INTERNATIONAL WHEELCHAIR & AMPUTEE SPORTS FEDERATION WHEELCHAIR FENCING WORLD CUP Guide For Organisers 2019 CONTENTS ENTRIES Page 2 FINANCES Page 3 SCHEDULE Page 4 VOLUNTEERS Page 5 INTERNATIONAL DELEGATES Page 6 REFEREES Page 7 BRANDING Page 7 ACCOMMODATION Page 8 CATERING Page 8 TRANSPORT Page 9 ACCREDITATION Page 9 OPENING CEREMONY Page 10 SPORT TECHNICAL MEETING/HEAD OF DELEGATION MEETING Page 10 CLASSIFICATION Page 10 WHEELCHAIR AND EQUIPMENT CONTROL Page 11 ANTIDOPING Page 12 VENUE Page 12 VICTORY CEREMONY Page 14 CLOSING CEREMONY Page 15 DEPARTURES Page 15 MEDIA/PRESS Page 15 Appendix 1 Personnel Cost Responsibilities and other information. Page 16 Appendix 2 Example Checklist Page 18 Appendix 3 Wheelchair and Equipment Control Page 19 Appendix 4 Weapon Control Processes Page 22 Appendix 5 Weapon and Equipment Check Tests Page 23 Appendix 6 Victory Ceremony Protocol Page 30 1 Note to Organising Committees This IWAS Wheelchair Fencing World Cup Guide for Organisers is to be used by Organising Committees as a general guide and is not to be considered as a complete and exhaustive document. IWAS retains the right to change/ amend/ update any Information in this guide, at any time, to reflect the current IWAS Wheelchair Fencing Rules, Regulations and Policies. For specific information that may not be covered in this guide, IWAS may refer the Organiser to the respective Commission. Organisers must ensure that all competition arrangements are fully discussed and agreed with IWAS before the contract is signed. Wheelchair Fencing Competition Manual – World Cups Please read the IWF Rules for Competitions, Books 1-4 for Organisation, Technical Material and Classification rules and regulations. See also: • General Rules for IWAS Official Competitions • Dossier on Rules and Regulations IWAS Wheelchair Fencing World Cup • All IWAS wheelchair Fencing bid documentation A checklist is attached for assistance only; this is not exhaustive. ENTRIES The Local Organising Committee (LOC) must provide an entry information pack to IWAS for publication on the website, and for all Nations to use for their entry applications. This pack should include: Draft scheduling Entry opening and deadlines Registration Fees Accommodation, including daily fees and distance from the venue where applicable. Sport venues Cancellation policy, deadlines, and bank details. Transport details. The LOC must take all the relevant measures to facilitate entry visa process for all participants including letters of invitation. Registration for competition must be made on the IWAS Managements System (IMS). Nations must register all athletes and staff/officials on the IMS. Log in access is given to Federations and is obtainable through registration with the system. www.iwas.sport80.com Entries for the competition must be made on the Ophardt System. All participating Nations should enter all fencers, referees and personnel onto the system using their National administration log in. This is obtainable through registration with Ophardt 2 http://online.iwas.ophardt-team.org/reg/ The LOC may also use their own entry lists for recording all the attending personnel including fencers, staff, referees and any accompanying persons to assist in their logistics. FINANCES All Registration and accommodation fees will be agreed with IWAS in advance, in accordance with the current Fee Guidelines issued by the IWAS Wheelchair Fencing Executive Committee. For up to date Fee structure guidelines, please contact the IWAS office. Unless otherwise agreed with IWAS, all LOC will offer a two-option entry system. Option One – Registration only All athletes, officials and staff (not referees) must register for the competition. This is compulsory. The Registration fee includes the IWAS Registration Fee and the LOC Registration/Entry Fee. Registration also allows for accreditation. Any other Team member who needs to access accredited areas will have to be registered. Option Two – Registration and Accommodation Option two will include the Registration as above and a separate fee for Official Hotel accommodation. The Accommodation, will include: airport transfers, transport to and from the venue to Official Hotels, all food and accommodation The accommodation fee is calculated per person, per night for each room type. Example: Single room - 140euros per person , per night* Twin room – 90 euros, per person, per night* (This may be displayed on the IMS as a room rate. eg single room rate = 140 euros per night. Twin room rate (2 person accommodation fee) = 180 euros per night. *Actual fees may vary these listed are for demonstration purposes only) Both tier one and two competition entry fees will include the IWAS registration fee, unless otherwise agreed by IWAS. In this case it will be collected by IWAS directly from the participating nations for all attending fencers, staff, and admin staff, using the IMS. the LOC Registration portion will be forwarded to the LOC after the competition as agreed by IWAS. It is the duty of the LOC to provide IWAS with the correct number of these personnel for all Nations attending the competition. Outstanding payments are the responsibility of the LOC to resolve. 3 Deadline dates for all competition fees should be clearly noted in the entry pack. A refund policy will be communicated in the entry pack. All losses incurred due to cancellations and athlete withdrawals are to be covered by the LOC. Bank account details for the LOC should be clearly communicated in the entry pack and any other competition documentation. SCHEDULE A draft schedule of the competition should be included in the entry pack and have IWAS approval before its distribution to IWAS members. The schedule of events should include an arrival date, date for registration, classification (which must take place at least one day prior to the competition) and weapon/wheelchair checks for all the agreed weapon events. Any opening and closing ceremonies should be included as well as the departure date. Example: Date Event Tue.12th July Arrivals for classifiers, and other officials. Arrivals for athletes (and teams) requiring classification Wed. 13th July Classification Arrivals for all other Teams and Officials Technical Meeting Equipment, Materials and Wheelchair Checks* Thu 14th July Epee men cat. A, B, C Foil woman cat. A, B, C Fri 15th July Foil men cat. A, B, C Sabre woman cat. A, B Sat 16th July Sabre men cat. A, B Epee woman cat. A, B, C Sun 17th July Sabre men team, Epee woman team CLOSING CEREMONY & PARTY Mon 18th July Departures *Equipment, materials and wheelchair check schedule should be agreed with the TD prior to the competition. It is often advised that a daily schedule be used to check the equipment used for the following day’s competition only, to ensure the armoury/SEMI has a viable workload. IWAS will notify the LOC of the Team events for the competition. Cat C events may be at the discretion of the organisers depending on numbers of entrants. Scheduling should be made whenever possible to allow those fencers who compete in more than one weapon to have the opportunity to do so. Once all entrants for the competition have been received, the LOC should make trial competition scheduling for each event using the numbers of entrants they have 4 received. This will ensure that there is enough time for all pool and DE rounds to be completed with the allocated start time. Please refer to the Organisation rules for allowed times between bouts and DE rounds etc. LOC may use suitable software such as ‘Fencing Time’ to generate competition ranking lists, pool and DE rounds etc. During the competition, the DT should ensure that all results are uploaded to the Ophardt system for publishing and updating of rankings. Daily results in .xml, .fff have to be sent via email to “Ophardt” to update the ranking lists ([email protected]) after verification through the IWAS TD. Live competition results must be available via the competition website, Ophardt, Enguarde or other system and this should be publicised. IWAS must be notified of these arrangements. Scheduling should take into consideration the numbers of available referees available for each weapon event. One referee is needed for each piste, however two additional referees may be requested by DT for any piste. A pool round may be played over 2 pistes when necessary and the number of referees available should allow for this possibility. It is the LOC responsibility to ensure adequate numbers of weapon specific referees are available at all times for smooth running of the competition. Refer to the organisation rules for competition for numbers of fencers per poule. o.12 VOLUNTEERS Volunteers should be provided with T shirts or polo shirts with the branding of IWAS and the LOC and should be of a colour that is easily identifiable to teams. Recruitment of volunteers is the responsibility of the LOC. Organisers should ensure that there are adequate numbers of volunteers on each day of competition, plus arrival and departure days. Volunteers are needed for the following areas: Transport Arrival/departure Days – volunteers should be present at the airport on arrival of the teams for assistance with direction of teams to transfers and help with bags. Assist with Management of daily transport schedules to and from the venue. Drivers for shuttle buses may be necessary. Hotel Representatives Minimum of 1 required at each team accommodation. Assist in check in and distribution of accreditations. Present throughout the competition on the information desk. Management of efficient communication for teams. Anti-doping. Volunteers will be needed to act as chaperones for athletes with upcoming dope tests. A volunteer should be available for basic administrative duties and to ensure only accredited personnel access the area. 5 Classification A volunteer to assist in basic duties such as photocopying and scanning. Medal Ceremonies Volunteers needed for leading out athletes, holding medals and /or gifts during the presentation.