Team Leaders Site Visit 25-26 January 2018
Agenda THURSDAY, 25 January 2018 p.m. Arrivals at Vienna Airport 19:00 22:00 Introduction and get-together @ Hotel restaurant FRIDAY, 26 January 2018 09:00 12:00 Venue and Team Hotel inspection Team Hotel (University Campus) Training and warm-up venue for throwing events Competition venue (Olympic Sport Park) 12:00 13:00 13:00 14:00 14:30 General Meeting (Olympic Sport Park) Lunch (Olympic Sport Park) Departure to Vienna Airport
Agenda General Meeting 1. Introduction 2. Logistics Transport Accommodation Accreditation Team Services 3. Protocol Opening Ceremony Victory Ceremonies 4. Technical Competition Medical & Anti-Doping 5. Q&A session
1. Introduction
Introduction - Why Hungary Founding member of IAAF in 1912 Hosted first European Commission meeting in 1934 Successfully welcomed all age groups of the continent Organised every major European Championship that European Athletics offers (Junior, U23, Indoors, CrossCountry and European Championships) Győr Sport loving city with an Olympic champion Mayor Host city of the EYOF 2017 Experienced organiser of international sport events New athletics sport complex Municipality fully committed
Introduction - How Experienced LOC formed by HAA and the City of Győr Championship village concept All teams accommodated at the same venue Equal treatment guaranteed State of the art facilities Brand new athletics stadium (IAAF Class I) with a 400m warm-up track adjacent to it Dedicated training and warm-up area for throwing events Easy logistics Event locations within walking distance Smooth local transport system Sustainable event Documents available in electronic version for self printing Priority given to local suppliers and contributors
2. Logistics
Logistics Arrival to Győr Official Airport Vienna International Airport (VIE) Distance to Győr 106 km ( ~1h drive) Note Volunteers will meet teams upon arrival Separate transport will be organised for poles to the OSP
Logistics VISA requirements Participants from the following countries require a VISA to enter Hungary and Schengen area (via Austria): Albania* Armenia Azerbaijan Belarus Bosnia-Herzegovina* Kosovo FYR of Macedonia* Moldova* Russia*** Serbia* Turkey Ukraine*/** *visa requirement only for non-biometric passport holders **visa free entry when travelling directly to Hungary *** depending of the reinstatement of ARAF Participants who require a visa should contact Győr 2018 LOC via visa@gyor2018.com.
Logistics General overview of Győr Warm-up and training for throwing events Team Hotel VIP Hotel Olympic Sport Park 1 km Media & Technical Partners Hotel
Logistics Local transport service Simple system Only one bus line between competition venues! Warm-up and training for throwing events Team Hotel Dedicated shuttle service From the throws warm-up and training area to the Call room for athletes competing (and their coaches) Olympic Sport Park Short distances between official venues consider walking rather than waiting for the next shuttle! J 1 km
Logistics Accommodation - Teams All teams will be accommodated at the University Campus located 1,3 km from the competition venue Warm-up and training for throwing events Team Hotel Olympic Sport Park Address H-9026 Győr, Egyetem tér 1.
Logistics Accommodation - Teams Facilities and services at the Team Hotel Main Accreditation Centre Information and transportation desk Free WIFI Laundry room General physiotherapy room Team meeting room on each floor Dedicated meeting rooms for exclusive use can be booked Ä Price: 200 EUR / whole duration of the championships Booking deadline: 28 February 2018 (teams@gyor2018.com) Reservations after this date are subject to availability Provision of technical equipment (eg. Beamer) is at additional cost Reservation requests will be handled on a first come first serve basis Reservation is binding and costs will be charged on the team invoice
Logistics Accommodation - Teams Room Rates The calculation principles have been slightly modified by European Athletics Accommodation costs will no longer be charged by person, but by room Single and twin room will be charged the same respective rate independently of the category (athletes, in or out of ratio officials) In addition to the accommodation costs, a lodging fee (90 EUR/person) will be charged to out-of-ratio officials for the whole duration of the event European Athletics shall cover the full-board accommodation costs of the participating in-quota athletes during the official period Ä The official period is from Tuesday 3 July to Monday 9 July (6 nights) Ä Additional nights have been fixed from 2 nights before (1 and 2 July) and 2 nights after (9 and 10 July) the official period
Logistics Accommodation - Teams Room Rates Period and Team Members Single room Twin room (2) During official period (Athletes and Officials) 90 EUR per night (1) 150 EUR per night Additional nights (Athletes and Officials) 110 EUR per night 180 EUR per night All prices include meals and VAT (1) Each team will be allocated a minimum number of single rooms equivalent to 10% of the total number of athletes and in-ratio officials registered in the final entries, at the price of a twin room in single occupancy (75 EUR). Any single rooms above the 10% threshold will be charged at the rate of 90 EUR (2) In case of later arrival/early departure of the sharing person, the night used as single room will be charged at the rate of the twin room in single occupancy (75 EUR during he official period / 90 EUR for additional nights)
Logistics Accommodation Personal Coaches Personal Coaches may be accommodated in the Team hotel, according to availability. Request must be sent directly to the LOC and will be confirmed only after the final entries Accommodation cost will be charged the same respective rate as for out of ratio officials. A lodging fee (90 EUR/person) will be charged to Personal Coaches for the whole duration of the event Accreditation fee (60 EUR/person) will be charged for each Personal Coach accreditation requested Access to the team areas and team shuttle will be granted with the Personal Coach accreditation Personal Coaches shall be registered in ARENA system by MFs Period Single room Twin room During official period 90 EUR per night 150 EUR per night Additional nights 110 EUR per night 180 EUR per night All prices include meals and VAT
Logistics Accommodation Payment policy Pre-payment (in EUR) of 50% of the total accommodation cost after the preliminary entries Remaining amount will be invoiced after Final Entry Payment options: By bank transfer in advance (proof of payment during accreditation) By credit card (Visa or Mastercard) By cash (only in EUR)
Logistics Meals Dedicated catering area will be set up in the Main Sport Hall at the University Campus Access with accreditation card Opening hours will respect European Athletics guidelines and the event timetable Combined events athletes: Lunch at the Olympic Sport Park Bottled water available at team hotel and official event venues
Logistics Accreditation Accreditation Card / General Property of European Athletics Personalised and requires a portrait photo Categories / Subcategories Numbered accreditation zones Access control by security personal Visibility at all times at all venues Non-transferable Registration procedure European Athletics Online Registration and Event Management system ARENA Preliminary Entry: 14 February 02 March 2018 (14:00 CET) Final Entry: 5 June 25 June 2018 (14:00 CET) Main Accreditation Centre (MAC) At the Team hotel Opening dates and times will respect team arrivals
Logistics Accreditation Accreditation procedure after arrival Responsibility of Team Leader Passport or ID card of all athletes required for age verification Steps 1. 2. 3. 4. 5. 6. Financial settlement Final confirmation of entries Collection of competition related forms and information Uniform check Confirmation of departure details Collection of Teams' accreditation cards and welcome bags Only limited infrastructure will be available to supply missing portrait photos! Make sure to upload all images in advance to shorted the accreditation procedure!
Logistics Team Services Communication prior to the event teams@gyor2018.com general inquiries visa@gyor2018.com questions related to VISA issues Communication during the event teams@gyor2018.com general information tic@gyor2018.com distribution of start list & results, TIC announcements TIC (located at the OSP) Team Manual (produced only electronically) Info Desk at the Team Hotel No Team Attachés General and competition related information will be distributed electronically to the e-mail addresses of the Team-Leaders and the Head of Delegations (submitted in the final entries)
3. Protocol
Protocol Official Events Opening Ceremony Date and time: 4 July 2018, 19:00 Location: Dunakapu square (700m from the team hotel) Teams are invited to participate Welcome dinner Team Hotel Welcome dinner Date and time: 4 July 2018, 20:30 Location: Amstel Hattyú Hotel (700m from the team hotel) By invitation only Closing Party Date and time: 8 July 2018, time tbc Location: Main Sport Hall at the University Campus All accredited people are invited 500 m Opening Ceremony
Protocol Victory Ceremonies Victory ceremony podium will be located outside of the athletics track (in the first band) Athletes will be requested to report to the Victory Ceremony preparation room located in the Tennis hall Victory Ceremony podium Victory Ceremony preparation room
4. Technical
Technical - Competition Timetable Currently being finalised Morning Sessions start at 10:00 in general Evening Sessions start between 16:00-18:00, except on Day 4. when start of the afternoon programme is scheduled at 13:30 Competition venue IAAF class 1. track built in 2017 (for the EYOF) 8 lane 400m track 2 High Jump areas 2 Pole Vault areas 2 Long Jump and 2 Triple Jump areas allowing to jump in both directions 2 Shot Put areas 2 Javelin Throw areas 1 combined Hammer and Discus circle
Technical - Competition Warm-up & Training Area (running and jumping events) Olympic Sport Park track built in 2016 adjacent to the competition track 4 lane 400m track 1 High Jump area 1 Pole Vault area 1 Long Jump and 1 Triple Jump area Facilities: Team tents Medical assistance Physio service on call Ice bath Weight lifting area Facility available for training from 3 July 2018
Technical - Competition Warm-up & Training Area (throwing events) 1 Shot Put area 1 Javelin Throw area 1 Combined Hammer and Discus circle Facilities: Medical assistance Weight lifting area Equipment storage Weight lifting Drop-off Shot put Warm-up and training times regulated based on the confirmed timetable Dedicated transport to the Call room for athletes (and their coaches) competing Facility available for training from 3 July 2018
Technical - Competition Olympic Sport Park Drop-off point (Warm-up for throws) TIC Mixed Zone Call Room Combined Events Rest Area Warm-up Area (for running and jumping events)
Technical - Competition Call Room Only one Call Room (no mandatory First Call with reporting) o located near the 100m start under the main building o possibility to do last minute jogging/stretching on a short straight track Call room times will be communicated at both warm-up venues Dedicated transport from the throwing warm-up field to the call room will be provided The main checking procedure and collecting of nonauthorised items will be done at Call Room Collected items from Call Room will be distributed via TIC on the same day
Technical - Competition Call Room Times A detailed list of Call Room times will be handed out at TIC day by day Access to the field of play will be timed as follows (times are depending on Final Entries and Confirmations): o o o o o o Pole Vault: 50 minutes prior to the scheduled starting times Hammer, Discus, Javelin: 40 minutes prior to the scheduled starting times High Jump, Long Jump, Triple Jump, Shot Put: 25 minutes prior to the scheduled starting times Medley Relay: 9 minutes prior to the scheduled starting times Hurdles and Steeplechase: 6 minutes prior to the scheduled starting times All other running events: 5 minutes prior to the scheduled starting times
Technical - Competition Combined Events Competitors taking part in combined events must report to Call Room at the start of each day A resting area for the competitors taking part in combined events will be provided in the Tennis hall where athletes can rest and wait for their next event This area is considered to be the Call Room for all subsequent events on that day Implement Control List of implements provided by the LOC is currently being finalised Checking of all personal throwing implements will be done via the TIC Implements need to be presented for control one day in advance (time tbc) of the event A receipt will be given out The implements will be returned in exchange for the receipt at the same location following the event s final
Technical - Competition Technical Information Centre (TIC) TIC is located in the Olympic Sport Park athletics building, close to the finish line The main purpose of the TIC is to serve as a link between each Member Federation, the EA and the LOC Competition management All specific tasks of the TIC will be described in the Team Manual Competition related information will be mainly distributed via email, and teams can register maximum two addresses to the mailing list of the TIC (tic@gyor2018.com) Printed copy of competition related information will be available upon request Technical Meeting An informal technical meeting will be held right after the venue inspecition to take place at 11:00 on 4 July 2018 in the Olympic Sport Park
Technical Medical and Anti-Doping Medical Championships Medical Team lead by Medical Director Dr. Marianna Kiss-Polauf Medical Service will be provided in accordance with the IAAF Competition Medical Guidelines and recommendations European Athletics Team of experienced medical sports specialists will be present at all competition and training venues There will be a medical room located at the Team Hotel and a doctor on call during the night In emergencies ambulances will be available for transfers to the local hospital According to the Competition Regulations the participating member federations are responsible for taking out their own insurance to cover the risk of illness or injury of any member of their team when travelling to and from the European Athletics event and during the event it self Medication for personal use may be imported by athletes/medical staff
Technical Medical and Anti-Doping Physiotherapy Sufficient team tents (participating teams to bring their own massage banches) will be available at the Warm-up area for running and jumping events and a limited number at the warm-up for throwing events Ice bath will be available at the Warm-up area for running and jumping events Ice for physiotherapy use will be available at the competition and Warm-up venues and the team hotel LOC physiotherapists will be available upon request only. Booking shall be made in advance via TIC or Information Desk
Technical Medical and Anti-Doping Anti-doping Doping Controls will be conducted in accordance with IAAF Anti-Doping Rules and Regulations under the supervision of the European Athletics Anti-Doping Delegate, Doping-Control Station located close to the TIC and mixed zone, Additional tests for National and Area Records will be conducted at the request of the relevant Member Federation (via TIC), costs to be borne by the relevant Member Federation. Doping Control Station
Technical Medical and Anti-Doping I Run Clean In 2017 European Athletics launched the I Run CleanTM online anti-doping education platform, Completion of the programme is a mandatory entry requirement for the European Athletics U18 Championships in Győr/HUN, Make sure your athletes log on to www.irunclean.org and complete the programme in advance!
5. Q&A session
only 160 days to go We look forward welcoming you in Győr in July!