AIBA EVENT OPERATIONAL MANUAL AIBA EVENT OPERATIONAL MANUAL - 1 © AIBA ALL RIGHTS RESERVED OCTOBER 2010 2 - AIBA EVENT OPERATIONAL MANUAL TABLE OF CONTENTS TABLE OF CONTENTS 3 AIBA PRESIDENT´S MESSAGE 11 FOREWORD 13 INTRODUCTION 15 Contractual Requirements 17 Bidding Process and Documents 17 Pre-Host City Agreements 17 Host City Agreements 17 Executive Summary 18 Glossary 19 CHAPTER 1: AIBA EVENTS 23 1. AIBA Events Overview 25 CHAPTER 2: EVENT PLAN & ORGANIZATIONAL STRUCTURE 27 2. Event Plan and Organizational Structure 29 2.1. Planning 29 2.2. Structure 31 2.2.1. Local Organizing Committee 31 CHAPTER 3: AIBA COORDINATION 33 3. AIBA Coordination 35 3.1. Coordination Committee Checklist and Evaluation Form 35 3.2. Competition Program 35 3.3. Coordination between Event Organizers 36 3.3.1. AIBA and Local Organizing Committee 36 3.3.2. AIBA and National Federations 37 3.3.3. AIBA and Organizers 37 CHAPTER 4: ADMINISTRATION 39 4. Administration 41 4.1. Local Organizing Committee 41 4.1.1. Organizational Structure 41 4.1.2. Personnel 41 4.1.3. Staff and Volunteer Management 41 4.1.4. LOC Offices 42 4.2. Financial Management 42 4.2.1. Insurance 43 4.2.2. Monitoring, Account and Audit 43 4.2.3. Approval for Expenditure 43 4.2.4. Finance Responsibilities (TD, ITOs and R&Js) 44 4.2.5. Per Diem Policy 44 4.2.6. Visa Fee Policy 45 4.2.7. Accommodation Expense Policy 45 AIBA EVENT OPERATIONAL MANUAL - 3 4.2.8. Transportation Expense Policy 45 4.3. Reporting 46 4.3.1. Progress Reports 46 4.3.2. Final Reports 46 CHAPTER 5: LOGISTICS 47 5. Logistics 49 5.1. Visa and Foreign Affairs Relations 49 5.2. Arrivals and Departures 50 5.2.1. Arrival and Departure Strategy and Management 50 5.2.2. Passport Control and Customs 50 5.2.3. Information Desk(s) at Airport 51 5.2.4. Baggage Collection and Transfer to Hotels 51 5.2.5. Departure Management 51 5.3. Transportation 52 5.3.1. AIBA Family 52 5.3.2. Team Delegation 52 5.3.3. (V)VIP Specifications 53 5.3.4. Transport Specifications 53 5.3.5. Transport Strategy and Management 54 5.3.6. Required Resources 54 5.3.7. Communication 54 5.3.8. Parking Arrangements 55 CHAPTER 6: REGISTRATION 57 6. Registration 59 6.1. Invitation to National Federations 59 6.1.1. Sports Entry Form 59 CHAPTER 7: ACCREDITATION 63 7. Accreditation 65 7.1. Accreditation Strategy and Management 65 7.2. Identification System and Control 66 7.3. Identification of Flows and Populations 67 7.4. Design and Production of Accreditation Cards 67 7.5. Identification of Restricted Zones 69 7.6. Application of Accreditation System 69 7.7. Accreditation Center and Distribution of Accreditation Cards 70 7.7.1. Accreditation Center 70 7.7.2. Venue Accreditation Center 71 CHAPTER 8: ACCOMMODATION 73 8. Accommodation 75 8.1. Accommodation Specifications 75 8.2. Accommodation Strategy, Planning and Management 75 8.3. AIBA Family Accommodation 76 8.3.1. Specifications and Planning 76 8.3.2. International Technical Officials (ITOs) 76 8.3.3. Referees & Judges (R&Js) 76 4 - AIBA EVENT OPERATIONAL MANUAL 8.3.4. Management 76 8.3.5. Services 77 8.3.6. Information Desk 77 8.3.7. Catering 78 8.3.8. Office Requirements 79 8.4. Team Delegation Accommodation 79 8.4.1. Specifications and Planning 80 8.4.2. Management 80 8.4.3. Services 80 8.4.4. Catering and Diet Requirements for Boxers 81 8.5. (V)VIPs Accommodation 81 8.5.1. Services 82 CHAPTER 9: SECURITY 83 9. Security 85 9.1. Overall Event 85 CHAPTER 10: VENUES 87 10. Venues 89 10.1. Competition Venue Specifications 89 10.1.1. Venue Management 89 10.1.2. Venue Plan and Infrastructure 90 10.1.3. Planning 90 10.1.4. Facility Specifications and Requirements 92 10.1.4.1. Field of Play 92 10.1.4.2. Lighting System 98 10.1.4.3. Sound System 99 10.1.4.4. Locker (Changing) Rooms 99 10.1.4.5. Warm-up Area 99 10.1.4.6. Medical Room 100 10.1.4.7. Anti-Doping Room(s) 101 10.1.4.8. Equipment Room 103 10.1.4.9. Office Spaces 103 10.1.4.10. R&J Lounge 104 10.1.4.11. ITO Lounge 106 10.1.4.12. (V)VIP Lounge 106 10.1.4.13. Press Center 107 10.1.4.14. Press Conference Room 108 10.1.4.15. Press Officer Room 108 10.1.4.16. Mixed Zone 108 10.1.4.17. Media Seating 108 10.1.4.18. Accreditation Office 109 10.1.4.19. Protest Room 109 10.1.4.20. Various 109 10.2. Venue Presentation 110 10.3. Seating Allocation 110 10.4. Access and Security 111 10.5. Health and Safety 112 10.6. First Aid Requirements 112 10.7. Training Venue 112 AIBA EVENT OPERATIONAL MANUAL - 5 10.7.1. Training Venue Specifications 113 10.7.2. Training Venue Management 113 10.7.3. Training Venue Setup 113 10.8. Technical Meeting Venue 114 10.9. General Weigh-In and Medical Examination Venue 115 10.10. Draw Venue 116 CHAPTER 11: COMPETITION 117 11. Competition 119 11.1. Competition Management Operations 119 11.1.1. Competition Timetable Preparation 119 11.1.2. Entries 120 11.1.3. Technical Meeting 121 11.1.4. General Weigh-In and Medical Examination 122 11.1.5. R&J Medical Examination 123 11.1.6. Official Draw 123 11.1.7. Daily Medical Examination and Weigh-In 125 11.1.7.1. Session Passes 125 11.1.8. Field of Play Operations 126 11.1.9. Field of Play Security 127 11.1.10. Results and Competition Information Management 127 11.1.11. Anti-Doping Control 128 11.2. Competition Personnel 128 11.2.1. Field of Play Personnel 128 11.2.2. FOP Managers and Coordinators 129 11.2.3. Technicians 129 11.2.4. Equipment Support Personnel 129 11.2.5. Cleaners 130 11.2.6. Volunteers 130 11.2.7. Key Appointments 132 11.2.8. Officials 132 11.2.9. International Technical Delegate and Officials 132 11.2.10. Referees & Judges (R&Js) 134 11.2.10.1. R&J Draw 135 11.2.11. Ringside Doctors 135 11.2.12. Officials Clothing 135 11.3. Facility and Equipment Preparation 135 11.3.1. Working Areas and Preparation 136 11.3.2. Competition Equipment Preparation 136 11.4. Event Presentation 136 11.4.1. Event Presentation Planning and Implementation 137 11.4.2. Event Presentation Management 137 11.4.3. Announcers 137 11.4.4. Music Producers 138 AIBA EVENT OPERATIONAL MANUAL - 6 CHAPTER 12: TECHNOLOGY 139 12. Technology 141 12.1. Technical Services during Competition Time 141 12.1.1. AIBA Scoring System 141 12.1.2. Data and Graphics Network 142 12.1.3. Information Management and Distribution 142 12.1.4. Printer and Copier Interfaces 142 12.1.5. Electronic Scoreboards and Video Screens 143 12.1.6. Computer Systems and Functions 144 12.1.7. Review Camera and Video Room 144 12.1.8. Light and Sound Specifications 144 12.1.9. Official Draw 145 12.1.10. Power Requirements 146 12.1.11. Miscellaneous 146 CHAPTER 13: COMMUNICATIONS 147 13. Communications 149 13.1. Communications Plan 149 13.1.1. Internal 149 13.1.2. External 149 13.2. Official Publications 150 13.2.1. Media Guide 150 13.2.2. Inside Boxing 150 13.2.3. Boxing News 150 13.3. Website 150 13.4. Social Media 151 13.5. Media Services 151 13.6. Media Facilities 151 13.6.1. Press Center 152 13.6.2. Press Conference Room 152 13.6.3. Press Box/Seating in Venue 152 13.6.4. Mixed Zone 153 13.7. Photographers 153 13.7.1. Official Photographer 153 13.7.2. Technical Requirements 153 13.7.3. Positions and Access 154 CHAPTER 14: TV BROADCASTING 155 14. TV Broadcasting 157 14.1. Broadcast Technical Requirements 157 14.2. Coverage & Minimum Standards 157 14.3. Graphics 158 14.4. Host Broadcaster Services 159 14.5. Camera Plan and Access 160 14.6. Miscellaneous 160 AIBA EVENT OPERATIONAL MANUAL - 7 CHAPTER 15: MARKETING 161 15. Marketing 163 15.1. Event Promotion 163 15.2. Promotion Strategy and Management 163 15.3. Promotion Planning 164 15.4. Promotion Resources 165 15.5. Venue and Site Decorations 165 15.6. Ticketing Operations 165 15.6.1. Ticket Sales and Marketing 165 15.6.2. Event Program 166 15.6.3. Additional Programs around the Competition 166 15.7. Sponsoring & Licensing Programs 166 15.7.1. Licensing Programs 167 15.7.1.1. Equipment 167 15.7.1.2. Ring 167 15.7.2. Rights Management 168 15.7.3. Clean Venue Policy 169 15.7.4. Visibility Specifications around the Venue 169 15.7.5. Sponsorship Plan 171 15.7.6. Approval Procedure 171 15.7.7. Ambush Marketing 171 15.8. General Services 172 15.8.1. Merchandising 172 15.8.2. Production Approvals and Distribution 172 CHAPTER 16: PROTOCOL AND CEREMONIES 173 16. Protocol and Ceremonies 175 16.1. Language Services 175 16.2. AIBA President 175 16.3. Social Program 176 16.4. Souvenir Gifts 176 16.5. Flags 176 16.6. Ceremonies 177 16.6.1. Opening Ceremony 177 16.6.1.1.