International Life Saving FederationCompetition Operations Manual Page: 1
INTERNATIONAL LIFE SAVING FEDERATION
COMPETITION OPERATIONS MANUAL
June 2003
COMPETITION OPERATIONS MANUAL
The purpose of this manual is to set guidelines to assist in the running of World Championship competition events and should be used in conjunction with the ILS Competition Manual.
Contents
1.Organizational Responsibilities
1.1ILS
1.2Host Organizing Committee
1.3ILS Responsibilities
1.4Host Organizing Committee Responsibilities
1.5Finance
2. Venue Inspections
2.1Inspections required
3. Entry Procedures
3.1Method of calling entries
3.2Entry Form
3.3Closing dates
4.Draws
4.1Procedures
4.2Distribution
5.Officials
5.1Calling for nominations
5.2Selection
5.3Notification
6.Program
6.1Program structure
7.Meetings
7.1National Teams
7.2Interclub
7.3Masters
8.Results
8.1Results program
8.2Results procedure Ocean Events
8.3Results procedure Pool Events
9.Presentations
9.1Procedure
9.2Presentation dais
9.3Medals/plaques
9.4Presentation personnel
9.5Anthems/music
10.Safety Plan
10.1Emergency Services
10.2Event Safety Procedure
11.Logistics
11.1Site Plan
11.2Grandstand
11.3Public Amenities
11.4Electricity
11.5Telephones
11.6Security
12.Workforce
12.1General
12.2First Aid
12.3Duty Boats
12.4Radio Communications
12.5Hostesses
12.6Merchandise
13.Gear and Equipment
13.1Competition Equipment
13.2Crowd Control Barriers
13.3Vehicles
13.4Duty Boats
13.5Radios
13.6Public Address system
13.7Backup Gear
13.8Office Equipment
14.Administration Accommodation
14.1Central Control
14.2Media
14.3PA Centre
14.4Gear Compound
14.5IRB Compound
14.6First Aid Facility
14.7Arenas
15.Catering
15.1Officials requirements
15.2VIP requirements
15.3Social Functions
15.4Public requirements
16.Sponsorship
16.1Naming Rights
16.2Support Sponsors
16.3On beach promotions
16.4On beach dressage
17.Publicity
17.1General publicity
17.2Television coverage
18.Circulars/Bulletins/Printing
18.1Nominations
18.2Entries
18.3Team information
18.4Results
18.5Program
18.6Name tags
18.7Catering vouchers
19.Clothing
19.1Key officials
19.2Officials
19.3Workforce
20.Merchandising
20.1Championship logo
20.2Souvenirs
21.Drug Testing
21.1Requirements
22.Emergency Services
22.1Contacts
Appendix
- Operational Check List
- Entry Form
- Protest Form
1.Organizational Responsibilities
1.1ILS
The ILS Sports Commission shall appoint an Event Management Committee comprising the following:
ILS Sports Commission Chairman
ILS Competition Director
Chairman of the Host Organizing Committee
Event Manager
Referee’s of the events to be held
Other members the Sports Commission may wish to appoint
1.2Host Organizing Committee.
The host Nation shall appoint an organizing committee which may comprise, but not limited to, the following:
Chairman of Organizing Committee
Directors of:
- Administration
- Emergency Services
- Power Craft
- Communications
- Media
- Marketing
- Equipment
1.3ILS Responsibilities
ILS shall be responsible for ensuring the success of the event and accordingly shall liaise closely with the Host Organizing Committee to ensure delivery of the items listed in this document.
ILS shall be responsible for the following:
-Calling of entries
-Processing of entries
-Production of 1st round draw sheets
-Appointment of officials
-Approval of Host Organizing Committee operational plan
-Monitoring of Organizing Committee performance
-The distribution of the Rules for the Championships a minimum of 12 months prior to the event.
The Host Organizing Committee shall be responsible for the following:
-Preparation of an operational plan
-Provision of all equipment as listed in this manual and necessary for the successful conduct of the event.
-Provision of all necessary manpower requirements
-Obtaining all necessary permits and approvals
-Insurance cover
-Rescue Series web site
- Venue Inspections
2.1 Inspections Required.
At a period of not less than 12 months prior to the event, ILS representatives along with the Event Referees shall conduct an on site inspection and meet with the Host Organizing Committee to ensure all necessary operational matters are fully understood and being dealt with.
Four months prior to the event members of the Host Organizing Committee shall meet with ILS representatives to review and report on progress against the operational plan. Final issues shall be resolved at this meeting.
All meeting costs shall be borne by the Host Nation.
- Entry Procedures
3.1 Method of Calling Entries
3 months prior to the commencement of the event, ILS shall call for entries for the various categories of event to be conducted.
These entries shall be on the form provided and accompanied by the entry fee as approved by the ILS Sports Commission.
The forms must be completed in full to constitute a valid entry.
3.2Entry Form
Only the official entry form will be accepted. This may be submitted either by email, fax or post.
A sample form is included in appendix 2.
3.3Closing Dates
Preliminary entries, accompanied by the entry fee, shall close with ILS 30 days prior to the commencement of the event.
Final entries detailing team composition etc will be accepted up to 48 hours prior to the commencement of the event. At this stage no further entries will be accepted.
Any changes to entries allowed under the rules after this period will be entered into the draw at the end of heats and where seeding has taken place, regarded as unseeded, so as not to require a redraw of the event.
- Draws
4.1 Procedures
Draws shall be undertaken by ILS after the closing of entries and conducted in accordance with the policy laid down in the Competition Manual for the event being conducted.
Draws for rounds after the initial heats shall be conducted by the Results Supervisor under the delegated authority of the Referee at the venue.
4.2 Distribution
All initial draws shall be published on the ILS web site 14 days prior to the event commencement. They shall also be available to all team managers on registration at the event.
Draws for subsequent rounds shall be posted on the notice boards at the venues as soon as they become available.
- Officials
5.1Calling for Nominations
12 months prior to the event ILS shall call for nominations for officials to conduct the events being held.
These nominations shall be called through member Nations and shall be on the official form. Nominating Nations must verify the authenticity of the nomination.
Nominations shall close with ILS 10 months prior to the event.
5.2Selection of Officials
ILS shall appoint a committee to select officials from the list of nominations.
The committee may seek additional nominations in areas where there is a shortage of either personnel or expertise.
5.3Notification
ILS shall notify the nominating Nation of those who have been appointed and in what positions those persons are required.
Notification will be no later than 6 months prior to the event.
Notification will include any special requirements for the event such as clothing to be worn, time of meetings etc.
- Program
6.1Program Structure
The program of events to be held at a Championship shall be determined by the ILS Sports Commission.
The Host Nation may seek approval from the ILS Sports Commission to conduct selected additional events. i.e. long distance ski, run or swim events etc.
The order in which the sections of a Championship are to be conducted and the days upon which the events will run are to be determined by the ILS Sports Commission in consultation with the Host Organizing Committee.
The order of races within an event shall be set by the ILS Sports Commission.
This program will be published and supplied to all Nations by ILS a minimum of 12 months prior to the Championships commencement.
- Meetings
7.1National Teams
Key Officials for National Teams events shall meet at the venue prior to the Team Managers meeting. This meeting will be conducted by the Event Referee.
Those to attend as a minimum shall be:
Event Referee, Sectional Referees, Results Supervisor, Power craft Coordinator, ILS Competition Director, ILS Sports Commission Chairman, Host Organizing Committee Chairman, Host Organizing Committee Equipment Director, Event manager.
Team Managers shall meet with the Key Officials the day prior to the event commencing to discuss all matters pertaining to the conduct of the event. Decisions made at this meeting must be communicated to all officials by the Referees and to teams by Team Managers.
Officials for the event shall meet with the Key Officials after the Team Managers meeting. They shall be advised at this meeting of decisions made at the earlier meetings that affect the conduct of the event.
Suitable venue must be provided by the Host Organizing Committee that allows all participants to e seated in an environment conducive to a productive meeting. There must be a raised podium from which speakers can address the meeting.
Seating will be required for approximately 80 people.
7.2Interclub
The procedure shall be the same as for the National Teams.
7.3Masters
The procedure shall be the same as for the National Teams.
- Results
8.1Results Program
ILS shall either provide or approve the results program to be used at the event.
The program shall be computerized and shall produce the results of all races conducted as well as the overall points score.
8.2Results Procedures Ocean Events
Generally finishers in ocean events shall be given a numbered disc indicating the place in which they finished. They shall take this disc to the results recorder who shall be positioned at the rear of the arena in a suitable shelter. The recorder shall enter the persons name and Nation onto the results sheet. The completed sheet shall then be passed to Central Control for processing by the Results Supervisor.
There may be some events in which the results recorders record the places directly onto the results sheets without the use of placing discs. This process shall be determined by the referee.
All programs and systems used shall be such that barring protests, the days results shall be available to teams within 30 minutes of the conclusion of the events.
8.3Results Procedures for Pool Events
In events conducted in the pool environment the pools electronic timing shall produce a readout of the results of the event.
These results will be passed to the Results Supervisor for entry into the Championships results computer program.
All programs and systems used shall be such that barring protests, the days results shall be available to teams within 30 minutes of the conclusion of the events.
The Host Organizing Committee shall provide a Results Bulletin Board to enable posting of results.
- Presentations
9.1Procedure
At various identified intervals during the day and at the end of the day’s proceedings, presentation ceremonies shall take place at which the place getters in the events are recognized.
Teams shall be advised of these times and of which events the presentations will effect.
Place getters will be asked to assemble in team uniform 5 minute prior to the presentation to await their call to the dais.
Suitable dignitaries shall be identified to make the presentations.
The place getters shall be called onto the dais by the presentations announcer who will introduce them and the presenter.
The medals/trophies shall be brought forward by the presentation assistants and awarded to the recipients by the presenter.
All will remain on the dais while the Nations flag is raised and the Nations National Anthem played.
9.2Presentation Dais
There shall be a suitable presentation dais erected in a prominent area to enable the winners to be recognized in the manner befitting a World Championship.
The dais will have 3 raised platforms sized to accommodate at least 4 persons representing 1st, 2nd, and 3rd. The dais area shall be decorated to present a suitable image for television and general photography.
There shall be a public address system on the dais for announcing the presentations.
There will be 3 flag poles for raising the National flags of the winners.
9.3Medals/plaques.
The Host Organizing Committee will supply the necessary medals and plaques to be presented to the winners and place getters.
The Host will provide suitable trays and cushions from which the medals can be presented.
9.4Presentation Personnel.
The Host Organizing Committee shall arrange for 3 suitably attired presentation personnel to be available to sort and carry the medals to the dais for all presentations.
9.5Anthems/music.
All Nations shall provide to ILS a recording of their National anthem for playing at presentation ceremonies. The National anthem of the winners Nation will be played as their flag is raised at the conclusion of the medals being presented. Each Nation shall supply a flag for use at presentation ceremonies.
- Safety Plan
10.1Emergency Services
There shall be a list provided by the Host Organizing Committee to the Event Manager and Referee of all emergency services that are available along with their contact details.
10.2Event Safety Procedure
An event safety plan shall be provided and approved by the Event Organizing Committee. This document shall detail as a minimum the following:
-Compliance Standards
-Aims and Objects
-Initiation of the Plan
-First Aid Sites
-Medical Facilities
-Water Safety
-Emergency Vehicles
-Emergency Services
-Logistics
-Disaster Plans
-Safety Guide
-Hazard Identification
-Risk Assessment
- Logistics
11.1Site Plan
A draft site plan is to be developed showing the competition area and surroundings and is to be available to the Event Management Committee for their approval 12 months prior to the event. Any changes to this plan must be made in conjunction with the Event Management Committee.
The plan must identify the following:
-Competition Area
-Competitors Amenities
-Crowd control barriers
-First Aid facilities
-Equipment storage
-Marshalling areas
-Public amenities
-Parking areas
-Grandstands
-Vans/tents
-Broadcast facilities
-Access
The plan must detail times and distances for travel between competition areas and
transportation arrangements.
11.2Grandstand
There will be a grandstand erected to provide suitable viewing of the competition for 1000 people. This will incorporate a VIP area to house 150 people.
The announcers’ tower may form part of this structure. If this is not viable then a separate elevated tower with a view of the competition area must be provided.
11.3Public Amenities
There will be provision of toilet facilities at regular intervals around the venue to cater for the expected attendance. These must be easily accessible and in the immediate vicinity of the venue. These facilities must be maintained at regular intervals to ensure proper hygiene standards are met.
Rubbish bins are to be provided through out the venue and the rubbish disposed of on a daily basis or when bins become full.
11.4Electricity
Electricity shall be provided to the central control area, broadcast facilities, VIP area, presentation area and other areas as identified in the site plan.
Security lighting shall be provided to gear storage areas.
11.5Telephones
1 telephone and data lines shall be provided to the Central Control and administration area.
Additional lines may be required for any Media centre established.
11.6Security
Security shall be provided through out the event to ensure the safe keeping of all gear and equipment stored at the venue.
- Workforce
12.1General
A general workforce of at least 15 persons is required for the erection of beach facilities, arena’s, distribution and setup of equipment and to ensure any eventualities can be quickly dealt with.
In pool events a team of 6 workers for general operations plus divers or swimmers with fins to handle manikins shall be provided by the Host Organizing Committee.
They must have transport and radio communication to ensure a ready response to any situation.
12.2First Aid
There shall be a qualified ready response team available at all times in case of a medical emergency.
They shall be equipped to deal with normal first aid emergencies and backed up by a fully equipped first aid room.
Should a serious emergency occur then arrangements must be made for rapid response from a local medical facility or hospital.
12.3Radio Communications
A radio network shall be established under the control of a suitable qualified person to maintain the necessary contact between all operation areas of the event.
All radios must be serviced on a daily basis to ensure full communications is maintained at all times.
12.4Hostesses
Hostesses shall be provided to oversee the VIP stand.
12.5Merchandise
The Host Organizing Committee may offer a range of merchandise for sale at the venue or from the Rescue series web site.
The products offered for sale must not conflict with ILS policy on promotions and sponsorship. Approval must be sort from ILS on this matter.
- Gear & Equipment
13.1Competition Equipment (Ocean events)
The number of arenas will depend on event requirements.
The following equipment per arena shall be supplied as a minimum:
Water Arena’s
1 set of 9 swimming buoys on a straddle line with suitable anchors.
(colours as per manual)
2 black & white buoys with anchors.
3 orange buoys with anchors.
(all buoys to be sized as per equipment specification)
2 green flags (1 metre square) on 3 metre poles
2 green & yellow flags (1 metre square) on 3 metre poles
2 2 metre orange poles
1 50 metre line
2 sets of 1-9 beach position markers
1 course judges stand
1 marshall’s shelter and seats
1 recorders shelter and seats
1 starters pistol with ammunition. (air horn may be used)
2 whistles
3 sets of 1-9 placing disc’s
1 loudhailer
Competitions results and draw sheets.
Beach Events Arena
1 set of beach sprint lanes.
2 sets of lane markers.
4 red & black striped poles.
1 set of beach flags course lines
2 sets of beach flag and beach relay batons
2 2 metre orange poles
Electronic finishing gates. (if no gates then 2 judges stands)
Video replay equipment
Recorders shelter and seats
Marshall’s shelter and seats
2 whistles
1 starting pistol and ammunition
3 sets of 1-9 placing disc’s
1 loudhailer
Competition results and draw sheets
Boat Arena
1 set of 7 boat buoys on a straddle line with suitable anchors.
1 set of 2 metre high beach position markers
2 orange and blue flags on 3 metre poles
2 judges stands
2 whistles
1 starting gun
1 loudhailer
1 recorders shelter
Competition results and draw sheets.
IRB Arena
1 set of 9 IRB buoys on a straddle line with suitable anchors
1 set of boat position indicators
2 sets of beach position indicators
2 orange and blue flags
1 pre-start timing light set or flags
1 100 metre line
1 set of electronic finishing gates (or judges stands)
1 video replay unit
1 starting gun and ammunition
2 whistles
1 loudhailer
Recorders shelter and seating
Marshall’s shelter and seating
Competition results and draw sheets
Should arenas be combined then duplicated equipment may be reduced accordingly.