Australian Open Operational Guidelines

Policy Name: Responsibility Australian Open Operational Guidelines Archery Australia Inc Board Effective April 2017 Policy Number 1012 Edition 6

TABLE OF CONTENTS 1. Introduction 3 2. Expression of Interest 3 3. Organising Committee 3 4. Rules and Policies 3 5. Entry Form 3 6. Entry Fee 4 7. Time Line Overview 5 8. Medals and Awards 6 9. Opening Ceremony 6 10. Purchase of Equipment 6 11. Sponsorship 6 12. Website 7 13. Scorecards 7 14. Scoring and Timing 7 15. Results 7 16. Presentations 7 17. General 8 18. Technical Officials 8 19. Jury of Appeal 9 20. Member Protection 9 21. Memorandum of Understanding 10 Appendix 1 Australian Open Events 11 Appendix 2 Australian Open Program 11 Appendix 3 Division and Event 12 Page 2

1. INTRODUCTION AUSTRALIAN OPEN GUIDELINES The Australian Open shall be hosted on behalf of Archery Australia by a RGB, Club or Organisation (hereafter referred to as the Organising Committee [OC] formed for the purpose of conducting the tournament) and conducted under this document and Archery Australia and World Archery Competition Regulations as determined by the Archery Australia Board. 2. ORGANISING COMMITTEE The Australian Open shall be conducted by an OC on behalf of Archery Australia that has been formed for the purpose of conducting the tournament. The OC shall be totally responsible for the organisation and conduct of the championships ensuring compliance with the Competition Regulations and format as determined by the Archery Australia Board. The OC shall keep minutes of all meetings and shall provide the Archery Australia Chief Executive Officer with a copy of all such minutes within twenty eight (28) days of each meeting. 3. RULES AND POLICIES Championships will be conducted strictly according to the Competition Regulations and format as determined by the Archery Australia Board. The OC may request amendments to the Competition Regulations and format. Such proposed changes shall be presented in writing to the Archery Australia Board through the Archery Australia Chief Executive Officer prior to the distribution of entry forms. The Archery Australia CEO/Board shall have final approval of such changes. 4. ENTRY FORM Entries shall only be accepted by the Organising Committee electronically using the IMG system. The Organising Committee will use the IMG Credit/Debit Card facility or may offer direct debit or payments by cheques. The Archery Australia IT Committee will be consulted when developing the online entry to ensure correct format. The Organising Committee shall provide the link to the online entry form to the Archery Australia Office who will arrange to have the information published and distributed. The Entry Form will be distributed not less than 4 months prior to close of entries. Page 3

The Entry Form shall be accompanied by an Information Sheet, which shall contain all relevant information relating to the championships such as; dates, location, program, fees, special conditions, merchandise etc. The Entry Form shall also include tick box/es and information for the following 1. Code of Conduct and Condition of Entry. 2. Photographic/Media Consent Form. 3. Medical consent form (unaccompanied minors). 4. Anti-Doping 5. Anti-Gaming and March Fixing 6. Media Consent 7. Code of Conduct and Behavior 8. If entrant is under 18 years of age confirmation by parent or guardian 9. Another other requirement as determined by Archery Australia Board from time to time 10. The entry form shall also include a Parent/Guardian Consent Form for athletes who are under (eighteen) 18 years of age. Entry Form Procedure: 1) The Organising Committee shall call for a close to entries no more than two months and no less than two weeks prior to the Official Opening of the Championships. 2) Entries shall be submitted direct to the Organising Committee. 3) The Organising Committee shall ensure each athlete provides their Archery Australia membership number on the Entry Form and has agreed to the Code of Conduct, Photographic/Media Consent Form and Medical Consent Form. AA must be advised of any person who has not agreed to the Code of Conduct, Photographic/Media Consent Form and Medical Consent Form and their reasons for not consenting. AA will decide if such entries may be accepted or rejected. 4) Upon receipt of the entries the Organising Committee shall: Receive and process entries. Load names into Archers Diary using Imanage.today. Distribute acknowledgement letter, receipt and general information to each entrant; this may be done by mail or email. Page 4

Using the Archery Australia Membership Database, confirm entrants are financial members for the period of the Championships. Allocate targets for the championships and provide the Archery Australia Office with a list of target allocations for inclusion on the AA website no less than 14 days prior to the championships. 5. ENTRY FEE 5) The Organising Committee shall develop and include on the Information Sheet a Late Entry policy. This policy will cover the acceptance of late entries received after the closing date upon payment of an advertised Late Entry Fee which shall not be greater then 50% of the entry fee. Alternatively, the advertised Entry Fee may be inflated and include a discount if paid by the due date or develop their own method of determining an entry fee process. 6) The Organising Committee shall utilise the Archery Australia Withdrawal and Entry Cancellation Policy and this shall be imposed on all entrants who enter into the championships. The entry fees to be charged by the OC shall be determined following the development of a budget for the championships. The fees shall be submitted to the Archery Australia Board for approval no less than six (8) months prior to the championships. In addition, the Entry Fee shall include the Archery Australia levy which is an additional $10.00 fee for each entry received and is payable to Archery Australia. This fee shall be paid to Archery Australia prior to the commencement of the tournament. If an entry is received but the archer fails to attend the championships and a refund has not been issued in line with the Withdrawal and Entry Cancellation Policy the Archery Australia levy is still payable. 7. TIME LINE OVERVIEW 1) Ideally, the OC shall submit an expression of interest to host the Australian Open to the Archery Australia Board through the Archery Australia Chief Executive Officer, no less than twelve months (12) months prior the tournament. The Archery Australia Board shall either support or reject the application. The Archery Australia Board shall appoint at this time a suitably qualified person to act as Technical Delegate (TD) who shall carry out one inspection/visit to meet with the OC and inspect the venues and facilities (less than four (4) months before the championships). The TD shall remain in communications with the OC advising them on rules and any issues or problems that may arise with the planning of the Page 5

championships. The TD will also attend the Championships arriving at least 24 hours providing sufficient time to ensure the venue has been set up according to these Operational Regulations. The TD will also work with the Chair of Judges and Director of Shooting to make sure the event is run in accordance with the requirements of the Archery Australia Board, as determined from time to time. The air travel of the TD will be met by Archery Australia, accommodation and local travel shall be the responsibly of the OC. The first inspection visit shall not be any longer than one day. The TD will also attend the championships. Should the Technical Delegate be appointed as a Technical Official, the expenses will be adjusted accordingly? Members of the Archery Australia Board shall not be appointed as a Technical Delegate for any championships. 8. SCORECARDS 1) Eight (8) months before the tournament the OC shall submit the entry form and information package to the Archery Australia CEO for approval. 2) Not less than six (6) months prior to the close of entries the OC shall distribute Entry Form and Information. 3) Two (2) months before the event the OC shall submit a third progress report Archery Australia Board through the Archery Australia Chief Executive Officer and the TD. 4) Six (6) months before the championships the Chair of the Archery Australia Officials Committee shall call for nominations from National Judges and National Judge Candidates, to enable the Tournament Judge Commission and a Director of Shooting to be appointed. 5) No less than two (2) weeks and no more than four (4) weeks before the tournament, entries shall close with the OC. Late entries are permitted in line with OC Late Entry policy. 1) Only Archery Australia approved scorecards shall be used for the championships CLICK HERE. 2) Scorecards must be printed on waterproof paper are to be used for all National Championships. 3) Archers Diary Iscored.today will be used along with a single paper scorecard for all National Championships. 3) A copy of all scorecards shall be sent to the Archery Australia Tournament and Records Committee at P.B. Box 54, Panania NSW 2213 or scanned and Page 6

9. PROGRAM sent to info@archery.org.au within twenty-one (21) days of the completion of the championships. The preferred program is 8. MEDALS and AWARDS Friday Official Practice and Registration Saturday AM Ranking Round, PM Team Eliminations and Team Finals Sunday AM Individual Eliminations and Individual Finals 1) The OC shall award medals that are available from Archery Australia, which have been selected for the Australian Open. 2) Awards shall be presented for placing in the Individual Match Play and Open Team Match Play. 3) In addition to medals, money prizes and/or Value in Kind awards can be presented for the Individual Matchplay. Archery Australia may provide a sum of money that can be divided between medal winners as well as arrange for sponsors. 4) Medals and trophies shall be awarded in line with Archery Australia Inc rules 7.13.6 and 7.18.7. 5) The Australian Open is an Open event and award shall be presented to all entrants, irrespective if they are members of Archery Australia or not. 6) The OC shall be responsible for the purchase and engraving of all tournament medals from Archery Australia. 9. OPENING / CLOSING CEREMONY 1) There shall be no official Opening or Closing Ceremony although the OC may arrange for a short opening function prior to the start of the Ranking Round. 10. TOURNAMENT EQUIPMENT AND PURCHASE OF EQUIPMENT 1) Archery Australia shall make available at no cost (except for freight charges) timing, and results equipment to ensure consistent management of the tournament from one event to another. 2) The OC shall purchase all equipment and consumable items necessary for the conduct of the championships, and shall be financially responsible for the payment of such items. Page 7

3) To ensure compliance with Fair Trading laws, the OC shall openly seek a reasonable number of quotations for all equipment and consumables and be fair and equitable to all parties. 11. SPONSORSHIP 1) Archery Australia may arrange sponsorship for the tournament and may allocate naming rights. 2) OC also has the right to arrange sponsorship but details must be presented to the Archery Australia Board to ensure there is no conflict with current sponsors. The Archery Australia Board has the right to reject any sponsorship that is in conflict with current sponsors. 3) The OC will assist Archery Australia in providing current sponsors with promotions during the Championships in the form of: Use of logos and advertising in the Official Program (material to be provided by Archery Australia or the sponsor). Use of logos and advertising on documents and official publications (material to be provided by Archery Australia or the sponsor). Use of logos and advertising in the Official Results (material to be provided by Archery Australia or the sponsor). On field advertising in the form of logos and banners (provided by Archery Australia or the sponsor). Announcements over PA system during competition and prior to Medal Ceremony. 12. WEBSITE 1) The OC may develop or utilise a stand along website for the tournament, although the Official website shall always be the Archery Australia website. 13. RESULTS MANAGEMENT 1) Archers Diary Iscored.today will be used for the Australian Open. 2) The Organising Committee will establish a Results Management Team to manage data entry and results prior to and during the championships. The Organising Committee may choose one of two options for the Results Management Team. a. The Organising Committee may create their own Results Management Team who will be solely responsible for managing Archers Diary Iscored.today. b. The Organising Committee may request Archery Australia to provide a Results Management Team or provide staffing support to the Organising Committee Results Management Page 8

Team. If so, the Organising Committee will arrange for travel, meals and accommodation costs for the Results Team for the duration of the championships and factor these costs into the entry fee. 3) The Results Management Team will be responsible for - a. Setting up the tournament in Archers Diary, this must be approved by the IT Committee to ensure appropriate format b. Imputing competitors into Archers Diary c. Being in attendance at Registration to manage registration changes d. Conduct a scoring briefing with scorers prior to the start of each event e. Manage Archers Diary and the input of scores during the championships f. Manage the Results Desk g. At the completion of each event verify each scorecard against Archers Diary h. Make changes and updates to the results as required. 4) Prior to the start of the tournament a representative from the Results Management Team will address competitors on the use of Archers Diary Iscored.today. During this meeting the following information will be passed on - a. Procedures and process to be followed for the day b. Event Password c. Process for requesting help during the event d. Answer questions e. Process for end of day 5) At the end of the event the scorers will check each scorecard total score, 10's and x's against the results in Archers Diary. 8. MANAGING SCORECARDS Only the official scorecards can be used and available on the Archery Australia website link at the following link CLICK HERE All scoring will be online using Iscored.today. Following the competition each local organisers will provide a facility where scorecards will be checked against the results listed in Archers Diary. Page 9

1. Each archer will be required to present their fully completed scorecard for checking. 2. The scorecard will be checked to ensure all required areas have been completed and the Total Score, 10 s and X s will be checked against the Total Score, 10 s and X s listed in Archers Diary. 3. If the scorecard is found to be incomplete or the Total Score, 10 s and X s does not match Archers Diary the scorecard will be returned and the archer and the archer will be given the opportunity to correct the card. What needs to be checked on the scorecard? 1. Have the competitors name, club, membership number, date and round been completed 2. All boxes requirements are completed and the Total Score, 10 s and X s match the results in Archers Diary. 3. The scorecard is signed by the competitor and a witness The adding up and accuracy of each score is not the responsibility of the Organising Committee. CHECKING OF SCORECARDS FOR ACCURACY OF ADDING UP OF SCORES MUST NOT HOLD UP PROCESSING OF RESULTS. Organisers may check scorecards at a later time. If found to be incorrect Archery 13. SCORECARDS 1) Only Archery Australia approved scorecards shall be used for the championships CLICK HERE. 2) Scorecards must be printed on waterproof paper are to be used for all National Championships. 3) Archers Diary Iscored.today will be used along with a single paper scorecard for all National Championships. 4) A copy of all scorecards shall be sent to the Archery Australia Tournament and Records Committee at P.B. Box 54, Panania NSW 2213 or scanned and sent to info@archery.org.au within twenty-one (7) days of the completion of the championships unless there is a World Record. In this case a copy of the scorecard must be provided within 24 hours. 14. PRESENTATIONS 1) Medals, trophies and any cash awards or Value in Kind awards shall be presented immediately following the last match being completed. Page 10

2) The format to be followed for presentations shall be: A presentation dais shall be used for all medal ceremonies. Prior to the presentation there shall be an announcement of thanks to the sponsors. The dignitaries presenting medals will be announced prior to the presentation of medals. The order of presentation of awards shall be: 3 rd place, 2 nd place and 1 st place. Announce the athlete s place, name, RGB/country and score. If necessary, other achievements such as records obtained during the tournament should also be announced. 15. GENERAL 3) Medals trophies and awards should, whenever possible, be presented by a dignitary from either Archery Australia, a member of the OC or a dignitary arranged by the OC. Medals should be presented on a tray or pillow and be brought out by a host accompanying the dignitary. 4) Medals shall be provided with ribbons to allow them to be hung around the recipient s neck. 1) The field of play shall be set up in such a manner as to provide a safe environment ensuring there are no identified hazards. The OC shall carry out a Risk Analysis to ensure all hazards have been identified and appropriate action taken. The OC shall consult the Archery Australia Safety Policy and the TD to ensure a safe conduct of the tournament. 2) Blinds shall be erected to protect officials, runners, archer s agents during medal matches. 3) For the duration of the tournament the Organising Committee shall fly the Australian Flag, Archery Australia Flag and World Archery Flag on all venues. State and visiting country flags may also be flown. 4) Archery Australia will provide signage promoting Archery Australia and sponsors, which shall be displayed at all times during the tournament. 16. TECHNICAL OFFICIALS (National Judges and Director of Shooting DOS) The Archery Australia Officials Committee shall appoint the Judges and DOS. 1) The OC shall provide at their expense the following for the interstate or nonlocal Technical Officials (Judges and Director of Shooting) nominated by Archery Australia for the Championships: Page 11

Twin share accommodation at a Motel/Hotel close to the venue including breakfast. Billeting is permitted only with the agreement of each appointed Judge. Transport to and from the point of arrival (air or rail), to the accommodation. Transport to and from their accommodation and the venue/s each day of the tournament. 2) The OC shall provide the following to all Technical Officials (Judges and Director of Shooting) nominated by Archery Australia for the tournament: Lunch for each day of tournament. Water as required. A complete list of competitors, target allocations and Equipment Inspection List prior to the start of the tournament. Access to all venues and associated equipment no less then 24 hours prior to the start of tournament to carry out inspections. A room, tent or areas where judges can conduct meetings, eat lunch, rest and where Equipment Inspection can be conducted. A program for the tournament. And for the day s events each morning. Two 90m measuring tapes or a digital range finder for distance checks. Two way radio communication for each Technical Official and the DOS, provided by Archery Australia. 17. JURY OF APPEAL 1) The OC shall appoint a Jury of Appeal for the duration of the tournament. The Jury of Appeal shall be called upon to settle any disputes, protests or appeals. 2) The Jury of Appeal must be in attendance on each day of the tournament, they shall not be: Involved in the organisation of the tournament. A Judge or official at the tournament. Related to or have any association with any competitor who is involved with the dispute, protest or appeal. 3) The OC may appoint a number of members to the Jury of Appeal who can operate on a roster system. If this is done, the names of the rostered members of the Jury shall be made public each day 30 minutes prior to the start of practice. Page 12

4) The OC shall make available appropriate forms to make a Protest or Appeal. These are available from Archery Australia or World Archery websites. 5) The OC may impose a fee for Disputes, Protests or Appeals which shall be no greater than $100.00 Australian currency and is refundable if the appeal is successful. If the OC chooses to impose such a fee, this must be highlighted on the Entry Form and in any athlete information sheets. 18. MEMBER PROTECTION 1) The OC shall ensure that the rights of each athlete participating in the tournament are protected; the tournament and all competitors and officials shall comply with the Archery Australia Code of Conduct and Zero Tolerance Policy. 2) There shall be no smoking at any time on the Field of Play by any person. Smoking is permitted only in designated areas as determined by the OC. 3) The OC shall provide facilities for the purpose of taking samples to be used by the Australian Sport Anti-Doping Agency (ASADA) for anti-doping testing. In line with current practice no notice of ASADA attendance will be issued in advance. 10. MEMORANDUM OF UNDERSTANDING Archery Australia and the OC shall enter into a Memorandum of Understanding on the management of the tournament which shall be developed in line with this document and the Archery Australia and World Archery Constitution & Rules. End of document Page 13

Appendix 1 AUSTRALIAN OPEN EVENTS The Australian Open Championships shall comprise the following events: Recurve Men Recurve Women Compound Men Compound Women Event Ranking Round FITA 70/720 (Recurve) and FITA 50/720 Compound. Team Match Play Standard World Archery team round with individual alternating Medal Matches shall be shot. Individual Match Play Elimination Match Play shall be shot to for all stages of the competition except for Medal matches which shall be individual alternating Medal Matches. Appendix 2 AUSTRALIAN OPEN PROGRAM (Suggested) Day One Arrive and Practice Day Two AM Ranking Round PM - Individual Eliminations Day Three AM Team Elimination and Finals PM Medal Match (individual alternating) Page 14

Appendix 3 DIVISIONS and EVENTS Divisions The Australian Open will open to only Recurve (Freestyle) and Compound (freestyle) equipment divisions. There will be no age divisions As the Australian Open is an Open event entry will be open to both Archery Australia and non Archery Australia member but entrants must be a current member of a World Archery Federation. Events Individual There will be four individual divisions, Men Recurve, Women Recurve, Men Compound and Women Compound. The individual event will be a Ranking Round followed by individual eliminations and finals. Open Team Championships There will be four team divisions, Men Recurve Team, Women Recurve Team, Men Compound Team and Women Compound Team. Each team will consist of 3 archers and if required a manager and coach. Teams may represent a Club, RGB or business. Team member names along with the Team name must be submitted to the OC before the commencement of scoring of the Ranking Round. Page 15