This document is to be distributed among FISU members only and remains the property of FISU

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2 Published by: FISU CONTACT FISU Education Department FISU International University Sports Federation Maison du Sport International Avenue de Rhodanie, 54 Ch-1007 Lausanne Switzerland Tel Fax FIDSU International Foundation for the Development of University Sport Château de la Solitude Avenue Charles Schaller 54 B-1160 Brussels Belgium Tel Fax fisu@fisu.net Photos: FISU Archives This document is to be distributed among FISU members only and remains the property of FISU

3 Table of Contents Introduction... 1 Abbreviations and Glossary... 2 Section 1: General Information... 3 FISU in Brief... 3 The FISU Forum on University Sport Concept... 5 The FISU Forum on University Sport Principles... 5 History... 5 Philosophy... 5 Goals... 6 Participation and Organisational Principles... 7 Development... 7 Principal working needs... 7 The FISU Forum on University Sport Facts and Figures... 8 FISU Regulations... 9 FISU Supervising Body... 9 Participants... 9 Section 2: The Organising Committee Constitution Relations with NUSFs Relations with FISU Cooperation with the Education Committee (EduC) Cooperation with the FISU Secretariat Material and actions to be approved by FISU Help Programme Relations with the National and Local Authorities Relations with the Academic Authorities Cooperation with the OC of the Following Forum Administrative and Financial Obligations Participation Fees... 14

4 Official Entry Point and Transportation Accommodation (room distribution policy) Insurance Finances Security Progress Report Final Report Section 3: Identity and Promotion of the Forum Identity FISU Emblem University Sports Logotype Forum Emblem Sponsorship Promotion Forum Website and Social Networks Information Bulletins Promotion at FISU Events FISU Magazine Promotion during the FISU Forum on University Sport Section 4: Organisational Areas FISU Meetings Participants Delegations FISU Family Members Keynote Speakers FISU Partners FISU Event Organisers Entries Accreditation Cards System Equipment Facilities, Services and Equipment... 24

5 Branding Transportation Accommodation Logistics Policy Catering Programme Official Languages Main Theme and Sub-themes Keynote Speakers Opening and Closing Ceremonies Plenary Sessions Workshops Open Sessions for Students and/or Officials The Forum Fair Cultural and Sporting Activities Presentation(s) of the Next FISU Sporting and Educational Events Presentation of FISU Partners Official Documents Invitation Entry Forms Travel Schedule Forms Diplomas Forum Booklet Daily Bulletin Memory Sticks Photo Gallery Section 5: Protocol Opening Ceremony Closing Ceremony Countries Official Denominations and Flags Section 6: FISU Archives and Legacy Documents... 39

6 Photographs Sites Overall View Other Ceremonies and Social Activities Section 7: Organisational Planning Overall Planning Indicative Day-to-Day Operational Planning Appendix: FISU Forum Themes and sub-themes... 45

7 Introduction Dear Member Federations, I cordially welcome your keen interest in organising a FISU Forum on University Sport. Alongside the Universiade and the Word University Championships, the FISU Forum is a major FISU event that conveys important educational values. The purpose of this document is to provide FISU Forum Organising Committees with the basic guidelines as specified by the FISU Executive Committee in line with the FISU mission. The Forum offers students and sport leaders (staff and volunteers involved in National University Sports Federations) the opportunity to meet and discuss subjects related to education, culture and sport through a series of leadership seminars. The FISU Forum therefore helps to increase knowledge and understanding about the international university sport movement. The Forum, like the Summer and Winter Universiades, is a biennial event. Its first edition was held in 1992 in Cyprus and it usually gathers participants from over 60 countries. It alternates with the Universiades. The Executive Committee members, the Education Committee members and the FISU Secretariat will be pleased to provide the OC with any further complementary information. Eric Saintrond FISU Secretary General / CEO 1

8 Abbreviations and Glossary CdE FISU Student Committee EC FISU Executive Committee EduC FISU Education Committee FISU Fédération Internationale du Sport Universitaire (International University Sports Federation) IOC International Olympic Committee ISF International Sports Federation NUSF National University Sports Federation OC Organising Committee SU Summer Universiade WADA World Anti-Doping Agency WU Winter Universiade WUC World University Championship Active Member A national university sports organisation that is a member of FISU. Associate Member A legally constituted supranational continental organisation, which is a recognised contributor to the promotion and management of University Sport at continental level. FISU Family Refers to the FISU Executive Committee members, honorary and emeritus members as well as permanent committee members, FISU staff, FISU advisors and FISU guests. Member Association A national university sports association that is a member of FISU. Official Any member of a delegation who is not a student. 2

9 Section 1: General Information FISU in Brief Founded in 1949, FISU stands for Fédération Internationale du Sport Universitaire (International University Sports Federation). FISU was formed within university institutions in order to promote sports values and encourage sports practice in harmony with and complementary to the university spirit. Promoting sports values means encouraging friendship, fraternity, fair-play, perseverance, integrity and cooperation amongst students, who one day may have responsibilities and even key positions in politics, the economy, culture and industry. FISU s mission 1 is: - To contribute to the sustainable development and promotion of university sport and students physical and sports education worldwide; - To award the organisation, and ensure the promotion and supervision of international sports competitions and sporting, educational and cultural events for students, in particular the Universiades, the World University Championships, the FISU Forums and Conferences; - To work to bring together students of all countries in cooperation to build the unity of international university sport, the components of which are the national, regional and continental university sport organisations, associations and federations. - To undertake, in close cooperation with the national, regional, and continental university sport organisations, associations and federations, and respecting their prerogatives, any activity of common interest likely to encourage the development of physical and sports education at all levels and in all parts of the world. Open to student-athletes aged between 17 and 25, the FISU sporting events are the Summer and Winter Universiades and the World University Championships. The Universiades are multisport events staged in odd-numbered years, while the World University Championships are single-sport events staged in even-numbered years. Besides its sporting events, FISU stages educational events, i.e. the FISU Forum on University Sport, the FISU World Conference on Development through Sport, the FISU World Conference on Innovation Education Sport, the FISU Youth Leadership Seminars, the FISU Volunteer Leaders Academy and the Young reports programme. FISU's motto being Excellence in Mind and Body, all events include educational and cultural aspects into sports competitions, bringing together sport and academia from all over the world to celebrate in a true spirit of friendship and sportsmanship. FISU cooperates for developing its events and programmes with all major international sport and educational organisations. As major outcomes of those collaborations, in 2015, the United Nations Educational, Scientific and Cultural Organisation (UNESCO) proclaimed the International Day of University Sport to be celebrated on September 20, and the Anti-Doping Textbook and teaching material were developed with the World Anti-Doping Agency (WADA). FISU is composed of 174 Member Associations (National University Sports Federations). Every four years, the FISU General Assembly elects the members of the FISU Executive Committee, its board of directors. Fourteen permanent committees advise the Executive Committee in their specialised areas. For the daily administration of FISU, the FISU Executive Committee relies on the Secretary General, who is assisted by the FISU staff. The FISU headquarters is in Lausanne, Switzerland. The President of FISU is currently Oleg Matytsin. The Secretary-General and CEO of FISU is Eric Saintrond. 3

10 The FISU Forum on University Sport Concept Few organisations in the world give young sports managers and leaders the opportunity to better understand and exchange ideas and knowledge about the different aspects of the sport environment in which they operate. Every two years the FISU Forum brings together students, emerging and senior university sports managers, representatives of international sport and non-sport federations, organisers of major FISU events, FISU partners and renowned academic speakers for nearly a week to develop and strengthen the worldwide university sport movement. Combining academic sessions with sports and cultural activities, it is a powerful communication platform for the various university sport communities, where the delegates have an opportunity to spend time together and benefit from constructive, quality awareness-raising and learning. This combination gives the Forum an educational value in the broadest sense of the term. Held over five days, the Forum focuses on one main theme and four sub-themes, each of which is moderated by a speaker specialised in the subject area. Workshops on each sub-theme are held every day. Leadership seminars and special sessions are also scheduled, for which speakers are selected on the basis of a call for papers launched within the FISU Family and also by inviting FISU partners organisations or companies. Besides the academic sessions, the Forum offers participants an opportunity to get to know each other and learn about other cultures by means of sports and cultural activities and the Forum Fair. The FISU Forum on University Sport Principles History The first FISU Forum was held in 1992 in Paralimni in Cyprus. It was created to add a further multi-cultural event to the Summer and Winter Universiade (SU, WU) in an educational biannual format and addressed to students and officials from NUSFs all over the world. The participation numbers have increased from 21 nations to currently 64 nations and from 89 participants to 230 participants today. Through its Forum, FISU has established an attractive globally recognised event in the field of the educational aspects of university sport. Philosophy FISU wants to include university sport people (students and officials) of member organisations (NUSFs) in a debate on university sport, and to promote FISU s university sport mission. In the past the focus of FISU was mostly on SU and WU and the WUCs. The FISU Forum is structured in a format aimed at strengthening the students side of FISU activities, the FISU educational work and the FISU mission in total over the longer term. 4

11 The FISU Forum is characterised by: - Keynote presentations to introduce mainstream knowledge, trends and development about university sport and sport in general to demonstrate the interdependency between sport development in general and university sport development in particular - Workshops with discussions about the contents of presentations in small groups with a focus on communication and active participation - Seminars targeted at leadership and management skills and competencies - Socialisation through diverse sport programmes and evening events - Intercultural learning through events alongside the plenary sessions and workshop sessions such as the FISU Forum Fair, national presentations, welcome dinner, etc. - Presentations by FISU young researchers and other awardees The FISU Forum is a platform to exchange ideas, developments, challenges and opportunities within and through university sport on a worldwide level. The FISU Forum is not a scientific conference. Goals The major goal of the FISU Forum is to share ideas and knowledge on key issues relating to the development of sport and university sport worldwide, and to improve member knowledge about FISU s mission and current priorities. Such worldwide exchange on university sport is a supporting programme of FISU to assist its NUSF members to structure and to develop their own university sport models. The FISU Forum is a global platform for university sport discussion. Additionally, there are further goals like: - To enhance student engagement - To exchange experiences about university sport - To create networks - To initiate inter-cultural learning - To show and to emphasise FISU s (leading) role - To network within the NUSF and externally - To link like-minded external organisations to university sport and to FISU - To educate through and within university sport - To display and experience the educational value of university sport - To encourage young leaders in university sport - To offer NUSFs administrative tools to develop their university sport - To learn about new university sport development activities and projects - To learn (university) sport management and organisational skills 5

12 Participation and Organisational Principles Since the Forum began in 1992, these participation principles are at the core of the event: - Four participants committed to university sport from each NUSF: this means two students, two officials, and equal numbers of women and men in each NUSF delegation. If this balance of student/official proves difficult, the priority should be to nominate students. - NUSFs should try and ensure that at least 2 persons in their delegation are new to the Forum in each cycle. - Participants must be experienced in and familiar with local, and national university sport, and where possible in international level university sport. - Ready to work at all levels of the event. - Participants must be demonstrably fluent in either English, French or Spanish. The organisational principles are: - Publication of a comprehensive booklet for each participant for the start of the event - Socialisation through the programme of activities - Early ice-breaking - Provision of sufficient time in the programme for quality discussion - To conclude the discussion groups results and publish either daily or in summary at the end of the week - To make participants compete for certain presentational opportunities - To evaluate the impact of the whole programme Development The FISU Forum on University Sport has changed and evolved from 1992 until today (now containing aspects such as the fair, sport programme, students selected to present the results of the Forum during the next FISU Conference, competition / awards for presentation). It is still a key FISU interest to develop the FISU Forum based on the expectations and needs of the participants to better achieve the above-mentioned goals. The FISU Forum format is flexible and open for development according to the goals, and as the result of discussion between the OC and EduC. Principal working needs: - Diversity of working, presentation and integration methods - Different kinds of working spaces and sufficient rooms made available - Time for participants to prepare conclusions and presentations during the Forum - Efficient time management by the OC and a range of means of communication and information supply before, during and after the event - Each FISU Forum will be evaluated in detail - Each participant participating actively and continuously will receive a participation certification (diploma) 6

13 The FISU Forum on University Sport Facts and Figures Duration: 5 days Scale: average 220 participants (but not limited) Reach: 60 or more countries Frequency: every two years in even-numbered years Participants: students, university sports managers, representatives of international sport and non-sport federations, organisers of major FISU events, renowned academic speakers, FISU Family members 12 editions held since 1992: Paralimni (Cyprus, 1992) - Catania (Italy, 1994) - Madrid (Spain, 1996) - Lulea (Sweden, 1998) - Monterrey (Mexico, 2000) - Cape Town (South Africa, 2002) - Lisbon (Portugal, 2004) - Abu Dhabi (United Arab Emirates, 2006) - Krakow (Poland, 2008) - Vigo (Spain, 2010) - Taipei City (Chinese Taipei, 2012) - Gwangju (Republic of Korea, 2014) - Montpellier (France, 2016) Next edition: 6-10 August 2018 in Krasnoyarsk, Russian Federation. Programme: plenary sessions, workshops, leadership seminars, projects presentations, special sessions, sports and cultural activities, Forum Fair, in order to provide interactive communication at all levels Focus: leadership, communication, cooperation, social and life skills of young managers Objectives: to develop and strengthen the worldwide university sport movement; to develop interaction between all persons involved in sport in higher education institutions; to act as a learning and communication platform on university sport See the Forum themes and sub-themes over the period in Appendix 7

14 FISU Regulations The FISU Forum is governed by the Regulation for the FISU Events, Part B, Title V. FISU Supervising Body The FISU Executive Committee delegates the responsibility for supervising the organisation of the Forum to the Education Committee (EduC). Within FISU EduC is the committee in charge of supervising the organisation of the FISU educational events and driving the policies developed in this specific field. The members are nominated for a four-year period. The committee is composed of twelve members - six women and six men. EduC and the Organising Committee closely cooperate in the preparation of the event and agree on the necessary arrangements (EduC meetings, inspection visits, etc.). This cooperation embraces all aspects of the event: the selection of speakers, the definition of the theme and sub-themes, the selection of hotels and facilities as well as the definition of the working conditions. FISU selects the official sports partners and proposes them to the OC. Participants The FISU Forum on University Sport is usually attended by the following categories of participants: - Delegations the NUSF representatives (FISU encourages gender balance among participants); - FISU Family Members the President, the Secretary General, FISU Executive Committee members, members of FISU committees, FISU staff members; - Keynote speakers at least two speakers for the main theme and one per sub-theme; - FISU Partners the representatives of the sports partners (the International Sports Federations ISFs), of the educational partners and the corporate partners included in the official Forum programme; - FISU events organisers the representatives of OCs of future FISU educational and sporting events 8

15 Section 2: The Organising Committee By reading the FISU Regulations and these guidelines, you will notice that FISU gives considerable autonomy to the Organising Committee for the organisation of the Forum. Constitution The NUSF of the FISU Forum host country may grant the organisation of the event to an Organising Committee (OC). In this case, the NUSF President or his/her representative is required to become a board member of the OC. FISU encourages the involvement of students in leadership positions within the OC. The NUSF (Active Member of FISU) remains directly responsible to FISU and has to report regularly to the FISU Executive Committee. For the success of the Forum, it is of prime importance that the NUSF be involved as much as possible in and informed about the preparatory activities carried out by the OC, particularly for the relationship with participating countries and FISU, entry forms, services for delegations, protocol, etc., i.e. items which must remain under the direct authority of the NUSF. Relations with NUSFs An efficient liaison team should be appointed to deal with the NUSFs. The persons appointed to this role should have an international experience as well as cultural and linguistic skills, in order to facilitate establishing links with the delegations and achieve the highest possible number of entries. Such duties will be carried out in close cooperation with the FISU Secretariat. It is necessary to maintain regular contact with the officials of the participating countries in order to keep them informed about the progress made in the preparations of the Forum. It is of prime importance that the OC retain the same contact details (telephone, fax, address ) from the initial contact with the NUSF until the end of the event. On the occasion of the Forum, the liaison team will welcome and assist the delegations. 10

16 Relations with FISU In order to establish and facilitate close cooperation between FISU and the Organising Committee, the OC is required to appoint a FISU liaison officer who has an overall knowledge of the preparation process put in place for the Forum and who is fluent in either English or French. Cooperation with the Education Committee (EduC) EduC members ensure that the FISU Regulations are followed. Therefore, the Organising Committee has to work in close partnership with them during the preparation phase of the Forum and throughout the running of the event. It is imperative that the OC and EduC develop a close cooperation in order to ensure the smooth running of the event. In order to ensure a clear and efficient communication channel, only a limited number of persons are directly in contact one with the others. On the FISU side, the liaison persons are the EduC Chair and Vice Chair, supported by the Director for Education Services. The OC has to submit any relevant document and information to EduC, which then presents these to the Executive Committee for approval. EduC supervises and advises the OC on all the logistical aspects of the organisation (catering, transportation, accommodation, etc.). Before the event, EduC members are responsible for verifying the facilities and preparing the detailed programme as well as any other documentation jointly with the OC. The selection of the theme, sub-themes and speakers must also be agreed upon by EduC and the OC. Inspection visits and working meetings have to be considered, involving a minimum of two EduC members and one FISU staff member. The dates of the visit are determined jointly by the OC and EduC, and the costs of stay are borne by the OC. There will be a maximum of one visit or meeting a year from the attribution to the delivery of the event. To prepare the Forum, each EduC member is in charge of one or more activities. The members have to work closely with their OC counterparts before and during the event. The OC has to provide all necessary assistance for the effective staging of the EduC meeting before and during the Forum. An official EduC meeting is usually organised in the 6-12 months prior to the start of the event in the host city, and on 1-3 occasions during the Forum, i.e. within the period from two days before the event until the day after. The OC has to report to the EduC meeting. EduC is convened at least once a year. The EduC will formally invite the OC for the meeting(s). 11

17 Cooperation with the FISU Secretariat The FISU Secretariat acts as the bridge between the OC and the different components of the FISU structure, mainly EduC. In order to ensure a clear and efficient communication channel, only a limited number of persons are directly in contact one with the others. On the FISU side, the liaison person is the Director for Education Services. The FISU Secretariat prepares and sends the models of the most important documents to be prepared by the OC. It also checks the content and advises EduC and the OC. At the first stage after the attribution, the FISU Secretariat staff members are responsible for the relations with the FISU member federations. Once the official invitation is sent out, the OC becomes responsible for liaising with the participants. The Secretariat also informs the OC about FISU internal policies, operational methods and rules in terms of decision making and communication. Material and actions to be approved by FISU Six months after the attribution of the FISU Forum on University Sport, the Organising Committee must submit confirmation of the following for the approval of the FISU Executive Committee: A. The project plan for the general organisation of the Forum, specifically as a minimum: - The composition of the Organising Committee (role titles and names of the appointed persons) - A statement describing the involvement of academic authorities in the management and delivery of the event - A statement describing the involvement of students in the management and delivery of the event - The plan for recruiting, training and deploying volunteers - Accommodation - choice of location/standard - Welcome and accreditation arrangements - Transportation - to/from the airport and locally - Security arrangements - The insurance certificate - Information and media: communication strategy and plan - Medical assistance - Protocol programmes and arrangements - Advertising and marketing B. The project plan for technical organisation on: - The proposed timetable of events - The proposed day-by-day timetable of events - The names of the keynote speakers - The format of the workshops - Sport and cultural activities - Sports facilities 12

18 C. The layout and/or text of: - The invitation - The diploma of participation - The posters and other promotional materials produced for the Forum - The entry forms - The Forum logo D. All contracts stipulated in Articles 8 and 9 of the Regulation for the FISU Events, Part A, Section B, Title I. E. The proposed Help Programme for developing countries, put in place in order to ensure their participation in the Forum. F. All other documents to be printed in the name of FISU. G. The Organising Committee must also present its detailed budget to the Executive Committee. H. At the Executive Committee meeting following completion of the event, the Organising Committee must submit a complete final report on the Forum s organisation, including financial balance sheets, marketing data, as well as statistics (participants, spectators, volunteers, staff, media, climate, etc.). Help Programme In cooperation with the continental federations FISU develops for each Forum a Help Programme to invite students from developing countries. FISU encourages the OC to develop its own Help Programme. Relations with the National and Local Authorities The Organising Committee must obtain the full support of the government and local authorities of the host country (Art c of the Regulations for the FISU events, Part A, Section A) and the National University Sport Federation. Experiences with previous events indicate that it is essential that the Organising Committee contact not only the highest national and regional academic authorities (Minister of Sport/Youth and/or Education and academic institutions), but also the Ministry of the Interior, Foreign Affairs, Health and Tourism. The Organising Committee must guarantee that all participants will encounter no problem in entering and leaving the country. To facilitate the entry of participants into the host country, the OC must inform the Ministry of Foreign Affairs and of the Interior about the event, so that they can make contact with the relevant embassies. This facilitates administrative procedures related to visas. The OC must inform the NUSFs about the procedure for visa application at the latest six months before the Forum. The OC must then give all necessary information concerning their attendance to the different state authorities. 13

19 Relations with the Academic Authorities FISU encourages the OC to establish close relations with the academic institutions of the host city and country, because the programme of the Forum must include keynote speakers and moderators from the host country. Besides the academic support provided by the host country, the other crucial aspect of such relations is the selection of volunteers. FISU invites the OC to launch the selection process for volunteers at the latest nine months before the opening of the Forum. Cooperation with the OC of the Following Forum The OC of the following Forum is usually invited to make a presentation of its projects and event on the last day of the Forum. The OC of the following Forum may wish to attend the Forum as an observer in order to gain experience and understanding about the preparation and organisation of the event. It is strongly recommended that close contact be established with the following OC to support FISU s knowledge transfer and observer programme initiatives. The following OC may therefore wish to have some observer representatives at the preceding Forum for example. The OC of the following Forum has to be considered as a particular delegation and pay the same fee as any other participants. Special arrangements may be decided upon on the proposal of the next organiser and with the agreement of FISU. Administrative and Financial Obligations Participation Fees Participation fees cover the participation cost per person and per day: EUR 70 per person/per day, unless a different amount is agreed upon in the attribution contract. Three months before the Forum, the participating NUSFs must pay to the Organising Committee a 25% prepayment of the participation fees for each participant registered. Upon arrival, the Head of Delegation must pay the remaining balance to the Organising Committee before starting the accreditation procedure. FISU encourages the OC to put in place an online payment system. 14

20 Official Entry Point and Transportation The designated airport or other entry point must be approved by EduC (Art of the Regulations for the FISU events, Part A, Section B, Title 5). The OC must organise and bear the cost of a transportation service between the official entry point and the Forum hotel for all registered participants, as presented in the bidding dossier and approved by FISU. The OC must organise all local transportation between the official sites of the event. Accommodation (room distribution policy) Accommodation in single rooms: FISU Family members FISU guests FISU staff Keynote speakers Organisers of the next FISU events Representatives of FISU partner Team officials of the participating delegations Room sharing: Students of the participating delegations (provided that they are of the same gender and preferably of the same nationality) Traditionally, students must be informed by the OC at least two weeks before the event about the person with whom they will share the room. If two students have any particular wishes, they must send their request when submitting their individual entry forms. Insurance Please refer to Art. 5.8 of the Regulations for the FISU events, Part A, Section B, Title 5. FISU cannot be held responsible for any claim for loss, injury or damage arising from the holding of the event. The Organising Committee must contract, at its own cost, an appropriate general liability insurance covering the risks of any liability or damages arising out of the organisation of the Forum and any act of the OC, or its representatives and employees, from its constitution to its dissolution. This insurance has to provide cover without limitation, except in the case of local legal constraint, against all claims for loss, injury or damage of goods and individuals. The Organising Committee has to set up a special insurance information desk with appropriate staff at the accommodation site. The participating countries must have the appropriate insurance to cover travel and participation, as they are the responsibility of neither the Organising Committee nor FISU. The OC must inform the NUSFs about the applicable requirements in terms of insurance, in order to be in accordance with the laws of the host country. 15

21 Finances The OC has to present its budget (Art of the Regulations for the FISU events, Part A, Section E, Title 4) to the FISU Executive Committee within the timeframe set by the EC. All the financial obligations are listed in Article 4.9 and all the relevant sections of Article 5.6 of the Regulations for the FISU events, Part A, Section E, Titles 4 and 5. Security The Organising Committee must make the necessary commitments with the relevant authorities to guarantee the security of all the participants in all activities associated with the Forum, from their arrival at and until their departure from the official entry point. The OC must assure the security of all accredited persons by putting in place access control to the event venues as well as to the accommodation and catering venues. Progress Report The Organising Committee must present to FISU, within the deadlines set by FISU, progress reports on the organisation of the Forum. The progress reports are presented at each Executive Committee meeting. The FISU EC meets at least twice a year. The progress reports must provide the latest information on the materials and actions to be approved by FISU. Final Report The Organising Committee must present its final report at the EC meeting following the event or at the EC meeting to which it is invited. The OC must also publish its final report on the OC/Forum website. 16

22 Section 3: Identity and Promotion of the FISU Forum on University Sport Identity FISU Emblem Please refer to Art of the Regulations for the FISU events, Part A, Section A. The FISU emblem should appear on all the publications and official documents produced by the Organising Committee, on flags, on the podium and on all the billboards at the event venue(s). The official FISU emblem was inspired by the U of University surrounded by five stars symbolising the five continents. The original emblem was created by the CUSI (Italian University Sports Centre) during the 1959 Universiade. The emblem consists of the letter U printed in black on a white background and centred over five stars of different colours. The stars are spread respectively from left to right: blue, yellow, black, green and red. The letters of the word FISU are in black and centred beneath the stars and the U. The colours of the emblem should be in accordance with the following primary colours: University Sports Logotype The university sports logotype must be visible on all official and promotional publications in the event facilities and their surroundings. The use of the university sports logotype should be in accordance with the instructions listed in the FISU Corporate Elements Guidelines. The use of the university sports logotype for commercial purposes is authorised. However, the association of the logotype with the names of certain commercial companies, particularly those linked to alcohol and tobacco, is not authorised. The university sports logotype was adopted in response to the development of new technologies and new media, as well as the expansion of the university sports movement. Its aim is to raise FISU s profile both within universities and amongst our partners by means of a visual expression of the evolution of our Federation. 17

23 The university sports logotype is inspired by the official FISU emblem. The five stars representing the five continents are stylised and placed on the same line. The stars are arranged from left to right respectively blue, yellow, black, green and red. FISU Forum on University Sport Emblem The Organising Committee has to create a specific official logo for the Forum, in accordance with the FISU requirements. The Forum logo must be submitted to FISU for approval at the latest six months after the attribution. The logo of a FISU Forum must meet the following design requirements: - The logo should display a U shape and the characteristics of the Forum concerned. - The five stars of FISU must be centred beneath the title. The stars must be in the same place, in the same colour and in the same proportions as in the FISU emblem. - The official title of the Forum must be displayed beneath the emblem. The use of the official event logo for commercial purposes is authorised. However, the association of the official logo with the name of a company, whether a commercial one or not, is not permitted for official documents or during the official ceremonies. In all cases, the association with the name or a logo of a third party may not alter the official logo and cannot exceed a quarter of the dimension of the official logo. The official logo must be used in a uniform manner in all references to the event, whether on printed material or any other type of material. The event denomination may be in the language of the host country, but in any case it must also appear in English and French. Any exception must be authorised in writing by FISU. The name of the event associated with the FISU emblem (see above-mentioned specifications) must appear on all official publications and promotional materials, in the event facilities and their surroundings (i.e. on the back of shirts, on scoreboards, on flags and notice boards around the venue, and around the podium). Sponsorship The OC may appoint sponsors for the event, with FISU s prior approval. 18

24 Promotion The growing development of the FISU Forum on University Sport makes it necessary to establish a general framework to ensure the promotion of the event. This means defining the actions that the different departments of the FISU Secretariat should carry out in order to ensure the optimal efficiency of the promotional tools available to FISU. An efficient synergy can only be achieved by close cooperation and interaction between the OC, the FISU Secretariat and the EduC members. To ensure wider promotion, the contribution of the academic authorities involved is also worthwhile. In this context, the designation of a Media Manager responsible for the relations between the OC, the local and international press and the FISU Media Department is required. The Media Manager is responsible for keeping the press and the FISU Secretariat informed about all the actions carried out by the OC to promote the event. He/she is also responsible for providing the FISU Secretariat with items (e.g. photos, press releases) that may be used for the FISU publications. In addition, he/she contributes to posting information on the OC s and FISU s websites. If required, the FISU Media Department will give all articles concerning the Forum to the OC, so that they can be translated into the host country language. When this interaction is established between the three main partners (OC, EduC and FISU Secretariat), it is important to maintain close relations. The OC must provide FISU with the addresses of the main national and local institutions as well as of the different partners, so that FISU can send them its publications. In order to enhance awareness about the Forum and ensure its success, FISU and the OC must send all necessary information to the member and non-member federations of FISU. The information made available to participants in the OC s and FISU s publications is both different and complementary. Therefore, it is important that FISU and the OC both refer to each other s publications in their respective promotional materials. Forum Website and Social Networks The OC has to launch a website dedicated to the FISU Forum. In order to have the most attractive and meaningful URL, the OC is advised to register an address/domain name as soon as possible after the attribution of the event. The OC must reference the FISU website ( in all its promotional publications as a source of additional information. The Forum website is officially launched 14 months prior to the opening ceremony of the Forum, in cooperation with the FISU Secretariat. When launched, the website must be fed regularly with new information. The FISU Forum website must contain a link directing users to the FISU website. FISU and the OC must share and coordinate the content of the information circulated on social networks. The OC must ensure live broadcasting of keynote speeches through the OC s and FISU s websites. From the attribution to the delivery of the event, there must be an e-community promotional plan set up jointly by FISU and the OC, starting from 14 months prior to the Forum. 19

25 Information Bulletins The OC is free to include in the bulletins all useful information to inform FISU member federations about the technical and logistical aspects of the Forum, thus facilitating their arrival in the host country. FISU recommends that, in the 14-month period preceding the event, three bulletins be published to keep the NUSFs and Forum partners regularly informed. Promotion at FISU Events FISU will advise the OC of its calendar of meetings and events, at which the OC may promote the Forum. FISU Magazine From the attribution of the Forum, articles promoting the FISU Forum are published in the FISU Magazine, the official FISU publication. Promotion during the Forum Daily Bulletins The OC is responsible for issuing every day a daily bulletin, informing participants about the highlights of the previous day and providing them with any relevant information about the event. Press Conference A press conference involving the FISU representatives is usually organised on the first day of the event. 20

26 Section 4: Organisational Areas FISU Meetings Two days before the opening ceremony, an official EduC meeting is held. A special session of the meeting is dedicated to the OC to review the general aspects of the Forum and to finalise the latest arrangements and allocation of tasks to the members of the OC and EduC. EduC may also hold other meetings during the Forum to review progress and make any necessary adjustments in conjunction with the OC. Traditionally, the FISU Student Committee (CdE) also has official meetings during the FISU Forum. If one of the FISU Forum sub-themes is related to gender issues, the Gender Equality Committee (GEC) also holds a meeting during the Forum. Participants Delegations The delegations of the participating countries may be composed of a maximum of four representatives: Two students (preferably one man and one woman) Two officials (preferably one man and one woman) The NUSFs are encouraged to nominate students and staff members who are actively involved in university sport. FISU Family Members A certain number of FISU Family members register for the Forum: The FISU President and Secretary General are on duty during the event. Many members of the Executive Committee usually attend the Forum. Although some of them are on duty as keynote speakers or moderators, the majority do not have any official role related to the event. The members of the Education Committee, Student Committee and FISU staff are on duty during the Forum. The members of the Gender Equality Committee normally hold for their annual meeting during the Forum when they supervise a gender equality sub-theme in conjunction with EduC. 21

27 Keynote Speakers The keynote speakers are all the speakers that deliver a presentation on the main theme, sub-themes and special sessions. Usually there are at least two keynote speakers for the main theme and one per sub-theme. FISU Partners FISU also considers as keynote speakers the representatives of the FISU official partner organisations of governmental (UNESCO, WADA,.) or sports (the International Sports Federations ISF) or corporate companies and educational type included in the official Forum programme. Their costs of stay are borne by the OC, whereas their travel expenses are borne by the partner organisation. FISU Event Organisers Members of Organising Committees of future FISU events are also welcome to take part in the Forum. Some of them may have the opportunity to present their event. With regard to their number, the rule is the same as for the country delegations, i.e. four persons per delegation are authorised. Entries Entries enable the OC to organise accommodation, welcome and assistance at the entry points (airport, train station, etc.), transportation and all necessary arrangements for the smooth running of the Forum. Entry forms must be filled in online within the following deadlines: Deadlines Type of form 6 months before the Forum General Entry Form 3 months before the Forum Quantitative Entry Form 2 1 month before the Forum Nominative Entry Form FISU insists that the OC verifies that the forms are filled in with all required information. In case of doubt, FISU is the decision maker to accept or reject documents. Note: if the OC intends to charge non-refundable deposit, it must be indicated on the general entry form. 2 Three months before the Forum, the participating NUSFs must pay to the Organising Committee a 25% prepayment of the participation fees for each participant registered. 22

28 Accreditation All participants and stakeholders, including members of the Organising Committee, must be accredited ( Regulation for the FISU Events, Part B, Title V, 6.3). Cards A numbered card, called an accreditation card, is issued for each participant, FISU Family member, speaker, partner and OC member. The card must include a recent photograph. The OC must have the appropriate equipment (see below) to ensure the issue of an accreditation card. Participants are required to carry their accreditation card with them at all times and be prepared for inspection by the FISU and OC authorised representatives. According to the indicated access levels, the accreditation card gives the holders access to the venues, the designated catering facilities and transportation means, the official accommodation site and to any other facilities or services agreed upon between the OC and FISU. Before signing the cards, the FISU and an OC representative must check the participants identity, nationality and duties, and make sure that they duly represent their NUSF. System The FISU Forum OC must use the online accreditation system provided by FISU ( Regulation for the FISU Events, Part B, Title V, 6.1). FISU usually makes an agreement with an external supplier in order to provide the organisers with an online accreditation system, thus allowing overall accreditation management for all the FISU events. FISU provides the necessary information in the year prior to the event. Equipment To produce the FISU accreditation card, the OC must provide a FISU event workstation that must include a standard PC or notebook system, Internet access, a webcam, a printer, a laminator and consumables (lanyards, form sheets with perforation and lamination foils). Further technical specifications are available in the FISU Accreditation Guidelines. 23

29 Facilities, Services and Equipment The OC must guarantee access to the rooms and working material from 7.00 am to 1.00 am from two days prior to the opening ceremony to one day after the closing ceremony. The OC must also provide supporting staff for the EduC members and the FISU staff. The table below gives a summary of the facilities, services and equipment that must be provided by the OC. Facilities Specifications Equipment Services One large conference room for plenary sessions Seminar rooms for workshops Seminar room(s) for leadership seminar and open session(s) One meeting room for EduC and another one for CdE One room for the FISU Secretariat Minimum capacity: 350 persons As a minimum 6, but ideally 10, depending on the number of participants Minimum capacity: 50 persons One per open session Minimum capacity: 75 persons Minimum capacity: 25 persons A varied height lectern equipped with a PC An A/V system Microphones (roving and fixed) Headphones for receiving simultaneous translation Electrical sockets In each room: A projector A screen A microphone A computer Headphones for receiving simultaneous translation Electrical sockets In each room: A projector A screen A microphone A computer Headphones for receiving simultaneous translation Electrical sockets PCs Printers A copy machine with a sorter Stationery Electrical sockets Simultaneous translation in English, French, Russian and Spanish, and possibly in the language of the host country Free Internet connection (WIFI) Simultaneous translation in at least English and French, as well as the language of the host country Free Internet connection (WIFI) Simultaneous translation in at least English and French, as well as the language of the host country Free Internet connection (WIFI) Free Internet connection (WIFI) Free Internet connection (WIFI) 24

30 Facilities Specifications Equipment Services One large room or area for the Forum Fair Appropriate facilities for the sports activities One accommodation venue close to the Forum venue An Internet Café for participants Information desks From 48 hours prior to the opening ceremony to 48 hours after the closing ceremony Preferably at a walking distance no farther than 500 metres away from the Forum venue One per accommodation venue (from 48 hours before the opening ceremony until 48 hours after the closing ceremony) One in the Forum venue (from 1 h 30 before the opening ceremony until the closing ceremony) Exhibition booths for each country (1.5 m long x 1.5 m wide x 2 m high and including a desk) A stage (shape and disposal to be agreed upon by EduC) All necessary equipment (panels, plugs, sockets, etc.) An A/V system Microphones Any specific equipment or resources (DVD player, space for a game, etc.) as requested by the delegations Stationery Appropriate equipment Computers, whose number of must be proportionate to the number of registered participants (1:10 ratio) Documents/equipment for distribution: copies of the programme, information on the host city (maps, etc.), headphones for receiving simultaneous translation Free Internet connection (WIFI) Free Internet connection (WIFI) Free Internet connection (WIFI) Presence of an OC representative all day long at the desks 25

31 Branding The OC must display a banner related to the event in all the venues used for the opening and closing ceremonies, the Forum Fair, the plenary sessions and the workshops, as well as in the meeting rooms and the FISU Secretariat office. The banner must include the following items: Name of the event Location Dates Official logos Model: OC LOGO NUSF LOGO (Edition) FISU FORUM (year) Date and Location Transportation The OC must provide, at its own cost, a transportation network for all participants and for all parts of the official programme. The OC has to inform participants about the transportation plan provided. A flexible sub-system should be set up for the EduC members and the FISU staff to enable them to carry out their tasks and duties. This system should also take into account the accompanying persons (attachés, interpreters, volunteers and other OC representatives). Special transportation must be arranged for the opening and closing ceremonies, the Forum Fair, cultural events, sports activities and official dinners. The transportation timetable must be distributed to the delegations and displayed daily at the accommodation and catering venues 24 hours before each activity. 26

32 Accommodation Logistics The accommodation venue should be within walking distance (15 minutes) or no further than 10 minutes by regular means of transportation (dedicated buses provided by the OC, reserved only for the FISU Forum participants). Breakfast must be served in the accommodation venue in which the participants are accommodated. The accommodation venue must have at least one meeting room that can seat up to 25 persons, a room equipped with photocopy machines, projectors, personal computer and monitor, and all necessary equipment to welcome the official meetings of the FISU committees. Policy The policy is the same as the one applied for FISU sports events in terms of number of athletes per square meters. Accommodation venue - Minimum seven (7) m² per person excluding showers - Size of beds: minimum two (2) metres long - extensions must be available for some participants - Closets or wardrobes available - Laundry facilities - General cleaning daily - Trash collection daily - Maximum three (3) participants per washroom/sink/toilet - Refrigerator recommended - Air conditioning/heating and ventilation as appropriate - Window shades or curtains - Bed linen must be changed two (2) times per week and the set of towels must be changed three (3) times per week - WIFI : free access for the whole period of the FISU Forum 27

33 Catering The menu and the distribution method for meals should be submitted to the FISU Secretariat and EduC for approval. This topic is usually discussed during the inspection visit. The OC must offer a variety of meals, including vegetarian dishes, which enable participants to follow their cultural or religious traditions. The overall event programme must be taken into consideration when determining the catering slots and venue, in order to allow participants to manage their time. Programme The Forum is held over six days and must include at least ( Regulation for the FISU Events, Part B, Title V, 3.3): An opening ceremony Plenary sessions Leadership seminar Project presentation Workshops The Forum Fair A sports programme A cultural programme Presentation(s) of the next FISU sporting and educational events A closing ceremony The daily programme consists of formal and informal lectures in the morning. In the afternoon, group discussions are organised along with sports activities and cultural visits. Other social activities are arranged and delegates are encouraged to bring their own entertainment equipment. When approved by EduC and the FISU EC, the general Forum programme must be sent to the registered countries in order for them to make their travel plans. All FISU members and registered participants must receive the final programme nine months before the Forum ( Regulation for the FISU Events, Part B, Title V, 3.2). The Forum programme must be made available to the delegations upon their arrival. As it may be modified, a daily programme must be distributed to all participants and displayed on notice boards in the accommodation venue 24 hours prior to the day concerned. Official Languages The lectures will be in English and/or French. The OC must provide translation services (see the Facilities, Services and Equipment section). 28

34 Main Theme and Sub-themes Based on the concept presented by the OC in the bidding book, a main theme and sub-themes (usually four to five) must be defined jointly by EduC and the Organising Committee. The main theme must be decided upon at the latest 18 months prior to the event and the sub-themes, 12 months prior to the event ( Regulation for the FISU Events, Part B, Title V, 3.4). The main theme gives the direction and orientation of the event. It is also used as a tool to attract the interest of the potential participants. The sub-themes reflect some specific aspects of the main theme or specific policies driven by FISU, the host NUSF or the Organising Committee. After EduC and the OC have agreed on them, the selected main theme and sub-themes must be submitted to the FISU Executive Committee for approval. See the Forum themes and sub-themes over the period in Appendix. Keynote Speakers The keynote speakers are all the speakers that deliver a presentation in the main theme, sub-themes, leadership seminars, official sport presentation and special sessions (presentation about FISU, ISFs, etc.). EduC and the OC jointly define the number of keynote speakers, including the ones for the sport session and any other programme developed with FISU regular partners. There usually are at least two keynote speakers for the main theme and one per sub-theme. FISU is responsible for selecting half of the keynote speakers. FISU insists on having international representation across the selected speakers, i.e. not only speakers from the host country. The keynote speakers are invited by the Organising Committee after their selection is approved by the FISU Executive Committee. The keynote speakers are asked to provide, six months prior to the event, an abstract of their presentation, which will be included in the FISU Forum Booklet, and four months before the Forum, the full text of their presentation. 29

35 During the Forum, they are expected to prepare workshop questions to ensure vibrant debate during the workshops and, by taking an active part in the workshops, encourage participants to explore, develop and share their views on the sub-themes. The travel and accommodation expenses of the keynote speakers presenting the main theme and sub-themes are borne by the OC. The OC is also responsible for the cost of accommodation, local transportation and meals of one FISU partner representative per partner. Regulations for the FISU events, Part B, Title V, Art SPEAKERS 4.1. Six (6) (one (1) per subtheme, and two (2) for the main theme who are going to speak on the first day) keynote speakers will be invited by the FISU Forum OC. The selection of half of them will be the responsibility of FISU. The list of all keynote speakers will be submitted to the FISU Executive Committee for approval The cost of travel, local transportation, accommodation, meals and documents for all six (6) keynote speakers are covered by the FISU Forum OC. They will be accommodated at the FISU Headquarters hotel of the Forum with the FISU Family In addition to the keynote speakers, the FISU Forum OC will cover the cost of accommodation, local transportation and meals of one official representative for each of the two International Sports Federations whose sports are officially part of the programme as agreed between FISU and the FISU Forum Organising Committee. Opening and Closing Ceremonies The opening and closing ceremonies must be in accordance with the FISU Protocol. Please refer to Section 5 of the present document. Plenary Sessions Concept The plenary sessions consist of 2-3 academic presentations per sub-theme, delivered by keynote speakers specialised in the subject area. 30

36 Facilities, Equipment and Branding For the plenary sessions, the Organising Committee should provide the following: - One large conference room (minimum capacity: 350 persons) - A lectern equipped with a PC - An A/V system - Microphones - Simultaneous translation in English, French, Russian and Spanish, and possibly in the language of the host country - Free Internet connection (WIFI) - Electrical sockets Leadership seminars Concept The FISU Leadership Seminars provide practical learning opportunities for student-athletes and officials on topics that are typically of great interest and concern to them: social media, communication skills and antidoping. Professional speakers moderate the seminars, sharing their knowledge and experience, to enable participants to develop their own competences. Eurosport and the World Anti-doping Agency (WADA) are usually partners of the FISU Leadership Seminars. Facilities, Equipment and Branding For the workshops, the Organising Committee should provide the following: - Seminar rooms for parallel sessions (6 to 10, depending on the number of participants; minimum capacity: 150 persons) - In each room: o A projector o A screen o A microphone o A computer o Simultaneous translation in at least English and French, as well as the language of the host country o Free Internet connection (WIFI) o Electrical sockets 31

37 Workshops Concept The workshops are held every day on each sub-theme. The Forum participants are distributed across various groups charged with debating the workshop questions raised by the keynote speakers during their plenary session presentation. The workshop conclusions are summarised at the end of the event, and they are presented at the following FISU Summer Conference. Facilities, Equipment and Branding For the workshops, the Organising Committee should provide the following: - Seminar rooms for parallel sessions (6 to 10, depending on the number of participants; minimum capacity: 50 persons) - In each room: o A projector o A screen o A microphone o A computer o Simultaneous translation in at least English and French, as well as the language of the host country o Free Internet connection (WIFI) o Electrical sockets Project Working Groups Concept Working groups composed of 6-8 persons: no more than 2 delegates from the same country; gender balance. Two topics: usually: Gender equality International Day of University Sport (IDUS) Objectives To work on a project which could have a direct impact on NUSFs To enable participants to share their experience and knowledge on the preparation of a concrete project To enable participants to develop their leadership and team-building skills Supervision A tutor will be designated amongst the members of the FISU Family in order for each group to have a reference person The tutor will organise daily meetings with his/her group in order to follow up the preparation progress Final presentation Each group will have 15 to 20 minutes to present its project to all participants A jury will be established. The jury will be composed of members of the FISU Family, the Organising Committee and guests 32

38 Open Sessions for Students and/or Officials Concept It is common practice to schedule, in one afternoon during the week, an open student session led and supervised by an EduC member and supported by a CdE member, in which student delegates may define topic(s) that are not already part of the programme and/or that they would like to explore. The supervising EduC member may assign the role of chairperson to one of the more experienced students in the group. Based on the same concept, an open session may also be organised for officials. Facilities, Equipment and Branding For the open session(s), the Organising Committee should provide the following: - A seminar room per session (minimum capacity: 75 persons) - In each room: o A projector o A screen o A microphone o A computer o Simultaneous translation in at least English and French, as well as the language of the host country o Free Internet connection (WIFI) o Electrical sockets The Forum Fair Concept The Forum Fair is an opportunity to exchange ideas, to learn about each other s culture and sport and even initiate cooperation projects. It usually lasts for some three hours, and provides NUSFs with an opportunity to showcase their structure and activities, as well as the situation regarding university sport in their country, through an exhibition and cultural performances. NUSFs presentation During the Fair NUSFs each get an exhibition space, which is left to their creativity and imagination. It is important for them to remember that the other FISU members are especially interested in learning the following: - Name and logo of the federation. - Who are the members of the federation? What is its structure and scale? - Main activities and events organised by the federation. - A brief summary of the financial situation of the federation. - The role of students within university sport in the country. - Strategic plan for university sport in the country. - Main challenges and main events in the near future for the federation. - Any proposals the federation may wish to discuss for cooperation with other federations. 33

39 Photos, posters, giveaways, music, games, and any other lively additions are very welcome in order to make it a true University Sports Forum Fair. A stage area should also be available for any performances or presentations that the delegations may wish to make. During the Forum Fair, NUSFs are invited to have at least one member of their delegation wearing a national costume (traditional/folk costume) as a means of expressing the individuality, culture or traditions of their home country. In addition to its presentation, each NUSF is asked to prepare a separate one-page (A4) description of the federation, which is used for documentation in the FISU archives. Facilities, Equipment and Branding For the Forum Fair, the Organising Committee should provide the following: - One large room or area - Exhibition booths for each country (1.5 m long x 1.5 m wide x 2 m high and including a desk) - A stage (shape and disposal to be agreed upon by EduC) - All necessary equipment (panels, plugs, sockets, etc.) - An A/V system - Microphones - Free Internet connection (WIFI) - Any specific equipment or resources (DVD player, space for a game, etc.) as requested by the delegations - Stationery - A specific banner - A light show system - At least one technician available before and during the Fair 34

40 Cultural and Sporting Activities The aim of the Forum is to combine group discussions and social activities in order to allow delegates to spend time together, create good interaction between participants and allow them to get to know each other. The programme must include sports and/or cultural activities every day. The sports activities are organised in cooperation with the lead delegates of the 2-3 International Sports Federations. The selection of the official sports will be made by FISU and proposed to the OC, at the latest, nine (9) months prior to the Forum ( Regulation for the FISU Events, Part B, Title V, 3.5). The way in which the sports are presented and the place where they are played are also subject to FISU approval. Presentation(s) of the Next FISU Sporting and Educational Events As part of the official programme, FISU invites the organisers of the next FISU events to present their event, focussing on the educational and cultural aspects. The disposition of this presentational opportunity lies with EduC, and most such organisers should expect to do this during the Forum Fair. Presentation of FISU Partners FISU selects and asks some of its sports and educational partners to present their activities, either as keynote speakers or as exhibitors during the FISU Fair. Official Documents The official documents of the Forum can be divided into two categories: those to be presented to FISU for approval before the event, and those to be published during the Forum. In both cases, these documents must be prepared following the guidelines provided by the FISU Secretariat. The OC is reminded that it has to get the FISU Secretariat s approval before final publication. Furthermore, the FISU emblem and brand, which will be provided by the FISU Secretariat, must appear on all the official documents of the event. The official documents of the Forum that have to be submitted to the FISU EC for approval (via EduC and the FISU Secretariat) are: - The invitation - The booklet - The memory sticks - The entry forms - The bulletins - The accreditation card - The diplomas 35

41 Invitation Fourteen months before the official dates of the Forum, the OC must send the official invitation to the FISU member and non-member NUSFs. The list is provided by the FISU Secretariat. The invitation model is provided by the FISU Secretariat ( Guidelines of the FISU Protocol, Section 9). In the event of a request for participation from a country that is not in the lists provided by FISU, or if there is a problem regarding the contact details of a country requesting participation, the OC must report immediately to the FISU Secretariat. As far as the visa procedure is concerned, the OC must inform all the participating countries as soon as possible about the conditions for entry into its territory and be ready to deal with any particular case. If particular arrangements have to be made for leaving the host country, the participating countries must also be informed before their arrival. Entry Forms The entry forms are an essential management tool that help the OC plan and run the whole event organisation. It is therefore essential that the entry forms be issued and distributed within the set deadlines (see the Entries part). The OC must issue the following entries: 1. The General Entry Form: 6 months before the Forum 2. The Quantitative Entry Form 3 : 3 months before the Forum 3. The Nominative Entry Form: 1 month before the Forum The entry form models are provided by the FISU Secretariat. The OC must submit all the entry forms to the FISU Secretariat for approval before sending them out. FISU insists that the OC verify that the forms are filled in with all required information. In case of doubt, FISU is the decision maker to accept or reject documents. Note: if the OC intends to charge non-refundable registration fees, it must be indicated on the general entry form. Travel Schedule Forms The travel schedule form model is provided by the FISU Secretariat. This form helps the OC to better plan accommodation and welcome at the airport or other entry point, as well as the transportation plan upon the participants arrival and departure. Diplomas Each participant receives a diploma of participation, the only official document that records the participation of the delegation members in the Forum. Therefore, it is recommended that the OC pays special attention to 3 Three months before the Forum, the participating NUSFs must pay to the Organising Committee a 25% prepayment of the participation fees for each participant registered. 36

42 this matter and distributes them on the occasion of an official event (closing ceremony or conclusions of the Forum). The diploma model is provided by the FISU Secretariat ( Guidelines of the FISU Protocol, Section 10). Forum Booklet The Forum Booklet is an essential tool for all the participants. It is published by the OC in cooperation with EduC and the FISU Secretariat, and distributed after FISU s approval. The FISU Secretariat is responsible for coordinating and collecting the content, whilst the OC is responsible for producing the Booklet (graphic design, printing to be approved by FISU). The Booklet is published in English and French, FISU s working languages. The OC is also welcome to use FISU s other official languages, i.e. Spanish and Russian, as well as the language of the host country. The Booklet includes welcome speeches and messages, a short history about FISU and the FISU Forum, the presentation of the main topic and the abstracts of the sub-topics. Other general information may be added in agreement with FISU. The Booklet must be ready for distribution to the participants upon their arrival, i.e. at the latest two days before the opening of the Forum. The OC must provide one copy of the Booklet per participant, plus 20 copies for the FISU archives. Daily Bulletin The OC is responsible for issuing a daily bulletin, informing participants about the highlights of the previous day and providing them with any relevant information about the event. This bulletin should be published in sufficient quantity, so that each participant receives at least one copy. A copy of the bulletin should be sent by fax or to FISU every day. A delegate database should be created by the OC, subject to data protection regulations, for distribution to all those attending the Forum throughout the event. Memory Sticks The OC must provide each participant with a memory stick containing the presentations of all speakers as well as pictures of all the activities of the Forum. The farewell party is usually the most appropriate moment to distribute the memory sticks. Photo Gallery One day before the opening ceremony, a photo gallery must be available on the Forum website, with a minimum of 20 photographs posted for download per day. A photographer must be available all day long for all activities throughout the Forum and the OC must provide FISU with photographs on a daily basis. 37

43 Section 5: Protocol The protocol is one of the elements in FISU events that gives special solemn moments to the event and provides participants and spectators with unforgettable memories. The reference document is the Guidelines of the FISU Protocol. The protocol is fundamental to the opening and closing ceremonies. It is important to ensure that when the FISU anthem, Gaudeamus Igitur, is played, the audience should stand. For all the ceremonies, the OC must define an area that will be reserved for the special guests, VIPs and personalities. The detailed programme of the opening and closing ceremonies must be approved by EduC and the FISU EC. Opening Ceremony The representatives of the countries should be informed on arrival about the schedule of the opening ceremony and the special arrangements planned. The EduC Chair or his/her representative is responsible for settling every protocol-related matter with the OC representatives. The opening ceremony takes place according to the following programme: 1. The national anthem is played and the flag is raised 2. Presentation of the participating countries 3. Cultural programme 4. The President of the Organising Committee makes a welcome speech lasting a maximum of three minutes 5. The FISU President or his/her representative makes a speech lasting a maximum of three minutes and invites the highest authority of the host country present at the event to announce the opening of the Forum 6. Playing of the FISU anthem and raising of the FISU flag If the opening ceremony is combined with the first main session, the following should be added: a) Lecture introducing the main topic by a keynote speaker selected by the OC and approved by EduC b) Presentation of the students and officials expectations c) Reading of the previous Forum declaration and/or conclusions d) Presentation of the EduC members e) Presentation of the key representatives of the Organising Committee 38

44 Closing Ceremony The closing ceremony covers the following actions as a minimum: 1. Playing the national anthem of the host country 2. Official delivery of the diploma of participation to the participating countries 3. Closing speech of the President of the Organising Committee 4. Closing speech of the FISU President or his/her representative 5. Playing of the FISU anthem and lowering of the FISU flag 6. Handover of the FISU flag to the next Forum OC leader 7. Presentation of the next Forum 8. Cultural programme Countries Official Denominations and Flags For the smooth running of the Forum, the OC should use the countries denominations and abbreviations as provided by the FISU Secretariat. They are based on the IOC order and therefore, they are recognised worldwide. Should the OC encounter any difficulty with any denomination, it must refer the matter to the FISU Secretariat. The OC is also responsible for providing the countries flags. It must check with the appropriate embassies on the official flags to be used for each participating country. Specific agreements exist for some countries, for which a particular flag is to be used. In these cases, the country may provide the OC with the specific flag. Please refer to the Guidelines of the FISU Protocol, Section 3. 39

45 Section 6: FISU Archives and Legacy The OC must provide FISU with at least five copies of each item issued (official documents, merchandising items, etc., except for the Booklet and the memory sticks as detailed below) for its archives. At the end of the event, a box must be sent to the FISU office with a set of all the items. During and after the FISU Forum, daily news and pictures are very important to enable FISU to issue press releases for its website and the FISU Magazine. Documents The Organising Committee must provide the FISU Secretariat with the following documents and items: - Daily bulletins (during the Forum, for publication on the FISU website) - The statistics as well as the list of participants - The contact details of participants - As many photos as possible - Press clippings already available - The programme - Various publications, posters, entry forms, regulations, invitations, diplomas - Promotional material - Licensed products - FISU Forum Booklet (20 copies) - Memory sticks (10 sets) FISU must also receive copies of videotape and TV coverage and, within one month after the event. The OC must also provide FISU with about 100 colour photos of the participants, general shots of the opening and closing ceremonies, workshop examples, the sports and cultural activities and the facilities in general. This material must be provided in digital form and in high resolution. 40

46 Photographs The OC must provide FISU with at least 100 high-quality colour photos in professional format for publication in magazines and posters. They should all be properly referenced. Sites - Detailed pictures of the venues, including the name of locations - Opening and closing ceremonies, other ceremonies and social activities - Speech by the FISU representative - Speech by the highest-ranked national official present - Delegations - Overall pictures of the ceremony and the spectators - Cultural events Overall View - General shots of the organisational aspects - Overall shots of the general atmosphere and of participants Other Ceremonies and Social Activities - Overall view of the ceremonies where the FISU representatives as well as local and academic authorities are present - Some photos of the social and cultural activities 40

47 Section 7: Organisational Planning Overall Planning Timeframe Action Responsible 4 months after the attribution of the Forum 24 months before the Forum 18 months before the Forum 18 months before the Forum 14 months before the Forum In the 14-month period preceding the Forum 14 months before the Forum 12 months before the Forum 12 months before the Forum 9 months before the Forum 9 months before the Forum 6 months before the Forum Constitute an OC and submit for the approval of the FISU Executive Committee: A. The project plan for the general organisation of the Forum B. The project plan for technical organisation C. The layout and/or text of the invitation, the diploma of participation, promotional materials, entry forms, the Forum logo. All contracts E. All other documents printed in the name of FISU F. The budget (costs and revenues) and its assumptions G. Provide FISU with complete contact details of the OC office and name of the person in charge Confirm the final dates of the event Decide on the main theme Propose another amount for the registration fee of extra officials (if applicable) Send the official invitation to the FISU member and nonmember NUSFs Publish three bulletins Launch the Forum website Decide on the sub-themes Finalise the general programme, in agreement with EduC Send the final programme to all FISU members and registered participants Select the official sports and propose them to the OC Issue the General Entry Form OC OC OC + EduC OC OC OC OC OC + EduC OC OC FISU OC 41

48 Timeframe Action Responsible 6 months before the Forum 4 months before the Forum 4 months before the Forum 3 months before the Forum 3 months before the Forum 3 months before the Forum 1 month before the Forum 6 months after the Forum Throughout the organisation phase Provide an abstract of their presentation Inform the NUSFs about the procedure for visa application Send the complete text of their presentation, for inclusion into the Forum Booklet Issue the Quantitative Entry Form Pay to the Organising Committee a 25% prepayment of the participation fees for each participant registered Finalise the detailed programme Issue the Nominative Entry Form Submit a complete final report on the Forum s organisation to the FISU Executive Committee Present progress reports on the organisation of the Forum to the FISU Executive Committee Keynote speakers OC Keynote speakers OC Participating NUSFs OC OC OC OC 42

49 Indicative Day-to-Day Operational Planning The table hereafter provides an indication of the possible steps that FISU Forum Organising Committees may follow in carrying out their day-to-day operations from three days before the events until one day after the closing. Day minus 1 refers to 1 day before the opening of the Forum. Day 01 refers to the first day of the Forum. Day plus 1 refers to the first day after the closing of the Forum. Timeframe Action Day minus 3 - Airport welcome: check arrangements (information/welcome desks, equipment, panels, car parks, volunteers, etc.). - Accreditation: check equipment (delivered and operational) and that people involved know how to use it - Accreditation room setup - Accommodation: check arrangements made with the accommodation venue - Human resources: meetings and last seminar with staff members and volunteers involved in welcome, accreditation and accommodation - Arrival of the FISU delegates: welcome the members of the Education Committee, the Student Committee and the staff - FISU meeting rooms: check arrangements and equipment (copy machine, binders, sufficient electrical sockets, screen, display projector, flipcharts etc.) Day minus 2 - Final briefing meeting among EduC, CdE, FISU staff and the OC - Arrivals of participants - FISU official meetings - Introduction of the volunteers and attachés to FISU members - Plenary sessions and workshops: check rooms and equipment - Opening ceremony: rehearsal - Confirm the list of participating countries for announcement at the opening ceremony - Opening ceremony: check final arrangements (flags, speeches, translations, seating, etc.) - Prepare the documents and promotional material to be distributed to participants at the opening ceremony - Media: meeting for all arrangements and cooperation with FISU with regard to the daily bulletin - Programme and transportation plan: to be confirmed with EduC 43

50 Timeframe Action Day minus 1 - Arrival of participants - Arrival of the keynote speakers - Arrival of the VIPs - Opening ceremony: rehearsal - Keynote speeches: check all the presentations for day 1 and IT aspects - Opening ceremony: distribute information on departure to all participants - Give all opening ceremony speakers/vips a schedule of times/names/order of play - Workshop rooms: check all IT arrangements - Workshop groups, chair persons and secretaries for every day - Signage: set up all material (boards, panels, etc.) Day 01 - Opening ceremony - Press conference - Sports activity: team building - Welcome banquet Day 02 - Sport partner activity: check venue and arrangement for the sport - Fair: draw the list of delegations that will present a show - Cultural activity - Gender Equality Committee meeting Day 03 - Sports activity: official partners Day 04 - FISU Forum Fair Day 05 - Diplomas : check - Closing ceremony: rehearsal - Closing ceremony: disseminating information to participants Day 06 - Closing ceremony - Distribution of memory sticks including the keynote presentations and event pictures - Farewell banquet Day plus 1 - FISU-OC debriefing meeting - EduC meeting Daily from day minus 1 to day 06 - Issue a daily bulletin - Distribute the transportation timetable to the delegations and display it at the accommodation and catering venues - Distribute a daily programme to all participants and display it on notice boards in the accommodation venue - Speakers: check the presentations and, if necessary, rehearsal for the day after - Workshop: issue the list of participants and display it on notice boards in the accommodation venue and the entrance of each workshop room - Collect all keynote presentations and pictures of all activities 44

51 Appendix: FISU Forum Themes and sub-themes 1 st FISU Forum Paralimni, Cyprus Themes: Should University Sport be directed by student associations or professional directors? Should financial resources go to sport for the masses or high level sport? Should university athletes benefit from a free education and repayment of their expenses to take part in competitions? Should sport be compulsory or optional in higher learning? 2 nd FISU Forum Catania, Italy Themes: Student Democracy Sport for all (beginner to elite) and the need for a fair distribution of resources The need to raise the profile of student sport The need to exchange information about student sport at an international level 3 rd FISU Forum Madrid, Spain Themes: The presentation of FISU Politics and goals through its principal activities A reflection on certain national aspects of university sports The place of university sport in national level competitions and its relations with the nation s sports, academic and public authorities The independence of university sport and its relations with the nation s sports, academic and public authorities The advantages for a national federation of university sport to organize a FISU event 4 th FISU Forum Lulea, Sweden Main Theme: University Sport, a Healthy Activity based on Democracy and Equity Sub-Themes: Sub-Theme A Sport for All Sub-Theme B Equity in University Sports Sub-Theme C Democracy in University Sports 5 th FISU Forum Monterrey, Mexico Main Theme: Place of Physical Activities and Sport at the University Sub-Themes: Sub-Theme A University Sport: Leisure or Training Course? Community Life and Civil Liability Sub-Theme B Structure of Physical and Sporting activities at the University Student initiative and/or Teacher Supervision? Sub-Theme C Student success and sports competition practicing 45

52 6 th FISU Forum Cape Town, South Africa 2002 Main Theme: Challenges facing student sport at the beginning of the new millennium Sub-Themes: Sub-Theme A The values of student sport as a means of contributing to a healthy, successful society Sub-Theme B The values of student sport as a means of contributing to a nondiscriminatory society Sub-Theme C Development of student sport Sub-Theme D How professional sports impact on university sport 7 th FISU Forum Lisbon, Portugal 2004 Main Theme: Education through University Sport Sub-Themes: Sub-Theme A The social importance of University Sub-Theme B Sport Educational values of University Sport Sub-Theme C The unity and mobility of the University Sport System Sub-Theme D The importance of new technologies in the promotion and development of University Sport 8 th FISU Forum Abu Dhabi, United Arab Emirates 2006 Main Theme: University Sport, a Tool for Individual and Social Development: Understanding Diversity Sub-Themes: Sub-Theme A Sport and Extra Curricular Activities as a Way of Life at Universities and a Part of Individual Development Sub-Theme B Role of Sport among Women in Different Societies and Culture Sub-Theme C Promotion of University Sport Sub-Theme D Leadership and University Sport 9 th FISU Forum Krakow, Poland 2008 Main theme: University sport: Roots, Strengths and Challenges Sub-Themes: Sub-Theme A The WHY of University sport and its different models Sub-Theme B Volunteers philosophy as a force of the University sport Sub-Theme C Funding and financing of University sport Sub-Theme D Marketing and communication of the university sport 10 th FISU Forum Vigo, Spain 2010 Main theme: University Sport: A platform for Change Sub-Themes: Sub-Theme A: Development of Strategic Plans in University Sport at a National Level Sub-Theme B: Education and Environmental Awareness through University Sport Sub-Theme C: Women s Leadership in University Sport Sub-Theme D: University Sport and Academic Recognition 46

53 11 th FISU Forum Taipei city, Chinese Taipei Main theme: University Sport: A Platform for Sustainable development Sub-Themes: Sub-Theme A: Sportsmanship as a platform for lifelong development Sub-Theme B: Strategic planning for eco-friendly university sport Sub-Theme C: University sport a platform for change and for women s engagement Sub-Theme D: University sport as fertile ground for leadership development 12 th FISU Forum - Gwangju, Republic of Korea 2014 Main Theme: University Sport, a Networking Platform to advance the Technical, Social and Cultural Skills of Young Leaders Sub-Themes: Sub-Theme A: Ethics: Individual Social Responsibility and/vs University Sport Responsibility Sub-Theme B: Social Media in University Sport: New Challenges Sub-Theme C: University Sport: a Fair Culture for Sustainable Development from gender studies perspective Sub-Theme D: Leadership in Large Scale University Sports Events 13 th FISU Forum - Montpellier, France 2016 Main Theme: From the Origins to the Future of University Sport Sub-Themes: Sub-Theme A: Values/Ethics/Integrity Sub-Theme B: Anti-doping Sub-Theme C: Leadership Sub-Theme D: Volunteers 14 th FISU Forum Krasnoyarsk, Russian Federation 2018 Main Theme: Student sport: springboard for innovative leadership

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