Ecuador 2015 Inas Global Games Accreditation Guide January, 2015 Inas PO BOX 4972, Sheffield, S25 9EQ, Great Britain Tel. +44 845 600 9890 www.inas.org global.games@inas.org
Dear participants: The Ecuador 2015 Inas Global Games are more than just an event or competition they are a promise. For Ecuador 2015 Inas Global Games, this is a promise to all our friends in the International Federation for Sports for Para- Athletes with an Intellectual Disability Inasorganization to which we have committed, to ensure that the Ecuador 2015 Inas Global Games experience is incomparable. From the moment you begin arranging your travel, in your first steps off the airplane in Ecuador, to the time you take your flight home, the Ecuador 2015 Inas Global Games team is committed to provide superior service, hospitality and convenience. Our focus is to ensure that every athlete has the best possible opportunity to shine and to fully enjoy the Ecuador 2015 Inas Global Games. Ecuador is willing to accept this responsibility, exceeding expectations to give athletes that participate in the Inas Global Games and the attention they deserve. This document will provide information requiring Inas Member Organizations (MO s), federations and athletes for planning and participation in the Ecuador 2015 Inas Global Games. Ecuador is ready and eager to welcome you to for the 4 th Inas Global Games. Regards, Juan Carlos Araujo Executive Director Ecuador 2015 Inas Global Games 2 Accreditation Guide
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1. Introduction This guide contains the information necessary to learn about the accreditation process of the different delegations participating in the Ecuador 2015 Inas Global Games. The primary objective of accreditation is to identify people and their function, as well as to grant the necessary access for the fulfillment of their mission. All members of participating delegations are subject to an accreditation process. Following is information and examples that interested parties will observe to perform accreditation applications correctly and on time. Introduction number and contact LOC Support accreditation Ms. Samantha Sánchez Accreditation ssanchez@inasglobalgames2015.org + (593) (2) 2788 714 Organizing Committee Ecuador 2015 Inas Global Games Juan de Dios Tipán N3-196, Angamarca sector B, valle de Los Chillos Quito D. M./ Ecuador/ Sudamérica http://www.inasglobalgames2015.org 4 Accreditation Guide
2. Important Dates 15 January 2015 16 January 2015 15 March 2015 06 April 2015 11 May 2015 20 May 2015 28 May 2015 From 15 to 19 June 2015 22 June 2015 01 August 2015 03 August 2015 5 August 2015 From 14 to 16 September 2015 From 14 to 29 September 2015 16 September 2015 LOC delivery to the Member Organizations MO-: a. Accreditation Guide b. Qualification Guide c. Access key to the system registry (1 April 2015) Deadline to submit MO Total Number Delegation Form (find it attached to the Dossier) Deadline for first Fee Payment (USD $ 300.00 per person) Opening of Online Entry System for Entry by Number per Event Opening of Online Entry System for Entry by Name per Event (final entry). There can be max. 15% increase of total athlete number compared to Entry by Number Deadline for Entry by Number per Event (MO s will be invoiced based on the number provided in this entry, no withdrawal is possible after this entry deadline) Deadline for Online Entry by Name per Event (final entry deadline). No changes in the entries will be accepted after this date Meeting pre-registration of the delegations (Pre-DRM on line) Deadline for second Fee Payment (50% of total) Deadline for online registry of the complete MO Delegations Deadline for final Fee Payment Submission of credentials Registration Meeting Delegations (DRM) a. Activation of modules at airport. b. Center of accreditation in international area. c. Center of accreditation Hotel headquarters family Inas. d. Media Accreditation Center Official Opening of the hotels and accommodation centers 5 Accreditation Guide
3. Identity and Accreditation Card (IAC) The Identity and Accreditation Card (IAC) confers on its holder the right to perform his function at the Ecuador 2015 Inas Global Games. The Inas grants the IAC to eligible people for accreditation. The Inas Governing Board may delegate all or part of this authority to the LOC. The LOC will then make the IAC available to all people designated by the Inas. Accreditation issued for a specific category may not be used by anyone who does not meet the requirements applicable to that category. If an accreditation is linked to the performance of a specific function, the person using such accreditation must be qualified according and must actually perform that function. The IAC establishes the identity of its holder and constitutes a document which, together with the passport or other official travel document of the holder, authorizes entry into the country/territory in which the city organizing the Ecuador 2015 Inas Global Games is located. The IAC allows the holder to stay and perform his / her function for a period from September 1 to September 30, 2015. The Identity and Accreditation Card (IAC) is a card displaying several elements of information about its holder on its front and backside. The language of the information on the card is: English Text granting consent to use the holder s likeness and name: This Accreditation Card (AC) remains the property of the Inas and can be withdrawn, with immediate effect, at the Inas sole discretion. By using this Card, I agree to be filmed, televised, photographed, identified and otherwise recorded during the Ecuador 2015 Inas Global Games under the conditions and for the purposes now or hereafter authorized by the Inas in relation to the promotion of the Inas Global Games and the Paralympic Movement. I agree that all photographs and moving images taken by me at the Ecuador 2015 Inas Global Games, including those of athletes competing within any venues, will be used only for personal and non-commercial purposes, unless the prior written consent is obtained from the Inas. I also confirm that I fulfil the qualifications and conditions required by the Inas in order to be issued this AC, and that I will comply with the Inas Code of Ethics. I also agree to information about myself being collected by the Inas and the Local Organizing Committee and to such a data being stored and used by them, and, where necessary, third parties, for the purposes of facilitating my participation in, and/or organizing, the Inas Global Games. Example of the Accreditation Card (AC): 6 Accreditation Guide
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4. Criminal Records Check The LOC aims to organize and ensure the right conditions to make the Ecuador 2015 Inas Global Games so; the competent Ecuadorian authorities will verify the personal records in the accreditation system. 5. Request of accreditation Step 1: LOC delivered to the MOs the Accreditation Handbook, Qualification Guide. On January 29, 2015, the area of accreditation of the LOC through the area of international relations will send by e-mail to the representatives of the MOs "Accreditation Guide" and "Qualification Guide" that may enter a web application for complete details of the members of its delegation. The MOs must confirm that they have received accreditation material to the same email address where information received. Step 2: Opening of Online Entry System for Entry by Number per Event April 06, 2015 all MOs can start the registry of participants through the web application, at page: http: www.inasglobalgames2015.org and according to the "Accreditation Guide on line", insert the information requested there. The application will be active from April 6, 2015 to August 1, 2015, deadline for online registry of the complete MO Delegations * Information will be available on the official website: http://www.inasglobalgames2015.org./accreditation Starting from April 6, 2015. 8 Accreditation Guide
Step 3: Pre- Delegation Registration Meeting (Pre-DRM) During the days of meeting of pre-registration of the delegations (DRM), each MOs will have the opportunity to meet via video conference with the sport technical Area and the Accreditation Department of the LOC, to review and confirm the information entered into the system until May 28, 2015. The start day of meeting of Pre DRM, the Sports technical Area, will deliver to every MO the latest list of registered participants, with the aim of verifying the information contained in the records as: status, category, and access rights. The following topics will be also treated: a. Eligibility of athletes who will participate in the Ecuador 2015 Inas Global Games b. Review and confirmation of the nominal inscriptions c. Number of officers of delegation. d. Questions about accreditation, relating to access rights and privileges. e. Financial affairs Step 4: Issuance and distribution of accreditations Date: From 15 to 19 June, 2015 After the delegation pre-registration meeting (Pre-DRM), the accreditation Area of the LOC, will start the production process of credentials that will be sent to the MOs from August 5, 2015. Accreditation request forms sent after the June 19, 2015, whose details have not been reviewed and confirmed in the DRM Pre-meeting, will not be issued accreditation, obliging applicants, at the time of his arrival in Ecuador, go to accreditation centers to undergo the accreditation process. Step 5: Delegations Registration Meeting (DRM) It is intended to complete the process of registration of MOs participants, set function, access rights and privileges of every Member of the delegation in sports facilities and other facilities. DRM Meetings will be from September 14 to 16, 2015, during the pre-opening of hotels headquarters and accommodation centers, period during which accommodation will be offered to attendees. 9 Accreditation Guide
The head of mission or an officer instead duly authorized in conjunction with a representative of the Organizing Committee of the Games (LOC) must arrived to Ecuador, for at least 24 hours before the date of arrival of the first team of his delegation. Topics to review and confirm during the DRM meeting will be: a. Eligibility of athletes who will participate in the Ecuador 2015 Inas Global Games. b. Review and confirmation of the nominal inscriptions. c. Number of officials of the delegation. d. Distribution of accommodation. e. Allocation of spaces (offices, medical services and storage) of the MO. f. Questions about accreditation related to access rights and privileges. g. Financial affairs. h. Other details, such as: confirmation of dates of arrival and departure of teams and the programming of the welcome ceremonies. Once the meeting of registration of delegations (DRM) finished, the process of registration and accreditation of the delegation will be finished, not being possible the accreditation of any other participant. Step 6 Activation of the accreditation Arriving at Ecuador, in order to activate the accreditation, all participants of the Ecuador 2015 Inas Global Games must present accreditation in Activating Modules, accompanied by the passport or an official document of identification with a photo, specified in the registry. The accreditation can be activated from September 14 to 27, 2015 in the following schedule 07:00 to 23:00 in the following places: Center of Accreditation International zone For: Athletes and Officers of Delegations Center of Accreditation and Activation Inas Family Hotel For: Inas, IPC, IF and, MOs authorities and other organizations Accreditation won t be activated when the participant information registered in the system is different from the document presented as identification. 10 Accreditation Guide
6. Lost or damage of the accreditation In case of lost or damage of the accreditation already activated, the carrier must report what happened to the Head of Mission of his delegation, who will be written using the 'reset format" the fact to the LOC and request the issuance of a new credential. Lost or damaged accreditation will be canceled in the system and can not be activated even if it is subsequently recovered. The new accreditation will be issued and delivered to the center of accreditation in the international zone or official Hotel for the authorities. 11 Accreditation Guide
7. Accreditation categories Trying to maintain the high level of skills and facilitate communication between participants, the LOC with approval of the IPC / APC opted to follow the model and the policies adopted for the Paralympic Games that defined the different categories of accreditation. Below is listed the categories of accreditation to the delegations of the Member Organizations participating in the Ecuador 2015 Inas Global Games: Category MO MO** MO MO U Aa Ab Ac Ao Function President Secretary General Sovereign Head of State Head of Government Minister of Sport (or Minister in charge of disability matters) Other prominent government figures Companions of: President Secretary General Sovereign Head of State Head of Government Minister of Sport (or Minister in charge of disability matters) Other prominent government figures Ambassador Head of Diplomatic Mission General Consul (validated only when the top category is present) Transferable accreditation for guests (for MOs with participating athletes) Upgrade cards (for MOs with participating athletes) Athlete Companion of athlete Head of Mission Delegate of the Head of Mission Attaché Coaches Technical Staff Administrative Staff Press Staff 12 Accreditation Guide
Am As Medical Staff Additional officers 1: Team Officers ( Ac, Ao and Am ) The number of team officials in a delegation may not exceed 60% (sixty percent) of the total number of athletes participating in his delegation, as it was agreed between the LOC and Inas. 2: Additional Officers ( As ) Where the fee of 60% (sixty percent) is not enough to meet the needs of the delegation, the MOs can request for accreditation in the category Official Additional ("As") for Team Officials. The maximum fee of Team Officers by each MO must not exceed the 60% of the total number of athletes of the MO s Delegation. Privileges will be duly specified in the Accreditation Ac + Ao + Am + As = 60 % Aa 3. - Permanent Pass for Upgrade U The U pass allows carriers the granting of additional privileges and must be used in conjunction with the official accreditation. The pass of category "U" allows access to the local competition, the grandstand (depending on the availability of seats) and Inas and Paralympic family room. There is no limit to the number of times that the "u" pass can be transferred. Each MO will receive a pass category "U" for every ten (10) athletes participating, as well as one (1) pass category "U" regardless of the number of athletes participating. Pass category "U" won t be replaced in case of loss or damage. The "U" passes will be given to Heads of Mission during the meeting of DRM. The Head of Mission will be responsible for the distribution and usage of these accreditations during the Ecuador 2015 Inas Global Games. 13 Accreditation Guide
8. Rules of Substitution and Multifunctional Any person who accumulates more than one official function in the Ecuador 2015 Inas Global Games will not receive more than one credential in a category, but combining the necessary rights for the compliance of all their recognized functions. This multiplicity must be communicated by written to the LOC. The LOC will evaluate the cases of people in such situations, analyze and ensure all the access rights and other privileges required to perform the tasks of each member of the Delegation. The indication of a substitute for the other functional categories of the accredited will not be allowed. If a person could not participate, their right to accreditation may not be transferred to another, not to be in the specified case to follow: President and/or Secretary General If the President or Secretary General of a participant MO at the Ecuador 2015 Inas Global Games who would be unable to appear, the responsible organization may request an accreditation for a member of the Executive Committee, in the MO category, with the same rights and privileges. A President or Secretary General of a MO that is a member of the Governing Board of Inas, may be replaced by a member of its Executive Committee in the MO category, with the same rights and privileges. 14 Accreditation Guide
9. Accreditation Accreditation ensures the carrier access to the facilities of the Ecuador 2015 Inas Global Games and the privileges required for the performance of its activities. All issues related to accreditation as categories, access privileges, conditions that are issued or withdrawn are subject at the discretion of the Local Organizing Committee. Attention: the accreditation of the Ecuador 2015 Inas Global Games does not replace the Ecuadorian Visa (for countries that require a visa to enter Ecuador). 15 Accreditation Guide
Used codes in the Accreditation 1. Access zone Codes Access ALL Blue, 2, 4, 6 Blue Competition area, Operational areas BOH (Back of house) and General Circulation areas (Front of House) Red Operational areas BOH and General Circulation areas White General Circulation areas FOH 2 Preparation Areas of Athletes 4 Press Area 6 Inas Family Area V International Zone R Hotels Zone and Accommodation Centers 2. Tribune Tribune Code O A P Kind of seat Officer Athlete Press 3. Transportation Trans porta tion Code Description Privileges of Transportation T-1 Vehicle and Driver assigned Vehicle and Driver assigned T-3 Transportation System for clients of the games System of Free Public Transportation T-A Transportation System for Athletes / MOs Busses T-R Transportation System for Referees and Vans Timekeepers T-M Transportation System for Press Transportation System for press/public System T-P Public Transportation System System of Free Public Transportation 16 Accreditation Guide
4. Accommodation Group Category Value USD$ Includes Host Hotel A 5* USD$220,00 per person per day, double room includes taxes Host Hotel B 4* USD$120,00 per person per day, double room includes taxes Host Hotel C Low Cost USD$50,00 per person per day includes taxes Breakfast buffet at the chosen hotel Lunch buffet Dinner with varieties dishes at the chosen hotel Transfer Airport/Hotel/Airport + Transportation Hotel/Training Venue/Hotel + Transportation Hotel/Sport Event/Hotel 5. Sports/ Disciplines Sports Atlhletics Basketball Ciclying Futsal Rowing Swimming Taekwondo Tennis Table Tennis Track Road Outdoor Indoor Acronyms AT BA CT CR FS RO RI SW TKD T TT 17 Accreditation Guide
10. Fees Inas capitation: USD$45,00 per athlete (does not apply to team staff) Entry Process: USD$26,00 per person who participate in the event 11. Calendar of Payments Payments Maximum date of Price per person Penalty payment First Until 15 March 2015 USD$ 300 No Refundable Second Until 22 Jun. 2015 50% of the total cost Refundable Restrictions apply Final payment Until 3 Aug. 2015 Total payment Refundable Restrictions apply TRANSFER DATA BANK DEPOSITS AND PAYMENTS: CORRESPONDENT BANK WELLS FARGO BANK, N.A. FLOOR 4: 11, PENN PLAZA 10038 NEW YORK Swift Code: P N P P U S 3 N N Y C ABA Code: 0 2 6 0 0 5 0 9 2 Number of PRODUBANCO Account WELLS FARGO BANK NA: 2000192321006 BENEFICIARY BANK PRODUBANCO AMAZONAS AVE. N35-211 AND JAPON Swift Code: P R O D E C E Q Quito - Ecuador FINAL BENEFICIARY: NAME: CLUB DEPORTIVO PRIMOS Y PRIMAS ACCOUNT: 02050013374 ADDRESS: LOVATO E1-48 Y SUCRE - QUITO, ECUADOR PHONE: 2788394 Ss_28_01_2015_v2 18 Accreditation Guide