Olympic and Paralympic Games Tokyo 2020 Wireless Equipment Usage Guide Draft as of 6 July 2021 改版履歴 Version Date of issue Change of version 1.0 6 July, 2021 First version CONTENTS INTRODUCTION ........................................................................................................... 1 OBSERVING RULES FOR USE OF RADIO FREQUENCIES IN JAPAN .................................. 1 FROM SPECTRUM APPLICATION TO USING RADIO EQUIPMENT IN VENUES................... 1 USING RADIO EQUIPMENT ........................................................................................... 2 CHECK BEFORE YOU START USING WIRELESS EQUIPMENT .......................................................... 2 WHEN USING YOUR WIRELESS EQUIPMENT ........................................................................... 3 USING LAN EQUIPMENT (SUCH AS WI-FI DEVICES) ................................................................ 5 RADIO EQUIPMENT USABLE WITHOUT TOKYO 2020 APPROVAL .................................... 5 RADIO MONITORING IN JAPAN .................................................................................... 7 OTHER.......................................................................................................................... 7 TEST & TAGGING AT IBC/MPC (TOKYO BIG SIGHT), OV/PV (OLYMPIC/PARALYMPIC VILLAGE) AND UAC (UNIFORM/ACCREDITATION CENTRE) ........................................................................................... 7 FAQ (FREQUENTLY ASKED QUESTIONS) ........................................................................ 7 FOR REFERENCE ......................................................................................................... 10 VENUES WITH SPECTRUM DESK AND THEIR SERVICE PERIOD/HOURS ......................................... 10 GUIDE MAP TO SPECTRUM DESK AT VENUE ........................................................................ 15 APPENDIX .................................................................................................................. 19 Introduction Games of the XXXII Olympiad and Tokyo 2020 Paralympic Games (collectively “Tokyo 2020 Games”) will be held 23 July ~ 8 August 2021 and 24 August ~ 5 September 2021, respectively. Numerous radio equipment is expected to be utilized during the Tokyo 2020 Games for TV image productions, news reports, Games Timing, and other Games operations. This Wireless Equipment Usage Guide is created by the Tokyo Organising Committee of the Olympic and Paralympic Games (“Tokyo 2020”) for the purpose of providing information for the radio users in venues to optimise the use of wireless devices, including when the same frequency band has to be shared, and to be aware of how to avoid interference to or from other radio users. Observing Rules for Use of Radio Frequencies in Japan In Tokyo, Japan’s political and economic centre, the use of radio frequencies is very congested. There are many cases where the same frequency band must be shared with number of users. It is therefore imperative that the rules of Japanese Radio Act are followed by the radio users. If you do not follow the rules, you may not only interfere or obstruct other radio communications, but also be on the receiving end of the interference. Radio equipment users are required to follow the rules. From Spectrum Application to Using Radio Equipment in Venues When a user wishes to use radio equipment in the venue, Japanese licence for radio stations plus permission from Tokyo 2020 must be obtained beforehand. The procedure is shown in the flowchart below. ① application submission ~ application accepted ~ frequency coordination ~ notification of allocated frequency ~ scheduling T&T reservation ~ provisional approval issued 1 ② provisional approval issued ~ Testing of equipment ~ licence and permission granted ~ Tagging of equipment ~ equipment approved for use ③ approval of use ~ using equipment at venue ※This document will give guidance in the stage indicated as ③ in the diagram below. See “4. Using Radio Equipment” for more information. Using Radio Equipment If you wish to use radio equipment in the venue, you need to firstly receive provisional approval for the frequency, pass the radio equipment inspection and receive approval tag. Even when the equipment already has Japanese licence, as long as they are going to be used in the Tokyo 2020 venue, they need to have Tags. Wireless devices can be used in the venue only when Tags are attached. Check before you start using wireless equipment Wireless devices must meet the technical standard and be used correctly in order to avoid interference. Followings are the requisite for using wireless devices. ① Apply for frequencies Please refer to the Spectrum Application Guide https://tokyo2020.org/en/organising-committee/environmental-arrangement/ 2 ② After Test & Tagging schedule is fixed, undergo the inspection and receive the Tag. For inquiries regarding Test & Tagging, Contact: [email protected] When using your wireless equipment Wireless equipment must be used correctly under the approval condition in order to optimise its ability and to avoid interfering other wireless equipment. Keep the following in mind when using your wireless equipment. ① Fill out your reliable contact detail in the contact form (sent to you at the time of Test and Tagging reservation) and submit it to Tokyo 2020. If you have not done so before Test & Tagging, please fill out the contact field in your Provisional Approval letter and bring it to the Spectrum Desk at the time of Test & Tagging. ② Radio licence from Japanese government must be obtained in advance for using wireless equipment in Japan. Licence for all the wireless equipment used by overseas stakeholders during Tokyo 2020 Games is obtained by Tokyo 2020 in their behalf. ③ Use of wireless equipment is permitted only after passing the radio equipment inspection conducted by Japanese government, and after receiving the approval tag of Tokyo 2020. The approval condition of each device is managed with the Tag. ④ When the approval of equipment is venue-specific, it cannot be used at other venues. ⑤ During Ceremony period, only devices with Ceremony Tag can be used at Olympic Stadium (OLS). Equipment using the mobile phone lines such as IP radios, however, can be used without a Ceremony Tag. 3 ⑥ The approval is valid from the day the approval tag was issued until the last day of Tokyo 2020 Games (Olympics and/or Paralympics). If your equipment received radio interference during this period, notify Call Centre and give the name of your organisation, your name, contact number, time/place of the interference, the frequency you were using, and the description of the situation. Technology Call Centre Contact details e-mail: [email protected] Phone ＊English Support:+81-3-6632-2937 ＊Japanese:+81-3-6631-2020 [We are recording calls to improve the quality of service for the customers] ⑦ Make sure before reporting interference incident, - your device does not use frequencies designated for systems that share the same frequency bands such as digital convenience radio, wireless LAN, RFID or DECT, because they are approved on the condition of “allowable interference”. You have accepted that communication on these frequencies may not be possible as expected when they are congested. Even when conversations get mixed, we do not respond to them as resolvable interference cases. - that the device is in proper working order - that the device is properly charged. ⑧ Request made by the Japanese government or Tokyo 2020 to suspend use of wireless device must be complied with immediately. ⑨ In order to eliminate harmful interference, Japanese government and Tokyo 2020 will conduct radio monitoring and spot checks by placing radio monitoring facilities and personnel at all venues. ⑩ User of radio device that has not gone through the official procedure as stipulated in the Radio Act of Japan, or that deviates the approval conditions may be punished (imprisonment for a period not exceeding 1 year, or a fine not exceeding 1 million yen) under Japanese Law. Rules must be followed. ⑪ Be aware that using multiple devices simultaneously (the transmission and reception timings overlap), at the same or adjacent frequency, at physically close positions, may cause suppression of sensitivity and cause the devices to be inoperable. The basic characteristic of radio makes it difficult to avoid such situation altogether, but it may be effective to temporarily place distance between devices or shift the timing of use. 4 ⑫ Available radio frequency in Japan is very scarce and interference is likely to occur. We strongly recommend that radio communication at Tokyo 2020 Games is limited to only when the wired connection is not available. ⑬ If the approved frequencies for transmitting and receiving differ on your device, make sure they are set accordingly. ⑭ If you are using the same frequency as other users, make sure that no one else is using the device before emitting radio waves. ⑮ Japanese outlets (Type A) are Alternative Current, single-phase, two-wire system AC 100V, either 50Hz or 60Hz. Have appropriate converter, etc. ready as necessary. Using LAN equipment (such as Wi-Fi devices) Channels available for Wi-Fi and other wireless LAN (Wi-Fi) devices are used for important systems of the Games Timing and operations. Please note that use of the radio equipment is prohibited unless it is set at the authorised frequency (channel) and at locations designated in the provisional approval so as not to interfere with the