Australian Dragon Boat Championships Event Guidelines. AusChamps Hosting Guidelines. Australian Dragon Boat Federation

Transcription

1 Australian Dragon Boat Championships Event Guidelines AusChamps Hosting Guidelines Australian Dragon Boat Federation Version 2018 AusChamps Hosting Guidelines V Page 1

2 Document Control Version Date Change Made by Sep Sep 12 Initial Document Review from key AusChamps 2012 organising committee members Eliza Campbell Various 2012 Committee members Sep Additional information added post David Abel 2013 Champ feedback Sep Final changes David Abel Rewrite and reformat Melanie Cantwell and Vic Fazakerley Update Melanie Cantwell and C&TC Reformat only Melanie Cantwell & Marie Cunningham Page 2

3 Background This document was developed as a collaborative effort from a number of groups who have been responsible for running the Australian Championships at different sites around Australia and international competitions. This document should be used as a guide by states to host the Australian Dragon Boat Championships (AusChamps). It is important to remember that each site in each state has different requirements (i.e. emergency exits, boat loading, finish line, etc.). Government legislation and requirements in terms of permits, applications for the use of different sites, health and safety requirements, etc. will be different in each state. Any questions regarding anything in this document should be directed to the AusDBF Technical Director. Page 3

4 Table of Contents Document Control... 2 Background... 3 Table of Contents Introduction Course and event feasibility study Feasibility study Dates Venue suitability checklist The Organising Committee Initial tasks Permits and Government participation Site inspection by AusDBF Event plan Budget Site survey Site map Stakeholder management Timeframe Bulletins Who is responsible for what? General responsibility breakdown Race Officials AusDBF approval required Communications Course Details m and 500m Course m Course m Course Page 4

5 9. Site Details DRAGON BOATS MARSHALLING AREA BOAT LOADING AREA START LINE START PONTOON COURSE UMPIRES PRESENTATION AREA TEAM TENTS VOLUNTEER TENT ANNOUNCERS BOX TOILETS GENERAL SITE REQUIREMENTS MERCHANDISE VENDORS AND TENTS WATER TRUCK Site Offices RACE CONTROL The Finish Line Race Administration AusDBF Administration Volunteer First Aid and Safety Boats Safety Boats First Aid Cultural - Opening Ceremony/Media/VIPs Themes Opening Ceremony Media for Overall Event Managing Dignitaries and VIPs Medal Presentations Marketing and Logos Vendors and Market Place Invitation to traders Vendors Agreement General Information for traders Page 5

6 16. Event Merchandise Volunteers Volunteer uniforms Volunteer job allocation Team leaders Rosters Junior volunteers Volunteer lunch Volunteer tent/office space Equipment for volunteers tent/office Post Event Clean up Volunteers working outside daylight hours Respect Volunteer Thank you Cards Officials Team tent allocation AusChamps minus 2 days AusChamps minus 1 Day: Training Day Documents Thank you acknowledgment for Sponsors Feedback Refunds for entries AusDBF reference documents ANNEX 1 - AusDBF and Hosting State agreed responsibilities ANNEX 2 MOU between AusDBF and Host State ANNEX 3 - Skeleton budget ANNEX 4 Vendor Checklist ANNEX 5 Radios ANNEX 6 Stationary Checklist Page 6

7 1. Introduction Australia prides itself on its sporting prowess and the community of dragon boating continues to work towards making dragon boat racing a professional and competitive sport. This document outlines the detail around what is required to deliver the Australian Championships (AusChamps) covering everything the host state needs to consider. AusChamps gives a host state an opportunity to display to the rest of Australia what the state has to offer. Most importantly each AusChamps is organised and championed on behalf of the paddlers for the paddlers. This is the key to making AusChamps a success. For a course to be considered suitable for the AusChamps it must comply with some basic conditions and structures to allow fair racing in all lanes. The basic guidelines are set out by the International Dragon Boat Federation (IDBF) and adopted by AusDBF. In summary the points are: Lane depth to be at least 3.5m throughout the course Lanes should be at least 13m wide Full pontoon start line with fingers to allow boat handlers to hold the boats Lane markers at a minimum of 10m separation throughout the course distance At least 6 equal lanes plus a transit lane Lanes should be free of currents and with limited tidal impact 2. Course and event feasibility study 2.1 Feasibility study If a Member State has a choice of sites at which to host AusChamps then a comparative feasibility study should be completed. This will help to determine the best site to hold the AusChamps. 2.2 Dates AusChamps are to be held during the month of April with dates to be approved by AusDBF. 2.3 Venue suitability checklist The following brief checklist should be used to select the best site to host AusChamps. Few venues will meet all the criteria. Further detail on all the site requirements can be found in sections 9, 10 and 11 of this document. General A compact venue (not too compact that there is congestion) makes for easier running of the event. However, a dispersed venue can be made to work well. Are there works scheduled for the site or in the near vicinity? (Check regularly with the stakeholders) Page 7

8 Racing Course Flat water, as still as possible i.e. free from currents and tides. If there are tides or currents the effects need to be assessed Is it possible to race 200m, 500m and 1000m in a straight line? Does it permit a 2000m turn race? No weeds or any other under water obstructions Racing Distance Distances must be measured exactly If the course is not a permanent fixture a survey is required to work out the exact dimensions of the course If the course is permanent obtain a scale site plan from the course owners AusDBF will require a scale plan of the site and race course Water Depth Minimum of 3.5 meters Maximum variance of 0.5m over all lanes Racing Lanes A minimum of 6 boats need to race at once Racing lanes minimum of 13m wide to ensure safe racing 1 transit lane on each side of the course at 13m in width Any variance in the lane width must be agreed to by AusDBF Start and finish Start and finish lines must be at a right angle to the course Starting Pontoons Floating structure securely moored Allow for at least 6 boats to line up on 6 finger wharfs Start pontoon needs to be able to hold volunteers, speakers, sound system and shade from the weather Pontoon needs to be easily moved for the 200m and 500m starts and removed from the course for the 2000m turn race. Moves should take no longer than 30 minutes Boat Loading Area Sufficient space for 18 standard boats and 18 small boats. In addition to having one spare standard boat and one spare small boat for emergencies Loading pontoons preferable (6 pontoons, 1 boat either side) If this is not possible other options (i.e. beach loading) should be presented to AusDBF There should be two separate loading areas for small and standard boats to ensure efficiency and to keep the program running to schedule. This area needs to be divided. Minimise congestion as much as possible Needs to be able to be fenced off and transition from marshalling Electronic Timing Equipment Mandatory with the full functionality as supplied by Brooks Must be able to support 1/1000 second finish lines An experienced operator must be provided to assist Officials in performing their roles Speaker System PA system needs to be clearly heard in all areas of the site particularly all areas within the athletes village Page 8

9 Marshalling Area Covered area near the boat loading area At least 6 clearly divided, marked lanes Long enough to take 3 heats (66 people) in each lane, one heat after the other Needs to be fenced off with fencing continued to the boat loading area Minimise congestion as much as possible Needs to have separate entry and exit gates Toilet and shower facilities Required to be onsite Portable toilets if none fixed Must be able to support cleaning and water refilling during event Must be emptied out once during the day and the end of each day Allow at least one toilet per 40 paddlers, preferably one per 30, make sure there is sufficient space Provide toilets near marshalling Ensure the starter has ready access to a toilet at 200m and 500m. Finish Line needs access to a toilet Car Parking Facilities It is desirable to have car parking facilities available Designated car spaces must be set aside for the officials, food and merchandising vendors and VIPs. Food/merchandise Outlets Rescue Boats/Course Umpire Boats Appointed Safety Officer Sufficient food vendors available for all athletes with a range of hot, cold and healthy food options including at least 2 coffee vendors. 4 umpire boats required, all fitted with prop guards minimum -1 safety boats required, all fitted with prop guards 1 run about to be used for delivering food/drink to umpires and start pontoon Ideally the umpire boats should be fitted with a roof or some sort of shade protection against the weather Qualified drivers for all boats with enough to roster drivers on and off Fuel management plan will be required AusDBF will contract a Risk Management Company to act as safety officer for the event. Insurance AusDBF to organise Event Insurance and any other relevant policy Athletes Village With the split in Seniors, SvS and Prem/Junior days approximately 1800 paddlers will need to be catered for per day. Approximately 1 square meter of tentage should be provided per paddler Approximately one plastic chair per paddler should be provided Note: Ensure that enough consideration has been given to poor weather conditions and the requirement to shelter paddlers between their events through the day. The use of a Page 9

10 3. The Organising Committee The first thing a hosting state will require is to form an Organising Committee. Paddlers will be putting many, many hours into this event with high expectations. A suggested structure for an Organising Committee is as follows it can be amended to suit various situations. Role Responsibility AusChamps Chair Delivery of AusChamps Leading entire AusChamps team Liaison with AusDBF, local authorities and Chief Officials appointed for the event Stake holder liaison Must be available on site throughout the event and not be a crew member i.e. paddler, sweep, drummer Site Manager Land side including o Athletes Village o First Aid o Marshalling o Start and Finish facilities o Race Administration o Market place o Power o Water o Toilets o Rubbish bins Communications plan Course Manager Course Survey Maps of course (Water circulation plan transition from boat loading to transit lane to start line, racing, and return to boat loading) Boat-loading Starting pontoon Location of umpire boats and safety boats for overnight storage and embarkation and disembarkation throughout the day Rescue and umpire boats, drivers, refuelling and maintenance Equipment for umpire boats Communications plan Volunteer Coordinator Recruitment Training Clothing Job allocation Feeding and watering of volunteers Liaise with AusDBF Officials co-ordinator Secretary/administration officer Project management skills General organisation and support of all members of the organising committee Page 10

11 Technology Expert Website management Onsite communications, PA systems etc. Cultural/Entertainment Ensuring event is run to meet cultural requirements Organising entertainment Facilitate invitation from VIPs/manage VIPs General Committee Members General committee members who are interested in being part of the process. These people are very handy and could be given tasks when others were at capacity 4. Initial tasks 4.1 Permits and Government participation Each state will have different Government requirements with regards to event management. The first point of contact should local and state government to determine what they require and where government can assist in the event, including financial assistance. 4.2 Site inspection by AusDBF AusDBF may make several visits to the proposed AusChamps site, particularly if the site has not been used before for AusChamps. Member States will be given the opportunity to visit the proposed site at the time of the AusDBF AGM and GM. If local regattas are held at the site AusDBF may visit when one of these regattas is being held. In the initial review of the site AusDBF will be looking for proof that the host state can support the criteria set out in section Event plan Government may require a full event management plan. In any event an event management plan should be developed in conjunction with AusDBF. A Risk Management plan will be required. 4.4 Budget AusDBF will require an initial budget very soon after a Member State is granted the hosting of AusChamps. A skeleton budget is provided at Annex 2. This document will help with understanding the scope of the items in the budget and for organising quotes. Quotes need to be obtained from suppliers to get an idea of what AusChamps is going to cost. AusDBF can provide the budget from the previous Championships as a starting point. 4.5 Site survey If the racing course is not an established race venue the waterway will need to be surveyed to ensure the course fits in the space. 4.6 Site map The site map gives an idea of the things required and space needed to fit everything in. A site map should be developed with a government representative and or the landowner. Care must be taken to ensure the site remains compliant with local government safety and risk management plans as well as any potential concerns raised by AusDBF. Note: Make sure there is no work scheduled on or around the site Page 11

12 4.7 Stakeholder management Do not underestimate the number of people that will be affected by an AusChamps event. In addition, never underestimate the amount of cooperation that can be obtained by communicating early with stakeholders. 4.8 Timeframe The Organising Committee should develop a timeframe and of the critical pathways to ensure critical milestones are met on schedule in order to achieve an AusChamps event on time. This should be presented to AusDBF. 5. Bulletins Up to three bulletins may be required in a communication format agreed to between the host state and AusDBF. In the past an electronic bulletin has been distributed to Member States and solely web based information has been made published. The electronic bulletin that individuals can print seems to have been a better communication tool as opposed to purely web based information. Information required for the bulletins includes: EoI for race officials and volunteers Dates/time lines Venue details with map Accommodation suggestions and links Days of racing race program Categories, divisions and distances for racing and any special races Team manager meeting location and time Reminders about the competition regulations and rules of racing and other relevant information How to enter (online) Deadlines for entries Entry fees payment details and refund policy Opening ceremony Celebration party Training sessions Medical information Merchandise Crews lists, TUEs, Competition Declarations Presentations of special awards CCWC qualification Page 12

13 Development of the bulletins and publication is a shared responsibility 6. Who is responsible for what? 6.1 General responsibility breakdown The host state delivers AusChamps in conjunction with AusDBF. AusDBF owns the Intellectual Property Rights (IPR) for the event and as such must be consulted on any matter that could have an impact on any aspect of the IPR. It is critical that the host state and AusDBF are clear on who is responsible for what in organising AusChamps. Currently the responsibility sharing is set out in the following table. Task AusDBF Responsible Hosting State Responsible Athletes Village Bulletins AusDBF Welcome Drinks Directional signs throughout and around the site Documentation Risk Management Plan Documentation Emergency Management Plan Documentation Event Management Plan Event Registration/Payment Feedback Forms Finances Registration Finances Event Finances sponsorship First Aid at site Local Dignitaries Marketing Market Place Food Market Place Vendors Media - Manager Merchandise under tender to AusDBF Official Photographer Office Space Opening Ceremony PA System Run sheet (for event) Site Course setup Site facilities (power/water etc.) Site - start Pontoons Site Dragon Boats Thank you to Officials and Volunteers ( ) Protocol for presentations Timing Equipment Toilets Cash float Trophies/medals Page 13

14 Water Safety 1 boat required Website Twitting and Facebook Volunteer/Officials Uniforms Volunteer/Officials Lunches Volunteer/Officials Water Umpire boats (4) General run around boat (1) It is suggested that as soon as possible the host state and AusDBF meet to agree on responsibility sharing. A blank version of the above table can be found at Annex 1 where there is a space for both AusDBF and the hosting state to sign off on the responsibility sharing. 6.2 Race Officials AusDBF are responsible for providing the technical race officials for the event whilst nontechnical officials are a shared or host state responsibility as shown in the table below (this must be understood and agreed between AusDBF and host state). AusDBF are required to notify the host state Volunteer coordinator of the volunteer details to confirm uniform, lunches etc. Should AusDBF be unable to fill all these positions, they are to let the host state know as soon as possible. Number required AusDBF Responsible Chief Official 1-2 Race Secretary 1 Technical Director 1 Race Administration 3-4 Host Responsible Chief Judge 1 The Time Keepers (3 6 require) 3 6 Chief Starter 1 Assistant Starter 1 Boat Aligners 7-9 Chief Umpire 1 Umpires 3-7 Chief Marshall 1 Marshall announcer to call crews into 1 marshalling Marshall Secretary 1 Marshalls 6 Chief Boat Loading 1 Boat Loading (2 per boat is ideal) 7-9 Runners -results 3 Announcer 1-2 Safety Officer 1 Risk Manager 1 Volunteer Coordinator Volunteer/Official s feeder 2-4 Page 14

15 6.3 AusDBF approval required AusDBF approval is required for the following: Item Bulletins will be produced in conjunction with AusDBF (as per section 5) Hosting state logo design Agreement of profit share between AusDBF and Host State outlined in MoU All documentation must be created by the Host State and signed off by both the Hosting State and AusDBF Agreed 7. Communications A full communications plan is required including who gets radios during the event, emergency management processes over the radio etc. Allocation of radios to race officials is under the control of the Chief Official and Race Secretary. Refer to Annexure 4. Minimum of 30 radios; with 2 channel and an overnight charger required. Selection of hands free (head or ear pieces should be considered) This plan should be used at AusChamps and understood by all key personnel. 8. Course Details If it is a temporary race course it will need to be surveyed and a plan produced that shows lane width, transit lanes etc. These provide an indication for the layout of the course. For an established course a to scale diagram of the 200m and 500m course will ensuring there is adequate space for the 2000m turn race m and 500m Course Generally, start and finish lines shall be marked by red buoys at the point where the lines intersect the outer limits of the course. A line of buoys will be placed no more than 2m after the finish line. These buoys will be clearly marked with lane numbers. These numbers must be clearly visible from the finish tower and to approaching crews m Course The 2000m course needs to be flexible based on the type of course. The following should be considered. Remove the starting pontoon, if possible The start line depends on the flexibility of the course The starter will need to be comfortable with the starting sequence. This can be outside the official starting line. If possible position the start onshore. If this is not possible then the starter needs to be located on a stationary pontoon or boat (not used as an umpire/safety boat). The start can be located on the finish line on the opposite side to the finish tower. A curve will need to be created at each end of the course using 4 large marker buoys. Page 15

16 A course umpire will be located at each turn A white board is required for the 2000m briefing so sweeps/team managers understand the course layout m Course The course for the 100m relay be set up before the event and that the Hosting Guidelines contain details of what is required for the course Reference the AusDBF Competition Regulations and Rules of Racing 9. Site Details The site for AusChamps requires the following to be addressed. Some dedicated race sites will have some of the items already established. 9.1 DRAGON BOATS General Begin negotiations early about using boats from clubs and or from other states 3 fleets each of six boats of small and standard boats, plus at least one spare of each It would be wise to have one or two extra available locally in case of accidents Number boards will be fixed to bow of boats All boats should be in good condition and of the same generation Difference in boat weights must not exceed 10kg IDBF standard boat weight is 250kg Proof the boats have been weighed needs to be provided Obtain industrial standard scales to weigh boats Equipment All boats (including spares) require: o Head o Tail o Sweep oar o Drum and drum stick. Have plenty of spare drum sticks available Have three sets of boat number boards in different colours If possible have one set of number boards numbered 1 to 18 to be used for the 2km Min number board dimensions o 33cm high x 23cm wide (number) o 60cm high x 46cm wide (board) number must be identifiable from 90meters away Other Standard hire charge between states is $1,000 per boat. No further charges can be applied Page 16

17 9.2 MARSHALLING AREA General Separate area that can be fenced off and controlled. A tent with sides can serve for part of the fence. Two gates for one for entry and one for exit with volunteers to police entry and exit Clearly marked by signs Shelter should be provided around the marshalling area for warm/inclement weather Toilets should be easily accessible from marshalling Consider using a MultiMessage board for updating the schedule (white board/chalk board will suffice) Dedicated PA System to announce crews The marshalling area needs to flow into boat loading Setup 6 lanes at least three people wide (volunteers need to walk up and down the lanes to check crew lists) Clearly numbered lanes 1 6 Three races need to be lined up in one lane (lanes need to be long enough) Lanes should be undercover Small tent available for race organisers with desk, power and water Whiteboard should be showing the next race and crews for marshalling, could also be a sign that can be updated. Suggested to have an announcer Marshalling announcer with a PA system or megaphone Equipment Laundry Basket (or similar) for crew s kit required Several garbage bins for general use 6-8 clip boards with pens Plastic sleeves to keep paper dry Esky for volunteer water Megaphone or local PA system Overall PA system must be heard at marshalling Table and chairs in volunteer tent, a chair for each volunteer Sunscreen Copy of race draw for each volunteer (further details at paperwork/race draw (section?) Tablet to receive progressions from Race Secretary Consider matting if wet weather is expected 9.3 BOAT LOADING AREA General Located adjacent to the marshalling area, or if some distance away, a fenced walkway is needed. Sufficient space for at least 12 boats to be loaded and unloaded safely. At the beginning and end of sessions 18 boats need to be accommodated. Ideally 6 finger pontoons (one boat either side). Need to be able to take the weight of 45 people per finger If no pontoons then ensure traffic areas are covered for paddler protection If applicable lane numbers should be placed at each boat entry point Need to have volunteers to direct crews out of boat loading area quickly to avoid congestion Traffic flow is important Page 17

18 Equipment Tool box with spares for repairs Chairs for volunteers Bailers and sponges for all boats Large lane numbers that can be held up to direct boats back to unloading area Fenders for boats Plenty of rope to tie boats up, including pieces of rope with hoops tied on the end to secure boats for loading and unloading Esky for volunteer water Sunscreen Copy of race draw for each person Shade tent for volunteers to sit under 9.4 START LINE General Conversations with the starter should begin as soon as the location for the start line is proposed. The starter will need to be comfortable with how to line the boats up and start each race. Permanent hut, or tent with two sides and a back Need a 200m, 500m start line Need a plan for the 2000m start Video camera to film starts Electronic timing equipment required (e.g. Brooks timing) Equipment Loud hailer PA system with speakers on the pontoon behind each lane WIFI access so starts can receive progressions via tablet spare red/white flags Table / chairs power Esky to keep water and food cool 9.5 START PONTOON General Needs to be a semi-permanent fixture than can reach across all lanes and can be moved between the 500m and 200m start line Recommended the pontoon is no more than 0.40m from the surface of the water If possible, fingers of the pontoon should be at least 2 meters in length Pontoons need to be stable enough to accommodate volunteers stationed there to start races The event organisers will need to ensure a waterproof line for electrical cable can be connected from the land to the pontoon. This is to ensure the starter s speakers can be located on the pontoon behind each boat. Alternatively a wireless link can be used The need for boat holders may be reduced if bars are fitted to the pontoon for the sweep to hold Page 18

19 Volunteers - instructions Ensure volunteers are briefed such that they are fully aware of the requirements around holding the dragon boat pre-start. Generally body movement of the paddlers to the attention position will push the boat forward. Volunteers holding the boats must not let the boat move forward at this point Volunteers need to be physically able to perform and sufficient volunteers numbers are needed to rotate and allow them to have a break Equipment Radios and spare batteries Sunscreen Spare warm clothing/spray jackets Container for or ability to access food and water where required Matting or knee pads Chairs for all volunteers Supply of water Access to toilets and the ability to get there by boat Esky for water and food Tent 9.6 COURSE UMPIRES General A minimum of 4 umpires are required to be in 4 umpire boats at all times, this includes a Chief Umpire Ideally extra umpires should be available to rotate umpires on and off duty The umpire boats will follow each race down the course and be stationed at the turns for the 2000m racing IDBF/AUSDBF guidelines state that there should be a boat on the water for every 2 dragon boats, regardless of its function. All boats (regardless of their function) must have propeller guards for safety Ideally boats should have canopy to protect from sun and rain Equipment Radios at least one per boat Each boat will have 1 red flag and 1 white flag for umpires (8 flags all together) Each boat will have 1 load hailer (4 loud hailers all together) Sunscreen Water (access to water or runners providing) Each boat should carry minimum 2 buckets (to be used to assist with a capsize) Each boat should have a number of spare PFD to assist if needed during a capsize 9.7 PRESENTATION AREA General Presentations take pace during and at the end of each day Presentation area to be discussed with the AusDBF Results must be read out in 3rd, 2nd, 1st order Table must be setup with table cloth to look presentable Areas needs to be large enough for all paddlers to gather Ensure a full list of signed race results is provided to the presenter Ensure any VIPs presenting medals are briefed Page 19

20 Equipment Tables (big enough for all medals), table cloths Ensure the PA can be heard in this area. If not, provide a portable PA Perpetual trophies should be on display Any sponsor banners should be on display Seating for VIPs Lighting might be needed if end of day presentation are in the dark 9.8 TEAM TENTS Need to be sufficient in size to accommodate the number of paddlers and can be divided into sections for each team Ensure there are plastic chairs per tent (1 per person approx.) Ensure there is garbage bags/bins per tent or every couple of tents (recycle + general rubbish) Signage needs to be cable tied to each tent Tents need to be located with toilets close by and ideally close to the marshalling area and results board Consider contingency plan in case of inclement weather (mop up mud) 9.9 VOLUNTEER TENT Needs to be big enough to allow for volunteer check-in, storage of bags, distribution of food 9.10 ANNOUNCER S BOX General Preferably an enclosed area high up or with good views of the ` course. Does not have to be exactly on the finish line Equipment Radio Microphone / PA system Copies of race draws and results Small table and 2 chairs 9.11 TOILETS This is a critical part of AusChamps the experience of the toilets will make or break a regatta Allow at least one toilet per 40 paddlers, preferably one per 30 Provide toilets near Marshalling Ensure the Starter has ready access to a toilet at 200m and 500m. Finish Line needs a dedicated toilet Toilets should be serviced daily half way through and at the end of the day by the providers Ensure the water truck can get through to them to fill the water tanks Toilets should be serviced regularly throughout the event by event volunteers Hand towels, soap, air fresheners are all good ideas. Vast amounts of toilet paper are used Page 20

21 9.12 GENERAL SITE REQUIREMENTS Radios A critical element to success The following guideline for who receives a radio should be followed: o AusDBF will allocate an official to distribute radios each morning and ensure they are returned and charged each evening. People who are not on the allocation list must not take a radio. Radios are often in short supply o AusDBF will advise on the number of radios required for the event. (this detail o should be included in the communicate plan) It is a requirement that a minimum of two (2) preferably three (3) channels (exclusive) are available Security 24 hour security will need to be onsite from the moment the bump-in process starts until bump-out is compete Signage All key areas of the site should have appropriate signage (e.g. toilets, first aid) Membership Cards It is the responsibility of all States to ensure all their paddlers participating have been issued with a current Membership ID card which include photo, name, DOB or Age Division, Steerer level AusDBF will be responsible for managing the process if paddlers have forgotten or lost their membership cards. This will involve AusDBF issuing temporary cards/tags for the event at a cost to the paddler 9.13 MERCHANDISE VENDORS AND TENTS General Details of the vendors checklist can be found at Annex 3 The location of the vendor market place should be considered so to gain the greatest paddler throughput Tents Details of the Merchandise Tents are the responsibility of the host state. Tents should meet the requirements of THE vendor or the available space for the market area 9.14 WATER TRUCK A water trucks offering paddlers water fountains and taps to fill drink bottles must be provided Check with the local water supplier to see if this can be provided free of charge or at minimal cost 10. Site Offices There are a number of functions that need to be managed throughout AusChamps. These functions will require a sit office during AusChamps and including the following: 1. Race Control which will accommodate, Chief Officials, Race Secretary, Chief Judge, time keepers and electronic timing 2. Race Administration - for the paddlers to drop their crew lists off and deal with general enquires 3. Volunteer office 4. AusDBF Administration Office Page 21

22 Some established sites with permanent finish towers are designed to accommodate 1, 2 and 4. The Volunteers office needs to be away from the finish tower. For other sites the Race Control and Race Administration will need to either be located near each other so that information can to be passed from one to the other. The volunteer hut is best located in the heart of the Athlete s Village. This will be the first place your athletes will come with any general queries. Note: It is recommended a detailed site plan is submitted to AusDBF for discussion and approval. Details for each site office are as follows: 10.1 RACE CONTROL The Finish Line General At the commencement of racing the control of the event is in the hands of the race officials In an ideal world, the Finish tower would have the announcers on top floor, the judges in the middle with the Race Secretary and Race Administration on the ground floor, as is typical of a permanent course The area around the finish line should the cordoned off so no paddlers can walk directly between the tower and the finish line. Only AusDBF and race officials and volunteers are allowed in this area The finish line must be surveyed, where it is not a permanent race course and evidence provided to AusDBF Structure Solid building or temporary structure located on the finish line with clear a view of the race course and ideally the whole site Must have sufficient space to accommodate Chief Official, Race Secretary, Chief Judge, time keepers, electronic timing equipment and operators Must be weather proof Must be able to be locked at the end of each day Function Acts as race control for the event Collection and recording of race times and configuration of repechages/semis/finals Dealing with protests Need to be accessible to paddlers if required A copy of all state registered paddlers is required to be on hand A copy of each state s registered sweeps Posting of results Results must be signed and time stamped by AusDBF Race Secretary and Chief Official prior to posting on results board Race results must be posted within 15 mins of race completion Three copies of the race result will be printed for the following: o Results board o Announcer o Official copy for AusDBF Results will be provided to race official for confirmation prior to commencement of presentations Race results should be uploaded onto the AusDBF website at the end of every day Page 22

23 Equipment Printer/photocopier (can be the same as Race Administration if the location allows) must have double sided, stapling, colour, A4 and A3 functions Tables and chairs Power WIFI Timing equipment, this should be supplied by Brooks or another supplier providing the same functionality as the full Brooks system Connection to printer Back up stop watches, String/wire to indicate finish line Radios Sunscreen Copies of the race draw Stationary Spare air horns A copy of the latest version of the AusDBF Competition Regulations and Rules of Racing 10.2 Race Administration Structure Solid building located close to Race Control Must have sufficient space to accommodate all Race Administration officials Must be weather proof preferably reverse cycle air conditioned Lockable at the end of the day Power and lighting Internet access Function Must be accessible to paddles Will be central point for paddlers to hand in paperwork, collect race programs, lodge complaints, protests, act as lost property and answer queries Crew lists will need to be stamped, dated, signed and laminated. Laminated versions will be provided to the Chief Marshall and Race Secretary each morning Crew lists need to be organised into folders All crew protests will be managed from Race Administration Must hold a printed copy of the following documentation o Protest forms o The Event Injury Report o The Event Management Plan o The Emergency Management, Evacuation and Risk Management Plan Distribution of radios each day Storage of Officials equipment such as Umpire flags, loud hailers etc Page 23

24 Results board The results board (or whatever equipment) must be easily accessible and viewable by all paddlers Traffic Multi-message boards can be useful when placed around the site and can be used to display race numbers and public announcements. They are updated from a laptop and require internet connection It must be big large enough to fit all of one day s racing results Ideally weather proof Must be cleared at the end of each day Initial heats must be displayed so all paddlers know where they have to be and when for their next race Equipment Must have access to power, lighting and WIFI WIFI printer/copier if close enough to Race Secretary this can be the same piece of equipment Printer/photocopier must be able to: o Is wireless enabled, so laptops can print to it o Print colour o Print A3 and A4 o Collate and staple o Double sided Ensure the machine suppliers know it is a critical element and must not fail. Have them supply new toner or be prepared to react quickly to change out. Tables & Chairs Filing trays Plastic tubs (at least 2?) with hanging files to organise crew lists for the day Storage boxes for paperwork Stationary Laminators (3) to laminate crew lists each day. Laminators tend to burn out spares are required, even the heavy duty laminators Radios Stationery including: o Folders o Paper o Pens 10.3 AusDBF Administration Structure Solid building Needs to accommodate AusDBF staff Must have access to power, lighting and WIFI Weather proof and air conditioned Must be able to be locked at the end of each day Function Storage for medals and other AusDBF equipment Reprint of lost paddler ID cards and issue temporary cards Meeting room Social media centre Separate room for protest meetings Page 24

25 Equipment Tables and Chairs Stationary 10.4 Volunteer Structure Solid building Weather proof Function Central location for volunteers to sign on each morning and leave belongings during days if required Collect volunteer uniforms Distribution of catering for volunteers and officials Storage of emergency equipment Equipment Tables and Chairs Stationary 11. First Aid and Safety Boats 11.1 Safety Boats IDBF/AUSDBF guidelines state that there should be a boat on the water for every 2 dragon boats, regardless of its function. In addition to the four (4) umpire boats there should minimum of one safety boat which is able to tow boats back to shore, in case of capsize, ability to pull people out of water such as rubber sides. Must have prop guards and carry sufficient medical equipment for emergencies. First aid boat should NOT be used as a starter s boat. They might assist with ferrying food and water out to volunteers. Each state will have a different requirement from government with regards to safety boats. It is important that the requirements are identify as soon as possible. There must be a paramedic on site at all times during racing. Two should be onsite so they can sub in and out of the safety boats to allow the safety boat personnel water and toilet breaks. A number, as many as feasible per boat, of life jackets must be included in each of the safety/umpire boats. All power boats, regardless of their function must have propeller guards for safety First Aid The event must have at least one registered paramedic on site throughout the event. The location of the nearest hospital and or medical centre must be known. The First Aid provider should be made aware of the nature of dragon boating as a sport and requested to bring appropriate equipment to handle possible injuries from all aspect of dragon boating. Page 25

26 12. Cultural - Opening Ceremony/Media/VIPs AusChamps is the major dragon boat regatta on the Australian calendar. It should be recognised as the primary event for promoting dragon boating for the host state and for AusDBF. Therefore AusChamps should be treated as an event with the following particular components Themes The event should have a few underlying themes in organising the activities outside of the racing schedule: Respect the Aboriginal land and celebrate multiculturalism Respect the year history of Dragon Boating Relevance and inclusion of paddlers Ensure viewers find the event entertaining Sponsors see they are getting value for money Ensure all parties involved are fully briefed 12.2 Opening Ceremony Ideally the duration of the opening ceremony should be between 60 (sixty) and 90 (ninety) minutes. This includes speeches from a Dignitaries and the Chair of AusDBF. A layout/floor plan of the opening ceremony should be drawn to understand seating requirements, table location for the monks and boat locations for the eye dotting ceremony. The opening ceremony may include entertainment such as a Lion or Dragon Dance. Announcer Crib Sheet: An MC or Announcer needs to be engaged for the opening ceremony. This could be the same person as the race announcer. The MC will require a running sheet for the opening ceremony a few days before to allow for preparation and familiarisation with timing. The MC needs to be extremely descriptive of what is going to happen step by step in order to keep the audience interested. Must include pronunciation of names, especially if there are dignitaries representing say the Chinese Consulate, so they are not offended. Blessing Ceremony / Eye Dotting Ceremony: Need to balance the cultural aspect of the Blessing of the Boats and Eye dotting Ceremony. Speak with the monks to be clear on the time allocated, understand them and be conscious of not offending them. Eye dotting to ensure the boats are blessed Ensure guests dotting the eyes have trained chaperones to lead them in eye dotting Ensure all sponsors and VIPs are involved in the ceremony including throwing of the dumplings Page 26

27 Refer to the Dotting of the Eyes Procedure Manual for more information and in particular optional activities to add more colour and spectacle to the eye dotting ceremony. Flags and Flag Bearers AusDBF has a full set of flags and collapsible flag poles for use at the opening ceremony. State Flag Bearers must be contacted prior to the day and provided with detailed information of what time, where they need to meet and what is expected of them including dress code. AusDBF is responsible for the coordination of the Flag Bearers with each State Paddlers Oath The Paddlers Oath is a promise that all paddlers act in the spirit of Dragon Boat. Refer to the Dragon Spirit and Paddlers Oath for more information. AusDBF will nominate a paddler to read the Paddlers Oath. Officials Oath The Paddlers Oath is a promise that all paddlers act in the spirit of Dragon Boat. Refer to the Dragon Spirit and Paddlers Oath for more information. AusDBF will nominate an Official to read the Officials Oath Media for Overall Event AusDBF will work closely with the host state with regards to liaising with the media, the distribution of articles and interviews etc Managing Dignitaries and VIPs Sufficient time is required to send invitations to Dignitaries and VIPs. A list of Dignitaries and VIPs needs to be compiled and agreed to by AusDBF. It is not advised to send invitations via as they will most likely not be read. It is advised to mail or hand-deliver the invitation and follow-up with a phone call. Dignitaries and VIPs will most likely have been booked out at least 6 months in advance therefore invitations need to be sent out as early as possible. The AusDBF Patron must be invited at least 6 months in advance (AusDBF responsibility) A team needs to be created to manage Dignitaries and VIPs for the whole event to make them feel special. There needs to be a good understanding of who is the best person to contact each Dignitary and VIP to ensure they are responsive to invitations. For example a member of the organising committee may already have relationships with key VIPs, therefore they might respond to an invitation to the opening ceremony quicker. There needs to be a thank you letter ready to be sent to Dignitaries and VIPs and sponsors at most one week after the event. One person, VIP escort, should be assigned to each VIP who is taking part in the eye dotting ceremony. A photo board should be organised for each Dignitary and VIP so that there are no mistakes made as to who they were. Page 27

28 Organisers may want to consider a dry run of the opening ceremony to ensure VIP escorts understand and know how to perform their role. This may include a walkthrough of the run sheet for the opening ceremony. Refer to the AusDBF Protocol Manual for more information. 13. Medal Presentations This is a big deal for the recipients of medals and trophies, therefore preparation are very important. There needs to be a team of at least five volunteers to set up the presentation tables. This helps build the hype for paddlers for the presentation ceremony. If there are VIPs or other Dignitaries, they should be included in presentation of the medals at the ceremony. The medals need to be checked prior to each day to ensure there are the correct numbers and that each category is available. Ensure that the Announcer has a run sheet of the order of presentations. The presentation run sheet needs to match up with the way the medals are ordered on the presentation table. Run sheet of results to be collected from Race Secretary prior to each presentation. Medals are ordered by AusDBF. Presentation of special awards and acknowledgements such Aurora s Captains and Managers Life Membership Award Will be presented at the AusDBF Board Function. The Jon Taylor Award may be presented here or during the Championships as demeed appropriate 14. Marketing and Logos The marketing plan should be done in conjunction with AusDBF and organised out of the host state with regular reporting to AusDBF. Event logo must be approved by AusDBF. 15. Vendors and Market Place Food, products and merchandise vendors should be provided to the paddlers to enhance their experience at AusChamps. Paddlers look forward to what the Market Place will provide so it is important to put something together for the paddler s experience at AusChamps. The Market Place should be close to the action, the race course or the athlete s village; it will ensure a great event atmosphere. Vendors, food and merchandise, will require power and may require a tent and additional facilities. Depending on the site external providers can be brought in. Established sites may already have their own restaurant(s)/merchandise providers. Page 28

29 For all food products and merchandise the following should considered: Can third parties be brought in What is the cost setting up the market place what costs can be recovered from vendors Are their restaurant in the area and will they provide a discount to paddlers/volunteers Is there a restaurant that you can use to provide food and drink for volunteers Check list for vendors can be found at Annex Invitation to traders Invitation to traders should be sent out 4 5 months before AusChamps providing them with key information including costs, site size, any requirements, bump in and bump out dates and accessibility. Traders will be looking for information and will want to lock in details at that point for their own diary management. Getting invitations sent out and responses will help to lock down the site plan including power requirements, tents, access to the tents and advertising in the program etc Vendors Agreement This is the general agreement that the traders signed to be part of the Market Place General Information for traders Permits and Parking Food vendors/traders are responsible for obtaining any permits required to trade. The logistics of parking, loading and unloading for traders must be considered. Traders will want to drop their goods/equipment off as close to their tents as possible. Regular Traders This refers to regular equipment and clothing suppliers who attend AusChamps each year. Refer to AusDBF for a contact list. In addition there may be local suppliers interested in attending. Charge for the Market Place Vendors are normally charged for their space on the site. This charge should cover any outgoing costs through providing vendors with tents, power etc. Ensure these costs are known before vendors are invited. Each venue will be different. Allow for the extra costs of tables and chair etc. A generator may be required to power coffee carts, merchandise printing machines and vendor s tents. Each vendor is normally provided with a 3x3, tent with 4 walls (i.e. one which can be closed at the end of the day). Vendors should have access to the site from the training day onward. This has been well received by the traders, since they like to make their sales early and pack up and go home promptly. Page 29