ITU EVENT ORGANISER’S MANUAL April 2015 INTERNATIONAL TRIATHLON UNION Acknowledgment The ITU Sport and Development Department would like to thank the Event Organizers and the Technical Officials who contributed to the preparation of this manual. This document is based on the valuable knowledge and experience of the triathlon family. This specific version has been prepared by the ITU Sport Department and reviewed and approved by the ITU Technical Committee in March 2015. ITU Sport Department Event Organisers’ Manual 2015 Edition 2 INTERNATIONAL TRIATHLON UNION FOREWORD Triathlon is one of the most diverse sports practiced today. The traditional format includes the combination of three unique and exhilarating disciplines across various distances. Throw in aquathlon, cross triathlon and duathlon and the multisport lifestyle is something everyone in all parts of the world can enjoy. For the last 25 years, ITU has been committed to growing our great sport. I’m proud to say we now have more than 160 National Federations, races on every continent and we enjoyed more flags at the 2012 London Olympics than ever before. From elite participation to grassroots events, we at ITU are committed to setting the standard for triathlon races. The increased and ever growing interest in multisports prompted us to create a second edition of the Event Organiser’s Manual. With insight from event organizers of all levels across the globe, this guide aims to assist you in creating the best race environment possible. An ever evolving journey, we welcome the opportunity to continue revising event operations in order to create safe and enjoyable triathlon atmospheres. Thank you for your commitment to triathlon, and the best of luck to you in organizing your next race. Marisol Casado. President of International Triathlon Union ITU Sport Department Event Organisers’ Manual 2015 Edition 3 INTERNATIONAL TRIATHLON UNION FOREWORD One of the benefits of hosting a triathlon event is that it is not necessary to have significant permanently built infrastructure in place. We are all able to adapt ourselves to the local conditions and not the other way around. If we don’t have a location to swim, the duathlon can be an option. If there are only dirt roads available, we have a solution again with the cross triathlon. I think there is no place, where a triathlon or one of its related multisport can’t be organized. This flexibility sometimes brings some challenges. There is not one simple way of staging an event. There are not two single triathlon events in any part of the world, which have exactly the same conditions. An event organizer always need to find the best solutions based on the given environment. This book is trying to help you with some standards, which can be applicable or adaptable for your event. It is not a rulebook, it is more of a guide for you to get some answers when you reach a “crossroad” in your planning. It can be used and adapted for a triathlon or multisport event, but it has to be used and followed for any ITU competitions. The assigned Technical Delegates will always be there for any ITU event to help with the interpretation of this manual. Our aim is that this book becomes the most valuable tool for anyone getting on the wonderful path of becoming a triathlon event organizer as it follows the development of the sport over the past years, with valuable input from the whole triathlon family. I would like to thank all my colleagues for their hard work putting it together and wish you all the success hosting an event. Gergely Markus Sport Director of the International Triathlon Union ITU Sport Department Event Organisers’ Manual 2015 Edition 4 INTERNATIONAL TRIATHLON UNION Editing Team ITU staff: Thanos Nikopoulos (GRE), Leslie Buchanan (CAN), Eriketti Margari (GRE). ITU Technical Committee members: Jaime Cadaval (MEX), Howard Vine (GBR), Joyce Donaldson (USA), Dr. Bela Varga (HUN), Dirk Bogaert (BEL), Dominique Frizza (FRA), Jorge Garcia (ESP). Graphic Design: Stefane Mauris (SUI) For any suggestions or questions regarding the Events Organizers’ Manual (EOM) please contact Thanos Nikopoulos - Senior Manager, Technical Operations. This is proprietary and confidential information of the International Triathlon Union. The information included herein may not be distributed, modified, displayed, or reproduced, in whole or in part, without the prior written permission of the International Triathlon Union. ITU Sport Department Event Organisers’ Manual 2015 Edition 5 INTERNATIONAL TRIATHLON UNION TABLE OF CONTENTS 1 Section 1: Introduction ................................................................................. 17 1.1 Purpose ...................................................................................................................... 17 1.2 Definitions ................................................................................................................. 17 1.3 Intents of ITU ............................................................................................................. 17 1.4 ITU events and categories......................................................................................... 17 1.5 The principles of ITU events...................................................................................... 17 1.6 Introduction of the ITU Sport & Development Departments .................................. 18 1.7 ITU/Continental Confederation officials .................................................................. 20 1.7.1 ITU Executive Board/Committees Representatives ................................................. 20 1.7.2 ITU appointees .......................................................................................................... 20 1.7.3 ITU media staff .......................................................................................................... 20 1.7.4 ITU officials’ responsibilities .................................................................................... 21 2 Section 2: Administration/ Finance ............................................................. 23 2.1 LOC organizational chart .......................................................................................... 23 2.2 LOC size...................................................................................................................... 28 2.3 Official Language ...................................................................................................... 28 2.4 Events’ agreement .................................................................................................... 29 2.5 Insurance ................................................................................................................... 29 2.6 Database Management ............................................................................................. 29 2.7 Accountability ........................................................................................................... 30 2.8 Permits and Approvals .............................................................................................. 30 2.9 Prize Money Breakdown ........................................................................................... 30 2.10 Event Schedule .......................................................................................................... 30 2.11 Site Visits ................................................................................................................... 31 2.12 Events’ Planning Progress Report ............................................................................ 31 2.13 Event week ITU – LOC Meetings ............................................................................... 32 2.14 Events’ Debriefing ..................................................................................................... 32 2.15 Accreditation Protocol .............................................................................................. 33 2.15.1 Introduction .............................................................................................................. 33 2.15.2 Zones ......................................................................................................................... 33 2.15.3 Accreditation Card .................................................................................................... 34 2.15.4 Sub- Categories ......................................................................................................... 36 2.15.5 Quota of NF Delegation Accreditation Cards ........................................................... 37 2.15.6 Coaches' Area Access at ITU Events .......................................................................... 37 ITU Sport Department Event Organisers’ Manual 2015 Edition 6 INTERNATIONAL TRIATHLON UNION 2.15.7 Medical Area Access for Team Medical at ITU Events .............................................. 37 2.15.8 VVIP Area Access ....................................................................................................... 37 2.15.9 Access Rights per Room Code ................................................................................... 37 2.15.10 Accreditation Templates .......................................................................................... 38 2.15.11 Accreditation and Security ...................................................................................... 38 2.15.12 Accreditation Dot Plan .............................................................................................