Chapter 2 - Technical Organization & Logistics - CEV

CEV U18/U20/U23 Beach Volleyball European ChampionshipTechnical Organization & LogisticsArticle 2.2: Training FacilitiesThe Organizer must arrange that four courts are available on the day before the start of theMain Draw from 9:00hrs to 19:00hrs for training of the Main Draw players (unless the court isrequired for the Qualification Tournament).The Organizer must arrange that three courts are available on the day before the start of theQualification Tournament from 10:00hrs to 18:00hrs for training of the QualificationTournament players with a minimum of thirty (30) minutes per team.During the whole duration of a competition one warm-up court per gender must be availablewith the same orientation like the competition courts.Article 2.3: AccommodationThe organizer has the obligation to lodge all CEV Officials, referees, Main Draw players, headof delegations (one per National Federation) and journalists in a hotel of good category.The hotel of the teams shall be in walking distance from the venue. If it takes longer thantwenty minutes to walk a shuttle service must be provided consisting of at least 2 buses with aminimum of 20 seats circulating at intervals of 30 minutes.Article 3: InformationArticle 3.1: General Information3.1.1 Invitation of the CEV Officials, Referees and PlayersThe appointments and invitations of CEV Officials and referees are prepared anddispatched at the beginning of the Championship using the Official Communicationsby circular mail and email to all National Federations and published on the CEVwebsite.The invitations and information for the players will be dispatched to each NationalFederation with participating teams by the CEV directly after the composition of theMain Draw, Qualification Tournament and Waiting List has been established.3.1.2 Official Program BrochureThe organizer shall produce an official program brochure according to the provisionsin the CEV Beach Volleyball Handbook.3.2.1 Daily BulletinArticle 3.2: Results and reportsDaily Bulletins shall be issued and distributed to the CEV Officials, referees andplayers starting from the evening of the first Technical Meeting.Daily Bulletins contain information about the competition brackets, match schedulesof the next day, latest match results, final rankings and other useful information.Released on: 15 February 2012 © 2012 - CEV Page 7

3.2.2 Transmission of ResultsCEV U18/U20/U23 Beach Volleyball European ChampionshipTechnical Organization & LogisticsVia the BVIS competition software after each match.3.2.3 ReportsThe CEV Technical Supervisor shall forward his/her Daily Report at the end of eachday and the Final Report within twenty-four (24) hours after the event to the CEVHead Office.4.1.1 Travel of teamsArticle 4: Transport and VisaArticle 4.1: TransportEach team must organize its own return travel to the official venue ofarrival/departure indicated by the organizer of the event.The travel schedules of all teams have to be organized in such a way that they arepresent at the Preliminary Inquiry.4.1.2 Travel of CEV Officials and RefereesThe Organizer arranges the travels for CEV Officials and the referees.Each travel for an Inspection Visit provided for under CHAPTER 2: TECHNICALORGANIZATION AND LOGISTICS art. 1.2.2 shall be arranged by the Organizer.The Organizer shall ensure that travel tickets and/or the information as to when andwhere the tickets can be collected are in the hands of the CEV Officials and thereferees at least two (2) weeks before the start of the event.The Organizer shall ensure that the CEV Officials and referees arrive at thecompetition site as follows:CEV Representative: arrival to be decided case by case (if appointed)CEV Jury President: on the day of the first Technical Meeting (if appointed)CEV Technical Supervisor: 2 days before the first Technical MeetingCEV Assistant Technical Supervisor: 2 days before the first Technical Meeting (ifappointed)CEV Referee Delegate: 1 day before the first Technical MeetingCEV Assistant Referee Delegate: 1 day before the first Technical Meeting (ifappointed)Referees: 1 day before the first Technical MeetingCEV Press Officer: on the day of the first Technical Meeting (if appointed)CEV Medical Delegate: arrival to be decided case by case (if appointed)CEV Beach Volleyball Coordinator: on a case by case basis (if appointed)CEV Photographer(s): on the day of the first Technical Meeting (if appointed)The CEV Officials and referees leave the day after the end of the event.Released on: 15 February 2012 © 2012 - CEV Page 8

CEV U18/U20/U23 Beach Volleyball European ChampionshipTechnical Organization & LogisticsThe Organizer shall ensure that the CEV Officials and referees arrive at thecompetition venue on the respective day of arrival before 20:00h.4.1.3 Official Venue of Arrival and DepartureThe Organizer will fix the official venue of arrival and departure which shall be the(international) airport located nearest to the competition site. The flight schedules ofthis airport must enable any person to arrive in due time and to depart the day afterthe event.4.1.4 Local transportThe Organizer shall provide transport from the official venue of arrival and departureto the hotel and back for the CEV Officials, referees, Main Draw players and head ofdelegations (one per National Federation).Main Draw players and head of delegations (one per National Federation) have toinform the Organizer seven (7) days before the start of the event about their travelschedule. Failing to do so, they have to organize their transfer themselves on theirown costs.The heads of delegations have to pay the participation fee (see chapter 7, article 1.4)in order to benefit from the local transportation.Taking into consideration the provisions of Art. 2.3 the organizer has to arrangetransport from the hotel to the competition venue and back.Article 4.2: VisaUpon official confirmation of their registration by the CEV with the Entry List it is the players’responsibility to fulfill the necessary formalities in due time to obtain the visa to enter theterritory of the hosting country of the event.The National Federation of the hosting country of an event shall commit itself to ensure thatall players officially admitted by the CEV to participate in this event, as well as all appointedCEV Officials and referees, shall receive in due time an invitation letter for visa purposes.The above National Federation has to ensure that a visa shall be granted to all CEV Officials,referees and players to enter its territory and that they can participate in the Championshipwithout any discrimination.Article 4.3: Food & Lodging of the delegationsThe Organizer shall arrange the hotel accommodation (good category) and food for all MainDraw players and head of delegations (one per National Federation) for a period from theofficial arrival day until the official departure day.Main Draw players must be accommodated in hotels (good category), in double rooms withtwin beds equipped with bathrooms and toiletsHead of delegations (one per National Federation) must be accommodated in hotels (goodcategory), in double rooms with twin beds equipped with bathrooms and toilets shared withother heads of delegations.Optional single rooms must be arranged with the organizer.Released on: 15 February 2012 © 2012 - CEV Page 9

CEV U18/U20/U23 Beach Volleyball European ChampionshipTechnical Organization & LogisticsAccommodation shall meet overall standards of hygiene and tidiness.The Organizer must provide a breakfast, lunch and dinner per day. There shall be water, softdrinks, fruits and snacks for the players in sufficient amounts during all competition days.The Organizer must provide an adequate quantity of mineral water or soft drinks per personwith every meal.The quality of the meals must be in accordance with the recommendations of the EuropeanMedical Commission and FIVB Medical Regulations (see Chapter 6: Medical Regulations).Players participating in the Qualification Tournament are responsible for their hotel bookingand all related costs.Article 4.4: Food & Lodging of CEV Officials and refereesThe Organizer shall arrange the hotel accommodation (good category) and food for the CEVOfficials in single rooms and referees in double rooms with twin beds equipped withbathrooms and toilets.Accommodation shall meet overall standards of hygiene and tidiness.The Organizer shall arrange the hotel accommodation (good category) and food related to theCEV Technical Supervisor’s Inspection Visit provided for in CHAPTER 2 – TechnicalOrganization & Logistics / Art. 1.2.2.The organizer must provide all CEV Officials and referees with breakfast, lunch and dinnerper day. There shall be water, soft drinks, fruits and snacks in sufficient amounts during theday.The organizer must provide an adequate quantity of mineral water or soft drinks per personwith every meal.There shall be no distinction between local and neutral referees.Article 5: MeetingsArticle 5.1: General Organization MeetingA general organization meeting should be held upon arrival of the CEV Technical Supervisorwith the Organizer and the National Federation Delegate.The items to be discussed are foreseen in the CEV Beach Volleyball Handbook.Article 5.2: Final Inspection MeetingA final inspection visit of the competition venue takes place at least six (6) hours before thestart of the first Preliminary Inquiry.Released on: 15 February 2012 © 2012 - CEV Page 10

CEV U18/U20/U23 Beach Volleyball European ChampionshipTechnical Organization & LogisticsArticle 5.3: Technical MeetingsIn the evening of the day before the start of the Main Draw a Technical Meeting shall takeplace with the participation of the Organizer, CEV Officials, National Federation Delegate, allthe qualified players and the Team Managers in order to discuss the important detailsconcerning the event and the organization. Teams eliminated in the last round of theQualification Tournament may attend this meeting.In case a Qualification Tournament takes place a first Technical Meeting shall take place inthe evening of the day before the start of the Qualification Tournament with the participationof the Organizer, CEV Officials, National Federation Delegate and all QualificationTournament players in order to discuss important details about the event and theorganization.The Technical Meetings are conducted by the CEV Technical Supervisor in collaboration withthe Organizer. The Technical Meetings must take place at the Main Draw players’ hotel andbe scheduled to last no more than 30 minutes.Players who do not attend the Technical Meeting may not be allowed to participate in theevent. Under special circumstances, exceptions may be considered by the CEV TechnicalSupervisor, if the respective National Federation/players sent in writing and in due time validdocumented reasons related to the non-attendance to the organizers, the CEV TechnicalSupervisor on site and the CEV Beach Volleyball Department.If necessary, a drawing of lots takes place during the Technical Meetings and is conducted bythe CEV Technical Supervisor. The drawing of lots shall determine the seeding of the teamshaving a tie and the seeding of the host country teams. The drawing (choice of tallies) mustpossibly be made by one or more player(s) but not by any member of the OrganizingCommittee.Article 5.4: Daily MeetingsOn all competition days of an event at the end of the last match or in the next morning a DailyMeeting with the CEV Officials, the Organizer and National Federation Delegate takes placeto resolve all items appeared during the day.On all competition days a daily meeting is organized between the CEV Referee Delegate andthe referees.The Organizing Committee gathers upon request of the CEV Technical Supervisor or theTournament Director to secure the smooth running of the event’s operation and solveeventual contingencies.The CEV Technical Supervisor may request a daily meeting of the Organizing Committee.Article 5.5: Closing MeetingAt the end of an event a meeting between the CEV Jury President, CEV TechnicalSupervisor, the CEV Referee Delegate, the Organizer and the National Federation’s Delegatetakes place to prepare, discuss and sign the final report of the event.Released on: 15 February 2012 © 2012 - CEV Page 11

CEV U18/U20/U23 Beach Volleyball European ChampionshipTechnical Organization & LogisticsArticle 6: Accreditations and SecurityArticle 6.1: Preliminary InquiryIn the evening of the day before the start of the Main Draw as well as in case of aQualification Tournament, in the evening of the day before, the Preliminary Inquiry shallmandatorily take place before the Technical Meeting.The Preliminary Inquiry is conducted by the CEV Technical Supervisor in collaboration withthe Organizer and is meant to check the identity of each player.The purpose is also to check:The players’ attendance and the players’ passports to identify the player;The players’ shorts/one-piece bathing suits/briefs and accessories if required bythe CEV Technical Supervisor;The players’ number 1 or 2 on the uniforms and for data processing;The U18/20/23 Country Ranking points and seeding, which has to be confirmedby signature by the head of delegation;Any other information about the players’ eligibility and participation, upon requestof the CEV Technical Supervisor.Article 6.2: AccreditationThe Organizer shall present a layout of the competition venue two (2) months before the startof the competition taking into consideration a special accreditation system for all participantsin the organization with the control of the different areas.Organizers must provide the CEV Officials, referees, National Federation Delegate,Qualification Tournament and Main Draw players, Organizing Committee members, staff,CEV partners, media representatives, players’ coaches, physiotherapists, VIPs, guests,technical staff, court personnel, volunteers, medical staff, journalists, etc. with an official IDcard and ensure that only people with appropriate accreditation are allowed to access certainareas of the venue. An accreditation plan must be developed by the Organizer with regards toseating and parking availability as well. It is very important to clearly indicate the differentareas for the various categories of accreditations and issue ad hoc cards/tickets. A wellidentified accreditation area with an efficient service should be set-up at the stadium andpossibly at the hotel too.If a National Federation is not assigning a head of delegation to avoid the payment of theparticipation fee (see chapter 7, article 1.4) no accreditations shall be given to thesedelegations.ID cards are also needed for the bleachers section reserved for players taking part in theQualification Tournament, guests, family members etc. While organizers must provide veststo all accredited photographers and TV crew authorized to access reserved court areas, allcourt personnel must wear their respective official uniform.Individuals’ photo with the name of the persons concerned should possibly be integrated onthe ID cards in order to prevent cards abuses.Promoters must grant the CEV and each of its sponsors the opportunity to purchase, if any, atface value, first class category tickets for each day of the event, provided that all these ticketsare granted or sold to the parties concerned for promotional purposes only and not for resale.Released on: 15 February 2012 © 2012 - CEV Page 12

CEV U18/U20/U23 Beach Volleyball European ChampionshipTechnical Organization & Logistics6.3.1 SecurityArticle 6.3: Security and Access ControlThe CEV requires each Organizer to ensure the correct implementation of all needed securitymeasures to preserve the integrity of the CEV Officials, referees, National FederationDelegate, Qualification Tournament and Main Draw players, Organizing Committee members,staff, CEV partners, media representatives, players’ coaches, physiotherapists, VIPs, guests,technical staff, court personnel, volunteers, medical staff, journalists etc. at the venue and atthe official hotels. The CEV Technical Supervisor must check that before the start of eachevent, the local authorities have been informed by the Promoter about the need to secure thevenue and the hotel with a dedicated task force. The security staff hired by the Organizer isresponsible for the best possible security arrangements and facilities at the site before,during, and after the event.Organizers must inform the local police well in advance about the organization of the event inorder to successfully face any security and/or traffic problems at the venue and the parkingsite. A strict policy must be implemented since the first day of the competition to regulate theflow of the people in the restricted areas.Security personnel must also be present in sufficient numbers at the venue parking, theentrance, and other areas to maintain order and guarantee assistance, surveillance, andadequate security for the CEV Officials, referees, National Federation Delegate, QualificationTournament and Main Draw players, Organizing Committee members, staff, CEV partners,media representatives, players’ coaches, physiotherapists, VIPs, guests, technical staff, courtpersonnel, volunteers, medical staff, journalists, etc. The security staff must be professionaland well trained, and must be on duty at least one hour before the start of the competitioneach day. The security staff should hold a briefing meeting at the end of each competition dayto discuss and fix any possible problems.Special security must be provided day and night during the event to sponsors signage andCEV sponsors’ material as well.All security people must be identified by uniforms different from the other OrganizingCommittee members, technical personnel or court personnel, in order to be easily identifiedand to facilitate their intervention whenever needed.The people managing the different areas must be familiar with the different accreditationcategories and the numbering system of the stands in the stadium. A walkie-talkie systemmust be used to intervene in case of contingency.Finally, the necessary security measures must also be studied and arranged in due time tokeep spectators outside the playing area at the end of the final match as well as during theAwarding Ceremony.6.3.2 Access ControlDuring a match, no personnel are authorized to enter into the competition area with theexception of the referees, line judges, sand levelers, and ball retrievers. Only the first refereeand/or the CEV Technical Supervisor may authorize the intervention of additional personnelon the court such as Film Crew, Official Photographer, Host Broadcaster, TV cameraman,Press Delegate, Doctor, etc.All the players participating in the Qualification Tournament may have access to the VIPsection (or to a roofed area) during the duration of the Qualification Tournament exclusively.All Main Draw players must have access to a separate players area or to a roofed area, or inthe general grandstand during the duration of the Main Draw (including the final day).Released on: 15 February 2012 © 2012 - CEV Page 13

CEV U18/U20/U23 Beach Volleyball European ChampionshipTechnical Organization & LogisticsThe access to the player’s lounge is strictly reserved for the Qualification teams (during theQualification Tournament exclusively), and for the Main Draw teams (during the Main Drawtournament exclusively) and for the accredited medical staff. Players taking part in theQualification Tournament (even if not qualified in the Main Draw) must have access to areserved area on the general grandstand at any time.Article 7: ObserversAny national federation has the right to send observers in any event in order to observe andrecord technical data (video or statistics) only for own purposes.The interested national federation is obliged to send a written request not later than five (5)days before the event to the organizer. The request has to include the federation commitmentnot to use the collected data for commercial purposes.Observation of training sessions is strictly forbidden.The organizer is obliged to ensure the official accreditation of observers and to grant accessto the Observers area and provide working place with plug sockets as defined in the CEVBeach Volleyball Handbook.All costs related to the stay of the observer must be borne and directly paid by himself/herself.See Chapter 1: Competition Regulations.Article 8: FormsReleased on: 15 February 2012 © 2012 - CEV Page 14

CEV U18/U20/U23 Beach Volleyball European ChampionshipTechnical Organization & LogisticsAnnexAnnex I: Plan of the Playing AreaReleased on: 15 February 2012 © 2012 - CEV Page 15

CEV U18/U20/U23 European ChampionshipsTechnical Organization & LogisticsAnnex II: Organizational ChartCEV Technical Supervisor/ CEV Jury PresidentCEV RefereeDelegateCEV Medical DelegateTournament DirectorNational FederationDelegateCEV Press OfficerAdministrativeDirectorCompetitionDirectorOperationsDirectorMarketingDirectorMediaDirectorFinance ManagerCourt ManagerVenue ManagerSponsorshipManagerTV ManagerTransport ManagerInformation ManagerOperational ManagerPromotion ManagerPress ManagerLogistics ManagerReferee ManagerProduction ManagerPR ManagerDoctorFloor ManagerPhotographerHotel ManagerSpeakerCatering ManagerDJGraphics ManagerHospitality ManagerSide Events ManagerReleased on: 15 February 2012 © 2012 - CEV Page 16