ITU Aquathlon Events
Post-Event Reporting Document for Technical Delegates (TD)
ü / Indicates satisfactory or well done
û / indicates improvement required
n/a / indicates no applicable
A combined ü and û indicates that some elements were satisfactory and some needs improvement. A comment must accompany any û.. The report is intended to assist LOC and ITU in the always challenging job of improving our events and presenting the sport at the best possible level for athletes, media, television, sponsors and spectators.
Once the report is finalized, please forward for approval to Gergely Markus, ITU Sports Director (). Once the Report is approved, a copy will forward to the ITU Technical Committee Chair, the Host NF and the LOC.
Event:Location:
Date:
LOC:
ITU Technical Delegate:
ITU Race Referee:
ITU Assistant Technical Delegate:
Report ‘s submission date:
GENERAL
1. Event Details / Data1.1 Start Times / Women
Men
1.2 Water Temperature
1.3 Air Temperature
1.4 Athletes’ briefing presentation / Please attached the ppt. file to this report
1.5 Economic impact / Number of participating athletes (all events)
Number of team officials
Number of volunteers
Number of spectators
2. General Overview / ü / û / Comments…
2.1 Safe and fair
2.2 Spectator friendly
2.3 Media friendly
2.4 Sponsor services
2.5 Event ‘Look and Feel’
2.6 Legacy for community
3. LOC Documents
(knowledge and implementation) / ü / û / Comments…
3.1 ITU/LOC Contract
3.2 Insurance certificate
3.3 Water Quality test results
3.4 Other licenses and permits
3.5 ITU Event Organiser’s Manual
3.6 ITU Competition Rules
3.7 ITU Uniform Rules
3.8 ITU Branding Guidelines
3.9 ITU Sport Presentation Manual
4. LOC Strengths / ü / û / Comments…
4.1 LOC Contacts / Resources in community
4.2 LOC Commitment
4.3 Professional Staff
a. Event General Manager
b. Event Operations staff
c. Competition Manager
d. Media Services staff
e. Athlete Services staff
f. Accounts Manager
Sponsor and Protocol Director
4.4 Event office/headquarters – professional office with adequate equipment provided by LOC
4.5 Adequate, Trained volunteers
TECHNICAL COURSE OPERATIONS
5. Stadium Design / ü / û / Comments5.1 Clover leaf design and stadium-like setup
5.2 Grand stands
5.3 Medical facilities and access routes planned
5.4 Spectator viewing areas and spectator flow
5.5 Media areas and media flow
5.6 VIP hosting facility / appropriate access and viewing
5.7 Big Screen positioning and usage (if applicable)
5.8 Wheelchair accessible
6. Swim Course/Start
(in case of swim-run) / ü / û / Comments…
6.1 GPS / Laser measurement confirmed
6.2 Distance to first buoy – 300m
6.3 Turn angles
a. Greater than 90°b. Buoy construction
6.4 Water temperature posted 3 days prior to event and updated daily
6.5 Swim exit
a. Widthb. Surface condition
c. Carpeted
d. Exit visibility
6.6 Pontoon/Platform start
a. Widthb. Spacing
c. Numbering
d. Carpeted
e. Path from swim exit to transition
6.7 Depth measurements (whole course)
6.8 Start procedures- equipment provided
6.9 Officials boat(s)
6.10 Media boat(s)
6.11 Video: start, turns, exit
6.12 Water safety personnel
6.13 Marine Life / Hazards removed or marked
6.14 Paratriathlon (if applicable)
a) Presenting athletes from most severe impairment to less severe.
b) Sea conditions – surf zones
c) In water start and no exit if 2nd loop exists.
d) Wetsuit at all water temperatures.
e) No overlapped by Age Groupers.
f) Minimum depth of water at all points on the course should be 1 meter.
g) Swim exit assistants.
h) Swim cap identification.
i) Location of pre-transition area.
7. Transition / ü / û / Comments…
7.1 Final uniform check
7.2 Racks and spacing
7.3 Athlete name/number/country flag
7.4 Smooth Corners
7.5 Boxes– for race gear – everything else to athlete storage area
7.6 Mount, Dismount Line / Zone clearly marked
7.7 Carpeted
7.8 Paratriathlon (if applicable)
a) Final bike and uniform check.
b) Pre-transition to be situated as close as possible to the swim exit.
c) Pre-transition on a wide flat space, fenced off from the spectators and away from the athletes’ flows.
d) Folding chairs provided in the transition area.
e) Space per the ITU Competition rules.
f) Transition zone’s surface.
8. Run Course (1st/3rd segment) / ü / û / Comments…
8.1 Road surface, topography, technical challenges, laser/ GPS measurement
8.2 Km markers
8.3 Aid Stations (locations, distance between, equipment)
8.4 Lap counting boards
8.5 Penalty box (location, signage)
8.6 Paratriathlon (if applicable)
a) Wheelchair accessible course.
b) All steps must be eliminated.
c) Ramps are required to be placed over curbs to overcome the obstacle.
d) Non-a trail type run courses.
e) Run course to be wide enough to allow a wheelchair athlete and another athlete space to pass each other.
f) Penalty box (locations, signage)
g) Aid stations trained to serve VI athletes.
9. Finish Area / ü / û / Comments…
9.1 Gantry position and width (5m)
9.2 Distance from gantry to media stand (min 15m)
9.3 Finish line markings
9.4 Photo finish camera
9.5 Position of timing equipment
9.6 Media stand and Mixed zone
9.7 Post race interview set up
9.8 Professional and clean look
10. Recovery Area / ü / û / Comments…
10.1 Near the finish area
10.2 Appropriately staffed
10.3 Sufficient shade available and cool down equipment (cool baths)
10.4 Sufficient water, replacement fluids, fruit available
10.5 Professional and clean look
ITU PROTOCOL - SPORT PRESENTATION
11. Sport Presentation / ü / û / Comments…11.1 Athlete introduction and opening ceremony
11.2 Commentary to spectators and VIPs
11.3 PA System/speaker placement and sound levels
11.4 Music selection and sound levels
11.5 Language – English and host
12. Medal Ceremony Presentation / ü / û / Comments…
12.1 Set-up and location
12.2 Branded backdrop as per Branding Guidelines
12.3 Presentation protocol rehearsed
12.4 Announcer / Presenter protocol
12.5 Processional music available for ceremony and introduction
12.6 Flags, anthems, flowers and champagne available
12.7 Representatives of ITU, the City and local sponsor present, appointed as per ITU protocol
12.8 Timeliness
12.9 Paratriathlon (if applicable)
a) Medal for all categories and guides
Wheel chair accessible podium
OPERATIONS, ADMINISTRATIONAND SERVICES
13. Athlete Services / ü / û / Comments…13.1 Event Information distribution to athletes, media and sponsors
13.2 LOC and ITU Website accuracy
13.3 Airport Information Booth
13.4 Hotel Athlete Information Booth and athlete hospitality area
13.5 Language and translation services
13.6 Timing of briefing
13.7 Suitability of briefing venue
a. PA systemb. Seating
c. Refreshments and bottled water /
13.8 On site ‘Athlete Lounge’
a. Locationb. Furnishings
c. Food service
d. Volunteers /
13.9 Check in Procedure
a. Adequate volunteers and officialsb. Timing appropriate /
13.10 Secure Clothing storage area /
13.11 Access to toilets and adequate number of toilets /
13.12 Paratriathlon (if applicable)
a) Proper credentials for personal handlers and swim exit assistants,
b) Handlers’ briefing and training conducted by the TD.
c) Athletes’ race packages
d) Wheel chair accessible athletes’ briefing venue /
13.13 Paratriathlon classification (if applicable) /
a) Executive Summary/Overview (Classification Logistics) /
Notes:
Recommendations:
b) Classifier Travel, Transportation, Accommodation and Food /Notes:
Recommendations:
c) Pre-competition communication (with LOC, ITU and Classifiers) /Notes:
Recommendations:
d) Classification Schedule (preparation, communication of schedule, managing changes and times) /Notes:
Recommendations:
e) Classification Venue and set up (locality, facilities) /Notes:
Recommendations:
f) ITU and LOC Support /Notes:
Recommendations:
g) Administrative and Technical Support /Notes:
Recommendations:
h) Classification operations (pre. and during competition) /Notes:
Recommendations:
i) Classification Statistics/Outcomes (Summary) /Notes:
Recommendations:
j) Protest Information /Notes:
Recommendations:
h) Follow-up Actions /Notes:
Recommendations:
14. Medical Services / ü / û / Comments…14. 1 LOC Medical Director / Name:
Email Address:
14.2 Emergency evacuation plan approved by TD
14.3 Medical Plan approved by TD
14.4 Local hospital notified
14.5 Ambulances on site and on course
14.6 LOC Medical Director cooperation with ITU Medical Director and or ITU TD
14.7 Medical facility
a. Tent sizeb. Number of cots and blankets
c. Ice and fridge
d. Wading cool down pools (in hot weather)
14.8 Medical equipment and supplies
14.9 Qualified Personnel /
14.10 Communication system (dedicated medical radio channel)
14.11 Medical access to finish area
14.12 Medical access and exit from course /
14.13 Medical services on course /
14.14 Transportation for medical personnel /
14.15 Medical personnel clearly identified /
14.16 Accidents at the event
(If yes, please submit the medical records and the police reports with your report) /
15. Anti-Doping Control / ü / û / Comments
15.1 Number of urine and blood tests
15.2 Adequate number of chaperones (and Blood Control Officers, if necessary)
15.3 Chaperones trained properly
15.4 Chaperone proximity to finish area
15.5 Doping Control Station (proximity to finish, set-up, fluid supply, processing rooms)
15.6 Doping Control Agency completing the tests information / Agency’s name
Contact person
Email address
Destination lab
15.7 Tests destination lab / City
16. Volunteer Services / ü / û / Comments…
16.1 Field of Play: look of the event – Uniform etc.
16.2 Understand responsibilities
16.3 Assertive to control the situation, proactive, prepared
16.4 No cheering or getting in the way
16.5 Trained and informed about the big picture – all ITU Basic Rules
16.6 Food services for volunteers/ volunteer lounge
16.7 Separate Toilets for volunteers /
17. Spectator Services / ü / û / Comments…
17.1 Spectator viewing areas
17.2 Controlled flow
17.3 Spectator directional signage
17.4 Vendors and sport expo
17.5 Spectator Food services
17.6 Toilets
18. Transportation Services / ü / û / Comments…
18.1 Airport pick up and drop off for all ITU officials /
18.2 Airport pick up and drop off for elite athletes and coaches /
18.3 ITU staff, technical officials and executive representatives transportation to race venue /
19. Venue Operations Management / ü / û / Comments…
19.1 Site Construction Schedule presented to ITU TD /
19.2 Medical emergency access route planned /
19.3 Officials Lounge provided and serviced /
19.4 ITU/Confederation’s office – Internet, phone, fax, photocopy facilities provided for week of competition /
19.5 Power system and backup emergency generators /
19.6 Food operations for:
a. Athletesb. Volunteers
c. Spectators
d. Media
e. VIP
f. Officials /
19.7 Clean up and waste management /
19.8 Environment and recycling
a. ISO certificationb. Ecoflag
20. Venue Operations: Radio Communications / ü / û / Comments…
20.1 Communication plan
20.2 Radio protocol training
20.3 Local mobile phone for ITU TD
20.4 Contact list of LOC, ITU, printed and provide to all key personnel
21. Venue Operations: Security and Accreditation / ü / û / Comments…
21.1 ITU accreditation plan (utilize ITU accreditation categories) /
21.2 Access areas clearly signed /
21.3 Site secure areas controlled: (athlete lounge and pre start area/swim start area/transition/field of play) /
21.4 Accreditation list submitted to ITU for approval. /
21.5 VIPs and Sponsor accredited allows access to VIP areas only (not athlete areas) /
21.6 Finish Line security and control /
SPONSORS AND EVENT BRANDING
22. General Sponsor Satisfaction / ü / û / Comments…22.1 Backdrop - skyline, cityscape, population /
22.2 Branding: event materials, signage location, gantries, media backdrops /
22.3 Sponsor hospitality /
22.4 Gantry, finish-line tape /
22.5 Scripted commentary for sponsor recognition /
22.6 Local media coverage and sponsor recognition /
22.7 Marketing and sponsorship (signage) /
22.8 Website, Web cast and sponsor recognition /
22.9 Event report planned for sponsors /
23. Course Design: ITU Branding Guidelines / ü / û / Comments…
23.1 Breakdown overall branding as percentage rather than by number of boards /
23.2 Keep venue clean, less clutter of logos /
23.3 Branding on swim course
a. Buoys /
23.4 Branding on swim start and swim exit
a. Branding on exit ramp
b. Branding on exit carpet
23.5 Branding in transition
a. Backdrop branding
b. Branding of athletes’ boxes and name cards
c. Branding of corners
d. Branding of mount and dismount zones
e. Branding of transition entry and exit towers
23.6 Branding on run
a. Branding on corners
b. Branding on aid stations
23.7 Branding on finish
a. Branding on gantry
b. Branding in finish chute
c. Branding on ground
d. Title sponsor on finish tape
e. Branding of interview area
23.8 Any creative branding
MEDIA SERVICES
24. Media / ü / û / Comments…24.1 Media Zones, Media Flow, Media Lanes near or adjacent to swim, start, finish, transition /
24.2 Vest – appropriate dress, accreditation /
24.3 Vest – assigned = returned /
24.4 Post-race press conference /
24.5 Media Kit: review contents: schedule, start lists /
24.6 Media Centre /
(Fill in by ITU Staff)
24.7 Press Release emailed immediately after the event to ITU Media Department. Please specify the day and time of delivery /
(Fill in by ITU Staff)
24.8 Photos available to ITU: high resolution photos should be emailed immediately after the event to ITU Media Department. Please specify the day and time of delivery /
25. Television Production / ü / û / Comments…
25.1 Local camera operators
(Fill in by ITU Staff)
25.2 Events’ video delivered to ITU. Please specify the day and time of delivery
Timing & Results Services
26. Online Production Support / ü / û / Comments…26.1 Timing Company / Name:
Email:
Operators’ names:
26.2 Number of timing points (number and locations)
26.3 Accuracy of data
26.4 Data Presentation
26.5 Services post race
26.6 General adherence to ITU timing standards
26.7 Live Services During Event
26.8 Timing system used (e.x. AMB, championship etc.)
(Fill in by ITU Staff)
26.9 Official results submitted to ITU / Day
Time
ITU PROTOCOLS
27. VIP / ü / û / Comments…27.1 ITU Family Airport pick up /
27.2 ITU Team Airport Drop off /
27.3 ITU Staff provided with local cell phones /
27.4 ITU Staff vehicle provided /
27.5 Medal presenters approved by TD /
27.6 Athlete Prize Money distribution plan approved /
27.7 VIP Reception details approved /
27.8 Tickets to all social events provided to ITU guests and staff /
27.9 ITU Family Welcome Package /
27.10 VIP areas accommodated at race site /
TECHNICAL OFFICIAL’S ASSIGNMENTS
28. Post Technical procedures / Comments28.1 Please list the names of the Competition Jury’s members
28.2 How many appeals/ protests were discussed by the Competition Jury?
(If any, please submit copy of the appeal and protest forms)
28.3 Are there any recommendations that you may have for rule modifications or inclusions to the ITU Technical Committee, based on your experience at this event?
Please include the names of the Technical Officials and their country of origin next to their assigned positions for this event. Indicate the vacant or non-applicable positions with N/A instead of a name.