BUCS Visa Outdoor Athletics Championships 2012 Entry and Initial Event Information

BUCS Visa Outdoor Athletics Championships 2012 Entry and Initial Event Information

BUCS Visa Outdoor Athletics Championships 2012 Entry and Initial Event Information 1. Introduction 3 2. Timetable 3 3. Entry information 3 Entries Eligibility UK Athletics (UKA) select guest athletes Entry fees and entries process Disabled student athletes 4. Event information 6 Travel, transport and arrivals Security Accreditation and access Team support staff Team pack collection Competition equipment logging and storage Warm-up Call rooms Post-event control Kit Anti-doping Ticketing Athlete seating Catering Left luggage Accommodation Visa Media enquiries Media accreditation Contact information

BUCS Visa Outdoor Athletics Championships 2012 Entry and Initial Event Information 3 1. Introduction 1.1 The BUCS Visa Outdoor Athletics Championships in 2012 is the official London 2012 Athletics test event and is part of the London Prepares series. This is a fantastic and exciting opportunity for BUCS membership. However, it means that there are a substantial amount of changes to the normal procedures and a large amount of information with which institutions will be required to familiarise themselves in order to ensure that the competition is a success, both in terms of the BUCS Visa Outdoor Athletics Championships and in terms of the testing of the facilities, procedures and resources as part of the official London 2012 sports testing programme. This publication aims to highlight these changes and provide as much information as possible in order to enable the event to run smoothly. 1.2 A briefing will take place at the BUCS Indoor Athletics Championships on the afternoon of 25 February. One representative from each university is expected to attend. Please ensure that all captains/team managers have read this document in advance of that briefing. Further to this document, a detailed pre-competition information document will be issued on 17 April 2012. 2. Timetable 2.1 The competition timetable will begin on the evening of Friday 4 May 2012. Please see Appendix 1 for the provisional timetable as of December 2011. 2.2 Please note that the provisional timetable is subject to change. The final timetable will be drawn up once entries have been received and will be circulated as soon as possible after the entries have closed. At present, the intended date for publication of the final timetable is 17 April 2012. 3. Entry information Entries 3.1 Due to the expected increased demand for entries into the BUCS Visa Outdoor Athletics Championships in 2012, it has been necessary to make some adjustments to the entries process in order to ensure a fair opportunity for all BUCS member institutions to participate in the competition. The fundamentals of the entries process remain; however, the protocol below seeks to provide clarity on what will happen if events become over-subscribed. 3.2 The following process will be in operation: 3.2.1 In the first instance, all BUCS member institutions will be allowed one entrant into each event, regardless of standard. 3.2.2 However, if an event reaches capacity, those individuals (maximum one per institution) with the strongest personal bests (PBs) will be selected up to the maximum number of athletes permitted. For example: in the 100m, if there were 10 heats of eight athletes, giving a total of 80 spaces, and entries were received from 90 separate institutions, then the athletes with the slowest 10 PBs would be excluded. 3.2.3 If after all athletes in 3.2.1 have been accommodated and there is still capacity, a second athlete from each institution will be allowed to enter regardless of standard. Again, if capacity, is reached the provisions of 3.2.2 will apply. 3.2.4 After all athletes in 3.2.1 and 3.2.3 have been accommodated and if capacity permits, a third athlete from each institution will be allowed to enter. However, as at previous BUCS Outdoor Championships, all three athletes from that institution must have achieved the entry standard (see table 3.2.6). Entry standards will be calculated using an average of the last five years BUCS results in the following way: Track: for each event, the qualifying performance of the 8th-placed qualifier in the semi-final; if no semi-final, then the 8th-placed qualifier in the heats; if straight final, then the 8th-placed athlete (or last athlete if fewer than eight runners). Field: for each event, the qualifying performance of the 12th-placed qualifier from the qualification pools; if no pools, the 12th-placed athlete in the final.

4 BUCS Visa Outdoor Athletics Championships 2012 Entry and Initial Event Information If capacity is reached at this stage, the strongest PBs will be used to select the maximum number of athletes permitted. 3.2.5 If after 3.2.4, capacity is still not reached, a fourth athlete from each institution will be allowed to enter. However, as at previous BUCS Outdoor Championships, all four athletes from that Institution must have achieved the listed entry standard (see below table 3.2.6). If capacity is reached at this stage, the strongest PBs will be used to select the maximum number or athletes permitted. 3.2.6 Entry standards for third and fourth athletes: Event Men Women 100m 11.00 12.60 200m 22.10 25.50 400m 49.20 58.00 800m 1:53.75 2:13.80 1500m 3:57.00 4:38.00 5000m 15:01.10 18:07.40 10,000m 32:16.20 42:35.20 110m/100m Hurdles 15.10 15.15 400m Hurdles 54.80 63.30 3000m/2000m Steeplechase 9:54.50 7:56.90 High Jump 1.85 1.60 Long Jump 6.60 5.20 Triple Jump 13.00 10.65 Pole Vault 3.60 2.45 Shot Put 11.50 10.10 Discus Throw 36.50 27.50 Javelin Throw 47.50 34.00 Hammer Throw 32.50 32.00 3.3. For the 2012 BUCS Visa Outdoor Athletics Championships, individuals may only enter a maximum of three events (excluding relays). 3.4 All athletes must submit a link to their PB at the time of entry from a website such as www.thepowerof10.info. All declared PBs will be checked. If an entry is not submitted with a PB, it will be subject to rejection. PBs are not required for relay entries. 3.5 Any athlete without a PB in a track event but who has one at a similar distance may put in their Power of 10 link to that event for consideration. In the case of third and fourth athletes from an institution, they may consult the table below, which provides a comparative PB for the required entry standards. Event Men Outdoor 3km Indoor 3km Outdoor 5km Women Outdoor 3km Indoor 3km 5000m 15:01.10 8:57.00 9:00.00 18:07.40 10:43.00 11:10.00 Outdoor 5km 10,000m 32:16.20 15:50.00 42:35.20 20:34.00 3.6 The protocol for awarding of BUCS points and championship points will remain the same. 3.7 If an event has reached capacity and individual(s) withdraw from that event, BUCS will go to the reserve list and invite the first listed individuals (based on PB) to compete. This will only be possible up to 48 hours before the start of the championships (17:00, 2 May 2012). BUCS will not invite athletes to compete in place of a withdrawn athlete after this time. Therefore, if athletes are considering withdrawing from an event, they are

BUCS Visa Outdoor Athletics Championships 2012 Entry and Initial Event Information 5 encouraged to do so as far in advance of the event as possible in order to give others a chance to compete. Withdrawals after 17:00 on 2 May must be made at the competition. Please notify the Withdrawals and Substitutions Desk in the Technical Information Centre (TIC) upon arrival at the Olympic Stadium. 3.8. Substitutions may be made as at previous competitions. However, all potential substitutes/ reserves, even those competing in other events, will need to provide PBs or comparative PBs at the time of entry in each event for which they wish to be added to the reserve list. Once entries have closed on 5 April 2012, an entry list and a reserve list will be published for each event. If an event is at capacity when a substitution is sought, the entry and reserve lists will be consulted. In this case, a substitute athlete must have a better PB than the lowest ranked PB listed on the entry list for that event. Third or fourth athletes must have achieved the listed entry standards. 3.9 There is no limit to the number of events for which an individual may be nominated as reserve. However, an individual (even when competing as a reserve) may not take part in more than three individual events. 3.10 In the event that relays become over-subscribed, BUCS will look at historical relay entries into the BUCS Championships to determine final entries. 3.11 Please note the usual 90-minute withdrawal and substitution deadline will be changed to two hours for this event, as a longer time is required to test the necessary technology. Entries will open on at 00:00 on 28 February 2012 and close at 23:59 on 5 April 2012. 3.12. Absolutely no late entries will be accepted. Eligibility 3.13 The BUCS Visa Outdoor Athletics Championships are open to students at institutions in membership of BUCS who meet the eligibility requirements of the association as per REG 7. UK Athletics (UKA) select/guest athletes 3.14 BUCS has been working in partnership with UKA to enable a number of UKA select athletes to compete in the BUCS Visa Outdoor Athletics Championships. These athletes will be selected by UKA. On the track and in vertical jumps, these athletes will compete in stand-alone events. In the horizontal jumps and throwing events, these athletes will participate in the pool stage and in the first three jumps/throws in the final only. 3.15 Please note that no BUCS athlete will miss out due to a UKA select athlete competing. The UKA select entries and stand-alone events are in addition to, not instead of, any other individuals/heats. No further guest entries will be allowed (with the exception of Sheila Fairweather women s 10,000m entries if space permits). 3.16 Athletes who are eligible to compete in the BUCS Visa Outdoor Athletics Championships and are also part of the UKA select team will have the option of competing in their BUCS Championships event and/or the UKA event in agreement with their institution. It must be noted that no BUCS or championship points will be available for BUCS athletes who choose to compete in the UKA events. Entry fees and entries process 3.17 Entries will cost 8.75 per individual per event, and 20 for a relay team. As at the Indoor Championships, due to a restructure of the event pricing there will no longer be a team fee to pay. 3.18 BUCS will operate online entries for this event via BUCScore. This is an automated system that requires athlete s names to be selected from an existing database organised by athletic unions/sports offices. The online forms must to be completed in full, including PBs and PB evidence for each athlete for each event.

6 BUCS Visa Outdoor Athletics Championships 2012 Entry and Initial Event Information Disabled student athletes 3.19 As shown at the 2011 Outdoor Championships, BUCS is working towards inclusivity in its athletics programme. In 2012, BUCS has had the opportunity to include disabled student athletes in the Visa London Disability Athletics Challenge, the London 2012 Paralympic Athletics test event, which is taking place on 8 May. It is felt that this competition can offer a better competitive opportunity for our athletes and enhance their experience. As it is being held on the day after the Championships finishes, BUCS is unable to award team points to athletes. However, BUCS points and medals will be awarded to individuals when two or more BUCS-eligible athletes take part in an event. Results for BUCS-eligible athletes will be extracted from the overall competition results and published separately. 3.20 Entries for BUCS athletes wishing to enter this competition opened in early February and will close on 24 February. In 2013, events for disabled student athletes will return to the BUCS outdoor athletics timetable. 4. Event information Travel, transport and arrivals 4.1 BUCS and LOCOG strongly advise athletes, support staff and spectators to travel to Stratford on public transport. The closest stations to the Olympic Park are Stratford Regional and Stratford International. Stratford Regional station is served by London Underground, DLR, London Overground, National Rail and London s bus network. Stratford International is served by DLR and the Southeastern trains high-speed service from St Pancras International. The station is in zone 3. People arriving to Stratford on public transport will enter the Olympic Park via the eastern entrance (Westfield Stratford City). Please visit the TFL Journey Planner (http://journeyplanner.tfl.gov.uk) for assistance. 4.2 It is appreciated that some people will wish to travel by coach/minibus or will have competition equipment that makes travelling by public transport difficult. Two types of permit will be available for those travelling by this method of transport: 4.2.1 Parking permits: institutions wishing to bring coaches and minibuses will be able to apply for a parking permit that will enable them to park their vehicle for the duration of the event. 4.2.2 Drop-off permits: drop-off permits will allow coaches and minibuses to enter the Olympic Park only to drop off/pick up athletes and/or vaulting poles. Drop-off permits will not be available for regular cars, only for those delivering or collecting vaulting poles. 4.3 Applications for permits must be made via BUCS (further information on this process will follow via BUCS Essentials). Permits will be limited and will be allocated on a first-come, first-served basis. 4.4 Both the bus parking and drop-off areas will be at the southern coach mall. From there, everyone will walk to the southern entrance to the Olympic Park. Directions for drivers will be issued with the permits. 4.5 Please note that there is no public car park at the Olympic Park. Please also be aware that there are several other events taking place over the long weekend of 4 7 May in the Olympic Park, so allow plenty of travel time. In addition, on the evening of Saturday 5 May, around 40,000 spectators will be arriving at the venue at approximately 19:00. Athletes who are competing in this evening session should bear this in mind if they are planning to leave the Olympic Park between the morning and evening sessions. 4.6 Unlike accredited personnel, spectators will not be permitted to leave the Olympic Park and then return. However, they will be allowed to walk around the common areas of the Olympic Park. Security 4.7 Tight security will be in operation in and around the Olympic Park and the Olympic Stadium. This will be similar to airport-style security, with all people required to pass

BUCS Visa Outdoor Athletics Championships 2012 Entry and Initial Event Information 7 through a detector and pass their bags through a scanner. Extra time will be required to pass through security screening, and all personnel should factor this into their plans. Please see Appendix 2 for details of what may and may not be brought into the Olympic Park and the Olympic Stadium. Accreditation and access 4.8 All athletes and accredited team support staff will require an accreditation pass, which will allow them access to the relevant areas of the Olympic Stadium. This will be strictly enforced and non-transferable. 4.9. Details submitted at entry via BUCScore will form the basis for the accreditation. Further details on accreditation and the distribution of it will follow in due course. Team support staff 4.10 When institutions are submitting their entries on BUCScore, they must also list the following: 4.10.1 Team manager (maximum of one). This may be an athlete or a coach if required, or any other nominated individual. This person is responsible for collecting all team paperwork, submitting withdrawals and substitutions and representing the team in the event of any query. 4.10.2 Team coaches. Teams should list on BUCScore the name of any coach(es) who will require a coach accreditation. This includes any personal coaches their athletes might have. All applications for coach accreditation will be required to supply the UKA Coach Licence number for that individual. Team size will be considered when granting coach accreditations, but not all applications are guaranteed. A coach accreditation will allow access to the warm-up track and coach seating (where applicable). 4.11 There will be substantial physiotherapy and sports massage provision available free of charge at the competition. However, teams that have a team physio that they wish to attend should email susan.murrin@bucs.org.uk with details of the physio s name and qualification credentials. Please note that team physios will only have access to the warm-up track and not the main stadium. Team pack collection 4.12 Team packs containing final event information and competition numbers will be available for collection from 14:30 on Friday 4 May in the TIC at the Olympic Stadium. Please note that only one person per team should visit the TIC at any one time; wherever possible, this should be the team manager. Competition equipment logging and storage 4.13 Athletes arriving with competition equipment should enter the Olympic Park with all other athletes. Once through security, throwing implements can, and vaulting poles will, be taken to the warm-up track and registered. Items will be stored here until required for competition. Athletes are responsible for carrying their own throwing implements to the warm-up track, and may enter through the eastern or southern entrances to the Olympic Park. Athletes with vaulting poles must enter by the southern entrance and will be able to make use of a vehicle that will take the poles from the southern entrance to the warm-up track. All equipment will be taken from the warm-up track to the competition area, then returned to the warm-up track after competition by officials/volunteers. Poles will be returned by vehicle to the southern entrance after competition. Throwing implements must be collected from the warm-up track. Warm-up 4.14 All athlete warm-up must take place on the warm-up track, accessible from the main Olympic Stadium by a covered walkway. Only athletes and accredited coaches will have access to this area.

8 BUCS Visa Outdoor Athletics Championships 2012 Entry and Initial Event Information Call rooms 4.15 There will be two call rooms. First Call will be at the warm-up track, while and Final Call will be in the main Olympic Stadium. Every athlete must pass through these two call rooms. Post-event control 4.16 After competing, all athletes (track and field) must follow the designated route through the mixed zone in order to collect their kit and accreditation. After passing through this area, they may return to the warm-up track or go to the Olympic Stadium seating. Kit 4.17 All athletes must wear appropriate university-coloured athletic kit in accordance with UKA rules. For example: vest, cropped top, shorts, lycra all-in-on, and so on. T-shirts and tracksuit bottoms are not permitted. Institutions that do not have a team kit may wear a plain running vest/cropped top and shorts at the discretion of the event manager/competition director, who must be notified in advance by emailing susan.murrin@bucs.org.uk. Athlete kit will be collected at the start of all track events by kit carriers for collection in the post-event control room. Please note that UKA regulations on kit advertising will apply at this event. For details, please see Appendix 3. Anti-doping 4.18 All athletes entering the BUCS Visa Outdoor Athletics Championships: 4.18.1 acknowledge that they are bound by UKA s Anti-Doping Rules; 4.18.2 agree to submit to drugs testing in connection with this event in accordance with UKA s Anti-Doping Rules, which may involve providing a blood and/or urine sample; and 4.18.3 confirm that they are either aged 18 years or older or that the person(s) having parental responsibility for them consent to the above testing. Any under-18 athlete must have parental/guardian consent in written form. If no consent is provided, the athlete in question may be disqualified from the competition. Please see Appendix 4 for a copy of the consent form. 4.19 To check the status of registered medicines, please visit www.globaldro.com. For information on testing procedures, please visit www.ukad.org.uk. The UKA Anti-Doping Rules are available at www.uka.org.uk. For general anti-doping queries, please contact antidoping@uka.org.uk. Ticketing 4.20 Tickets will be made available to BUCS members from 8 March. For more information, please visit www.bucs.org.uk from this date. 4.21 Please note that ticket numbers will be restricted due to venue licensing regulations: there will be a maximum of 20 tickets per transaction for the BUCS members-only sessions and 10 for the general public session. For group bookings of 20+, please contact 0844 844 2121 from 8 March 2012. 4.22 Please note that the qualifying pools for the men s Hammer Throw and the women s Discus Throw will take place on the throws field at the warm-up track and not in the main Stadium due to timing constraints. There is unlikely to be any spectator access for these two events. In the case that access is available, BUCS would like to gauge demand in advance. To express an interest in spectating at either of these events, please email susan.murrin@bucs.org.uk; if spectating becomes possible, you will be notified. Accredited coaches will be able to access these events.

BUCS Visa Outdoor Athletics Championships 2012 Entry and Initial Event Information 9 Athlete seating 4.23 Athletes will have an allocated seating area for the duration of the competition. On Friday 4, Sunday 6 and Monday 7, athletes will be able to sit in the main stand with the spectators if they wish and if space permits. On Saturday 5 May, athletes must sit in the allocated athlete seating area. If any athlete wishes to sit somewhere other than the allocated athlete seating on Saturday 5 May (for example, with family and friends), they must purchase a ticket for that seat in advance. Catering 4.24 Numerous catering outlets around the Olympic Stadium concourse will be selling food and drink for athletes and spectators to purchase. 4.25 Competing athletes will have access to drinking water free of charge. Left luggage 4.26 For security reasons, there is no left luggage provision at the Olympic Park and large bags will not be allowed on site. BUCS is looking at possible options for a cloakroom facility; however, teams are strongly advised to leave large bags at hotels, on team buses or at the left luggage facilities at London stations. Accommodation 4.27 As at all BUCS events, it is the responsibility of teams to source their own accommodation. Visa 4.28 Only Visa (debit, credit and prepaid) or cash may be used to purchase items in the Olympic Park. Please note that cash machines in the Park may not be in operation during the competition, and individuals are advised to bring their Visa card or cash. Media enquiries 4.29 For media enquiries relating to the London Prepares series, please email the LOCOG Press Office on pressoffice@london2012.com or call 020 3 2012 100. 4.30 For media enquiries relating to BUCS, please email alex.scotcher@bucs.org.uk or call 020 7633 5088. Media accreditation 4.31 To request information about accreditation for an event in the London Prepares series, please email the LOCOG Press Operations team at pressoperations@london2012.com. 4.32 Details of student media opportunities will be published at a later date. Unfortunately, there will be no opportunities for student photographers. Contact information 4.33 For any event specific queries please contact susan.murrin@bucs.org.uk or call 020 7633 5083.

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