|
20.07.2018
|
 |
The life of a meet organizer
I completed 120 pages of documents just for the insurance part of
the competitions that we have organized
And we are forever grateful to be able to follow the original work
done by Larry Bunner for the Midwest 2017 competition. Here is the required bid
information for a Category 1 competition. You have until September 1st to fill
this out and submit your bid.: https://www.fai.org/document-compression/24747
Annexe A – Bid Information
The following information must be provided in support of your bid.
A bid will be refused if some of the information is missing.
This template has to be followed: same items in the same order.
Additional information of the bidder’s choice may also be included at the
end of the bid (see point 35)
This document will form part of the FAI Organiser Agreement. It is binding.
Key information (like the entry fee) cannot be changed later without CIVL
Bureau and Plenary consent.
Documentation required in support of the bid is noted in Annexe B.
Outline of the budget must follow the template as per Annexe C.
…
See FAI document: Naming FAI Competitions available at:
http://www.fai.org/fai-documents under Organising an Event.
2.
Location(s) of
Championship
…
3.
Proposed Dates of
Championship
…
4.
Competition allowing the organiser to
bid
...
State here which competition
allows you to bid.
To be eligible, the NAC making the bid shall, as a minimum, have held a national
championship or FAI Category 2 competition with a minimum entry of 50 pilots for
Cross Country events or 30 pilots for Accuracy and Aerobatics events, on the
proposed site(s) within the four years before the bid is received.
...
Party designated in the Organiser Agreement who will have
contractual responsibility for organising the event, and will sign the Organiser
Agreement.
The party has
written approval and endorsement of the holder of the Sporting Powers (see
point 6).
...
Party having the sporting power in your country.
It can be the National Airsport Control (NAC).
It can be another entity (a federation for instance) to which the NAC has
delegated its sporting powers. If this is the case, a letter of information
has to be sent by the entity to the NAC.
The Sporting Power will also have to sign the Organiser Agreement
7.
Detailed Schedule
of Championship
Free and official training days.
Registration.
Mandatory Safety Briefing.
Opening ceremony.
Mandatory training task.
Championship flying days.
Closing ceremony.
8.
Organisers, Directors and Key
Officials
Include brief note on qualifications, experience, languages, etc.
For all events:
Organisation/Event Director.
Meet Director.
Safety Director.
Meteorologist.
Launch (or drop) Marshal.
For Cross Country:
Scorer.
Live Tracking Manager.
Goal Marshal.
9.
CIVL Coordinator, Steward, Judges,
Jurors
At the time of the bid, the CIVL Coordinator will be the CIVL President or
the appropriate Committee Chairperson. If the bid is accepted, the
Coordinator will be the CIVL Steward as soon as he is appointed.
In Accuracy, the Chief Judge and Event Judges will be appointed by CIVL in
consultation with the LOC. The Chief Judge will then appoint other Judges in
consultation with the LOC. All Judges should be the same at the test event
and at the event.
In Aerobatic, the Chief Judge will be appointed by CIVL in consultation with
the LOC. The Chief Judge will then appoint other Judges in consultation with
the LOC. All Judges should be the same at the test event and at the event.
The CIVL Jurors will be appointed in due time by the CIVL Bureau.
Specify the maximum number of pilots allowed overall.
You may want to justify this number in relation to the site and flying
conditions.
Reminder:
The maximum number of pilots per nation and the
team size will be defined in the championship Local Regulation, which is subject
to CIVL approval.
Define the Entry Fee for the Championship:
For Pilots.
For Teams Leaders and Assistants.
What is included in Entry Fee.
Reminder: See Section 7 Common 5.1.2 for the
minimum expected to be included in the Entry Fee.
Define what will be optional or subject to
additional charges, such as tow fees, retrieve, lunch packs, equipment hire,
etc.
Dates of Test Event.
Pilot qualifications (open selection or specific criteria if any).
Entry fee for Pilots, Teams Leaders and Assistants.
What is included in Entry Fee. (see 11. above)
Reminder:
See Section 7 Common 2.4.5 and 12.1.1 for general requirements.
See Section 7 Common 12.3.1 for the minimum International Participation
required.
Add general comments on suitability of sites for proposed event, competition
history, accessibility, availability, permission for use.
For each site, list:
Take-off direction(s).
Height above valley.
Configuration, surface, size of take-offs and rigging/preparation areas.
Number of ramps.
Hazards (cables, pylons, trees, etc.).
Facilities (car park, shelter/shade, water, refreshments, toilets, etc.).
For
winch/aero tow sites:
Airfield details, size, wind directions, facilities, etc.
For Accuracy:
Height difference between take off and target area.
For Aerobatic:
Height above water when reaching the flying ‘box’.
14.
Distance/access to launch
site(s)
Road access: for cars or only 4-wheel drive vehicles or organisers trucks?
Cable car or mountain railway to take-off area?
Parking available part way up?
Organiser transport arrangements to sites.
For Accuracy and Aerobatic:
Shuttle time from the landing area to take-off area.
15.
Task flying area
XE "Task flying area"
Type and suitability of terrain.
Unlandable and built up areas difficult to avoid.
Suitable goal landing fields and height AMSL.
Suitable ‘bomb-out’ .
Local road quality for retrieves, road traffic problems.
Any prohibited flying or landing areas.
Include a map or a link to an online map showing airspace, turnpoints, major
features, typical tasks (see Annexe A).
For Accuracy and Aerobatics:
Target location and specificities.
16.
Airspace
XE "Airspace"
Free to what height above take-off and task flying areas?
What limitations? Restricted/prohibited areas?
What permission or exclusions required? How likely to be granted?
Frontier crossing arrangements?
Details of any sites prone to low clouds, possibility of wave or foehn, best
time of day for thermal upslope, possibility of residual lift late in the
afternoon, known turbulence areas.
Weather data and type of conditions to expect during the period selected for
the event.
Recommended maximum wind speed: on launch and for task flying.
18.
Meteorology
XE "Meteorology"
What arrangements will be in place for daily forecasts during the event and
the relevant experience of the forecaster.
Details of satellite weather monitoring, most reliable web resources for
forecasts, automatic wind station monitoring, webcams, etc.
19.
Transport
XE "Retrieves"
Details of transport provided to launch, organisation vehicles, vehicles to
be provided by competitors, etc.
How retrieve/check-in will be organised.
In general:
Local meteorological conditions (areas of rotor, strong valley winds, etc.)
or local terrain features (pylons).
Task setting/task style/scoring ideas to compensate.
Comments on pilot qualifications/skill levels required.
Details of any fatalities or serious accidents on the site or in the task
flying area in the past 5 years.
21.
Rescue
XE "Rescue" /Medical Services
Information on experience of on-site doctor/paramedic, first aid
arrangements, medical first response in tasks area.
Helicopter availability including response times.
Helicopter landing space for each site.
22.
Safety Management Plan
States here what your safety management plan will be.
Reminder:
FAI has published ‘Guidelines in the event of a
casualty or of a serious accident’. Please be aware of this document and its
sections:
Advise Regional ATC Centre and also local ATC organisation.
Raise NOTAM.
Insurance to cover liability, rescue charges, etc.
Advise local police.
Advise local ambulance, hospital and other medical services.
Arrange medical doctor rota to cover the event also to cover any post-mortem
examination and inquest.
Arrange site facilities, including a control room and incident room.
Appoint officials: Event Director and Deputy Director, Event Safety Officer,
Public Relations Officer.
Investigate laws, rules and procedures that apply at the event site or
sites, for accidents, injuries, fatalities and air accidents.
Make plans for dealing with accidents and incidents: release of names,
control actions, incident log, official statements after the event,
immediate actions, follow-up actions, dealing with press and media,
witnesses, details of injured or deceased, National accident investigation
procedures, continuance of event, facilities for victim’s team, report to
FAI; Injury, illness or death of participants or spectators.
Radio XE "Radios" s: details including any restriction on frequencies or
types of radio, particularly 2m, and any licence requirements.
Mobile/Cell ‘Phone Coverage: availability of local SIM cards. Details of
best network coverage within the competition area.
24.
Liaison with police,
military, public services
Their familiarity with this type of event. Past experience? Assistance
expected?
25.
Insurance
XE "Insurance"
Insurance requirements pilots will be required to provide (third party,
personal, repatriation…).
Detail of what will be available to be purchased on site.
Details of Organisers’ Liability cover for the event (including public
liability and CIVL officials).
Reminder:
The LOC must
arrange insurance coverage in an adequate amount in connection with the event
including public liability insurance meeting the applicable legal
specifications. This coverage must be presented to the FAI at the earliest
opportunity.
The FAI, its
respective directors, employees and assigned event Personnel must be designated
as additional insured parties for liability claims.
26.
Event Headquarters
XE "Headquarters"
Location and size of rooms for briefings, registration, equipment checks.
Office facilities: AV equipment, office equipment, communication systems
(phones, wifi, etc.).
Internet access available for Officials.
Internet access available for competitors.
General outline of availability and average prices of hotels, camping sites,
apartments and other accommodation.
Proximity from event HQ of: car hire, shops, restaurants/bars, repair
facilities, etc.
Outline of the anticipated website design/content, which should be the main
means of disseminating information about the championship.
Confirm that this will be in place prior to the test event, and updated
prior to the main event, with all relevant information, at least 6 months
before the start of the event.
An interactive online registration and payment facility is desirable.
Will any FAI member be refused entry to the country?
Details of visas required for visitors from FAI member nations.
Details of any vaccinations recommended for competitors (or provide web
addresses for information).
State any date before which competitors should not arrive.
Give details of arrangements for pilots if early arrival is possible (access
to launch, etc.).
31.
Customs and equipment
importation:
Information on custom arrangements for temporary importation of gliders and
other competition equipment. If necessary, customs at main entry points for
the event should be informed of the nature of equipment that will accompany
pilots.
List entry points that have already been contacted or notified.
Medals and diplomas will be provided for free by CIVL, but transportation and
custom are paid by the organisers.
State here if there are any other forms of recognition or prizes.
33.
Media coverage,
merchandising
Outline of plans to promote the event.
Media coverage planned before, during and after the event.
Facilities for spectators (virtual and physical).
Filming/video opportunities.
Reminder:
Coverage
produced by LOC or local partners may have to be provided to FAI for
international use without any rights restrictions, limitations and costs.
FAI retains the right to use any audiovisual coverage of the event without
limitation in space or time.
Are also subject to FAI regulation as per
Organiser Agreement (obtainable on request at FAI): international distribution;
merchandising and hospitality rights; intellectual property, FAI marks and
exposure, event logo, mascot…
Secured or expected sponsors if any.
Reminder:
If the FAI
requests exposure and the LOC has a specific possibility to secure event
sponsors of the same products or services categories as the FAI main partners
for a major sponsor position, FAI shall be contacted in order to agree on a
solution.
FAI shall
exercise its right up to 6 months prior to the event. Before this time limit,
the LOC may ask the FAI to grant full release from this obligation or to specify
which categories have to be reserved.
Anticipated sources of finance (local, government, sports authorities, NAC,
etc.) and percentage of budget expected from pilot entry fees.
Provide an outline budget (see Annexe C)
36.
Any additional information
in support of the bid:
…
Name:
Position in Organisation:
Date:
Signed:
Annexe B – Support Documentation
Letter of support from the NAC or delegated entity.
Letter of information from the delegated entity to the NAC (if applicable).
Letter of support from the local authorities.
Map of the area.
See the Excel file.
https://www.fai.org/sites/default/files/civl/documents/cat_1_budget_annexe_c_-_v2018.xls
//OzReport.com/1532045128
|
