Login

Practical Guidelines for Competition Organisers

 

 

guide3

The latest completely revised edition of ‘Practical Guidelines for Organising CIVL/FAI Category 1 Championships’ can be found at: http://www.fai.org/civl-documents under Event Organisers/Practical Guidelines... You can also click on the links in the table of content under.

This comprehensive document covers the entire process of organising a CIVL Category 1 event from preparing the bid to post-championship tasks. It can be downloaded as a compete document or by chapters. 

 

The complete Guidelines

 

1      Introduction

1.1        Objectives of this Guidelines document

1.2        Summary of FAI structure and objectives

1.3        Summary of CIVL structure and objectives

 

2      Bid Preparation & Procedures

2.1        Introduction

2.2        Championships to be awarded

2.3        Bidding Procedures

2.4        Bid Preparation

2.5        Bid Documentation

  • 2.5.1     Annex A – Detailed Bid Information
  • 2.5.2     Annex B – Sample budget
  • 2.5.3     Letters of support

2.6        Bid fee & Sanction Fee

 

3      Role of the Competition Organiser (Event Director)

3.1        Introduction

3.2        Before the Practice Event and Championships

3.3        Finance

  • 3.3.1     Budgets
  • 3.3.2     Financial Administration
  • 3.3.3     Income
  • 3.3.4     Expenditure

3.4        Personnel

3.5        Administration & Information Technology

  • 3.5.1     Administration
  • 3.5.2     Information Technology

3.6        Liaison with External Authorities

  • 3.6.1     Local/Town Council
  • 3.6.2     Tourist Office
  • 3.6.3     Local medical & emergency services
  • 3.6.4     Airspace authorities
  • 3.6.5     NAC and/or Federation
  • 3.6.6     FAI/CIVL Officials
  • 3.7        Communication, Media & Public Relations

3.8        Ceremonies & Social Events

  • 3.8.1     Opening Ceremony
  • 3.8.2     Closing Ceremony
  • 3.8.3     Medals, Certificates, Flags & Anthems
  • 3.8.4     Social events

3.9        Venues & Logistics

3.10      Liaison with Meet Director

 

4      Role of the Meet Director

4.1        Introduction

4.2        Summary of the Role and Responsibilities of the Meet Director:

4.3        Liaison with the FAI-appointed Steward

4.4        Local Regulations

4.5        Launch preparations

  • 4.5.1     For Hang gliding
  • 4.5.2     For Paragliding
  • 4.5.3     Equipment
  • 4.5.4     Paperwork

4.6        Pre-Competition Task Schedule

4.7        First Team Leader Briefing

4.8        Mandatory Safety Briefing

4.9        Daily Briefings

4.10      Meteorological Briefing

4.11      Task Setting

4.12      Task Briefing

4.13      During the Task

4.14      After the Task

4.15      Dealing with Complaints and Protests

4.16      Documentation

 

5      Role of the Safety Director

5.1        Introduction

5.2        Summary of the role and responsibilities of the Safety Director:

5.3        Liaison with the FAI-appointed Steward

5.4        Local Regulations

5.5        Pre-Competition Task Schedule

5.6        Safety Committee

5.7        Mandatory Safety Briefing

5.8        Daily briefings

5.9        Meteorological briefing

5.10      Task Setting

5.11      Task Briefing

5.12      During the Task

5.13      After the Task

5.14      Dealing with complaints and protests

5.15      After the Event

 

6      Local Regulations, Entry Requirements, Registration

6.1        Introduction

6.2        Entry Requirements

6.3        Pilot Qualifications

6.4        Team Size & Allocation Procedures

6.5        Local Regulations

6.6        Online Registration Schedule

6.7        Documentation

6.8        Insurance

6.9        Physical Registration

  • 6.9.1     Preparation
  • 6.9.2     Setting up
  • 6.9.3     Registration process
  • 6.9.4     GPS upload/download
  • 6.9.5     Equipment checks

6.10      Post Registration

 

7      Operational Aspects – Venues & Logistics

7.1        Headquarters

7.2        Launches

7.3        Goalfields and Target Area

7.4        Accommodation

7.5        Transport & Retrieve

  • 7.5.1     Check in procedures

7.6        Parking

7.7        Equipment

7.8        Food, Beverages & Lunch packs

7.9        Event Programming

7.10      Flight Verification & Scoring

  • 7.10.1       Cross country
  • 7.10.2       Accuracy Events

7.11      Production & Publication of Results

7.12      Dealing with complaints and protests

  • 7.12.1       Accuracy Events

7.13      Post event duties

  • 7.13.1       Transmission of signed official results to FAI
  • 7.13.2       Return of FAI flag, unused medals etc
  • 7.13.3       Transmission of media archive & promotional material to FAI
  • 7.13.4       Confirmation and return of balance of Sanction Fee


8      Procedures in Case of Accident, Casualty & Emergency

8.1        Introduction

8.2        Planning and Preparation

8.3        Dealing with an Incident

  • 8.3.1     Incidents reported
  • 8.3.2     First actions

8.4        Aftermath of an Incident

  • 8.4.1     Incident Report Forms

8.5        Dealing with rumours

8.6        Releasing information

8.7        Next Actions

  • 8.7.1     Communication with other authorities


9      Press, PR and Marketing Communications

9.1        Introduction

9.2        Media Plan

  • 9.2.1     Media types
  • 9.2.2     Material ideas

9.3        Logos & Titles

9.4        Website & Social Media

9.5        Press Liaison

  • 9.5.1     Public Relations

9.6        Creating a Media/Spectator Friendly Event

  • 9.6.1     Media archive
  • 9.6.2     Media Rights & Sponsorship
  • 9.6.3     In case of an incident


10     The Practice Event

10.1      Purpose

10.2      Duration

10.3      Sanctioning

10.4      Rules

10.5      Personnel

10.6      Financial Implications

10.7      CIVL Steward

10.8      Steward’s Report

10.9      Local Regulations

10.10    Preparations

10.11    Following the Rules

10.12    Complaints and Protests

10.13    Pilot Feedback