 5 days before the • Athlete Services: information booths at the airport, hotels and venue; event. Only coaches listed on this list can receive accreditation. All other requests should be • Accommodation Services: adequate distribution of information on all directed to the TD; available accommodation; d. Only accredit the approved team medicals’ accreditation list that ITU will announce 5 days • Free rooms as per Event Agreement; before the event. Only team medicals listed on this list can receive accreditation. All other • Internet Access: in the host hotel and at the venue; requests should be directed to the Medical Delegate; • Medical services: Information provided on medical emergency services, massage and physiotherapy services; e. The final plan and proposed accreditation cards, zone control signage and venue accreditation • Training services: Access to the swim, bike and run courses for pre-event training (Course plan/flows must be submitted to TD for approval 60 days in advance of the event; Familiarisation) is mandatory with adequate traffic control. Swimming pool facilities will be f. Minimum 60 days prior to the event, ITU will provide the LOC the list of accreditations needed required for 2 sessions daily with modest price for the Elite athletes during the lead up to for the ITU team. the Elite races. The schedule must be approved by the Technical Delegate; • Bike Mechanic Service for all athletes; • Uniform Printing services. 6. SERVICES 6.3 VIP / Sponsor Services: 6.1 Staff and Volunteer Services: a. A VIP / Sponsor Hosting Plan must meet the following minimum requirements: a. The event should have adequate paid staff to meet the requirements of hosting an • Complimentary scheduled VIP Airport Transportation including ITU Guests; event of this calibre; • VIP accreditation should be planned and provided to all VIP level sponsors and guests: Invitations will be issued to the on-site VIP Tent and to all social functions as per Event b. Volunteers: Frist recruit personal contacts of LOC committee members as they often provide Agreement and the Sponsorship and Event Design Guide; the most reliable resources; • VIP Transportation to race venue and to social functions planned as required; c. Specific training must be provided to: • Sponsor Package and/or special event souvenir should be packaged for all sponsors and • Field of Play volunteers; VIPs and must include a detailed Event Schedule; • Athlete Services volunteers; • Special consideration must be given to any planned presentations to sponsors and/or VIPs • Medical and Anti-doping volunteers; and should be approved by the TL. • VIP Hosting volunteers; 6.4 Spectator Services: • Transportation volunteers; • General Information volunteers. a. Road closures will often result in extra considerations for getting spectators on site. It is essential must be part of the event planning process and must be approved by TD; d. Volunteers should have a general understanding and awareness of all aspects of the event. Volunteers are the ’Face’ of the event and represent the local community to the world.

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b. Information volunteers should be located at all major site access points and in the central hub area of the venue.

6.5 Technical Officials Services:

a. ITU will be provided by the NF/LOC with a list of local Technical Officials 45 days before the event. The list, including all Field of Play officials as well as the chief race official. The list is subject to change by ITU;

b. Minimum number of TOs to be provided by the NF/LOC will be determined by the Technical Delegate;

c. Responsibility of the LOC/Host NF to cover the expenses of the National Technical Officials. LOC/Host NF encouraged to offer rooms for Self-Funded Technical Officials;

d. The LOC will provide all ITU and NF Technical Officials and all ITU Staff with the same race package as given to athletes, i.e., event t-shirt, tickets to all events, and sponsor gifts.

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SECTION B: TECHNICAL & VENUE OPERATIONS

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1. TECHNICAL OPERATIONS b. Swim Course: • The number of waves, the number of athletes per wave and the time differences between 1.1 General: the waves will be determined by the ITU TD in consultation with LOC; a. This section combines the duties of the Technical and Venue Operations. All these operations • The swim start area will be defined by hard crowd control fencing (minimum 1m tall) should cover both elite and age group events with different requirements. providing the athletes with a buffer from media and spectators; • Start Platform: b. Registration: (i) Stable platform for a dive start is required for the elite events; • Elite Athletes and Coaches; (ii) A platform beach start is acceptable only if there is no possibility of a dive start; • Team Medical. (iii) Swim pontoon/platform specifications: measuring minimum 60mx3m; c. Briefings: (iv) The height of the pontoon is ideally between 0.2m and 0.5m; • Elite Athletes; (v) The space per athlete must be a minimum of 0.75m; • Elite Coaches. (vi) The swim platform will be completely covered in “blue” carpet. • A pre-start line must be no more than 0.5m form the edge of the pontoon/platform and 1.2 Venue Operations: must be approved by the TD; The Venue must be presented in a manner that showcases an event of World Cup status. A • Turn Buoys: detailed description of the required venue layout, equipment list and procedures can be found in the (i) The turn buoys are, 1,7m in diameter and not less than 2,5m in height; Event Organisers’ Manual. The venue includes: (ii) A ‘Olympic- style’ banana buoy is preferred at each turn 5m long x 1m diameters; a. The start, transition and finish area in a ‘stadium-like’ design; (iii) Sight buoys 1,2m long X 0,7m diameter. • Swim exit is at least 5m wide, which can be either a ramp or steps. The gradient of the exit b. Large area for grandstand; must be approved by TD; c. A broadcast compound (including commentary positions), big screens and scoreboards • Water Quality: (if applicable); (i) Water quality must be submitted to the Technical Delegate as per the ITU Competition Rules; d. Elite athletes’ area; (ii) Additional test should be provided upon TD’s request; e. Expo and spectators’ area; (iii) Water Quality Tolerance Limits can be found in the ITU Competition Rules. • Swim Course Personnel: a detailed description of required, personal, equipment and f. Operations area; procedures can be found in the Event Organisers’ Manual. g. VIP and hospitality area; 1.4 Transition: h. Press center. a. Elite Transition: 1.3 Field of Play: • Minimum width: 10m; • Minimum length: 60m. a. Number and length of laps: • Elite Standard: 1500m swim (2 laps, preferably, 1000m + 500m) / 40km bike (6 to 10 b. Individual bike racks are mandatory for Elite Athletes; laps) / 10km run (3 to 4 laps); c. Carpet is required in Elite transition and must extend to the swim exit; • Elite Sprint: 750m swim (1 lap) / 20km bike (4 to 5 laps) / 5km run (2 laps); • Elite Super-Sprint: 250 to 500m swim (1 lap) / 6,5 to 13km bike (2 to 4 laps) / 1,7 to d. A detailed description of required transition area personnel, equipment list and procedures 3,5km run (1 to 2 laps). can be found in the Event Organisers Manual.

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1.5 Bike Course: • Hard fencing is required; • In high traffic areas; a. General requirements: • On the road leading in and out of transition at least 400m and on all corners. • Preferred width: 6m; • Must be secure and totally closed from traffic for all categories; b. A detailed description of required run course personnel, equipment list and procedures can be • The road surface must be hard, smooth and without debris or other hazards; found in the Event Organisers Manual. • The course should avoid railroad tracks, bridges with gates, drawbridges etc.; 1.9 Aid Station: • Separation of a two-way traffic on the same road shouldn’t be considered; • Hard fencing is required; a. Aid stations should be a maximum of 1.25km apart throughout the run, unless more are • In high traffic areas; requested by the TD; • On the road leading in and out of transition at least 400m; b. Dimensions: Aid stations should 30m in length for elite competitions; • All corners; • To fix sponsor boards and banners in accordance with branding plan. c. Elite competitions: sealed water bottles must be provided as follows: 2x500ml water bottles per athlete per aid station per lap; b. A detailed description of required bike course personnel, equipment list and procedures can be found in the Event Organisers’ Manual. d. Clear and visible signage indicting the specific drinks area is required. The tables should be separated and clearly marked; 1.6 Wheel Station: e. The aid station in the finish/recovery area must offer different kinds of drinks, nutrition bars, a. A minimum of two wheel stations must be provided by the LOC; fruit and other products as an appropriate athlete service. b. Both wheel stations have to be equipped by the LOC with racks and wheels; 1.10. Penalty Box c. Detailed description of required wheel station personnel, equipment list and procedures can a. The number and exact placement of the penalty box will be determined by the TD; be found in the Event Organisers’ Manual. b. The area must be secured; 1.7 Lap Counting: c. Clear signage, 2m high, needs to be marked at the area and at an advance position 50m to a. Lap verification is needed to control the bike and run laps; 100m before the penalty box. b. The lap counting board should be visible to the announcer and should be 1.11. Finish Area: 1m high x 0.75m wide; a. Must be completely secured with a solid fence a minimum of 1m tall; c. This board will indicate the number of laps remaining for the race leader. b. Finish chute length: no less than 100m in length and 5m in width; 1.8 Run Course: c. Photo stand should be placed 15m behind the finish line. A 5 tier stand 3 to 4m in width; a. General requirements: • Course width: preferably 3m; d. The recovery/medical area must be within 50m and must be clearly separated from the • For all competition categories the entire course must be secure and completely media area; closed to traffic; e. Mixed Zone: must be secure and adjacent to the finish area with sufficient space for media to • The road surface must be hard, smooth and without debris or other hazards; interview athletes; • The course should avoid railroad tracks, bridges with gates, drawbridges etc.;

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f. Spectator grandstands are required; g. Hospital information;

g. Big screen and scoreboard should be in full view of the grandstands (if applicable); h. Procedures to involve foreign medical team personnel.

h. A covered raised platform for sport presentation should be close to the finish area to provide 2.2 A detailed description of required medical personnel, equipment list and procedures can be adequate view of the entire stadium area and the big screen for race announcers and race found in the Event Organisers Manual; management; 2.3 In case of accident the adequate transportation of the athlete from the course to the hospital i. The podium must be set up in a way to allow medal presentations to take place while the race is the responsibility and cost of the LOC. may still be in progress;

j. A detailed description of required finish area design, requirement, personnel, equipment list 3. ANTI-DOPING CONTROL and procedures can be found in the Event Organisers Manual. 3.1 In-competition: Provision must be made to provide Anti-Doping Control at the event. 1.12 FOP signage: 3.2 WADA Code: The ITU Anti-Doping Rules comply with WADA Code. See www.triathlon.org for a. The LOC will provide the following signs according to the ITU specifications, but limited to: the ITU Anti-Doping Rules and other relevant information. The tests must comply with the ITU • Directional; Anti-doping Rules and the WADA Code using an ITU approved Sample Collection Agency and a • Pedestrian crossing points; WADA accredited laboratory; • Wheel stations; • Aid stations; 3.3 Anti-Doping Control Facilities: Anti-Doping control facilities for in-competition (following the • Km markers; event) and out-of-competition (prior to the event) must be provided and costs covered by the • Littering zones; LOC. An on-site, in-competition facility must be ready for use immediately following the event. • Penalty box; As well, an out-of-competition facility needs to be ready for use a specified number of days • Coaches areas. before the event;

3.4 Number of Anti-Doping Control Tests:

2. MEDICAL MANAGEMENT a. 10 urine tests (five per gender) are carried out in accordance with the ITU Anti-Doping Control Rules and the Event Agreement. At a minimum, the test menu should be according to the 2.1 A complete medical plan must be approved by the Medical Delegate. A detailed plan from the percentages in the Technical Document for Sport Specific Analysis. (TDSSA). LOC Medical Director should be submitted to ITU which will include:

a. FOP medical plan; 4. FACILITIES, EQUIPMENT AND VOLUNTEER REQUIREMENTS b. Medical Centre layout; 4.1 Facilities: the following are required c. Medical Centre equipment; a. Athletes’ Lounge; d. Number of medical personnel; b. Recovery Area; e. Number of ambulances and their location; c. Medical Centre; f. Emergency procedures;

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d. Volunteers’ Tent; 4.4 Athletes briefing:

e. Venue Control Centre; a. A separate athletes’ briefing should be provided for each competition category. An additional coaches’ meeting may be requested by ITU; f. Technical Officials’ Lounge; b. Room Size and Set Up: g. Media Centre; • Auditorium for 250 people; h. Timing and Results Office; • 4 tables for athlete registration and check-in; • Paper and pens; i. Sport Presentation booth; • High speed internet connection; j. ITU Media Room; • Refreshments for all athletes; • Head Table with 4 chairs and a speaker stand; k. VIP and VVIP Area; • PA facility and AV projector. l. Spectator Grandstands; c. Timetable: Two days before the event from16h’ 19h. m. Clean & Waste Compound; 4.5 On-site Media office: n. Logistics/ Operations Compound; a. Adjacent to the finish area; o. Operations Office; b. Access to live video feed (if applicable); 4.2. Communications: Power, internet, IT support and communication equipment will be c. A stable high-speed wireless internet connection available venue wide; provided by the LOC that will enable ITU to cover the event: d. Tables and chairs for 4 people; a. The LOC should be aware of the cost associated with Timing and Communications (radios, phones) as described in the Event Agreement and Event Organisers’ Manual; e. Provision for meal service during working hours in event preparation and throughout the competition days; b. Timing and Results Service Company must to be approved by ITU. f. Refreshments. 4.3 ITU Office: LOC will provide as follows: 4.6 Press Centre: a. Room Size: Minimum 30m²; a. Size and Location: on-site for general media that is a minimum of 30 m²; b. Available from Wednesday before the event to Monday after the event (five days); b. Equipment: c. High speed internet connection; • A stable high-speed internet connection and router / switch with enough ports for the d. Printer and photocopy machine; expected number of media; • High speed printing facility and photocopier; e. Refreshments; • Notice board; f. Tables and chairs for approximately 10 persons. • Refreshments; • TV with live video feed (if applicable).

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4.7 LOC Race Information and Accreditation Office: • Note: The numbers required above may be changed by ITU according to the distance from the host hotel to the venue or the complexity of the courses and the competition schedule. a. Size, Location: On-site and open from Thursday before the event to Monday after the event;

b. Equipment: • High speed internet connection; 6. ACCOMMODATION REQUIREMENTS • Printer and photocopy machine; 6.1 ITU Host Hotel Accommodation: • Refreshments. a. Total room nights required for the SMT: 4.8 Volunteer Requests: • Single room: 34 a. The LOC should provide the following volunteers to the ITU: • Twin room: 13 • 2 volunteer to assist the media delegate in media management; TYPE OF ROOMS # OF NIGHTS # OF ROOMS • 4 volunteers at the elite athletes’ registration for briefing and race day). Single 4 1

Single 6 5 5. TRANSPORTATION PLAN Single 4 2 5.1 A coordinated transportation plan, must be provided, at the LOC cost to and from the airport: Twin 5 1 a. For elite athletes and elite coaches; b. The allocation of the rooms and the length of stay may be different within the total number of b. For ITU and ITU Staff. room nights; 5.2 Other means of transportation must be provided as follows for the SMT: c. Breakfast needs to be included in the room nights; a. 6 bicycles/scooters for easy transportation between hotel and venue or other means of d. ITU will provide information regarding the accommodation to the LOC: transportations as agreed with the SMT; • 30 days out deadline: estimated numbers and rooming list; b. In case the venue is not in walking distance, cars/minivan to be agreed and provided; • 10 days prior to the event: final numbers and rooming list.

c. 6 motorbikes with drivers for the elite events: e. The ITU Office should be located at the host hotel. • ITU photographer (1); 6.2 Sport Expo Facilities: • Pool photographer (1); • ITU Technical Officials (2); a. Optionally a 3mx3m booth space must be provided free of charge to ITU. • ITU Cameraman (2). b. The space must be uniformly laid out and approved by the TL. It will include the following: d. A total of 4 boats need to be provided to the ITU by the LOC for the swim course operations: • Power and water source provided; • ITU Technical Officials (2); • Flooring (depending on the venue surface); • Media (1); • Internet facilities; • Broadcasters (1); • 24 hours Security. • The number of boats with drivers that the LOC should provide for medical and rescue will be determined by the ITU TD following the site visits;

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7. COMMUNICATION PLAN i. 2 still Cameras and 1 video camera with a tripod. A TV screen should be available for reviewing the footage and the sound from the video camera; 7.1 The Link: The Communication Plan provides the critical link between the various functional areas of the race to ensure smooth and safe movement of athletes, spectators, and vehicles. j. Bike measurement tool;

7.2 Radios: Six radio talk groups will be utilised on race day. Other support groups will use their k. Penalty Box board with numbers; own radio frequencies: l. Miscellaneous: a. Technical Officials talk group; • Stationery for the athletes’ check in and registration; • Start lists x 25 copies; b. Medical talk group; • Duct tape; c. Race talk group; • Extra stickers for bikes and helmets; • Felt pens and regular, pens; d. Security talk group; • Sewing kit; e. Announcer talk group; • Official’s board; • Athlete’s Agreement x 180 copies; f. ITU Media and Television talk Group; • LCD projector and screen; g. The final radios distribution plan should be approved by the TD; • Sponges and towels.

h. LOC should provide to the ITU 20 radios in 2 channels and 8 cell phones with sim cards including data. 9. ATHLETES’ EQUIPMENT

9.1 ITU will provide the following equipment for the elite athletes: 8. TECHNICAL OFFICIALS EQUIPMENT a. Elite Swim caps; 8.1 The LOC should provide the following items to the ITOs team for the needs of the event: b. Elite bike/helmet stickers; a. Mountain bikes: 2 mountain bikes with 2 helmets; c. Elite body decals; b. Measuring Devices: Thermometer; wheel measurer; tape measurer; d. Elite medals; c. Flags: 10 red flags 60cmx30cm; e. Finish tape. d. Horns: 3 manual air horns, 1 electronic start system;

e. Lap Board: One board per lap x2 sets, Bell; 10. CATERING REQUIREMENTS f. Notice board in the Athletes Lounge; 10.1. Meals and refreshments: will be provided for the ITU and ITOs by the LOC at the rate of 1 g. Whistles: 30 whistles; meal for every 6 hours that they will work at the venue area. The provided services should be approved by the ITU TD. h. Vehicle: 1 vehicle available for the TD and the ITOs’ Team (upon request);

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11. CONTINGENCY PLAN l. Staffing: LOC structure, Staff training plan, Volunteer distribution plan, Volunteer roistering;

11.1. Required for each of the following situations: m. Swim: marine plan, swim layout/depth measurements, tide tables;

a. Delay: An event is considered delayed if it does not start at the scheduled start time or is n. Timing: timing plan; interrupted after the scheduled start; o. TOs: Assignments, daily run sheet, Moto requirement plan, TOs’ newsletter, TOs services; b. Postpone: An event is considered postponed when it cannot be completed within the scheduled p. TZ: transition zone set up plan; session (or an extended session) and is rescheduled to another session on the same day or another day; q. Venue: build in plan, cables plan, FF&E distribution plan, site plan, venue map, way finding signage plan; c. Cancel: An event is considered cancelled when it is delayed or postponed and cannot be restarted or rescheduled. r. VIP: VIP services plan.

12. OPERATION PLANS 13. RISK ASSESSMENT

12.1. The following operations plans will be checked by the ITU leading up to the event: a. ITU will have go through risk assessment analysis with the LOC 6 months prior to the event, 2 months prior to the event and 1 day before the event. a. Accreditation: Access control plan, Accreditation plan, Dot plan; b. During this assessment they will check the potential issues and the responses to those. b. Athletes’ services: Accommodation plan, Athletes’ guide, Registration materials, Registration plan, Training plans, Training sites booking, Transportation plan;

c. Bike/Run: measurement certificate, operational maps, road surface reconstruction plan, route risk assessment plan, route signage plan, traffic management plan;

d. Communication: Communication plan, VCC operation plan;

e. Anti-Doping control: Anti-Doping control plan;

f. General: Budget, catering plan, contingency plan, Daily competition activities schedule, Equipment list, insurance certificate, project plan / critical path, provisional schedule, waves calculation;

g. Marketing: Branding plan;

h. Media/TV: camera plan, media operations plan;

i. Safety: cold/heat stress conditions preparations, competition medical management, evacuation plan, Health & safety plan, medical plan, water quality, Weather updates;

j. Spectator: spectator services/ spectators’ guide;

k. Sport presentation: sport presentation plan, sound system plan;

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SECTION C: ITU EVENT PROTOCOLS

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ITU has a set of Event Protocols that provide the guideline and framework for all elements of • All information channels (to timing and results, competition management, technical presentation of ITU events. This document includes the following requirements from the overall operations, protocol) have to be prepared and well managed to maintain functionality and Event Protocols: the process of information distribution; • A detailed run sheet has to be developed in order to have a proper guideline throughout the whole presentation to facilitate the easy ‘flow’ of the show and ensure the entire team is operating of a coordinated timesheet; 1. ITU SPORT PRESENTATION • Production of audio / video material: crucial part of the preparation, as it is key to the entertainment factor of presentation. A wide range of material has to be prepared and 1.1 This section deals specifically with presenting the sport action at the competition venue. It is placed in stand-by to be able to capture the spectators for the duration of the entire event. designed to outline the ideal situation where there is a live TV broadcast. It can be modified for events with less television but must be done in consultation with ITU: 1.2 Checklist:

a. Sport Presentation is what transforms a great competition and makes it a great show a. Contractors: for the spectators at the venue and the broadcast audience, both on television and live • Audio; via the internet; • Video (in case of live feed and big screen - optional); • Music DJ; b. The Sport Presentation Team (SPT) is tasked with presenting the excitement of the • Announcers: ≥2, 1 English speaking. competition, from the moment the athletes enter the stadium to the closing ceremony, in a way that entertains the spectators by inspiring the emotion of the competition while at the b. Sport Presentation Unit: same time showcasing the culture of the host nation/host city; • A secure all-weather structure; • All contractors and SP team must be located together; including: audio; video (big screen); c. Sport Presentation involves: DJ, announcers; and ITU SPD; • Information Delivery: competition schedules; athlete bios and current rankings; • Good view of field of play and podium; triathlon background; host city interesting facts; venue information -food services and • TV with preview of the big screen signal (in case of live feed and big screen - optional); transportation, weather updates etc.; • Commentator Timing Information System (CIS). • Entertainment Factor. Having a highly interactive MC can greatly enhance the entertainment of the spectators through prize giving, quizzes, and general crowd motivator’s i.e. music c. Audio: and noisemakers. Live entertainment for Opening and Closing ceremonies and in between • 8 input mixer minimum; bike laps is highly recommended. A well planned music selection enhances the mood of the • 2 x wireless microphones or headsets. Shure UC series (or similar quality) with competition, the emotion of the moment and the involvement of the spectators. long range aerial: • 2 x wired microphones in SP booth; d. To achieve the highest quality sport presentation a comprehensive preparation must be • Speakers (spots on stands preferred to line array). undertaken to ensure readiness for the show. This includes: • A creative and energetic presentation team has to be assembled a producer/director, d. Video (in case of live feed and big screen - optional): announcers, audio operator, video-board and scoreboard operator, protocol manager, floor/ • Video mixer & Operator; entertainment manager, volunteers / spotters, SPR camera operator and assistant; • Camera and operator plus 1 fixed finish line camera; • Good information and knowledge has to be acquired prior to the event to be able to function • If camera is cabled, Cable drops at finish line(s), transition(s), swim start, podium; as an information source during competition; • Dirty video feed from broadcaster, with graphics; • Having experienced sport announcing specialists is of great value and must be appreciated • TV (playback monitor, director announcers view); and understood in the pre-planning and selection of announcers; • Big Screen minimum size of 20 m2, 16:9.

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e. DJ: b. ITU strives for gender equity when selecting LOC announcers. Ideally, one man and one woman • Local ethnic / cultural music, if appropriate; are expected; • Tracks of various tempos. c. ITU TL must approve the LOC announcers; f. Timing Feed (CIS): d. Both selected LOC announcers should be experienced live announcers and have good • Laptop with timing information. knowledge of the athletes and be well versed in ‘ITU’ triathlon; g. Communication: e. In countries where the local language is other than English, one of the commentators must • 3 or 4 radios with in-ear pieces. be fluent in English language and do all of the technical announcements, at least 20% of the h. Meetings: commentary must be in the English language. • Contractors’ Meeting before venue setup, such as the Wednesday or Thursday before 2.2 Preparing the Announcers Script: the event; • Announcers Meeting on the Wednesday or Thursday before the event; a. A detailed script will be prepared by the LOC; • Swim Start Rehearsal with announcers the Friday before the event; b. Pre-event communication via email and Skype call meetings are required to ensure all parties • Medal Ceremony Rehearsal with announcers, audio, DJ, medal bearers on the Friday before are in agreement; the event. c. A series of Sport Presentation meetings must be scheduled during race week, which includes: i. Sponsor Material: • Meeting of entire presentation crew with the ITU TL; • LOC sponsor video’s and graphics that the SPD has received from the LOC (in case of live • Medal ceremony protocol meeting and rehearsal; feed and big screen - optional); • Athlete introduction protocol meeting; • Sponsor scripts for the announcers in the local language. • Final banquet meeting. j. Ceremony: d. Some Considerations: • Podium; • The competition time schedule, including warm-up times; • Flags for each country with multiple flags for countries with multiple athletes; • The contractual requirements of the LOC sponsors in terms of announcer recognition; • 2 or 3 nicely dressed medal and flower bearers; • The list of ITU and LOC special guests (VIPs) with their exact titles and appropriate way of • 6 bottles of champagne; addressing those individuals. e.g., Your Worship Mayor Coleman, or Your Worship, The • 6 bouquets of flower bouquets; Lord Mayor of London, etc. Adding relevant accomplishments of those individuals can also • Decorative presenting trays to carry medals and flowers (2); be considered; • Small dressed table close to podium. • Interviews: (i) Planned interviews may be pre-recorded and scheduled during times when there is no live action on the screen (in case of live feed and big screen - optional); 2. ITU ANNOUNCERS PROTOCOL (ii) On-site interviews with athletes, sponsors, VIPs scheduled at pre-arranged times This section outlines the selection, approval and requirements for event announcers: in the script. • Silence/no-talk time: A good script will include periods of silence. Appropriate use of 2.1 Announcer Selection and Appointment Criteria: For ITU Triathlon World Cup events announcers silence allows the event to ‘breath’ and the sound and ambience of the race action to take need to be appointed according to the following criteria: center stage; a. The LOC are requested to recruit two LOC announcers; • Spectator engagement activities with giveaways and quizzes;

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• Strategic use of specific music selections that intensifies the emotion of the competition e. When the athletes have all been introduced, the announcer ends the start duties. The and the excitement of the spectators. The culture of the region should be included in this announcer must remain silent until after the start as detailed in the prepared script; part of presentation. f. As soon as the athletes are lined up, the start-line officials will raise their flags and the starter e. Pronunciation: says ‘On your Mark’, followed by the start horn; • Announcers must ensure that they are familiar with the correct pronunciation of all the g. If it is a clean start, the official’s microphone will be turned over to the announcers. If there is a athletes’ and special guests’ names Profane, abusive or sexist language is absolutely false start, the starter will give further instructions to the athletes according to the start- forbidden at any ITU Event. procedure outlined in the ITU Competition Rules; f. Event Title: h. Bad Weather: when conditions are bad and in order to prevent hypothermia, the start protocol • When making reference to the event, announcers must use the complete official event will be condensed to speed up the athletes’ transition from swim warm-up to start. This will be name at all times, including title sponsor, where applicable, i.e. “ITU Triathlon World Cup”. done in consultation with the TD.

3. ITU ATHLETE INTRODUCTION PROTOCOL 4. ITU MEDAL CEREMONY PROTOCOL 3.1 Introduction: The ITU Triathlon World Cup has a well-established Medal Ceremony Protocol. The LOC Protocol a. The TL will implement the athlete introduction protocol, which has been carefully planned Manager must understand the ceremony logistics and ensure there is a full rehearsal. with the ITU technical team and TV Director (if applicable), ensuring full consideration for the 4.1 Key Logistics: competition rules and all broadcast and television requirements; a. Podium Specifications: The centre standard should be the highest (0,75mx1mx1m), with the b. The TL will rehearse and time the announcement with the appointed announcer. The one on the left slightly lower (0, 5mx1mx1m) and the one on the right the accuracy of the timing of the introduction is a very crucial element when we have a live TV lowest (0,25mx1mx1m). For board design and dimensions see ITU Triathlon World Cup broadcast timed to commence at an exact time. The TD will play a crucial role in assisting the Branding Guidelines; presentation team in managing the timing of the competition start. b. Backdrop Specifications: ITU Triathlon World Cup Branding Guidelines; 3.2 Timeline: c. Carpet Specifications: the podium steps will be completely covered in blue carpet. A carpet a. Fifteen (15) minutes before race start: athletes will be called to the pre-start area or 2m x 10m will be in front of the podium; call room; d. Flag positioning and standards: The centre standard should be the highest, with the one on the b. Once in the pre-start area/call room, technical officials will line the athletes up by number; left slightly lower and the one on the right the lowest. The athletes should not turn more than c. Five to seven (5 to 7) minutes before race start: The time varies depending on distance from 45° to see the flags. The flags have to be visible for the VIPs; pre-start/call room area to swim start and the number of the athletes. The TD will inform the e. The LOC is responsible to ensure that they have flags of each country of participating athletes. announcers that the athletes are ready to be introduced; Provision must be made for multiple medalists from one country; d. Prior to introducing the athletes, the announcers must remind spectators that no horns or f. Podium must be set up away from FOP to accommodate the broadcast of the ceremony while whistles can be used while the introduction and start is in progress and ask them to remain the race may still be in progress; silent until after the start of the race;

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g. Presentations must be ready to proceed within 5 minutes of the winner finishing. This is to • The highest ranked local politicians, e.g., the Premier, the Mayor, The Head of Tourism accommodate live TV (if applicable). authority and any other key political figures; • Representatives of the National Olympic Committee; 4.2 Medal Ceremony Presenters: • ITU Executive Board members; a. In choosing the ceremony presenters, the following protocol order should be adhered to: • The National Federation President and Secretary General; • The highest ranked ITU officer present at the event; • Top level sponsors of ITU and LOC; • ITU title sponsor representative (if present); • ITU Senior staff and the Technical Delegate(s) for the event; • LOC highest ranked political figure; • Others as mutually agreed between ITU and LOC. • LOC sponsor representative (if desired by LOC). 5.2. VIP Meet and Greet Protocol: Note: If an IOC member is present they take priority in consultation with the highest ranked a. ITU and LOC protocol managers will agree on a gathering place for VIPs at each function with a ITU Officer. host or hostess to introduce and greet the guests; 4.3 Final list of Presenters: The highest ranked ITU Officer present will meet with the TL 24 hours b. Refreshments should be available and served in this area; prior to the first event to finalise the ceremonies presenters. They will create a table similar to the following with the names of the presenters and ensure the ITU and LOC people responsible c. If accreditation cards have not been provided, name tags should be available. The VIPs given for protocol are informed. The proposal of the LOC presenters should be sent to the ITU Officer name should be on the first line in font 16 and the family name on second line in font 14. The and the TL two weeks prior to the event with the presenters exact title: person’s title should be on third line in font 14;

a. Presenters for a World Cup event: d. The ITU logo must be on the name cards;

Medal Presenter ITU choice e. Guests scheduled to speak should be given ample advance notice and briefed on the Flowers Presenter LOC choice programme for the particular function;

Trophy Presenter Ranking Sponsor choice f. An event souvenir or ITU pins can be used to acknowledge their attendance. Champagne Presenter(s) LOC choice (1st, 2nd) – ITU choice (3rd) 5.3 ITU Gift Giving Protocol: Note: The order is changeable in consultation with TL. a. ITU will provide a small gift to the LOC and the Host City;

b. If the LOC wishes to reciprocate, the details of the gift and the recipients should be agreed on 5. ITU VIP HOSTING AND CEREMONY PROTOCOLS in advance; 5.1 This section outlines ITU’s strict VIP protocols as it pertains to all official functions: c. Generally, the gift presentation will take place at the Closing Ceremony. a. A VIP guest list will be created and agreed to by ITU and LOC. A formal written invitation will be 5.4 Transportation Protocol: supplied by ITU and send to guests under the signature of the ITU President; a. Transportation arrangements must be made to take ITU guests to and from the b. LOC will provide ITU with the exact time schedules for each VIP event; various functions; c. An RSVP management system will be agreed to between ITU and LOC; b. The ITU President and ITU Secretary General should be assigned a personal driver (or car) if d. Important VIP guests to be included are: present at the event;

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c. Parking instructions and parking passes, if suitable, should be provided to all guests who may h. Ensure that the team are appropriately attired; be using their own transport to get to the particular venue. i. Plan race day meal services and beverages; 5.5 Flag Protocol: j. Ensure bathroom facilities are conveniently located. a. LOC must make arrangements for country flags well in advance of the event. Country 6.2 Schedules rehearsals and sound checks: flags can sometimes be secured from the government protocol office; otherwise they have to be purchased; a. Competition days: • Controls the Announcers and cueing; b. There should be one complete set of flags on display at the venue and another set of flags for • Cues Announcers. the medal ceremonies; b. Cues Audio, Video and Scoreboard Operators; c. The TD will advise the LOC of cases where there could be more than one athlete from the same country on the podium; c. Cues athlete introduction;

d. The setup of the flags for the venue will be place in the following order from left to right: d. Cues medal ceremonies; • Host country; e. Attends all rehearsals and meetings. • Alphabetical country order; • ITU Flag; 6.3 Announcers (see Announcers Protocol in this document): • IOC Flag (if available). a. Provide main source of information delivery and announcements to athletes and coaches;

b. Informs, guides and adds excitement to the spectators’ experience; 6. THE SPORT PRESENTATION TEAM: ROLES AND RESPONSIBILITIES c. Recognise sponsors and dignitaries as per script provided by LOC; 6.1 Pre-planning: d. Work with SPD in the creation of detailed scripts; a. Liaise with Venue Manager to ensure correct setup and equipment is ordered and e. Pace the competition through its various stages including athlete arrival at venue, warm up, installed as required; athlete introductions, timing and results etc. b. Liaise with entire sport presentation team: plans, meeting, schedules; 6.4 Master of Ceremonies (MC): where possible an MC on site can greatly enhance sport c. Liaise with the following LOC personnel: Volunteer Manager, Protocol Manager, Director of presentation. If present they can perform the following roles: Marketing and Sponsorship; a. Interact on a live level with spectators, including special cheers, noise-makers, giveaways, etc.; d. Liaise with the Live Entertainment Manager; Plans meetings and rehearsals and sound checks; b. Be active with spectators near the Field of Play (FOP), and particularly in the stadium area, in e. Liaise with Manager of Timing and Results to ensure the correct equipment and information is engaging and exciting the spectators when athletes are not in this area; available to presentation team; c. Attends all rehearsals and meetings. f. Liaise with the Video Screen Operator (if applicable);

g. Creates all scripts and ensures that the entire presentation team is familiar with the script and their particular role scripting;

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6.5 Disc Jockey (DJ): c. Coordinate medal ceremony rehearsals and attendees with SPD;

a. Ensure a complete selection of music to include: d. Abide by ITU flag protocols for country flags set up at venue and for medal ceremonies; • High, medium and low tempo; e. Attend meetings of the SPT as requested.6.9 Floor Manager/Entertainment Manager • ITU processional music selections for swim start and medal ceremonies; Manages the live entertainment and the medal ceremony: • Fanfare music for exciting moments such as everything the athletes come into the stadium after a lap on the bike or run; f. Assist the SPD with all Live Entertainment including: • Music that is representative of local culture and international popular pieces. • Directs and ensures live entertainment is ready on FOP; • Coordinates all FOP movements which may happen between swim and bike laps. LOCs are b. Ensure the lyrics are appropriate; strongly encouraged to provide some form of local culture or entertainment for spectators c. Music selections should suit the time and mood of the competition; during quiet times, e.g., Japanese drummers, cheer leaders, etc.

d. Ensure all anthems are cued for medal ceremony; g. Schedules rehearsals in consultation with the SPD;

e. Attend all rehearsals and meetings. h. Manages food services and transportation for entertainers and medal presenters;

6.6 Audio Operator: i. Attend meetings of Sport Presentation team as requested.

a. Operate mixing console; 6.9 Technical Operations Manager: responsible for all technical requirements:

b. Monitor audio levels and maintain quality; a. Orders all technical equipment;

c. Assist with bump-in and bump-out process; b. Sound systems;

d. Assist the SPD with audio requirements; c. Timing and results systems;

e. Attend all rehearsals and meetings. d. Radios and ensures separate channel for the SPT;

6.7 Video Clip Switcher (if applicable): e. Manage the overall technical setup ensuring prime viewing areas for presentation team in fully equipped facility/tent; a. Operates the mixers: visual outputs to screen; f. Ensure backup power and manage all competition day technical support services; b. Assist with bump-in and bump-out process; g. Attend all rehearsals and meetings. c. Assist the SPD with all planned videos and advertising clips; 6.10. Roving Camera Operator (if applicable): d. Operate all graphic components for the video-board; a. Operates the roving camera that feed directly to the video screen in the stadium. e. Attend all rehearsals and meetings. 6.11. Assistant Roving Camera Operator (if applicable - if needed): 6.8 Protocol Manager: a. Assist the camera operator with movement of equipment and leads; a. Liaise with SPD on all protocol elements, including the list of VIPs in attendance, the times they are onsite, and timing for introducing them; b. Act as a runner for the roving cameraman.

b. Provide the script for the medal ceremonies with medal presenter’s names and accurate titles;

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6.12 Lighting Operator: this applies to indoor sport presentations requirements of such functions as the final banquet:

a. Plot and record cues;

b. Operates lighting desk;

c. Assist with rigging and focus of lamps.

d. Act as a runner for the roving cameraman.

6.13 Lighting Operator: this applies to indoor sport presentations requirements of such functions as the final banquet:

a. Plot and record cues;

b. Operates lighting desk;

c. Assist with rigging and focus of lamps.

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SECTION D: REQUIREMENTS FOR MEDIA, TIMING & TELEVISION

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The Part below contains the LOC requirements for the host broadcast company for the event. g. Assistance in coordination of interviews and athlete management; Please note that all requirements in this section are a guide only and adjustments may occur h. Triathlon News Service featuring rapid distribution of athlete biographies, flash quotes and depending on the course and other local circumstances. The final set-up will be determined after a other information. site survey, including the requirements of the LOC. 1.3 Television and News:

a. ITU will produce an international highlights show from the event, of at least 18 minutes in duration. This highlights show will be distributed via our distribution partner Infront, as part 1. INTRODUCTION of the ITU World Triathlon Series magazine shows in an effort to maximise the exposure of the This section of the LOC Requirement details the services provided by the ITU media team and the ITU Triathlon World Cup events; requirements for the LOC. Please read the document carefully to ensure that all requirements are b. ITU will also produce and deliver international news highlights of the event. satisfied. The ITU Media team will offer the following service: 1.4 Requirements of the LOC: 1.1 ITU Website and Online Services: a. To ensure a successful production of media and television services from the event the LOC is a. ITU will cover the events through its network of websites. required to provide facilities and volunteers for each area mentioned above. In addition, the b. Live and on-demand coverage of each race on www.triathlonlive.tv. The coverage will feature LOC must provide a local timing and results supplier to provide services as specified in live video and audio except in markets where TV deals prohibit a signal. The internet coverage section 3 below. will be geo-blocked in these markets);

c. Live timing and results display; 2. ITU PRINT MEDIA TEAM REQUIREMENTS d. Pre and post-race video highlights, features and interviews; 2.1 Overview: e. Post-race event photo gallery and news releases; a. The ITU Print Media Team consists of one ITU Media Delegate and one ITU Photographer; f. Full results postings. b. The Media Delegate prepares event media releases and alerts that are sent to a global 1.2 ITU Print and press services: database of dailies and industry publications. The media delegate along with the ITU Media Department will act as a liaison between the LOC and elite athletes and also help coordinate a. High quality professional photography of each race. These photographs will be made available media operations on site i.e. – press conferences, media accreditation, media briefing, media to the LOC free of charge for editorial and internal promotional use; zones/areas and hosting; b. Distribution of images though international photo agencies; c. The ITU Photographer captures photos from the event for distribution and ITU use. Each LOC c. Preview and review features and stories of each race. These features are freely available to the will receive copies of the photos taken for internal use. The LOC must provide two motorbikes, LOC for distribution; drivers and extra helmets for the use of the ITU Photographer and any agency photographers (pool photographers) if in attendance; d. Tailored releases to key markets highlighting key athletes and newsworthy items; d. LOC must provide media vests that must be distributed and collected to media by the LOC e. Detailed pre-race notes and statistics; media team. f. Management of press operations on site, including management of the media zone by an assigned ITU Media Delegate;

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2.2 ITU Facility Requirements: 2.4 Media Operations:

a. The LOC must provide an ITU Media Office (for print and TV) in the host hotel – which may a. Media Accreditation and Identification: be the same as the official ITU office from 3 days prior to the event until race day. The office • Media must be accredited according to ITU accreditation guidelines document. This is should have power, internet facilities, refreshments, a printer and sufficient space for 4 media available in the Event Organiser’s Manual; people. This facility will be shared with the television teams; • All media accreditation applications must be approved by ITU Media Delegate. The final media accreditation application list must be emailed ITU seven days prior to the event. ITU b. The LOC must also provide an on-site media office, for the ITU Media Delegate and ITU Media staff (TV Crew, Photographer and Management) will have special identification. The Photographer. The facility must be situated at the race venue, and internet access/power LOC will be notified of this identification by the Team Leader; should be available for use from one day prior to the first race until the morning following • Media vests must be provided by the LOC and should be distributed in coordination with the the final race. The office should be a minimum of 15 m2. There should be table and chairs for ITU Media Delegate. The LOC is responsible for distributing and collecting all vests. 4 people and computers. The LOC will provide a dedicated high-speed internet connection (minimum 20 Mb/s upload and download) and router/switch with minimum six free ports 2.5 International Media: available; a. LOC to create a media invitation 30 days before the event for media that will in turn be c. The line cannot be shared with any other service provider (ITU media, general media, sent out to international media and trade publications by ITU if desired. ITU will also solicit timing etc.); attendance from media;

d. Wireless internet is required on venue to facilitate on site coverage; b. LOC should endeavor to provide accommodation with breakfast for international media attending the event. Media is responsible for payment, but the LOC should strong consider e. The LOC must provide a press centre at the race course for the general media that is having a budget to host international media. Accommodation should be in close proximity to adequate for the number of media in attendance. Media Centre and race site. If not the LOC is responsible to provide adequate transportation 2.3 Press Centre – equipment requirements: to and from the media centre prior to the event and on race day.

a. The LOC will provide a stable high-speed internet connection and router / switch with enough 2.6 Pre-Race Press Conference (optional): ports for the expected number of media; a. The Pre-Race Press Conference timing will be determined 30 days out from the event in b. Black and white laser printing facility; consultation with ITU;

c. A high-speed photocopier with sufficient paper supplies and extra stationery; b. Food should be made available for media and attendees;

d. Notice board for maps, results and other news; c. LOC must forward to ITU Media Delegate the requested attendees list (ITU athletes and delegates) a minimum one week before the press conference to guarantee attendance. ITU will e. Pigeon holes for press releases, course and athlete information and quotes; aid in the solicitation of invitations; f. Extra stationery, pens and pencils; d. LOC will ensure adequate facilities are prepared within close proximity to the host hotel g. All printed media information (see Appendix A section 1.2 below for detailed information); (otherwise adequate transportation must be arranged);

h. Refreshments and food for entire day; e. LOC must keep a media attendance record for the press conference and forward to ITU Media Manager after the conference. i. Storage for photographer and media personal items; 2.7 LOC area of responsibility: supplying the following items for the press conference: j. Monitor broadcasting big screen or live TV/internet feed (if applicable).

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a. Facilities (Seating, Tables, etc.); d. LOC Media Manager to be available for course walkthrough with ITU Media Manager and TD the day before the competition for any last minute alterations. b. Backdrop (must be approved by ITU TL); 2.10. Post-Race Press Conference (optional): c. Adequate audio visual equipment; a. LOC to consult with ITU Media Delegate about need for post-race press conference. If deemed d. Names and pronunciation of LOC dignitaries; necessary, please refer to Pre-Race Press Conference requirements above. e. Agenda/run sheet; 2.11. Personnel Requirements f. Place cards (ITU approved design); a. Volunteers g. Food and beverage for attendees; Number of Duties Time Required Notes Accreditation Radio h. Water and beverage for head table; Volunteers Assist media Fluent in Media Zones 1 All race day 0 i. Translator (if applicable); manager English / FOP Triathlon j. MC; News Service Fluent in – capturing English; Media Zones k. Local gift for attending athletes; 1 All race day 0 flash quotes Journalism / FOP of finishing experience l. Branding will be produced in consultation with TL. athletes 2.8 Media Briefing: b. LOC Personnel: The LOC should: • have a main media contact to liaise with local media; a. LOC and ITU Media Delegate will give a media briefing to media before the Competition; • provide a minimum of one media chaperone for every ten media in order to properly control b. TL will supply a general PowerPoint presentation to the LOC two weeks prior to the even event and direct media traffic; for inclusion of course map, media zones, scheduling and any other pertinent LOC information. • have an experienced Photo Chief to manage the special needs of photographers and direct them throughout the course; 2.9 Media Zones/Areas: • make sure there is a Media Centre Supervisor in order to ensure proper operation of a. The LOC will provide designated media zones on course for press, photographers and the center; broadcasters, separate from spectators with adequate identification and efficient movement • Produce a local press kit containing the items listed in 2.12. from zone to zone (i.e. not through crowds or long distances); 2.12 Table of Contents for a Press Kit: b. The LOC will provide a media zone at the finish line in accordance with the draft layout plan a. Schedule; provided in the sample finish line layout. This zone should include a tiered platform for photographers at the finish line, a designated area for host broadcaster interviews and a b. Organisation information (list of key organisational contacts); mixed zone for media separate from the athletes; c. Sponsor information; c. LOC to provide a detailed site map with clearly identified media zones and areas to ITU Media d. ITU information (sent by ITU 30 days prior); Delegate and TD TL one month prior to the event. Map must include sketch of finish line area and mixed/interview areas; e. General city/region information (more if expecting international media);

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f. Special events (functions or other races the media are invited to); a. Live coverage of the elite races from the ITU Triathlon World Cup will include live timing as provided by the timing and results supplier and live updates from the race course. This will be g. General media information (media center, briefing, media events, available on http://www.triathlon.org; accreditation/identification, access); b. The following are the requirements to be fulfilled by the LOC to assist in the facilitation of the h. Accommodation (if expecting international media); live coverage: i. Transportation/parking; • A timing and results provider must be contracted as per section 4 below to provide timing and results services. The timing and results provider must be approved by ITU before any j. Course information; contracts are signed; k. Course Maps (with media areas highlighted); • If the event has a local streaming provider showing video of the race, this can also be linked and promoted on www.triathlon.org. Please provide this information in advance to ITU. l. Ranking information; 3.2 Social media live coverage will be managed by the ITU Media Delegate on-site. LOC will have to m. Athlete profiles (top contenders only 6-10; visit ITU Online Media Centre for most provide with a mobile phone or SIM card with data. top athletes);

n. Historic statistics/results (ITU statistics are available in the Online Media Centre) http:// media.triathlon.org. (Please contact ITU if you require a sample Press Kit. 4. TIMING AND RESULTS SERVICE REQUIREMENTS

2.13 Equipment and Logistics Requirements: 4.1 Overview:

a. The LOC must provide two motorbikes with drivers and helmets for the official ITU a. Timing and results services are the cornerstone of a successful broadcast from an ITU photographer and pool photographers. Any additional motorbikes for local media access Triathlon World Cup event. As a result, the following technical requirements for any timing are the responsibility of the LOC and all vehicles on course must be approved by the ITU company that wishes to provide basic timing and results services. Please note that it is the Technical Delegate. responsibility of the LOC timing company to fulfil these requirements in full;

2.14 Reporting: b. The LOC should ensure that the proposed timing company for the event can meet these requirements. A LOC timing and results provider cannot be confirmed until they are approved a. The LOC must provide a list of all accredited media to the ITU at time of arrival; by ITU. b. The LOC must provide a detailed reporting document to the ITU Media Manager within 4-6 4.2 General requirements: weeks after the event. This document will include: • Detailed Pre and Post Monitoring information (clippings, local TV stats, etc.); a. The event must select a partner – the service provider – to secure the required quality of basic • Final Media Contact list timing and results service;

b. The service provider should work on a “near invisible” basis during the event, with absolute minimum presence on the event course; 3. ITU ONLINE SERVICES AND NEW MEDIA REQUIREMENTS c. The service provider must be able to produce data displaying the results of the event, including 3.1 Overview: each individual leg (swim –bike –run), and with multiple splits during each leg, where course layout accommodates this;

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d. The service provider must provide a direct connection to the graphics company to provide the • Transition 2 times; basic timing service data (if applicable); • Run lap times; • Intermediate run lap times (systems should be place approximately mid-way on run lap); e. Where possible timing systems must be hidden from media, TV and still photographers. • Finish time. 4.3 Timing System: b. The Service Provider must have direct connections to the timing locations via RS232, RS485 a. Requirements of the transponder system: or Ethernet where such connections can be drawn; • Reliable, all times are captured without loss; c. On locations where this is not possible the Service Provider must aim at using internet based • Able to capture splits for each individual leg, including multiple splits on swim (on water connection via DSL or GPRS (or similar mobile connection) in that order of priority; exit), bike and run; • Attached to the athlete in an ankle band; d. ITU emphasizes use of direct connections where the distance is less than 200m from the • Attached to the athlete in a manner that does not influence the performance of the athlete. event venue timing and results base location; Work under the regulations of CE and FCC; e. The Service Provider must have live real time connections to timing locations to pull or retrieve • Weight must be not more than 20 grams. data with as minimal latency as possible; b. Deliver data live in real time to the timing and results software used by the Service Provider; f. Important Note: Manually transporting times via a USB stick or similar device is not allowed; c. Able to vary in width from two to eight meters without obstacles on course; g. The captured data will be accessible in real time for the Technical Official located in the Timing d. For the elite races only active system is allowed. Timing of ITU Triathlon World Cup events room. A monitor or computer in the Timing room to be used for this purpose; must be done with an ITU approved transponder system; h. Additional information coming from the Field of Play will be included manually by the e. Important Note: The only approved ITU timing systems are: Technical Official. • Winning Time; 4.5 Software: • AMB-it; • My Laps; a. The service provider software must be able to receive data live in real time from the • ChampionChip; timing locations. • MTS (J-chip). 4.6 Live services during event: 4.4 Use of Timing System: a. ITU requires two hosted XML outputs to facilitate live coverage; a. Timing systems should be installed so as to isolate each discipline (swim, transition one (T1), b. The first is the current race split, the second a cumulative individual athlete lap times for bike, transition two (T2) and run) and capture multiple spit times during each leg also (if each participant; athletes exit swim after each lap and if athletes lap through transition area during the bike and the run) and provide backup lap counting on the bike and run segments. The following timing c. Each athlete splits page is to be called via a unique id number in the athlete split URL. This data is required: number should be contained within the current race split page to allow a reference. This • Swim intermediate times; number at your discretion may be the race number; • Transition 1 times; d. Each page should be updated immediately on receiving data, allowing 30 seconds for manual • Bike lap times; corrections if needed. The current race split is to show only the current lap split data; • Intermediate Bike lap times (systems should be place approximately mid-way on bike lap);

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e. These pages will not be made directly accessible to the public. The ITU server will be the only c. The timing company must provide the results in the ITU database table for archiving on www. application accessing these pages. This will ensure minimal stress and allow very frequent triathlon.org, via a pre specified Excel spreadsheet; updates. The server will be set to read every 15-20 seconds; d. The timing company will be given this file from ITU before the event and the TD will ensure that f. Live times must be provided for each lap of the swim, bike and run; the start lists are correct. The race referee will sign off the results after each race to confirm them as official results; g. The application used by the service provider must have the functionalities to display results after each lap with the following information: e. The files once completed and verified should be emailed to the following email address: • Rank on selected split; [email protected]; • Race Number (athlete number); f. Results should be emailed no later than five minutes after the official results are confirmed. • Name; This applies to both the men’s and women’s races. • Country IOC 3 letter code; • Leader cumulative time. 4.9 Manual Back-up:

h. Time difference to leading athlete on selected lap; a. All timing systems should work on a failsafe basis, with zero tolerance for data error or system failure due to live television requirements. The timing company has to prepare a manual i. Full samples and assistance is available from ITU. backup to cover the contingency of missed data because of chips lost during competition. 4.7 Event Venue Services: Furthermore, in the event of catastrophic and unavoidable failure of the timing systems, the timing company should have a manual back-up system to provide accurate finish time and a. The timing provider should be able to provide an Intranet CIS capable of connecting to position data. various fed points such as media centre consoles, commentator information systems and VIP hosting areas; 4.10. Photo Finish System:

b. Physical printouts of all relevant data are also required; a. The Service Provider must supply Photo Finish Services to decide positions on close finishes in the event. The Service Provider must work with equipment from one of the c. The timing provider should be able to deliver updates via SMS and mobile technology below listed manufactures: if requested; • TimeTronics; d. The timing provider should provide a gantry finish clock capable of displaying time and athlete • FinishLynx; data such as name, nationality, category etc., an electronic lap counter and scoreboard • Alge; capable of graphic display. • Omega; • Seiko. 4.8 Official Results Service: b. Two photo finish cameras must be provided – positioned on either side of the finish Gantry a. Official results should be made available in a timely manner in formats as specified by ITU and an official finish line must be marked for the decision of the final result. For close finishes including detailed race analysis. Exports in various formats should be possible to relevant third the Service Provider must be able to export the picture immediately to the host broadcast parties (media, event officials, IT partners etc.). Any photo finish images should be available company and ITU Media team. instantly for event officials, media and TV partners; 4.11. Basic Broadcast Services (if applicable): b. The results must be displayed in the order of ranking 1, 2, 3, etc., then DNF’s, DNS’s and DSQ’s. DNF’s must be sorted by the number of legs completed, then by time accumulated a. The timing and results services provider is required to feed data containing: after latest completed leg; • Competition schedule; • Start lists;

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• Intermediate standings during and after the different splits/laps taken on the different legs 5. TV REQUIREMENTS Intermediate standings during and after the different legs (swim/transition/bike/transition/ 5.1 Overview: finish) Fastest times on selected lap /splits legs; • Final results; a. The ITU Triathlon World Cup is one of the premium products of ITU. In order to establish the circuit on a worldwide basis it is necessary to have a consistent high quality TV product. ITU b. The timing and results services provider is required to feed this and work together with the have defined the TV product as a combination of highlight shows and news distribution. All this TV graphics company used by the TV production company at the event. This data must be will be offered to international broadcasters. The production of the pictures of the elite races available to the TV graphics company in either a push or a pull protocol. The timing and results is therefore of special importance; services provider must be able to send data over the following methods of communication: TCP/IP, RS232 and RS485; b. The ITU television (ITUtv) team will attend each ITU Triathlon World Cup event to coordinate and produce the international television show and international news highlights. The ITUtv c. The timing and results services provider is required to continuously review data before team consists of one onsite producer and camera crew depending on local host released to the TV graphics company throughout the competition, as is requested to have a broadcasting arrangements. dedicated person for this purpose. From athlete passing to release of standings information this must be in real time, unless otherwise distribution plan has been agreed between the 5.2 Requirements: timing and results services provider and the TV production company; a. If the event has a local host broadcaster the ITUtv team will work with this host broadcaster. d. Details on additional features should be laid out in the proposal, such as information on: The host broadcaster must provide ITU with a clean line cut of the event without graphics • Athlete information request; and commentary and with international sound on a professional broadcast format tape / • Competition environment request; disk immediately after each race, at no cost to the ITU. The provision of a domestic host • Results analysis; broadcaster will not affect the fees payable to ITU; • The timing and results services company should arrange the transfer of timing data to the b. If the LOC does not have a host broadcaster, they must provide the following: graphics provider, with consultation to the LOC and TV production contacts listed below in • A boat with a flat bottom and an experienced driver who can speak functional English; Section E; • Three motorcycles with drivers and extra helmets (no Harley Davidson type or racing-type • Where possible within the range of networking with cable, a direct cable connection must motorcycles). The motorcycles must be two seaters, with proper footing for a camera be used for communication between the timing and results services provider and the TV operator to stand and/or be seated facing backwards and must be a road bike. Scooters or graphics company. Where this is not possible optimum solution with either internet or similar vehicles are not acceptable as they are underpowered and do not meet our safety wireless should be carefully considered by the two parties. requirements. BMW bikes are ideal and meet all requirements; e. Notes: • A raised platform at the finish line: 1 meter (3 ft.) in height – enough for one camera • It is the responsibility of the local timing company / service provider to ensure that there is operator, with clear, head-on view of the finish line. This platform is reserved for the ITU a working interface to the graphics provider; camera crew and is not to be shared with any other media. NOTE: This platform is in • The LOC timing company must provide one contact person from their local timing company addition to the photographer stand. to coordinate the protocols in use and the technical requirements of HBC. c. The LOC should provide a Digi-BETA 16:9 tape of scenic from the tourist board as far in advance as possible of the event. This is important for the city and region to be showcased in the international production.

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