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International Floorball Federation 2016 Edition


IFF Event Handbook How to organise successful Floorball Events

International Floorball Federation (IFF)

IFF Event Handbook 2016

Introduction

Introduction


Introduction This is the 3rd edition of the IFF Event Handbook, and is the result of a process that started in 2005, when the discussion of the need of having more specific guidelines, or even requirements, for organisers of international Floorball events started. The result of this process was the IFF Event Handbook launched in connection to the WFC 2010 in Helsinki, Finland, which has now been updated with the experience of more events and more information, and that we hope will become the backbone of the planning process for all future organisers of IFF Events.

Experience has shown that all organisers, regardless of the level of the competition they are organising, face similar types of challenges and difficulties. The objective of this Handbook is to give future organisers a benchmark and ideas of, firstly, what is required in relation to rules and regulations in Floorball and, secondly, what is stipulated by the contract signed between the IFF and the National Association organising the event. The Handbook doesn't supersede the regulations or agreements, but is aimed to act as a manual and a check-list of what needs to be done. The background research for this Handbook has been made and collected during the numerous IFF events since 2005. Many organisers have applied extremely intelligent and creative solutions which the IFF have used to help explain the width of what is needed to consider when you are to organise an International Floorball Event. Even though the manual is aimed for organisers of the main events, it is also well-suited to the organisers of smaller IFF events. It can be used by adapting it to the scale of the tournament, keeping in mind that most of the venuerelated issues are important for all organisers. The overall objective is to form a standard where the organisation of IFF events, from a structural point of view, looks the same regardless of where they are organised or by whom, but the diversity comes from the message the local organiser gives to the event. The Handbook can help to provide the overall outline for the organising process.

International Floorball Federation (IFF)

This document is built to be a planning tool, defining the needed resources and materials. Each section describes the responsibility of each smaller unit and is built around what needs to be done in order to secure that each specific function in the Event works. The Handbook gives an idea of timelines for the planning process and provides suggestions of how to solve the practical issues. In each section, there are ´Plan your own event´ pages, in which the different tasks needed to be fulfilled are included, as well as the proposed timeline build-up. Additionally, there are a number of check-lists, a resource allocation component and a list of needed materials. This is living document and it is not possible for all details and possibilities to be incorporated here, therefore the IFF administration will continue to update the handbook on a regular basis. It is essential to keep the overall picture clear when entering the planning process of an event and try to use the experience of previous organisers when building the Event master plan. The organisation will not lose its own identity, just save a lot of time, which can be used to tone the Event in the way the organiser wishes too. The sincere wish of IFF is that the document will assist our Member Associations, the cities where Floorball events are played and the Floorball community at large to enhance the level of our main product - the international competitions. The IFF wants to extend our sincere gratitude to all persons and organisations, both inside and outside the Floorball Community, who have with their personal input helped in the process to create this Handbook. A special thank goes to the IFF employees who have analysed and evaluated the existing material, combined the different experiences and created this document. In Helsinki, on the 1st of December 2015.

IFF Event Handbook 2016

John Liljelund Secretary General

Introduction

The Event Handbook does not replace the Organiser´s Regulations or the contract signed with the IFF concerning the organisation of an IFF Event, but it gives valuable advice about how an event can be organised, what expectations IFF have, and how it sees the organisation of these events. In the testing stage at present is an on-line Event Management Tool for the management of the preparations of IFF Events. Once fully functional, this handbook will become the back-up material for this tool.

The Handbook is divided into ten different sections, with each one highlighting the key areas of organisation. Specific functions and duties are outlined, giving the possibility to divide out special tasks from a bigger entity, still keeping the general look and feel for the whole project.


Table of Contents 1 2 3 5 7

2. COMPETITION Venue Internet Services Competition Office Match Secretariat Statistics Team Speaker Speaker Instructions Music & Lights Flags Ceremonies Medal Ceremonies Ceremony Schedules

1 4 6 8 10 12 13 14 17 19 20 21

3. LOGISTICS & MATERIALS Accreditation Transportation Materials Transportation Accommodation Catering Flooring

1 3 5 7 9 11

4. FINANCE & MARKETING Budgeting the Event Ticketing system Ticket allocation Sponsors Commercials Arena commercials Exhibition stands Match programme

International Floorball Federation (IFF)

1 3 5 7 10 12 15 17

5. MEDIA Media Accreditation Press Kit Media Hosts Mixed Zone Press Centre Press Stands Press Conferences Post-game Press Conferences Photographers Television Production Internet-TV & Match Video Event Website Social Media

2 5 8 10 11 13 15 17 19 21 24 27 28

6. STAFF & VOLUNTEERS Volunteer Management Team Guides Venue Staff Rink Squad First Aid Security

1 3 5 7 9 11

7. ANTI-DOPING Anti-Doping Doping Control Station 12 Steps of Doping Control Awareness & Education

1 2 3 5

8. IFF OFFICIALS IFF Staff Event Jury Referee Management Referees Meetings Daily Reports

1 2 3 4 7 9

9. VIP SERVICES VIP Guests VIP Room

1 3

10. ADJACENT EVENTS Adjacent Events

1

IFF Event Handbook 2016

Introduction

1. GENERAL INFORMATION IFF Events Other Events Organising Committee Communications Information to Teams


IFF Event Handbook How to organise successful

General Information

International Floorball Federation (IFF)

IFF Event Handbook 2016

1. General Information

Floorball Events


IFF Events For national teams, the IFF organises World Championships for adults & U19s in both men´s and women´s categories. For club teams, the IFF organises the Champions Cup, EuroFloorball Cup and EuroFloorball Challenge for national club team champions in Europe. CHAMPIONS CUP ORGANISATION AND CO-OPERATION • Organised in October every year IFF events are organised in co-operation with the IFF Member Association of the host country. The IFF is the sole owner of the IFF events and owns all rights of publicity including transmissions by radio and TV, video recordings and any other utilisation inherent to the events.

• For national club champions from the Top 4

The organiser must at all times ensure that the IFF Organiser´s Regulations and the details agreed in the contract for the organisation of the event are followed.

• Participating teams:

ranked nations in Europe

• 3-day tournament played in one venue • Participation right to the event is based on a 4-year national team ranking Club champions from the Top 4 Winner of the previous year´s EFC A 2nd team from the organising country

WORLD FLOORBALL CHAMPIONSHIPS Final Round

EUROFLOORBALL CUP

• Organised in December every year, even years for men and odd years for women

• Organised in October every year • For national club champions from the 5th-8th

• Final round consists of 16 teams in 4 groups

ranked nations in Europe

• Normally a 8-10 day tournament played in two

• 6 men´s and 6 women´s teams

venues Qualifications

• 5-day tournament played in one venue

• Organised in February the same year as the Final round

• Participating teams: Club champions from 5th-8th

• Regional qualifications based on registrations

Winner of the previous year´s EF Challenge

• Normally a 4-5 day tournament in one venue, the

A 2nd team from the organising country

length depends on the number of participating teams per qualification tournament

EUROFLOORBALL CHALLENGE • Organised in August every year for men and

U19 WORLD FLOORBALL CHAMPIONSHIPS

women

• For national club champions from the 9th and lower ranked nations in Europe

Final Round

• Organised in May every year, even years for women U19 and odd years for men U19

• 3-5 day tournament played in one venue

teams

• The winner of each EF Challenge event is pro-

• A 5 day tournament played in two venues

moted to play in the next level event the following year.

Qualifications

• Qualifications to the B-division in September the year preceding the Final round

• Participating teams: Club champions from 9th and lower

• Normally played in one venue over 4-5 days, de-

International Floorball Federation (IFF)

• Number of challenge events depends on the registrations received

• A-division with 8 teams and B-division with 8

pending on the number of participating teams per qualification tournament

1. General Information

• 6 men´s and 6 women´s teams

Winner of the level below event from the previous year A 2nd team from the organising country

IFF Event Handbook 2016

Page 1


Other Events International Friendly matches are those games played between IFF Member Associations outside of IFF events. The IFF has four designated international weekends per year during which all Member Associations are encouraged to organise &/or participate in international matches. The IFF has specific regulations for Friendly Internationals.

INTERNATIONAL FRIENDLY MATCHES

WORLD UNIVERSITY CHAMPIONSHIPS

• Four dedicated weekends per year:

• Organised in May every even year for both men and women in the one event

1st weekend of February

• Organised by the International University

4th weekend of April

Sports Federation (FISU) in co-operation with the host student association and the IFF.

2nd weekend of September 1st weekend of November

• Member Associations must notify IFF 60

• To be played with IFF Game rules, with the

days prior of their intention to hold international matches

qualification of participants according to FISU regulations

• Referees for all international matches are nominated by the IFF Referee Committee

THE WORLD GAMES SOUTHEAST ASIAN GAMES

• Organised every four years by the International World Games Association

• Also known as the SEA Games, this event is held every two years and involves participants from the current 11 countries of Southeast Asia

• Floorball will make its debut in 2017 with a 6team men´s competition

1. General Information

In co-operation with other organisations, the IFF also participates in various multisport events, such as The World Games, World University Championships and Southeast Asian Games. For multi-sport events, the governing body may impose certain regulations different to those set by the IFF.

• Qualification will be based on results from

• Floorball has been played at the SEA Games

WFC 2016

since 2013 with both a men´s & women´s tournament

COMPETITION NAMES - Short versions WFC = World Floorball Championships WFCQ = World Floorball Championships Qualification CC = Champions Cup EFC = EuroFloorball Cup EFCH = EuroFloorball Challenge TWG = The World Games WUFC = World University Floorball Championships SEA Games = SouthEast Asian Games

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 2


Organising Committee One of the most crucial single organs in the process of organising an event is the Organisation Committee which, in this document, is referred to as the Local Organisation Committee (LOC). The LOC is the window towards the teams and the IFF, therefore it is important to both select the persons carefully and start the planning in time.

HOW TO GET STARTED Each organiser, based upon their experience in organising events and the amount of resources they posses, must build an Organisation Committee that fits the needs of the Event.

• Firstly, you need to define the exact tasks of the LOC. • Once you have a clear picture of the tasks then you can define what types of people and functions are required in the LOC. The IFF has defined what responsibilities the LOC has to cover, but how to divide the tasks is up to each organiser

• It is important to include persons with different skills and experience. If everyone has the same background it might negatively effect the operations of the LOC. For a more diverse approach to the organisation look for people also from outside of the Floorball world.

• The LOC should not be too big, since it then loses its ability to operate efficiently. A group of 5-7 core personnel is usually ideal, but you might need to have up to ten persons, depending how you organise it or how large your event is.

• Each LOC should try to have at least one employee who takes responsibility for arranging the practical details.

• The key knowledge that always has to be included in the LOC is the Competition, Logistics, Finance, Marketing, Media and VIP functions

• The financial planning and management is one of the LOC´s key tasks and dedicating a person for this task early in the process helps to monitor the financial side of the project. It is important not to over-emphasise the financial steering, but still to follow the financial plans.

• There are different ways to start the preparations, but building the LOC is one of the first things that needs to be done. You can have a smaller group making preparations early on, but the main LOC should be established at least 18-24 months prior to the major events and 8-12 months before smaller events.

International Floorball Federation (IFF)

ORGANISING COMMITTEE BASIC TASKS Chairperson: Overall responsibility for the work of the LOC Finance: Budgeting, ticket sales, advertising, sponsors Venues: Competition set-up, practice courts, allocation of spaces to different users Competition & Teams: Team guides, match schedule, practice sessions, match secretary, statistics Transportation: Teams, IFF Officials, VIP´s, materials Accommodation: Team and IFF hotels, meeting rooms Accreditation: Team, IFF, LOC staff, VIPs, Media Ceremonies: Opening, closing and match ceremonies, best player awards Medical services: First aid in venue, contact to hospitals, doping tests VIP: Invitations, hospitality, VIP rooms, gifts Media: Media accreditation, press centre, website, logo, internet access, printed match programme TV and Internet-TV: Host broadcaster, TV set-up, Marketing: Marketing rights, sponsors and partners, image, promotion Volunteers: Recruitment, deployment and management

IFF Event Handbook 2016

1. General Information

The IFF Competition Regulations along with the IFF Organiser´s Regulations, which outline the minimum requirements that an organiser must fulfil, define the overall Event requirements that an Organising Committee must provide.

Page 3


Who is responsible for ‌?

Plan your own event!

MEDIA

Organising Committee _______________

Media________________________________

Communications _____________________

Media Accreditation__________________

Information to Teams ________________

Press Kit ______________________________ Media Hosts __________________________

COMPETITION

Mixed Zone __________________________

Venue _________________________________

Press Centre _________________________

Internet Services_______________________

Press Stands __________________________

Competition Office ___________________

Press Conferences ____________________

Match Secretariat _____________________

Photographers ________________________

Statistics Team ________________________

TV Production ________________________

Speaker & DJ _________________________

Internet-TV & Match Video __________

Music & Lights ________________________

Event Website ________________________

Flags __________________________________

Social Media __________________________

Ceremonies ___________________________ STAFF & VOLUNTEERS LOGISTICS & MATERIALS Accreditation _________________________ Transportation ________________________ Accommodation ______________________ Catering ______________________________ Flooring ______________________________ Materials Transportation _____________ FINANCE & MARKETING

Volunteer Management ______________ Team Guides _________________________ Venue Staff ___________________________ Rink Squad ___________________________ First Aid ______________________________ Security _______________________________ ANTI-DOPING

1. General Information

GENERAL INFORMATION

Anti-Doping ___________________________

Budgeting ____________________________ Ticketing _____________________________

IFF OFFICIALS

Marketing ____________________________ Sponsors _____________________________

IFF Staff & Jury _______________________

Commercials _________________________ Arena commercials __________________ Exhibition stands ____________________ Match programme ___________________

Referees _____________________________ Meetings ____________________________ Daily Reports ________________________ VIP SERVICES VIP Guests ____________________________

ADJACENT EVENTS

VIP Room _____________________________

Adjacent Events _______________________

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 4


Communications Good communication, both before and during your Event, will be a key factor to its success. You need to make sure that everyone involved has access to information about what is happening and when. The communication between the LOC, IFF, volunteers, media, staff, suppliers and sponsors will be crucial.

TASKS AND DUTIES Before the event

• Decide on how the LOC will communicate all the necessary information to everyone involved in the preparation of the Event

• Plan a system of communication with your volunteers so that you can tell them what is happening and when Provide some system for them to update their personal information and contact details (eg. Facebook, SMS, email, website)

• Plan how the LOC will communicate so that everybody has access to all of the information about the Event (eg. Dropbox files, email groups, Skype meetings, Intranet etc)

• Order and install mobile phone services. Check with different suppliers to get the best offer, or negotiate a barter agreement in return for sponsorship recognition.

• Decide on how staff and volunteers will communicate during the event. Remember that every person at a security check zone needs to have some way of contacting the Competition office or their supervisor if they need help.

• If you decide to use walkie talkies, order early enough and check their operation within the venue. Decide if you will use different channels for different groups.

• Plan an Information Centre within each venue (can be located in the Competition Office) that can be easily accessed by all volunteers and staff.

• Decide on what level of Internet services you will need at the venues for both the organiser and the media During the event

• In the Information Centre have a noticeboard that has all the information that is needed - work rosters, catering times, transport schedules, match schedules, contact information for supervisors, LOC & IFF personnel

• Keep in constant contact with your volunteers - SMS,

GENERAL • There need to be clear communication channels that are used and promoted

• Make sure that everybody involved with the Event knows where they can find information or who they can contact to ask about something

• Communication should be a two-way process. Listening is one of the most important parts of good communication. Listen to the advice given by IFF Staff, listen to the comments and feedback from volunteers, media and teams.

• Use the information you receive from all channels to help make your Event better and to run more smoothly

CO-OPERATION WITH IFF OFFICE

1. General Information

How will the LOC communicate with each other? Who will communicate with the IFF? How will you communicate with your volunteers before and during the Event? It is not just the information that is important, but also how it will communicated that needs to be clear.

• It is very important to maintain constant communication with the IFF office before the Event. Give regular reports of your preparation progress, ask for help if you need it

• During the Event, the IFF personnel are responsible for making sure that everything runs smoothly. Keep them updated with any problems and ask for help if you need it.

• Daily meetings between the LOC and IFF are very important to ensure that information about what is happening each day at the Event is communicated to everybody involved.

email, noticeboard

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 5


Communications

Plan your own event!

Person responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT

• One person to coordinate the communication

• Mobile phones and SIM cards

• One person to look after the Information

• Walkie talkies • Noticeboard

• Communication plan

TIMELINE

Task

Deadline

12 months

Decide on how information will be communicated within the LOC Decide on how information will be communicated to/ from the staff and volunteers Decide on what communication equipment you will need

8 months

Negotiate with companies to supply the necessary communication equipment Decide where the Information Centre will be in each venue

3 months

Recruit persons to be in charge of the Information Centre Build the communication plan for during the Event

Before start

Make sure everybody understands how they can communicate with each other - SMS, phone, walkie talkie, noticeboard Educate volunteers in how to use the communication equipment

Responsibility

Done

1. General Information

Centre

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 6


Information to Teams

KEY INFORMATION TO TEAMS • When and where the event is played • Match schedule of the event • Organisation and responsibilities of the LOC • What type of accommodation is available • Services provided by organiser (practice sessions, meals, transportation, tickets, match videos, souvenirs, free time program, etc.)

TASKS AND DUTIES BEFORE THE EVENT IFF sends the team contact information to the organiser, based on the information received in registration FIRST CONTACT: Organiser informs the teams about dates, arrival city, tournament city and venues. Organiser checks the validity of the contact information received by the IFF Co-ordinate the organiser´s time-line with IFF´s timeline for official information asked from the teams (team lists, photos, team info etc) INFO LETTER 1: Organiser´s first information letter to the teams should include basic information of accommodation options, organiser´s services to the participants, and ask the arrival and departure information of teams. In this info letter it is important to set the timeline for information needed from the teams. OTHER INFO LETTERS: Based on the communication between the LOC and the teams, a detailed daily program can be built, including transportations, training sessions and other activities. Information about tickets shall be sent to teams TEAM INFO PACKAGE: Sent by the IFF to the participating teams giving info about qualification of players, anti-doping, technical meetings, social media etc. IFF ask the teams to send team lists, information forms and photos to IFF, which the organiser can also use DURING THE EVENT TEAM MANUAL: Organiser should produce a team manual which includes all the event information. It should be distributed upon arrival to the teams, team guides, all IFF officials & staff TEAM BOXES: Organisers should provide some system for daily distribution of information to the teams. These should be located in each venue and shall be checked regularly by the team guide/team leader during the event

International Floorball Federation (IFF)

• Time-line of when info must be submitted to the organiser &/or IFF

• Timetable for teams to build their daily program during the event

• Contact information both from LOC and participating teams

TIME-LINES FIRST CONTACT Adult WFC: 12 months prior U19 WFC: 8 months prior WFCQ, CC & EFC: 4-6 months prior INFO LETTER 1 Adult WFC: 9 months prior U19 WFC: 5 months prior WFCQ, CC & EFC: 4 months prior OTHER INFO LETTERS Adult WFC: 1-6 months prior U19 WFC: 1-3 months prior WFCQ, CC & EFC: 1-2 months prior

EXAMPLE CONTENT OF TEAM MANUAL • Introduction • Forewords (IFF, LOC, City) • Names and contact details for LOC, team leaders, team guides, IFF Officials, IFF staff, transportation office

• General information about the city, things to do and basic transport info

• Event information: match schedule, locker

1. General Information

The communication between teams and organiser is one of the elements for success from the organiser´s point of view. A lot of information is needed from the teams and, as we all know, it is sometimes not that easy to receive that information. Therefore it is important to make clear time-lines for teams and be prepared to send reminders.

room schedule, team colours, starting lineup form, schedule before and after a match, ceremonies, IFF competition regulations, accreditation rules

• Medical information: First aid, nearest hospitals, anti-doping information

• Info for Teams: daily schedule for team with transportations, training schedule

• Info for IFF: transportation schedule, meals, VIP info, special events or functions

• Media info: press conferences, mixed zone, TV matches, online videos, match videos

• IFF suggests including all information which is presented to the teams at the First Technical Meeting

IFF Event Handbook 2016

Page 7


IFF Event Handbook How to organise successful Floorball Events

International Floorball Federation (IFF)

IFF Event Handbook 2016

2. Competition

Competition


Venue

VENUE SELECTION

Choosing the venue for the event is one of the most important decisions for the LOC. A suitable venue provides good conditions for a successful event. The venue for the competition must be approved by the IFF. BASIC REQUIREMENTS Number of venues

• The number of venues shall be sufficient according to the amount of participating teams in the Event.

• IFF prefers to concentrate in as few venues as possible, but, in principle, if there are more than 10 teams, two venues are needed

AVOID SUNLIGHT PROBLEMS

• The host association must reserve the venue/s well in advance and approve them with the IFF

• If there are windows in the arena, problems with sunlight shining to the field might occur

Spectator capacity

• Find out where the sun is shining on different

• Adult WFC For round games & preliminary finals, at least 3000 seats For semi-finals and medal matches, at least 8000 seats (men) & 4000 (women)

times of the day and take this into consideration when making your match schedule

• Decide on a plan of how to cover the windows. Test the covering at different times of the day.

• U19 WFC at least 1500 seats • CC & EFC at least 1000 seats • WFCQ & EFCh events have no fixed spectator requirements

• The size of the venue should be estimated according to the expected amount of spectators - a full arena for 300 spectators is better than an empty arena for 1000 spectators

2. Competition

Venue agreements

Location - How easily can the venue be reached by the spectators and teams? If two arenas are used can they be accessed easily from each other? eg. within walking distance Size - How many spectators do you expect? What size of venue can you sell out for the final matches? Playing area - Does the field level fulfil the requirements of IFF? (Minimum size of available free space should be 42x21m) Facilities - Are there suitable facilities for teams, referees, officials, spectators, parking, etc? Temperature - Does the venue have suitable ventilation, heating &/or airconditioning?

Clean venue

• The tournament shall be played in venues free from binding advertisements in the TV area and there should be no contradicting commercials to the present IFF sponsors

Venue inspections

• The IFF may request to inspect the venue and

Disturbance free venue

• There shouldn´t be any other activities in the arena which might cause any disruption during the event

• Preferably there should be walls and spectator stands around the field. The venue should not be a multi-arena separated by only curtains Parking / Transport

• Suitable parking must be available for buses of the teams as well as the cars of the spectators

• A number of parking permits must be allocated for

arrangements several months prior to the event. This is especially done if the venue is to be used for the first time for an IFF event Exceptions

• The host association has the right to ask the IFF for exceptions concerning the requirements for organising IFF events (eg. venue with lower than required spectator capacity).

• Requests should be made in writing to the IFF RACC.

LOC and IFF

• Venue should be accessible via public transport

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 1


Venue SPACE REQUIREMENTS Spectator stands

• All spectators must have an assigned seat. Temporary seating installations are permitted

• Facilities such as cafeteria and toilets should be available for the spectators in the venue

• For disabled spectators there should be reserved seats with good viewing positions and easy access for wheelchairs. There should be support devices and access to toilet facilities Offices

• Competition office with internet access, computers,

38m x 18m)

• Free height of playing area: 7 metres (from floor surface)

• IFF office with internet access and printer. Preferably the LOC & IFF offices are in a shared space.

• Minimum 1.5 metres free space between rink and wall on all sides

• Playing surface: synthetic material or wood

• Accreditation office with facilities to take photos

• The floor for the main arena to all Final events

and produce accreditation cards. Ideally located near to the main ticket &/or VIP entrance

shall be provided by the IFF

• Referee lounge for referees and referee management VIP (read more in Chapter 9: VIP Services)

PRACTICE HALLS

• VIP room with catering

• Minimum: length 38 metres x width 18 metres

• For larger events, the capacity of the space should

• Free height of playing area: 7 metres (from

be for at least 150 people Media (read more in Chapter 5: Media)

• Playing surface must be similar to the tourna-

floor surface) ment venues

• Press centre • Press conference room (can be located in the press centre)

• The practice area should be reserved for the use of one team at a time

2. Competition

printer, copying machine and other office equipment for the organiser

PLAYING AREA • Length: 40 metres x Width: 20 metres (min.

• Teams shall bring their own balls and other

• Mixed zone

equipment

• Clearly marked photographer´s zone • Media tribune (press stand) • TV / Internet streaming requirements Doping control area (read more in Chapter 7: Anti -Doping) • Doping control area with waiting room and test

• Preferably there should be two electric scoreboards visible to the teams, referees, officials, press and spectators.

• Scoreboards must display: names of the teams,

room with toilet First aid room (read more in Chapter 6: Staff &

score, timing and period being played

• If possible, also penalty timing, time-outs and

Volunteers)

• Medical examination room with first aid equipment

International Floorball Federation (IFF)

SCOREBOARDS

results of previous periods shall be displayed

IFF Event Handbook 2016

Page 2


Venue

Plan your own event!

Person responsible: _____________________ EQUIPMENT FOR FIELD LEVEL Match secretariat:

• Table and at least four chairs behind the table, with access to electricity

• Computer and printer with internet connection • Penalty benches, which can accommodate at least four persons (including the penalty bench guard) Substitution benches: 20 team members

• One garbage bin in each team bench area

LOCKER ROOMS For teams:

• Each team shall have their own locker room during training sessions and matches

• The locker room shall be available for teams 30 minutes before and after the training session, and 90 minutes prior and 60 minutes after each match

• If possible, the locker rooms should be equipped with at least three showers, toilet facilities, a massage table and benches For referees:

RESERVED SEATS • Reserved seating for IFF according to a separate agreement

• 5 seats (2 VIP) per day per participating IFF Member Association or club

• 27 seats per participating team, specially located • 2 seats per team reserved for team officials not on the bench, with easy access to locker rooms

2. Competition

• Substitution benches for each team shall accommodate at least

• At least two locker rooms, preferably with shower and toilet

• There must be separate facilities for both genders

• There should be bottled water, fruits and light snacks available for the referees in the locker rooms

• Media tribune with desks, electricity & internet • Reserved areas for TV cameras, video crews & commentary teams Special cases:

• Adult WFC: 2 VIP seats per IFF member association not taking part in the event but participating in the IFF General Assembly or Association´s Meeting

• CC & EFC: 2 VIP seats per day for each IFF member association with a club participating

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 3


Internet Services

The use of the internet and related services is an integral part of all major events today. If you are unable to provide good internet services during the Event, it will negatively impact the promotion and visibility of your Event. Internet is vital for your website, video streaming, media reporting, photos, social media, general communications and much more. You will have many different groups of users for the internet services during the Event and it is important to determine early on what the different needs are for all of these groups, as it will greatly influence the level of service that you need to provide. TASKS AND DUTIES • Determine all of the different user groups for the internet services. For example: TV, photographers, journalists, IFF, LOC, match secretariat

• Determine the needs of the different user groups: Each TV commentary position needs a separate internet connection Video streaming upload connections must be at least 2MB SDSL Press room and media stands - wireless and/or cable Match secretariat - secure cable connection IFF - wireless and/or cable

GENERAL • The internet services need to be reliable and big enough to provide good connections for all of your different users

• Wireless services should be closed networks and the access codes should be limited only to the appropriate users

• Media services, and TV in particular,

LOC - wireless and/or cable

• Determine what equipment and hardware you will need - cables, switches, routers etc

• Find out what IT infrastructure might already be available in the venues

• Once you know what you will need then you can start to negotiate with providers about the service provision and costs

need large bandwith - make sure you provide the adequate connections

• Don´t forget that the match secre-

2. Competition

Before the Event

tariat must have an internet connection for online statistics and match reporting

• Have flexible service agreements that allow you to get extra bandwith or connections if needed

CO-OPERATION WITH IFF OFFICE

• Make sure that you have service agreements in place early enough so that all the set-up can be completed well before the Event begins. (For example, you may need to have contracts signed 6 weeks before the start of using the internet services) During the Event

• Make sure that the internet connections are reliable and always working

• It is very important to discuss with the IFF office before the Event the kinds of internet services that will be required

• IFF staff have good knowledge of the level of services that you will need to provide - ask them for advice if you are not sure

• IFF staff need to have access to

• Fix any problems IMMEDIATELY • Have contact details for the Internet provider easily available in the Competition office

internet at all venues, hotels and meeting rooms and the connection needs to be adequate.

• Monitor how many users you have on different services. Do you need to organise extra bandwith? Are the internet connections able to adequately handle the amount of usage?

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 4


Internet Services

Plan your own event!

Person responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT

• One person to manage the Internet Services

• Hardware - routers, cables, switches

• Flexible service agreement that allows for

• Wireless access codes

increased bandwith or usage if required

• 1-2 technical people to fix problems on-site

Task

Deadline Responsibility

8 months

Decide on the user groups Decide on the different levels of need of each group Decide on the IT infrastructure and hardware that you will need

4 months

Appoint someone to manage the internet arrangements Negotiate with internet service providers

Before start

Make sure all equipment and services have been tested and are operating properly

Done

2. Competition

TIMELINE

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 5


Competition Office During an event, there needs to be a control centre in the venue, so that everyone working for the organisation knows where information can be both collected and distributed, and where questions can be answered.

TASKS AND DUTIES General Tasks

• Each venue needs to have its own Competition Office, which serves as a nerve centre and information provider for the organisation. It might not always be a physical place, but just a person/ function

• Act as the key information point for the venue and its staff

GENERAL • Organise the event so that you can easily gather all the information in the Competition office

• Demand that all information is communicated through there

• Preferably the IFF office should be in the same

• Store the main files of the competition in this office, including venue plans, event manuals, transport info, emergency plans etc

space or as close as possible

• Emergency plans and contacts must be kept in the Competition office

• Distribute all information to the different sectors through the competition office Daily tasks

• Provide information to the teams and IFF • Co-ordinate the volunteers (if there is not a separate volunteer management sector)

• Provide suitable office equipment— computers,

2. Competition

This is the Competition Office, which serves as the key collection point for all event communication and information. It is important to carefully coordinate what the Competition Office is responsible for in order for their to be clear communication channels, and there should be staff available in the office at all times during the event.

• Daily reports to the teams and special information on program changes or decisions made by IFF or LOC, through the team boxes

• Distribution of filmed matches to the teams

printers, computers and a copying machine.

• Oversee the management of all materials used in the event, and perhaps act as a storage area

• Control the keys of the venue and keep track of

• Information flow to the organisation on possible changes in the program, through sms or an arranged internal system

• Reports from LOC morning and evening meet-

who has them and where they are

ings

Before the event

• Distribution of volunteers working lists and daily

• Collect all the needed equipment and materials for the event

feedback on the volunteers notice board

• Updating the accreditation office with all infor-

• Produce all needed documents, check-lists, key-

mation related to changes and additions

lists, storage-lists etc

• Update lists of invited guests and VIP´s for the

• Produce the work-lists and check the roles of the persons in the office

next day

• Have a stand-by in the office for any emergency

• Check all technical devices

• Distribution of LOC and IFF Daily Reports to all

• Check the information flow between the different

sectors

sectors

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 6


Competition Office

Plan your own event!

Person responsible: responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT

• One person running the office at all times

• Computers, printers, copy machine

• 1-3 persons, depending on the event, to work

• Internet access

in the office

Reports, Venue plans etc.

• Communication system to key persons in LOC organisation

• Transport information

TIMELINE Task

Deadline

1-6 months

Recruit persons to run the office at all times Recruit persons to work in the office

3 weeks

Plan work shifts

Responsibility Done

2. Competition

• Competition files: - Accreditation files, Match

Collect and prepare the equipment

Before start

Educate volunteers in a briefing meeting Ensure that all Event information is available in the office

NOTES:

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IFF Event Handbook 2016

Page 7


Match Secretariat The main tasks of the match secretariat are to fill in the match record, take care of time keeping and communicate with the referees during the match. The match secretariat generally consists of: online match record manager, time keeper, spare time keeper, speaker and two penalty guards.

GENERAL • It is important to be neutral and polite in all situations, no cheering or insulting players or referees

• Persons in the match secretariat can

TASKS AND DUTIES

NOT be changed during the match

Before the match

• Arrive at the arena early enough, at least 75-90 minutes • Ensure that all the required equipment is found on the match secretariat table

• Make sure the teams bring their line-ups and official team lists to the match secretariat at least 60 minutes before the start of the match

• Fill-in the team lists and line-ups to the online match system at least 45 minutes before the start of the match

• Make sure the speaker has the roster and line-ups of both teams and the names of the referees

CO-OPERATION WITH REFEREES • The match secretariat works in close connection with the referees

• Make sure you understand everything the referees say, and if something is unclear always ask

• The match secretariat can not make any decisions on rule issues.

• If there is any problem with timekeep-

During the match

• Use the Match Action sheet to record all of the events in the match

• Update the online match record system with all of the

ing, scoring or teams, contact the referees and explain the situation to them.

• Be ready to help the referees if they request assistance

match actions, as they happen

2. Competition

before the match starts

• Communicate all the match actions with the speaker • Take care of the time keeping and penalties on the score board

• Take care of the spare timekeeping with a stop watch • Penalty guards should manage the penalties and let players back in the rink only once the penalty is over

• Match secretariat shall be placed outside the rink at the centre line

• Communicate with the referees

• Match secretariat table, penalty

After the match

• Check the online match record events with the Match Action sheet

• Close the match and print the match record • Ask the referees to check and sign the match record • Make sure the team managers sign the match record • Deliver the signed match record, match action sheet and original signed team lists to the IFF office

International Floorball Federation (IFF)

MATCH SECRETARIAT LOCATION

benches and substitution benches shall preferably all be placed on the same side of the playing field (and on the same side as TV cameras)

• There shall be sufficient space between the penalty bench and the substitution bench in order to avoid unnecessary conflicts, and the penalty guard shall sit between the penalty bench and opposition team substitution zone

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Match Secretariat

Plan your own event!

Person responsible: responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT

Match secretary staff for one match:

• At least four chairs behind the secretariat table

• One record keeper who fills in the online

• Electric scoreboard access and equipment

match record

• Computer with internet and printer

• One record keeper who fills in the Match

• Empty match action sheets & team line-up forms

Action sheet

• Copies of official team lists

• One time keeper who takes care of the

• Stopwatch for spare time keeping

score board (main time keeping and goals) spare time with a stop watch

• Equipment for measuring the curvature of the sticks

• Two penalty bench guards to control the penalised players (one for each team)

• International rule book

• One speaker who announces all the events

• Spare official IFF event balls

of the match

• Spare whistle • Tape or other equipment for repairing goals and

Match secretariat staff should take care of a maximum of two matches in a row.

rink, if needed

TIMELINE Task

Deadline

1-3 months

Recruit match record staff Recruit time keepers Recruit penalty guards Recruit match speakers

Responsibility

Done

2. Competition

• Sound equipment with microphone

• One reserve time keeper who measures the

3 weeks

Plan work shifts Collect and prepare the equipment

Before start

Educate volunteers in a briefing meeting

NOTES:

International Floorball Federation (IFF)

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Page 9


Statistics Team Depending on the size of the event, the statistics team could range from two people to ten or more. The one compulsory statistic that must be kept and recorded in the online match record is the goalkeeper saves. Many organisers though have a large team that records many different statistics, such as shots-on-goal, powerplay and short-handed percentages and individual player statistics.

TASKS AND DUTIES Before the match

• Make sure that the statistics team has the latest official team list from the match secretariat

GENERAL

• Clearly define what statistics are to be collected and how they are to be calculated During the match

• Count the saves made by both goalkeepers during the match

• Record other statistics as decided by the organisers

• Report the goalkeeper saves to the match secretariat & speaker after every period After the match

• Report the statistics to the Statistics Team manager

• Distribute the statistics to the teams / media

• Before the match, get a copy of the official team lists and starting line-ups

• Make sure you clearly understand what statistics are to be collected and how they should be calculated.

• Make sure you are seated in a place where you have clear visibility to the court, and both goals in particular. You should also be able to clearly see the scoreboard to record the time of events.

2. Competition

The statistics team works in close co-operation with the match secretariat and should report the statistics to them at each period break and at the conclusion of the match.

• Make sure you have enough battery in your computer or have the possibility to use an energy source

• If needed, ensure you have access to internet

WHAT IS A“SAVE” Goalkeeper saves should be calculated as follows:

• A save IS...when a goalkeeper stops a ball which otherwise would have gone into the goal

• A save is NOT...when a goalkeeper stops a ball which would not have gone into the goal or the ball hits the frame of the goal

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 10


Statistics Team

Plan your own event!

Person responsible: responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT

Statistics team for one match:

• Pens and paper for notes and calculations of

• Two people to count goalkeeper saves • Extra people to calculate other statistics, as

the goalkeeper saves

• Instructions on how to calculate each statistic • Reserved seating with clear visibility to the

required

court and scoreboard

TIMELINE

Task

Deadline

1 - 3 months

Decide what statistics are to be collected Define how the statistics will be calculated Recruit persons to calculate statistics

3 weeks

Plan work shifts Collect and prepare the equipment

Responsibility

Done

2. Competition

One statistics team should take care of a maximum of no more than two matches in a row.

Before start

Educate volunteers in a briefing meeting Reserve seating with clear visibility of court and scoreboard

NOTES:

International Floorball Federation (IFF)

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Page 11


Speaker The Speaker take cares of all of the announcements for the match. Together with the DJ they have a great influence on the atmosphere in the venue. SPEAKER TASKS AND DUTIES The speaker has the responsibility for the schedule, making sure everything starts and stays on time. At the end of the warm-up

• Announce that the warm-up time is over and that teams must leave the field

GENERAL

After the warm-up teams (player´s number and name) for the spectators

• If there is time, the standings of the teams, previous results or match schedule of the day can be announced Before the match starts

• Welcome teams to the arena and announce the names of the teams

• Be neutral and polite, no cheering or insulting players or referees

• There is usually a tight schedule and it is extremely important that the speaker leads the events so that everything starts and finishes on time

• The atmosphere is created by the

• Announce the national anthems and ask spectators to stand up

• Announce the names and nationalities of the referees

speaker and DJ so do your best to give the spectators the best possible Floorball experience!

• Announce the starting line-ups of the teams (away team first) During the match

• Announce events of the match: goal scorer, assist, goal time, penalised player, length and reason of the penalty, starting time of the penalty, end of the penalty, player executing the penalty shot, time of the time-out and team using it, last minute of each period

• The events of the match shall be announced only after the referees have confirmed the event

• Goals should not be announced until after play has restarted. During the intermissions

• Announce the score of the match, goalkeeper saves and other

ANNOUNCEMENTS

2. Competition

• When teams are in the locker rooms, read the rosters of the

• All announcements should be made in the national language of the host country first, followed by the same in English

• Try to be as clear as possible and do not hurry the announcements so they can´t be understood

• The announcement shall always be

statistics (if available).

• If applicable, the progress score or final result from matches at the other venue After the match

• The final score of the match

carried out to the end even though the next event already happens during the announcement (goal, penalty, etc.)

• When something is announced for

• Introduce the persons awarding the best players

both teams, always announce the away team first

• The announcement of the best players • Next matches of the event After the medal matches

• Announce the prize ceremonies according to the instructions given by the organisers

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Speaker Instructions Since the speaker is the only one who can communicate with the audience during a game it is vital that the person have all the relevant information concerning the games and the event. In this section some basic data is provided to support the Speaker.

ANNOUNCEMENT EXAMPLES BEFORE THE GAME/DURING THE WARM UP - “Good morning/afternoon/evening ladies and gentlemen and welcome to this WFC/CC/International match between xx and xx.”

THE STARTING LINE-UPS OF THE TEAMS - After the National Anthems, the starting line-ups of the teams (Away team first) are announced in the following order: Goalkeeper, Defenders, Centre and Forwards - Announce the referees of the match: XX and XX from XX FIXED SITUATIONS DURING THE GAME GOAL - XX (country) score their first* goal, time XX minutes and XX seconds. Scored by number XX, (name)__ assisted by number ten, _(name)____. (*The numbering: 1= first, 2= second, 3= third, 4=fourth, 5=fifth, 6=sixth, 7=seventh, 8=eighth, 9=ninth and 10=tenth etc) PENALTY (Bench penalty) - Player info (country, number, name), 2 minutes penalty for incorrect hit. Time of penalty XX minutes and XX seconds. PENALTY FOR GOALIE - XX (country), number XX, __(name)_____ 2 minutes penalty for holding. The penalty is served by number XX ___ (name)_____Time of penalty XX minutes XX seconds. PENALTY SHOT - Penalty shot for XX (country). Penalty shot will be made by number XX _(name)______.

International Floorball Federation (IFF)

MATCH PENALTY - XX (country), number XX __(name)_______ match penalty 1/2/3 and 5 minutes bench penalty. Time of penalty XX minutes XX seconds. END OF PENALTY - Both teams are now playing with full strength (5 vs. 5) - XX (country) is playing with full strength - Teams are playing with equal strength (4 vs. 4 or 3 vs. 3) - XX (country) is playing short handed (4/3 vs. 5) CORRECTION - Correction: XX´s (country) seventh goal was scored by number XX, __(name)_____ and assisted by number XX __(name)______ LAST MINUTE OF THE PERIOD - One minute left of the first/second/third period

2. Competition

THE LINE-UPS OF THE TEAMS - Between the warm-up and the teams coming onto the cour, read out the list of all players and officials: Number, first name and surname. - When the teams have entered the field and they are ready: “Ladies and gentlemen please stand for the national anthems of team X and then for team Y”

PERSONAL PENATIES - 2+10 MIN. PENALTY - XX (country), number XX __(name)______ 10 minutes penalty for ________________, and 2 minutes bench penalty. Time of penalty XX minutes XX seconds.

DURING INTERMISSION - The score after that period - Goalkeeper saves in that period TIME OUT - XX (country) timeout, XX minutes XX seconds. AFTER THE GAME - The final score of the game is XX (winning country & number of goals) XX (losing country and number of goals) - Best players awards are presented by ___(names) - Best player for XX (Away team), number XX __ (name)_______ - Best player for XX (Home team), number XX ____ (name)________

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Music & Lights The DJ sets the whole atmosphere for the event with the music, and combined with any special effects lighting, they can greatly influence the enjoyment level of the spectators. The general lighting in the venue is very important for the players, photographers and TV. Take the lighting and music issues into consideration when planning the ceremonies.

• There must be a possibility to play music in the

GENERAL

arena

• The check of the lights and audio devices

• There must be a possibility to announce match

should be done early enough to be able to correct any issues

events to the spectators during the match from loudspeakers

• Make sure there are instructions on how to use the lights and audio devices available

DJ TASKS AND DUTIES

• Make sure there is always someone available

• Start playing music when the warm-up starts

to fix any problems with the audio or lights

• Play the national anthems before the match in correct order (away team first)

NATIONAL ANTHEMS

• Play the music in the breaks of the match (no music shall be played when game is being played)

• Play the commercials during breaks and intermissions if there are audio commercials

• For all IFF events, the IFF will supply the official national anthems

• Always play the anthem of the AWAY team first

• If there is some programme during the intermission and audio devices are needed, assist with this

2. Competition

BASIC AUDIO REQUIREMENTS

• If anthems are to be performed live it must be done for both teams in the match (not just one)

• Play music after the match

International Floorball Federation (IFF)

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Page 14


Music & Lights BASIC LIGHTING REQUIREMENTS Lighting of the playing areas

JUMBOTRON (video screen)

• Light sources which may disturb the players,

• If you use the jumbotron, IFF recommends

referees, officials or the public shall be avoided (eg. Flashing or ´strobe´ lights)

• Organisers must ensure that TV lighting equip-

• Use the jumbotron to activate the audience

ment does not interfere with the progress of the match

• Use the screen for live coverage, replays, player line-ups etc.

• Check with the arena how long it takes to light the venue, this is especially important for TV.

• The recommended maintenance for lighting of the playing area can be found in the table below

The recommended maintenance for illumination of the playing area: Colour

Glare

Illuminance

Horizontal

Uniformity Uniformity Mn/Ave

Mn/Max

Illuminance

Ver cal

Uniformity Uniformity Mn/Ave

Mn/Max

Rendering

Ra ng

HDTV

1500-3000

0.8

0.7

2200

0.7

0.6

>90

<50

Slow-mo on Camera

1500-3000

0.8

0.6

1800

0.7

0.5

>80

<50

Fixed Camera

1500-3000

0.8

0.6

1400

0.7

0.5

>80

<50

Mobile Camera

1500-3000

0.8

0.6

1200

0.5

0.3

>80

<50

2. Competition

that no more than 6 commercials are used in each period

Average horizontal and vertical illuminance ratios: It is recommended that the ratio for horizontal illuminance (playing field) is between 0.75 and 1.5 of the vertical illuminance for cameras. Where there is HDTV all horizontal values for other cameras are as for HDTV. Measurements should be taken 1,5 metres above the playing surface.

International Floorball Federation (IFF)

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Page 15


Speaker, Music & Lights

Plan your own event!

Person responsible: responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT • Audio devices for the music

• One speaker

• Audio devices for the announcements

• One DJ

• Rosters of the teams

• It is also possible that same person does the

• Information during the match from the

duties of speaker and DJ

match secretariat and statistics team

It is not good to announce too many matches in a row, 1-2 matches in the row is a good length.

• List of penalty codes and their meanings • Information about other announcements to be made during the match (eg. Sponsors, other matches etc)

TIMELINE Task

Deadline

1 to 3 months

Recruit persons as speakers Recruit persons as DJ´s

Responsibility

Done

2. Competition

Audio team for one match:

3 weeks

Plan work shifts Collect and prepare the equipment

Before start

Test all audio equipment before the first match Educate volunteers in a briefing meeting

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 16


Flags The flags of the participating nations shall be visible during the tournament. Also the flags of the IFF, referees and host association shall be visible. TASKS AND DUTIES • The flags of the participating countries, IFF flag and host association flag shall be hung inside the venue, suspended from the roof or along a wall.

• Make sure that you order the flags early

• When hanging the flags it is important to consider their location carefully. If needed, can the players face the flags easily? Are they the right way around from the perspective of the main TV camera?

• IFF also recommends to use match flags at the field level. Match flags are the flags of the playing nations (and the flag of the referees). In this case, the players will face to these during national anthems so it is easier to control the direction everyone is facing.

• If there are enough flag poles, the flags of the participating nations shall also be hung outside the venue

GENERAL • Show respect to national flags at all times. The flags shall be handled so that they never touch the floor

• Make sure the flags are hung in the correct order (alphabetical order according to French names). The exception to this is the host country flag which can be hung at one end of the flag row, while the IFF flag can hang at the other end.

• If the flags are hung vertically, make sure they are turned the right way. Standard protocol for hanging a flag vertically, is that the corner that is at the top left when hanging horizontally, should also be at the top left when hanging vertically. Horizontal

2. Competition

enough and have them all made the same size.

Vertical

NEEDED EQUIPMENT • Flags of the participating nations, IFF and host association to the roof or wall inside the venue. Make sure the flags are all of the same size.

• Match flags of the countries and referees to the field level

• Suitable storage place for the match flags (eg. Flag stand)

• Flags for outside the arena, if used • Equipment to attach the flags to the roof or wall

• During national anthems it is preferable that the players do not have to turn away from the spectators or TV cameras to face the flag, so the use of match flags at field level is highly recommended

• If your event is being broadcast on TV, the hanging of the flags should also take into consideration the placement of the main TV camera. The flags should be hung so that when they are shown on TV (from the main camera) they are seen the right way around

• Flag hanging order list • If needed, order the hanging of the flags from the venue well in advance

International Floorball Federation (IFF)

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Page 17


Flags FLAG ORDER FRENCH (English) JAPON (Japan)

ALLEMAGNE (Germany)

LETTONIE (Latvia)

ARGENTINE (Argentina)

LIECHTENSTEIN (Liechtenstein)

ARMÉNIE (Armenia)

LITUANIE (Lithuania)

AUSTRALIE (Australia)

LUXEMBOURG (Luxembourg)

AUTRICHE (Austria)

MALAISIE (Malaysia)

BANGLADESH (Bangladesh)

MALTE (Malta)

BELGIQUE (Belgium)

MOLDOVA (Moldova)

BIÉLORUSSIE (Belarus)

MONGOLIE (Mongolia)

BOSNIE HERZÉGOVINA (Bosnia and Herzegovina)

MOZAMBIQUE (Mozambique)

BRÉSIL (Brazil)

NÉPAL (Nepal)

BULGARIE (Bulgaria)

NORVÈGE (Norway)

CAMEROUN (Cameroon)

NOUVELLE-ZÉLANDE (New Zealand)

CANADA (Canada)

PAKISTAN (Pakistan)

CHINE (China)

PAYS-BAS (Netherlands)

CROATIE (Croatia)

PHILIPPINES (Philippines)

DANEMARK (Denmark)

POLOGNE (Poland)

ESPAGNE (Spain)

PORTUGAL (Portugal)

ESTONIE (Estonia)

QATAR (Qatar)

ETATS-UNIS d´AMÉRIQUE (USA)

RÉPUBLIQUE de CORÉE (Korea)

FINLANDE (Finland)

RÉPUBLIQUE TCHÈQUE (Czech Republic)

FRANCE (France)

ROUMANIE (Romania)

GÉORGIE (Georgia)

RUSSIE (Russia)

GRAND-BRETAGNE (Great Britain)

SERBIE (Serbia)

GRÈCE (Greece)

SIERRA LEONE (Sierra Leone)

HONGRIE (Hungary)

SINGAPOUR (Singapore)

INDE (India)

SLOVAQUIE (Slovakia)

INDONÉSIE (Indonesia)

SLOVÉNIE (Slovenia)

IRAN (RÉPUBLIQUE ISLAMIQUE) (Iran)

SUÈDE (Sweden)

IRLANDE (Ireland)

SUISSE (Switzerland)

ISLANDE (Iceland)

THAÏLANDE (Thailand)

ISRAËL (Israel)

TURQUIE (Turkey)

ITALIÉ (Italy)

UKRAINE (Ukraine)

2. Competition

AFRIQUE DU SUD (South Africa)

JAMAÏQUE (Jamaica)

International Floorball Federation (IFF)

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Page 18


Ceremonies The ceremonies include the opening and closing ceremonies of the event as well as the small ceremonies before and after each match. In order to make the event feel and look professional, the ceremonies should be wellplanned and all participating parties informed of the ceremony protocol - especially the players.

TASKS AND DUTIES Before the event

• Plan the opening ceremony • Plan the pre-match countdown (according to your match schedule)

GENERAL • The planned timing should be

• Plan the closing ceremony, including medal ceremonies • Approve these ceremonies with the IFF

maintained in the ceremonies

• The speaker is in the best position to influence the length of the ceremonies, so make sure the speaker knows the schedule

During the event

• At the beginning of the event, distribute information and materials about the ceremonies to match officials, venue staff, team guides, teams, referees, speaker, IFF staff & officials, TV and media

• Give information about the ceremonies in the Technical meeting

• In TV matches it is especially important to stick to the planned timing

• Guide the ceremonies from start to finish • If needed, change the timing of the ceremonies (shorten it) and inform about this

OPENING CEREMONY

Before the match

• Make sure everything is in place for the match opening ceremony, such as flags of the teams and referees (if used)

• Put information about the ceremonies on the locker room doors • Ensure speaker has the team lists, starting line-ups and the names of the referees

• Ensure DJ has the correct national anthems and playing order • Appoint the person/s to choose the best players of the match (eg. Statistics team, VIP guest, etc.) and ask them to inform the speaker at least three minutes before the end of the match

Example of the content of the opening ceremony

• Flags of the participants and referees entering the arena

• Welcome words from the organiser

• Welcome words from the host city

• Welcome words and official opening of the event by IFF representative

• Give signal to the teams and referees to enter the arena at the correct time

2. Competition

• Plan the match ceremonies which will be used in every match

• Some cultural program

During the match

• Make sure performers for intermission shows have access to the field level and are in the right spot when the intermission starts

• Ensure Best player prizes are at the match secretariat table for the match ending ceremony

• If needed, guide the persons awarding the prizes to the field level at least 2 minutes before the end of the match

• Give instructions to the persons awarding the prizes • Inform the speaker about the names and positions of the persons awarding the prizes

International Floorball Federation (IFF)

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Page 19


Medal Ceremonies The medal ceremonies and presentation of trophies may be the most replayed part of your event, either via TV or photos, so it is very important that it goes smoothly. The medal ceremonies have many elements that need to be controlled simultaneously, which can make them difficult to manage. It is important to have a clear vision of how you want the medal ceremonies to run and that all parties involved understand what they should do, where they should go and when.

MEDAL CEREMONY CONTENT

TASKS AND DUTIES

Example of the Final medal ceremony

Medal ceremony structure

• Best players of the final to be awarded

• In IFF events, medal ceremonies are held after both

• Awarding of medals to the referees of the

the Final and bronze medal matches

• In the case of an election of an All Star Team, the reward of the All Star team shall always take place before the Final medal ceremony.

• IFF will provide a basic medal ceremony structure for all events

• With televised finals, the important thing is to get the medal ceremony within the broadcast time. If it takes too long the risk grows bigger that TV will not stay on air for the medal ceremony. Therefore, always inform TV well in advance of the planned timing.

final

• All Stars team and MVP of the event announced and awarded

• Awarding of medals to the silver team • Awarding of cup to the silver team captain • Awarding of medals to the champion team • Awarding of cup to the champion team captain

• National anthem of the champion team • Photo opportunity of champion team for

2. Competition

IFF prefers to have the same structure for all medal ceremonies, in order to create a familiar situation for players and media, and thus help to ensure a smoother running of the ceremonies. IFF has made a basic structure for the whole medal ceremony which is provided to the organisers.

media

Build-up

• The basic principle is to have one person from the LOC (can be a sponsor, city representative or from the National Association) and one person from IFF presenting the medals.

• Generally, the timing of the ceremony and the movement of players and the persons giving out the medals can be the cause of the most problems.

• Despite the number of times you may have given instructions of how the players shall move, it doesn´t always work – the players often forget or are too excited/disappointed to pay attention to the situation

• The key person in this situation is the speaker -

• When planning the medal ceremony take into ac-

International Floorball Federation (IFF)

• Prepare a timing run-down for the medal ceremonies

• Distribute the run-down to all involved: ceremony staff, speaker, teams, prize-givers, IFF

• Organise that the prize-givers are present on court level no later than three minutes before the end of the match. While they are waiting they should have clear visibility to the playing field, especially in case of over time or penalty shots.

• Consider how the media will access the medal ceremony. Will photographers be allowed on the field? Will there be mobile TV cameras on the field?

they can keep the ceremony moving and onschedule, speeding it up if needed count how long it will take to carry out, and be realistic about your timings

Practical issues

• Make sure the media are well-informed prior to the medal ceremonies of their access rights and the ceremony protocol

IFF Event Handbook 2016

Page 20


Ceremony Schedules The ceremony schedules should be the same for every match. This allows the players to become familiar with what they are meant to do, when they are meant to do it, and where they should be during the ceremonies. Not only does it look better when everybody knows what they are meant to be doing, but it is important for helping keep your matches starting and ending on time. The ceremony schedules should be explained to the teams at the First Technical meeting, be included in the Team Manual and posted on the team dressing room door. BASIC MODEL BEFORE A MATCH (Allow 2:45-3hrs between the start of each match)

What happens Warm-up starts after the previous match ends. Warm-up ends. (Signal) Teams are ready at the team en trance. Flag bearer at front (if used), followed by captain and then players in number order Both teams and referees enter the rink (System to be decided by LOC) National Anthems are played (Away team first) Final team preparations Starting line-ups are announced (Away team first) The match starts

0:15 0:08

0:07

0:06 0:03 0:02 0:00

BASIC MODEL AFTER A MATCH Time (mins) 0:00 0:02 0:03

0:04 0:05 0:06

What happens

LOC

The match ends. The teams line up on their respect tive sides facing each other Best players of the match awarded (Away team first) Photo of the best players Captain from each team thanks the other team (Home team first) Teams shake hands Teams immediately leave the rink through the MIXED ZONE

International Floorball Federation (IFF)

What happens

The match ends Teams line up on their respective sides 0:03 LOC Best players of the match awarded (Away team first) Photo of the best players 0:04 IFF Head Medals for referees of the final of Referees match awarded Photo of the referees 0:05 IFF Jury All Star Team announced and Chairman prizes awarded & LOC All Star Team photo 0:07 IFF MVP announced and prize awarded 0:08 IFF VP Silver team captain leads & LOC players to receive medals (scheme 3.1.) and shake hands with winning team (scheme 3.2) 0:10 IFF VP Captain returns to the medal table & receives silver cup. Team can then leave the field through the MIXED ZONE 0:11 IFF President Winning team captain leads & LOC players to receive medals 0:13 IFF President Captain returns to the medal table & receives the cup Winning team goes behind the banner (scheme 3.3) Photos of the champion team 0:14 National Anthem of the Cham pion team 0:15-20 The winning team leaves the field through the MIXED ZONE

IFF Event Handbook 2016

2. Competition

Time (mins) 0:45

BASIC MODEL AFTER FINAL MATCH Time Who (mins) 0:00 0:02

Page 21


Ceremonies

Plan your own event!

Person responsible: responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT

• Ceremony Manager to look after all ceremo-

• Instructions for the ceremonies

ny protocol and to help in match ceremonies if needed

• Flags for the match ceremonies • National anthems for the match ceremonies

• 1-2 ceremony staff per match to guide the

• Prizes for the match ceremonies

match ceremonies

• All Star team & MVP prizes for the closing

• More persons for the opening and closing

ceremony

ceremonies, guiding the participating teams

TIMELINE Task

Deadline Responsibility

1 - 3 months

Recruit person/s as Ceremony Manager/s to oversee ceremony protocol and to help in match ceremonies if needed Recruit persons as ceremony staff to guide the match ceremonies Recruit persons for the opening and closing ceremonies, guiding the participating teams

3 weeks

Plan work shifts

Done

2. Competition

• Medals and cups for the closing ceremony

Collect and prepare the equipment

Before start

Educate volunteers in a briefing meeting

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 22


IFF Event Handbook How to organise successful

Logistics & Materials

International Floorball Federation (IFF)

IFF Event Handbook 2016

3. Logistics & Materials

Floorball Events


Accreditation In order to control the movement of different groups in the venue, a suitable accreditation system is needed. The accreditation system defines the different groups participating in the event and sets the limits for the access of the groups.

Front side of the IDID-card

Back side of the IDID-card

IFF ACCREDITATION PROGRAMME • IFF provides access to and instructions on how to use the IFF Online Accreditation programme for all IFF Event organisers

• Information and photo of every person

TASKS AND DUTIES

taking part in the event is entered to the system which then generates the accreditation cards in a printable pdf format

Planning phase

• The accreditation system is closely linked to the plan of how to use the different spaces in the venue. When planning what spaces are used for which purposes, the movement of the different groups shall be considered

• When planning the walking routes of different groups, the mixing of the routes of different groups shall be avoided as much as possible

• To start, the organiser should decide how many accreditation groups they will have and how many different access zones there will be

• Every person taking part in the event needs to belong to one accreditation group (defined by the colour of the accreditation card)

• One person can have access to several access zones depending on the task of the person (defined by access zone numbers marked to the accreditation card)

• The organiser shall make a basic plan of where each accreditation group shall have access, but in the final stage the access zones of every person can be evaluated individually and access to additional zones can be granted if needed Before the event

• Communicate with IFF about the use of the IFF accreditation system

• Send the logos of the event, association and sponsors to IFF and, together with IFF, design the visual layout of the accreditation cards

• Decide the number of accreditation groups and access zones in co-operation with IFF

• Plan the walking routes and signs needed in the venue (remember that there must be a guard at every mixing point)

International Floorball Federation (IFF)

• IFF is responsible for entering the information of all teams, IFF officials, IFF staff & IFF VIPS, while the LOC looks after the accreditations for their own staff, media, VIPs and volunteers

• LOC is responsible for producing all of the accreditation cards and providing neckbands

• Manage the upload all the personal information for the accreditations to the system and produce the accreditation cards

• Before the 1st Technical meeting, give to IFF the accreditation cards of teams, IFF officials, IFF staff & IFF VIPs.

• To make it easier to distribute the cards, do NOT attach the neckbands. Give the cards and the neckbands out separately

3. Logistics & Materials

The basic elements of a functional accreditation system are personal identification cards and clearly visible signs all over the venue marking the different access zones and routes for different groups.

• The IFF Jury/Staff will distribute the team accreditation cards in conjunction with the ID check at the 1st technical meeting

• Organise the distribution of the accreditation cards to your organisation and volunteers During the event

• For VIPs and guests arriving at the matches during the event, organise the distribution of their accreditation cards from the accreditation office at each venue

• Be prepared to print more accreditation cards during the event for unannounced guests, damaged accreditations etc.

IFF Event Handbook 2016

Page 1


Accreditation

Plan your own event!

Person responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT

• One person to plan the accreditation groups

• Access info & instructions for the IFF Online

and access zones, once the use of different spaces in the venue is decided

Accreditatation system

• Computer in the accreditation office with

the IFF accreditation programme layout and accreditation files

access to the Online system & a colour printer

• One person to arrange the printing of the cards

• Digital camera in the accreditation office to

• 1-3 persons to manage the upload of the personal information to the system for the accreditations

• 1-3 persons to organise and distribute the accreditation cards

take pictures for accreditations produced on the spot

• Laminating machine + supplies • Spare neckbands

• 1-2 persons to work in the accreditation office during the event

TIMELINE

Task

Deadline

3-6 months

Recruit persons to plan and organise the accreditaton process and co-operate with IFF Decide the layout of the accreditation cards, accreditation groups and access zones

3 months

Evaluate how many accreditation cards are needed and agree about the printing with a printing house Recruit persons to work in the accreditation office during the event

Before start

Prepare the accreditation files of LOC, media, volunteers, guests and VIP´s Print all of the accreditation files Organise the printed accreditation cards so they are easy to distribute Distribute accreditation cards to different groups Brief security personnel and volunteers on how to ´read´ the accreditation cards

Responsibility

Done

3. Logistics & Materials

• One neckband for every accreditation card

• One person to co-operate with IFF concerning

NOTES: International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 2


Transportation There are two main areas of transportation management for the event: personnel and materials. The responsibilities for these transports differs depending on the event.

CO-OPERATION WITH IFF OFFICE • It is important to co-operate with the IFF office on all issues related to transportation and logistics

• There will be a dedicated person at the IFF office to help with transportation issues

TASKS AND DUTIES

• Provide the contact information for the person responsible for transportation in the LOC to the IFF office as early as possible

Transportation of IFF Officials Before the event

• Start to arrange logistical issues early

• Confirm the person who is responsible for the transportation before, during and after the event and advise the IFF office

• IFF will provide the organiser with a list of arrivals and departures of all IFF Officials, no later than one month before the event

enough and pay attention to them in planning the event

• Make the final check early enough before the event, in co-operation with the IFF office

• There are no stupid questions concerning the logistics

• Test the transportation routes and time them in order to be able to plan the transportation schedule

• Make a transportation schedule according to the list of arrivals and departures and confirm the schedule to the IFF office at least two weeks before the event

• Having one extra vehicle for unexpected transportation needs is always recommended

• When the organiser is responsible for team transportation during the event, this responsibility starts two days prior to the event and stops the day after the last match of the teams

• Be prepared for additional transportation for IFF VIPs During the event

• Arrange the transportations between the hotel and the venues. The most preferable way is to have a continuous shuttle between the venue/s and IFF hotel, or a fixed schedule which is approved by IFF

• Make a schedule for the daily transportation and consult with the IFF Officials about the schedule

• Team transport includes arrival & departure transport from the arrival city to the hotel and daily transport between the hotel & venue/s according to the team´s official schedule

• Ask at least three months in advance for the teams´ transportation needs

• Generally, the IFF Officials need to be in the venue anywhere between 30-90 minutes before each match

• Preferably use a professional transportation company to plan the team transportations, or if possible use public transportation

After the event

• Try to avoid transporting more than one

• Arrange the transportations from the hotel to the airport/harbour/train station according to the departure schedule provided by IFF

International Floorball Federation (IFF)

TEAM TRANSPORTATION

3. Logistics & Materials

According to the organiser contract, the IFF office provides materials which will require transport to, and sometimes from, the event. The organiser will also have responsibilities for the transportation of the teams and/or IFF officials.

team at the same time on the same transport

IFF Event Handbook 2016

Page 3


Transportation

Plan your own event!

Person responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT

• One person in charge of planning the trans-

• Cars and/or buses

portation

• Mobile phones • Transportation office in the venue/s

• 5-6 drivers per day

• Maps of the venue and hotel locations • Navigators / GPS

These figures depend on the number of the matches, number of venues and types of transport used

TIMELINE

Task

Deadline

3 months

Recruit persons to be in charge of planning the transportation Recruit persons coordinating the drivers Recruit drivers

4 weeks

Plan work shifts and educate the team Collect and prepare the equipment

Before start

Final check lists in a briefing meeting with the team

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Responsibility

Done

3. Logistics & Materials

• 2 persons coordinating the drivers

Page 4


Materials Transportation GENERAL • It is important to co-operate with the IFF office on all issues related to transportation and logistics

• There shall always be someone who is responsible for the logistics of the event

TASKS AND DUTIES

• Start to arrange logistical issues early

• Contact the IFF office at least 3 months before the event about the transportation of the materials

enough (3 months) and pay attention to it in the planning of the event

• Check the requirements of the local authorities for the transportation. Are there any customs declarations needed that the IFF has to take notice of before shipping the material?

• Make sure that you have all the needed equipment, for example the flooring machine, tapes for the floor and for the lines etc. If not, please inform the IFF office

• Make sure that there will be storage space available when the materials arrive in accordance with what has been commonly agreed

• Check with the venue whether there is a loading dock for lorries and that there are forklifts available (one roll of the floor weighs 158 kg and a full roll cage approximately 1000 kg)

CO-OPERATION WITH IFF OFFICE • Provide the contact information for the person responsible for transportation to the IFF office as early as possible

• Make the final check up early enough before the event in co-operation with the IFF office

• Information about the space needed for storing materials can be provided by the IFF office

• The IFF office will provide the instructions of how to handle the flooring before and after the event

• There has to be a person responsible for receiving the materials and report back to IFF in detail what has arrived

• Arrange enough personnel for unpacking and pack-

PACKING OF MATERIALS

ing the materials. Since there has to be personnel working before and after the actual tournament days, this means also the security personnel

• Before the return loading of the IFF materi-

• Arrange a check of the material with IFF before the end of the event and make an inventory list of all the materials

• After the event, make sure that the transportation schedule is clear and that there are enough personnel to handle the loading of the materials. If the event ends during the weekend the trucking companies usually start loading the material on the next workday, so do not plan any loadings for Saturdays and Sundays

• All the extra IFF marketing materials shall be re-

3. Logistics & Materials

The transportation of the IFF materials is a very important part of the logistics. Depending on the contract made by the IFF and the LOC before the tournament, the IFF will provide materials for the organiser, which may include flooring, rinks, goals and balls. Other items include IFF marketing material, such as the floor and rink stickers.

als, the LOC must insure that all the materials, according to the original delivery packing list, are accounted for

• The transportation materials (i.e. rink carriages, floor pallets with iron bars, cardboard floor rolls and the black packing tape) has to be clean and dry

• The floor rolls shall be cleaned and then rolled with the playing surface outside (floor rolls shall be turned upside down before rolling)

• The floor rolls are to be sealed with the black packing tape

turned to the IFF

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 5


Materials Transportation

Plan your own event!

Person responsible: _____________________ NEEDED EQUIPMENT

• One person in charge of planning the trans-

• Fork lift, (the floor cages are heavy... one

portation

cage weighs 1,000 kgs)

• A team of 6-8 persons for laying the floor

• Tape machine for the floor

• One ´professional´ to lead the floor laying

• Tape for attaching the floor rolls together

• Personnel before and after the tournament to

• Tape to make the lines

handle the unpacking and packing of the IFF materials

• If possible, a machine to roll the floors after the event

• The necessary equipment to place the floor stickers

TIMELINE Task

Deadline Responsibility

3 months

Contact and co-operate with the IFF office Recruit persons in charge of planning the transportations Recruit persons for laying the floors Recruit persons to lead the floor laying

2-4 weeks

Make the final check list of the materials with the IFF office Confirm the materials transportation schedule

Before start

Educate the working group

Done

3. Logistics & Materials

NEEDED RESOURCES

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 6


Accommodation TASKS AND DUTIES Hotel and other accommodation

• Negotiate and make preliminary reservations with hotels and other accommodations for the expected need, at least 8-12 months before the event

• There must be three different price levels of accommodation for the teams:

GENERAL

• 3+ star hotels

• There will be demand for a variety of ac-

• Basic level hotels • Youth hostels, motels and other solutions • Ensure that all the hotels you are proposing to the teams are within a reasonable distance from the venues (IFF recommends 10kms, but it is for you to define the distance depending on the transport options)

• Set aside the hotel planned for IFF personnel, keeping in mind that they shall be kept apart from the teams. The standard is important, but so too is the location and services offered, such as meeting rooms, internet and meal options.

• In order to get payback revenue from the team hotels and accommodation providers, you need to try and secure a commitment to other services (such as meals and meeting room facilities) from the teams

commodation across the different target groups

• It is the organiser´s responsibility to propose accommodation alternatives at various price levels to IFF officials, participating teams, associations and media

• It is important that hotels and other providers don´t impose onerous terms and conditions during the event

• The hotel for IFF personnel shall be of at least 3 star+ standard and needs to be approved by IFF

• Inform the teams of the accommodation alternatives as

COMMUNICATION

early as possible, but no later than 8 months prior to major events and 4 months for smaller events

• It is very important to be in constant contact

• Make sure that all teams have booked their accommo-

3. Logistics & Materials

A sufficient number of hotel rooms and other accommodation, at various price levels, must be available in each Host City in order to satisfy the demands of participating teams, IFF, sponsors and spectators. It is preferred to have the accommodation alternatives within 10km of the arenas.

with the different parties concerning hotels and other accommodations

dation well before the start of the event

• Put information about hotels for spectators onto the event web pages

Meals

Meetings rooms

• The IFF hotel needs to have meeting rooms sufficient for the daily referee meetings, possible Central Board meeting and the Technical meetings of the event

• If the event is the Adult World Championships there will also be a need of a meeting room accommodating 120 persons, for either the General Assembly or the Associations´ Meeting which are held during these Championships.

International Floorball Federation (IFF)

• Negotiate and arrange with the IFF hotel the possibility to get food in the evening, especially for after late matches

• It is also good to have food options for the participating teams (for example in the venues or at their hotel)

IFF Event Handbook 2016

Page 7


Accommodation

Plan your own event!

Person responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT

• One person to negotiate with the hotels

• One person to be in contact with teams and make sure they have reserved the accommodations

• One person to manage the IFF Official´s accommodation and meeting space requests

TIMELINE Task

Deadline Responsibility

12 months

Negotiate and make preliminary reservations with hotels and other accommodations

8 months

Inform the teams of the accommodation alternatives Confirm with the IFF about the hotel for IFF personnel

Before start

Make sure that all teams have reserved accommodation

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Done

3. Logistics & Materials

about accommodation offers for different groups

Page 8


Catering TASKS AND DUTIES Catering

• Negotiate with local caterers or the venue restaurant early enough before the tournament starts

• It is also possible to arrange catering provided directly by the organiser

GENERAL

• The larger the amount of meals to supply, the easier it is to negotiate a lower price for each meal

• The time schedule for the meals should be negotiated to be as flexible as possible

• There should be a meal or food option for everyone who works in the tournament

• It is the organiser´s responsibility to

• Supply drinks for the volunteers and IFF personnel. The work can often be physical and it is important to provide adequate refreshments so that staff do not suffer dehydration

• Arrange a flexible schedule for lunches and dinners in the IFF hotel and at the venues

propose catering alternatives at various price levels to IFF officials, participating teams, associations and media

• It is important that caterers and other providers don´t impose onerous terms and conditions during the event

• The matches usually start early and end late and there

• When arranging the catering note also

should always be a possibility for the IFF personnel to have dinner late in the evening at the hotel

the environmental issues and recycling, where possible

• Some teams do not want to have any catering provided by the organiser, but the option should nevertheless exist

• Note the schedules of the teams when planning the times for when each team is eating

• Set a deadline for the teams to advise if they will use the catering provided by the organiser and also the amount of meals needed each day

• When making the working list for the volunteers include the meal schedule as well, since that is the best way to inform the caterer about the amount of meals needed. You do not want the caterer to run out of food because of the lack of information given to them

COMMUNICATION

3. Logistics & Materials

When arranging an event it is important to take care of the catering properly. Most of the people working for the tournament spend a whole day, or at least several hours, in the venues and they do not always have the possibility to go outside the venues to eat. The food should also be nutritious and suitable for athletes.

• It is very important to be in constant contact with the different parties concerning catering.

• Good communication will ensure that you don´t have the situation of either over-ordering which means wasted expenditure for the organiser, or under -ordering which creates problems with the teams or volunteers.

• The payment of each meal can be arranged in many ways, for example a meal coupon system, individual cash payments, or a list of names of those allowed to receive meals. Whatever the system, all stakeholders have to be informed about the chosen system early enough before the tournament

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 9


Catering

Plan your own event!

Person responsible: _____________________ NEEDED EQUIPMENT

NEEDED RESOURCES • One person to negotiate the catering offers

• An area within each venue reserved for catering

for different groups IFF to make sure they have reserved the catering if needed

TIMELINE

Task

Deadline

12 months 8 months

Negotiate and make preliminary reservations with the caterers

Inform the teams and the IFF office of the catering options

Before start

Confirm with the teams and IFF about how many meals will be needed Confirm the amount of people who need meals with the caterer Prepare clear instructions for the teams and IFF about how the catering system will work Educate the team guides about the catering system

Responsibility

Done

3. Logistics & Materials

• One person to be in contact with teams and

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 10


Flooring In order to have the same look and feel to all the major IFF events, the same IFF flooring is used. The IFF flooring is provided by IFF´s flooring sponsor, Gerflor, based on a partnership agreement.

In all of the Final Round events, when the IFF flooring is used, the preparations must be done carefully to help maintain the look of the floor over the whole event. The ideal surface to install the IFF flooring on is a flat and uniform wooden, concrete or synthetic floor. The IFF flooring is constructed from several floor rolls, which are installed on top of the venue floor and attached with tape to each other and/or to the venue floor, depending on the material. It is vital that the surface where the rolls are laid out is clean and without any objects, since they will cause the floor to have ´bubbles´. If you will lay the flooring in an ice hockey hall, please read the “Installation on Ice cover” section (next page). IFF will provide instructions on the transport and storage of the floor. Gerflor has a guide for the installation and removal of the Gerflor Sports Floor which can be be provided to organisers if required.

• It is ideal to store the floor rolls for at least some days in the arena before the installation so the temperature of the floor rolls will be the same as the temperature inside the arena. This helps to lay a flat flooring.

• The floor rolls must be rolled open on the venue floor and left resting for at least 12 hours (24hrs is best) before the installation can start. If there is limited space, you can roll them out on top of each other.

• After the resting time, the actual installation will take 3-4 hours depending on the amount of persons and the experience of the persons installing the floor and marking the game lines.

• Make sure that you have all the equipment needed for the installation (taping machine, tape to attach the floor rolls, tape for the lines, cart to move the rolls, etc.) If not, please inform the IFF office well in advance.

• After the floor installation, time shall also be reserved to install the commercials to the floor and rink.

• Remember to clean the floor directly after the assembly, since there will be dirt and dust from the floor and also some glue from tapes might still be on the surface.

• When the tournament is finished, the commercials should first be taken off the floor and then the floor cleaned. The floor must then be rolled with the playing surface on the outside (ie. the floor roll must be turned upside down before rolling)

3. Logistics & Materials

IFF FLOORING

INSTALLATION TIME

• The floor shall be cleaned after each match, or even during the intermissions. Fine dirt and dust make the floor slippery and dangerous for the players and it also damages the floor.

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 11


Flooring INSTALLATION ON ICE COVER • When laying the floor over ice, the risk factors are humidity, loud game sounds, lack of ball bouncing and bumps on the surface

• If there is too much tension between the ice

• The ice cover plates should be attached to each other closely and there should be as little height difference on the joining points as possible (otherwise the floor will look like a chess board when the floor is installed, which is especially problematic on TV)

• If there is not enough insulation, the temperature difference of the surface and the air in the hall will cause humidity to collect to the attachment line of each floor roll and the condensed water is very dangerous for the players, since water on the surface of the flooring is extremely slippery. If there is too much humidity in the flooring, you can´t dry the playing surface.

• The ice cover plates shall always be tested with the floor and the test shall be done early enough so there is time to solve any issues that arise (preferably at least 4 months before the event).

• If no IFF flooring is available for testing, you can test it with any sports flooring when the arena has installed the ice covering plates.

• The test shall be done so that 1-2 floor rolls will be rolled open on top of the ice cover plates and left there to rest for at least 12 hours. After 12 hours it is possible to see if there is humidity in the floor surface and if the plate lines create bumps on the floor.

International Floorball Federation (IFF)

WAYS TO PREVENT CONDENSATION ON ICE • Use ice cover plates which insulate the cold temperature of the ice as much as possible

• If the isolation of the plates is not enough, build an interval space between the ice cover plates and install veneer plywood on top of the interval space where the floor is then installed

• In the interval space, air can circulate between the ice cover plates and the floor and the temperature differences will even out the collection of the humidity

• The air circulation in the interval space can be strengthened by pumping air into the interval space with a hose

• Once the water has started to condensate on the floor, it is very hard to dry the floor. One way, however, is to use big fans on both ends of the field to circulate the air in between the matches, during intermissions and at night time.

IFF Event Handbook 2016

3. Logistics & Materials

covering plates due to a compact installation, the ball does not bounce high enough on the surface and this affects the game

Page 12


IFF Event Handbook How to organise successful

Finance & Marketing

International Floorball Federation (IFF)

IFF Event Handbook 2016

4. Finanace & Marketing

Floorball Events


Budgeting the Event This sections focuses on the different ways to generate income and where you can expect that income will need to be spent. There are many ways to budget an event, so it is important that all the key organisational leaders understand how the budget has been made. There are no shortcuts to the budget process, but you can save a lot of money and work, if you plan it carefully in accordance with the principle of caution.

INCOME

Budget % 100

Ticket sales

67,6

Sponsorship

19,9

Commercials printing

1,4

Hospitality income (nett)

0,4

Fan product sales

2,3

Match programme sales

0,6

City/Government support

7,1

Other income

0,7

COSTS Salaries, project pay etc

12,8

Venue rent

12,7

Building in venue, Security, First Aid etc

12,3

IFF (organiser rights and IFF personnel)

6,6

Marketing, communication and promotions

16,7

WFC Staff education, clothes & food

3,9

Ticket sales

2,3

Transportation

3,0

Ceremonies, hospitality, adjacent services

7,7

Anti-doping

0,8

TV & Internet TV

6,0

Other costs

Financial result

7,4

+7,8%

Realistic Cost-allocations

TASKS AND DUTIES

• One of the biggest costs is always the venues

Planning the Budget

and what you need to do in order to be able to play in them, therefore, it is important to have the right information of the costs when you start the budgeting process

Sources of income

• For most organisers, ticket sales is the main source of income, therefore, this has to be the basis of the budget

• One of the basics of marketing is to try to calcu-

• If you can secure a down-payment for sponsorship you are in a good position, but usually the income is not secured when you start the budget process, so you need to plan in two stages: first what you need to do, and then secondly, what you would like to do

• The most important factor that can affect your choice of where to organise the event is what kind of support you can have from the host city or regional government. This support can be facilities, transportation, hospitality or even monetary support. When planning the Event, you need to first secure the City support.

• Other streams of income are always risky, since you can´t predict how much you will be able to achieve, but it will still bring additional income to have fan product sales, hospitality services and match programmes

International Floorball Federation (IFF)

EVENT DEMO BUDGET

late how many spectators can be attracted to the event, so that one doesn't use too much money on marketing

• When you make the budget remember that it is a working tool, aimed at helping you see in which way you are moving and giving you indications of what is still to come, so that you can save or spend more

4. Finanace & Marketing

One part, perhaps even the most important part, of planning your Event is to combine the project planning process with the budget planning. In the project planning you define What, When and How things will be done, but you need to ensure that you have the financial resources to make your plans happen.

• If you over-control the budget, it will be hard for the organisation to find creative solutions

• It is usually the small services, like transportation, volunteers, ceremonies etc. where you can save, but keep in mind what kind of picture of the event these kind of services can give to the participants and guests

• Although it may cost you money, it can also quite often save money & time by having a person employed to plan and execute the event who also has the responsibility to watch over the finances

IFF Event Handbook 2016

Page 1


Budgeting the Event Since the financial conditions are quite different from event to event, we have not tried to tell what needs to be done, but merely what can be done. In the following example budget we have collected what needs to be secured if you are planning to organise an international event. Budget

%

Education, materials and food of the National Association employees and the WFC staff

3.9

100

Staff meals

1.8

Salaries, project pay etc.

12.8

0.1

Salaries

7.5

Project pay Daily Allowances: Roadshows, Promotion/Abroad, volunteer education

1.4

Employee education and materials Organisation committee and Honorary organisation committee meeting costs Volunteers' clothing

1.2

Milage compensation Roadshow/educations

0.7

Transportation

3.0

Accommodation Roadshow/educations

1.5

Teams and Officials

2.6

Travel costs Promo/abroad, + other travel costs, DJ

0.8

Petrol

0.3

Venue rent

12.7

Adjacent services, VIP, receptions, opening ceremonies, presents, rewards

7.7

Main Arena, includes all basic services

11.0

VIP Main Arena

2.6

Secodary arena, includes all basic services

1.4

VIP Secondary Arena

0.3

Practice halls

0.3

VIP IFF

1.6

Press refreshments

0.5

Presents

0.5

Opening ceremony and other special programmes

2.0

Best player rewards and All Star Players

0.1

Anti-Doping

0.8

Doping tests

0.8

TV & Internet TV

6.0

Internet access

0.3

Production of matches

0.8

Internet stream

0.5

TV production medal matches

2.6

TV uplink, satellite segment, cabeling, security, graphics

1.6

Other costs

15.4

Statistics

0.1

Building, technical gadgets, security, First Aid etc.

0.7

0.8

13.3

Internet access for Press and competition office

2.1

Rinks, flooring, transportation, maintenence

0.2

Build-up of the Main and secondary venue Security, movement surveillance, First Aid at Main and Secundary venue

4.1

Telephone costs TV studios, commentary positions, camera positions, cabeling

0.1

4.8

1.9

IFF (organiser rights and IFF personnel)

6.6

Organisers fee IFF personnel accommodation, food, travel, Daily Allowance

2.6

Marketing, communication and promotions Marketing communication, designing of logos, communication education etc.

16.7 8.0

Taxi costs

0.1

Marketing, advertisements, sales campaigns, visibility

5.3

Translation services

0.1

Staff, Road show and other education meeting rooms Match programme, news bulletins, information materials, editorial services

0.7

Cleaning and laundry services

0.1

Parking

0.1

Looking after Media, Sponsor and society relations

0.7

Other costs

0.7

Other office costs

0.1

Sponsor agreement costs (building of the pool)

0.7

Insurance of IFF persons

0.1

Purchase of the Fan-products

1.6

Ticket sales

2.3

Office goods and furniture

0.1

Ticket sales campaign prizes

0.3

Other riskpost

2.5

Ticket sales provision to the Ticket office 3%

2.0

Sales commission for Sponsor sales

9.8

International Floorball Federation (IFF)

4.0

1.4

IFF Event Handbook 2016

4. Finanace & Marketing

COSTS

Page 2


Ticketing system The financial base for a well-planned Event, with a positive outcome, is the ticketing system. It is of great importance to deeply analyse the potential in ticket sales and then base the quality and the level of the activities in line with this.

TASKS AND DUTIES Planning stage

• When choosing the arena, keep in mind the implica-

TICKET CATEGORIES

tions from a ticket sales perspective. Walk through the arena and analyse what kind of spectator solutions are possible

• Try to keep the system simple. • Divide the long and short sides into different

• It is very helpful to have a drawing of all the seats in the arena, (which the arena should have). If it is not available, it is well worth making one yourself

• Define from where you can not see the field of play and block these seats when you start the ticket sales. Remember that TV cameras, promotional cars etc may also block the visibility of the field

• When planning the seating system take into consideration how the TV cameras are being placed, so that you can have as much of the audience on the ´TV-side´ (ie. the side that the cameras look at)

• Most of the bigger arenas have their own agreements with ticket offices. Speak with them and use their expertise when planning the ticket categories

• When building the ticket categories there are a few issues you need to remember: visibility of the field, distance to the goals or if there is a Jumbotron to be used, since these all effect the final choice of system

• When defining the price of the tickets, you need to think about how you can ensure that you meet your targets (both financial and spectators) and what the event will look like

• Start by predefining what price levels you have in mind for the different categories and then separately define how many spectators you estimate to have per day/match. Remember to calculate the need to block seats for the participating teams, LOC, Sponsors, VIPs and IFF

International Floorball Federation (IFF)

categories. Divide the upper & lower floors to their own category. • In bigger arenas, you can increase the revenue by dividing the different sectors based on the visibility of the field. • If the system permits, don’t pre-define the border between two categories, but let it change depending on the demand for the tickets. If there is a great demand for 1st class tickets you can expand the area.

• Then build a template with prices per day (group, quarter/semi and finals) and also per category. This will give you an idea of the potential income. In Floorball, both daily & package tickets are widely used.

4. Finanace & Marketing

It is important to think about what kind of arena is available, what it costs and how many spectators you can count on having there. It is better to have 1000 spectators in an arena for 1000, than 1400 in an arena that seats 3000.

• Define in which order you will release more tickets for sales. Pre-reservations for tickets can mean that the arena shows as sold out very early on. Plan for a cut-off date for when reservations by travel agents, National Associations and other parties must be confirmed, then you will be able to release the unused tickets for general sale in good time before the Event. Make sure you don´t close sales, if you are not really out of tickets

• If possible, avoid opening the cheapest ticket categories before you have sold out the better sections

IFF Event Handbook 2016

Page 3


Ticketing system One of the challenges for the organiser of Floorball events is to find the balance between the need to finance the Event and the need to have as many spectators as possible in the arena.

TICKETING SYSTEM Marketing view on ticket sales

• Define what message you want to convey in your market-

SPECTATOR ATTENDANCE

ing, related to ticket sales. What theme do you have?

• Make a marketing plan for the ticket sales. What, where and when?

• In the beginning of the ticket sales it is important to focus on marketing of the ticket sales to get it going, then you can move over to marketing the event itself

• Based on the actual ticket sales and the marketing plan, you then carry out the planned campaigns and alter them if needed. Try to target Clubs and players early in the process to get a good start

• Make a target list, which you are ready to alter if the sales are going over or under the expectations

• In the marketing try to focus on selling the message of a one-time event and the feeling of the crowd, with the aim of filling the venues

• An analysis of past Adult WFC´s shows that more than 50 per cent of the whole event audience are those who attend the two final days of competition • This is important to keep in mind when building the ticketing system and defining the prices for the tickets • Remember that you need to reserve cheapest category tickets for the end of the event for the teams that are no longer participating in the competition. The teams will have to pay for these tickets

• The ticket price has to be adjustable for the local market, since you need the incoming revenue to secure that you have money to run the event according to your overall plans

• Try not to dump the prices of tickets even if that day/match doesn´t sell according to your expectations. Dumping prices only lowers the value of our product

• By proposing ideas for Sponsors of what they can do at the event you can sell more tickets to them

• When planning the ticket prices and seating allocation take into account the requirement of TV and Internet-TV, since it is important to have spectators on the TV-side, especially in matches with less spectators.

International Floorball Federation (IFF)

• When planning the ticket prices and seating allocation take into account the requirement of TV and InternetTV, since it is important to have spectators on the TV-side, especially in matches with less spectators.

4. Finanace & Marketing

The ticket calculation has to be based on the expected home team performance, and when they are scheduled to play during the week. The scheduling of matches can play a key role in the ticketing. When making the schedule, also keep in mind which other teams are of interest for the local audience.

• Connect the start of ticket sales with another major Floorball Event (eg. a national final series), so that you can get additional visibility for the Event

IFF Event Handbook 2016

Page 4


Ticket allocation When planning the ticket allocation, the organiser needs to take into consideration all the different parties included. SPECIAL GROUPS TO PLACE • LOC VIP guests • IFF VIP and ordinary tickets • Participating teams (team stand) • Participating Associations (VIP + ordinary) • IFF Staff, Jury, Referee Management, Referees

• Sponsors and Partners

TASKS AND DUTIES

• Staff/Volunteers

Before the Event

• Disabled seating for wheelchairs + carers

• Start by analysing the seating map of the venue

• Media seats

which has been used for the ticket categories. One major problem is to find enough room to place big groups in the later stages of the Event

• From the beginning, define what different types of

• LOC and organising association CB, employees and families of the players

• National team fan groups

groups need to have their own seats. This has to be done before the blocking of seats

• It is advisable to make a drawing of how the seats are allocated, and update it as you go, so that you know how much free space you have

• Based on the different price categories, you now need to define which group is to be seated where in the venue. This means that you need to define which group is the most important for you as an organiser. This can be politically tricky

• Since the teams which are not playing anymore in the tournament are to pay for the tickets in the last days, the teams are always in the lowest price category, but it is for the organiser to decide where they are seated in the venue

4. Finanace & Marketing

Each participating team has the right to have a maximum of 27 tickets (seats) for the time the team is participating in the competition. In addition to this the National Association is entitled to a number of VIP and ordinary tickets, in accordance with the IFF regulations.

• The idea should be to keep the process as easy as possible. If you play the whole tournament in the same venue, and you give certain seats to certain groups try to avoid changing them half-way through the Event.

• Consider which groups are sitting next to each other. Loud home team fans next to the VIP´s should probably be avoided

• Try to concentrate as much of the pre-assigned seating (that you know will be used regularly) together and on the ´TV-side´ of the venue. However, still keep in mind not to over-block certain sections, since you might end up with a lot of empty seats in one section (eg. If there are a lot of sponsors who are only interested in the Home team games. )

International Floorball Federation (IFF)

IFF Event Handbook 2016

Blocked seats per stand Venue seats Premium hospitality IFF VIP & Tickets Par cipa ng Associa ons Referees Jury LOC VIP Team stand Volunteers Sponsors Press LOC, CB, Staff etc Host na onal team Fan groups Sponsor 1

Page 5


Ticketing system Person responsible: _____________________

Plan your own event!

NEEDED RESOURCES

NEEDED EQUIPMENT

• Dedicated staff to plan & manage the ticket

• Arena seating map and Category level plan

sales

• List of blocked seats (LOC, Sponsors, NA, IFF,

• Contact with marketing people to co-

Volunteers)

ordinate sales & promotions

TIMELINE Task

Deadline

3 to 4 months

Check the Arena Build the ticketing system Agree with the Ticket Company about the sales Make the marketing plan Plan when to open the sales of tickets Plan marketing events

1 to 3 months

Open ticket sales Make continued checks of the sales situation in order to release tickets

1 month

Ask for final need of tickets from IFF and National Associations

Before start

Make final release for all matches Store away some spare tickets just in case

International Floorball Federation (IFF)

IFF Event Handbook 2016

Responsibility

Done

4. Finanace & Marketing

Here is an example of how you can build a ticketing system for the event, keeping in mind the expectation of the number of audience in the group stage. In the example, the ticket sales for Categories 1-3 are only for group stage and then all categories are open for the play-offs.

Page 6


Sponsors All events, whether they are big or small, need to receive the help of outside partners and sponsors. It requires constant work to find sponsors for Floorball and to try and increase the monetary support and value of support-in -kind from these sponsors towards the organiser.

Gaining sponsorship for a single event can be the first stepping stone to securing long-term sponsorships.

GENERAL • Your sponsor target list should include the present companies, the potential companies and the companies you would like to have

• Define what is special with Floorball and why it is important for the sponsor - young people, strong sub-culture, strong internet penetration, rapid growth, easy market to enter etc.

• Build a sales material describing not only the

TASKS AND DUTIES Recruitment of sponsors

• LOC needs to define what type of sponsors and help are needed for the event. Based on this, the LOC needs to plan the way to find sponsors. This is the basis for the sponsor target list

• LOC should discuss with the IFF what current sponsors IFF has & how this effects the event

sport of Floorball, but also what the Sponsor gets for their investment, contacts and what type of commercials are used

• If you use an outside agency, participate in the sales process to bring the essence of the sport into the negotiations

• Don´t be afraid to show the strengths of your product, that is what they will buy into

• If the LOC/organising association has current partners, there needs to be discussions whether they are interested in additional investment in the Event. Don´t give them a free ride, just because they are already supporting you

• The LOC needs to decide whether to look for sponsors themselves or with the help of an external company (eg. Marketing agency)

• All marketing agreements shall be made in

• If you choose a marketing agency it is important to define what rights are given to the company and what rights are kept for the LOC. The allocation of marketing rights is always defined by IFF in the organising agreement for the Event

• IFF tends to adopt the approach where it doesn´t split the sales of the marketing rights, so that this doesn´t harm the market

• LOC needs to provide sales material for the Event, stating the advantages of supporting the event, giving ideas for how the sponsors can utilise the event in their business, how the company can use the event in their own promotional work, defining

International Floorball Federation (IFF)

the possibilities to give added value to the company in the event, what kind of activities can be done during the event promoting the sponsor, what kind of follow-up can be given to the company after the event.

4. Finanace & Marketing

You need to consider - the recruitment of sponsors, the sponsorship packages, the cooperation with sponsors up to the event, the care of them during the event and the feedback from and to the sponsors after the event.

writing

• The Event organiser´s management needs to actively participate in the sales of the event to the sponsors

• From the beginning, build a list of needed materials and start to look for barters or support-in-kind sponsors

• It is very important that each event prepares a marketing plan well in advance of the event, in order to steer the activities in the right way, supporting ticket sales and building acknowledgement of the event

IFF Event Handbook 2016

Page 7


Sponsors

DIFFERENT FORMS OF CO-OPERATION • Hospitality meetings at the Event • Watch a Game and Play (Sponsor invites

When building the sponsorship packages, remember to keep an open mind. It is, in principal, only the commercial spaces next to the field of play that are pre-defined. Everything else, outside the so called ´TV-zone´, can be worked with, keeping in mind the restrictions given by the valid agreements.

• Participation in Sponsor Advertising • Using players or volunteers in Company Events

• Use LOC to tell about marketing of the event for the Company

• Information articles about Company products and the use of these by players, coaches or organisation

• Joint sales campaigns (eg. Unihoc & Intersport)

• Production of special clothes for the event and sponsor

• Product tests or new product launches at the event

• Store and/or exhibition space at the Event • Commercials in sport and department stores, supermarkets

TASKS AND DUTIES

• Competitions at the Event

Sponsorship packages

• When defining the different levels of sponsorship packages, it is important not to make it too complicated, and take into account the total amount of available commercial elements in the arena

• A good approach is the following structure: ◊ ◊ ◊ ◊

Sponsorship co-operation

• Make the sponsor feel important and give them a possibility to come up with their own ideas of how to support the event

• Agree upon their need of hospitality and tickets

Title sponsor - belongs to IFF Main sponsors - IFF (2) + LOC (6) Partner/Event sponsors - IFF (4-6) + LOC (8-10) Supplier/Material sponsors - IFF (4-6) + LOC (4 -6) Media sponsors - IFF (3) + LOC (3)

• IFF defines the available visibility elements, but the LOC can come up with new ones both inside and outside the arenas

for the event

• Agree upon possibilities to add visibility for the sponsor, for example, best player prizes

• If possible, use national team players for the sponsor´s needs

• Organise a workshop with the sponsor and think about how Floorball, and the Event in particular, can help enhance their sales, building of their product and company image

• Customise the service you provide for each

• Ask the sponsors what they want to do - check

4. Finanace & Marketing

Try to be proactive towards the potential sponsors and give them opportunities to brainstorm, it might give really good results. Consider the real value of barters, since the organiser needs many services such as catering, transportations, building, security, clothing, printing, lights and sound.

guests to play and watch a match)

sponsor according to their needs.

with IFF if it is possible

• You need to invest in the production of the marketing materials, especially when it comes to potential sponsors that aren´t that familiar with the LOC or Floorball

• Since most of the sales happen in conference rooms far away from the Event, you need to describe in detail what you are selling, the image of the event, the type of audience and the type of visibility for the Event. If you have footage/ pictures from earlier events organised in your country use it to describe the atmosphere, as well as the spectators, viewers, selling numbers from the events

• Arrange regular meetings to check that everything is being done as agreed in the sponsorship contract Care of sponsors during the event

• Appoint a person to take care of the sponsors during the event

• Ensure that all that has been agreed upon has actually been done, even the minor issues - leaflets, pens, giveaways etc.

• Ensure that the LOC/NA will meet with the sponsor in the venue

• During the event, publicly thank the sponsors for participating in the event

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 8


Sponsors

Plan your own event!

Person responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT

Planning

• Agreement with IFF concerning the marketing rights

• Depending on if you use a marketing agency or

• One person to co-ordinate the activities with the sponsors

• Approval of all sponsors from IFF • LOC information materials • Info on marketing system of previous organisers

• Persons, or an outside company, to produce all

• Sponsor´s promotional/advertising materials

the advertising materials During the event

• One person to co-ordinate the care of the sponsors with the VIP and the LOC

• If needed, persons to host Sponsor events at the Venue

TIMELINE Task

Deadline

6 to 12 months

Define marketing structure Define sponsorship pyramid Define the needed materials and help Assign the marketing agency Define objectives for the marketing of the event

3 to 6 months

Invite sponsors for meetings Invite sponsors for special gatherings during the event Continually assess how to increase co-operation with the sponsor

1-3 months

Organise a final sign-off meeting with the sponsors Build daily program for sponsors

Before start

Reserve time in the calendars of the LOC and NA persons needed Co-ordinate the sponsors events in the organisation

Responsibility Done

4. Finanace & Marketing

not, you need a group of people to plan the sponsorship structure

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 9


Commercials In preparing for the event, one of the first tasks for the LOC is planning how to build the promotion of the event.

TASKS AND DUTIES COMMERCIAL POSSIBILITIES

Planning stage

• Arena Commercials

• Start by defining what kind of different types of commercials are available for the LOC to promote the event and to increase the visibility locally

• Make a marketing and promotional plan and define which elements are within the reach of the LOC

• In the discussions with a potential sponsor, include what kind of spill-over advertising can be made by them, not just giving space for them at the event

• Combine the advertising of the event with the pro-

• TV, Radio, newspaper commercials • Feature articles in news & periodical magazines

• Online commercials (NA, event & IFF websites)

• Press Conferences before the event • Commercials at National Association events • Social media - Facebook, Twitter etc..

motion of the ticket sales

• Build an overall marketing information strategy to define what actions are needed. You can turn news into commercials by timing them correctly

• Define what kind of visibility and consumer contacts you are looking for and base the advertising on that

• Plan the adjacent events of the championship to support the overall promotion of the event

• Official hotels, transportation, outside of the arenas, roadside, city advertising spaces etc

• Sponsor/Partners advertising • Possibility to use the team´s outfits During the Event

• Outside the arena:

Before the Event

• Agree with the party responsible for marketing sales what is included for partners and IFF

• Prepare a deployment plan and agree upon the

responsibilities

• Agree upon a production company, and that sponsors pay separately for all production of commercial elements

• Inside the Arena: see Pages 12 & 13 - Arena Commericals

• Build a timetable for the production, placement, installation and removal of all materials

• Check with cities concerning flags and symbols of the event

• Apply for the use of outside advertising space from owners of hotels, venues, bus companies etc.

• Define, together with the venues, the area in which ambush marketing is prohibited and agree who is responsible for the follow-up.

International Floorball Federation (IFF)

Ensure there are signs at the airport, hotels, buildings related to the event & outside the arena Check with the arena what area outside the arena belongs to them and the rules for its use. Here you can ask any unauthorised party to leave. This is important for stopping ambush marketing.

4. Finanace & Marketing

There are a number of important elements to enhance the visibility of the event: What are the commercial possibilities of the event? How can the event utilise all types of commercials, both inside and especially outside the arenas, in order to promote the Event?

• Check with all exhibitors and partners that they have not brought in materials that are not in line with what has been agreed

• Remember that if giveaways are handed out there may be rubbish left behind in the spectator stands, so prepare for the need of extra cleaning in your venue management plans

IFF Event Handbook 2016

Page 10


Commercials Plan your own event!

Person responsible: _____________________

NEEDED RESOURCES • Preparation of the marketing plan - usually by

NEEDED EQUIPMENT

the LOC

• One person to organise the production and

• Commercial elements

placement of the commercial elements

• Appointment of production company of com-

• Tape, scissors and a ruler

mercials After the Event

• One person to organise the removal of all commercial elements

TIMELINE

Task

Deadline

1 to 3 months

Define what commercial elements will be used Agree upon production companies Negotiate with Partners/Sponsors Make plans and apply for permission

3 weeks

Co-ordinate production of materials Update plans and deployment

Before start

Deployment of commercials outside the Arena

Responsibility

Done

4. Finanace & Marketing

Before the Event

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 11


Arena Commercials Both the LOC and the IFF have their own Sponsors and Partners, which play an important role in the event. It is therefore important to carefully plan how and where they will be displayed in the Arena.

• 200cm x 50cm rink commercials x 56 • 30cm circular face-off signs x 6 • 400 x 100cm floor commercials x 4 • 165cm x 65cm floor commercials x 2 • 200cm circular centre-spot x1 • Goal cage posts & cross-bar • 250cm x 100cm 2nd-line commercials x 36 • Possible space outside the rink corners • Possible cars/other elements outside the 2nd line

• Jumbotron and speaker commercials (if possible)

TASKS AND DUTIES

• Give-aways at each seat in the arena

Before the Event

• Referee outfits

• The different advertisement placements in the arena are defined in the organisers agreement with the IFF (example on the right)

• Check which of the advertisement spaces can be used in the arena and communicate this with IFF

• Plan the different levels of partners, including the IFF partners

• Based on the advertisement placement chart, plan how many commercials will be used

• Decide where to produce all of the commercials in order to have the same brightness of commercials

• Communicate with IFF about when you will need the IFF commercials and agree upon how to produce them. IFF usually provides the organiser with their own sponsors advertisements

• If the LOC has a designated producer of commercials, it has to be communicated in advance to IFF

• Make a drawing, similar to the one on the right, in order to define the placement of the commercials Before the matches begin

• Be prepared with a long scraper, a carpet knife, and some cloth before putting up the commercials

• If possible, start the gluing of the rink commercials before you get access to the arena. It takes quite some time to put them on

before the start of the Event

• Before each match you need to check that all commercials are in order and not damaged During the match

4. Finanace & Marketing

It is important to define, as early as possible, how to classify the different levels of Sponsors, including the international partners. This is usually one of the things which will be set-up last when preparing the arena, therefore the planning is very important.

DIFFERENT ADVERTISEMENT SPACES

• Be prepared to have some tape, a ruler and a carpet knife on the match secretariat table, to be able to cut or repair the commercials if they break during the match

• Before the finals, all commercials shall be checked and the broken ones shall be replaced After the match

• Place the floor commercials to rest on the floor for at least one hour prior to attaching them to the floor

• When taping the rink and floor commercials, secure the borders and remove all air bubbles, using the scraper

• Since most of the commercials are taped with glue to the floor/rink, it is important that they are removed directly after the event and, if possible, the glue is removed from the floor.

• All extra IFF commercials shall be returned to the IFF

• Agree on a final commercial check with IFF the day

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 12


Arena Commercials IMPORTANT THINGS TO NOTE When you are planning the commercials please remember the following:

• In accordance with the organisation agreement, try to avoid the use of background colours on the floor and rink commercials that are of the same colour as of the ball (white, light yellow or orange)

• The placement of the commercials shall be in accordance with the IFF Venue chart. Any changes to this shall be agreed upon together with the IFF at least one month prior to the event, since the placement and number of commercials may change

• There are a number of materials especially used for floor commercials, please ensure that the surface

• Some floor commercials have a tendency to become dirty very easily, so see to it that they are cleaned and checked for damage regularly

Examples of different arena commercials

International Floorball Federation (IFF)

IFF Event Handbook 2016

4. Finanace & Marketing

of the commercial and the friction is not very different from the flooring, since this can cause injuries to the players

Page 13


Arena Commercials Person responsible: _____________________

Plan your own event!

Before the event

• One person who is responsible for all issues

NEEDED EQUIPMENT

related to Arena Commercials

• 2-3 persons for taping the commercials, if not done by an outside partner

• Spare commercials • Line tape, a scraper, a ruler and a carpet knife

During the event

• The Commercial Placement Chart

• One person at the match secretariat who can

• Cleaning cloths for the floor commercials

repair broken commercials After the event

• 2-3 persons to remove all commercials from the floor, together with the line markings

TIMELINE Task

Deadline

1 to 3 months

Define Sponsor levels Define total number of commercials in the arena Ask for offers for production of commercials Agree with Sponsor how to produce commercials Produce the Commercial Placement Chart Produce commercials

3 weeks

Print the commercials Collect all commercials Check the commercial surface and brightness Collect and prepare the equipment Plan the timetable for the placement of all commercials

Responsibility

Done

4. Finanace & Marketing

NEEDED RESOURCES

Before start

Commercial check with IFF Store extra commercials in Arena

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 14


Exhibition Stands The exhibition stands in the tournament arena are an important part of the way the organiser can add value for the sponsor, by giving a possibility to create direct contact with the audience during the event.

TASKS AND DUTIES Before the Event

• LOC shall start by checking how many stands, and of which size, can be located in the arena. Do this together with the arena and approve this with the party responsible for the security of the arena

• When the number and size of stands are defined, LOC can then make a plan of the different locations and propose the placement to the potential sponsors

• In the agreement with IFF, it is defined how many exhibition stands IFF needs. Make a proposal to IFF about their stand locations

• Organise a walkthrough in the arena for the sponsors and show them where their stand is going to be and agree upon the timetable for the building and removal of the stand. There may be very limited time for the build-up or removal, depending on the agreement with the arena

• Agree, together with the sponsor, what they need for the stand well in advance of the event (internet, electricity, hospitality), and who will be responsible for the costs

• Agree about what the sponsor can and cannot do at their stand

• Make a written guideline for the exhibitors of where and when they can enter the arena, where they can pick-up their accreditations, when the doors will be open etc

• Explain to the exhibitors how the accreditation system works, since they might use different persons on different days. Agree on the number and type of accreditations

• Mark the stands by taping the lines of the stands on the floor, in order to secure the easy movement of the spectators

• Arrange final check of the stands after the build-up

International Floorball Federation (IFF)

GENERAL • Sponsors might have really good ideas to get visibility, but consider carefully how it effects the movement of the audience in the arena

• It is important that you have control over what the exhibitors are doing in their stands

• If you allow the exhibitors to have giveaways, remember that the you are responsible for the cleaning of the arena

• Arrange with the arena a space where the exhibitors can securely store equipment or merchandise. During the Event

• Ensure that all exhibitors use the designated entrance and that they follow the timelines related to delivery to the stands

• During the first day, check that the exhibitions are not hindering the movement of the audience, since during the final days there will be many more people

4. Finanace & Marketing

Regardless of the size of the event, there is always an audience and for the sponsor this is the easiest way of getting contacts with their potential clients.

• Check with the sponsors that they are present at all times - it looks very bad to have a closed or empty exhibitions in the arena

• Give the exhibitors the telephone number of someone from the LOC that they can contact if needed

• Before the last day, check the plans of the exhibitors - when are they going to take down their stands? After the Event

• Ensure all exhibitors have removed their stands and left their place in an acceptable condition

• Collect feedback from the exhibitors

IFF Event Handbook 2016

Page 15


Exhibition Stands Plan your own event!

Person responsible: _____________________

NEEDED RESOURCES

NEEDED EQUIPMENT • Venue map

• One person who plans the placement of the

• Measurement information to plan the place-

exhibition stands, communicates with the exhibitors and plans the build-up

ment and sizes of the stands

• 1-2 persons who assist the exhibitors with the build-up

• Final floor plan, showing the placement of the exhibitions

• Tape to mark the stands on the floor

• Contact person(s) is needed throughout the

• Equipment to help move the material of the

event to solve problems and help the exhibitors

exhibitors

• Written guidelines for build-up and removal timetable and rules for the exhibitors

• Accreditations for exhibitors • Parking permits for exhibitors

TIMELINE Task

Deadline

1 to 3 months

Prepare Floor Plan Decide the placement of exhibitors Make timetable and guidelines Arrange meeting with exhibitors in the arena to check the space Confirm the layout with the arena staff

3 Before weeks start

Check plans of exhibitors Agree upon number of needed staff at exhibition

Responsibility Done

4. Finanace & Marketing

Before the event

Arrange a final check Give out accreditations and parking permits

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 16


Match programme The IFF Organisers’ Regulations defines that the LOC is responsible for providing the Event with an official Match (Hand) Programme, providing important information regarding the event to all stakeholders.

TASKS AND DUTIES Planning stage

• Start by defining what kind of Match Programme (MP) you would like to have. Will it be a product for sale or free distribution?

• Define in what size (A4/A5) the MP is to be produced and what type of technical specifications are to be considered

• Define what type of information shall be included: only team information or also promotional material for the sport, sponsors etc.?

• Agree upon the content of the MP, define the objective of the MP and elect an editorial group

• Agree on the timetable and deadline for providing material, layout, sales materials and printing, as well as the amount to be produced

• Make a plan for the content, defining the percentage of commercials in the MP, usually not more than 50 percent

SAMPLE CONTENT • Official greetings (2-4 pages): ◊ ◊ ◊

Host Cities National Association/LOC IFF

• Description of the event (2-4 pages) • Event history (1-2 pages) • Official Match Schedule (1-2 pages) • Venue charts - guiding spectators to services (1-2 pages)

• Team lists based on Final lists (8-16 pages): ◊ ◊ ◊

Team and Player info and statistics Previous performance in the Event Goals of the teams & players to watch

• Commercials (14 - 24 pages)

Before the Event

• Inform IFF what type of Match Programme will be pro-

4. Finanace & Marketing

The Match Programme, in addition to the importance of a good event website, gives the LOC an effective tool to convey the message and whole picture of the event to the participants, spectators, guests and VIP´s.

duced

• Ask for offers from the printing houses and agree on the production schedule. Perhaps include the printing as a barter agreement.

• Ask for the official greetings from the Host City, IFF and the National Association

• Convey the technical specifications well in advance of the deadline to all parties. Agree with IFF on how the Player information shall be transferred to the LOC

• Schedule to receive all commercials at least 2-3 weeks prior to your print deadline. Check that these meet the technical specifications

• Prepare a strict timetable with the printing house,

During the Event

• Prepare where and how to distribute/sell the MP to the following groups:

• Spectators • Teams • VIPs and Guests • National Officials • Press Centre • IFF Officials • Ensure that there are enough MP available in the arena each day

since there is not much time between receiving the team lists and the start of the Event

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 17


Match programme Person responsible: _____________________ NEEDED RESOURCES

Plan your own event!

Before the Event: gramme

NEEDED EQUIPMENT

• One person to ask for materials and collect them • One person to ask for offers for printing • One person to make the layout and communicate with the printing house

• One person to organise the distribution of the MP and the sales of it

• • • • •

Content plan Media information for the MP Distribution plan Sales plan to sponsors, sales presentation Technical specifications

• 4 - 8 persons to sell the MP during the event

TIMELINE

Task

Deadline Responsibility

1 to 3 months

Define the size, quantity and type of MP Ask for printing house offers Define content and usage Inform about technical specifications Set timetable Ask for contributions Agree with IFF upon team information input

3 weeks

Set publishing deadline Finalise layout & make final content check Decide on the sales price Plan distribution and sales

Done

4. Finanace & Marketing

• Editorial team or LOC plan the Match Pro-

Before start

Delivery of MP to arenas Distribution & arrangement for sales

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 18


IFF Event Handbook How to organise successful Floorball Events

International Floorball Federation (IFF)

IFF Event Handbook 2016

5. Media

Media


Media Whether your event is big or small, without media coverage it will be invisible. You need to generate as much interest in the event as possible, using all the different media channels which are now available. From TV to online live streaming, from newspapers to social media there is a vast array of ways that you can promote your event. A detailed and clear media plan is key to ensuring that your event is seen and that you effectively use all the media resources available to you. The local needs are usually very important

excluding the domestic rights, therefore it is very

when planning the Media Accreditation form

important to start the negotiations early with IFF

and each organisation should plan their own

to define how the production will be arranged. IFF

form, keeping in mind what kind of infor-

will take care of the coordination of international

mation (based on the IFF model) is actually

sales and distribution, based on what has been

needed to perform a good job.

agreed between the LOC and IFF. Make sure that the accredited media receives The guidelines given in this document outline the

all updated information (invitations, notices

tasks needed to be performed and serves as a

and press releases etc.) during the champion-

reminder list, so it is for each organiser to plan

ships. Use a variety of channels to distribute

and estimate how many persons are needed to

the message (email, sms, social media, invita-

provide the required media services. It is advisable

tions etc.).

5. Media

IFF owns all the rights for TV and Internet-TV,

that every organiser has their own Press chief, that All the statistical data from previous IFF Events

is responsible for the Media services during the

can be found on the IFF web page (under IFF

event.

Events), including the rankings, All-Star teams The rapid continuous change of the media struc-

and player statistics. Make sure that the media

ture, and the fact that Floorball has a large social

know where they can find information like this.

media presence, means that these channels In order to evaluate the level of the Media

should also be covered by the organiser. Social media makes it possible to make closer and faster communication with the Floorball population, with immediate reporting of results and comments.

coverage for each event, the LOC should collect data on the visibility of the event in both TV, web pages, social media and in the written press and provide this to the IFF after the event.

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 1


Media Accreditation

All request for media accreditation are subject to approval by the local organiser. Accreditations are, in general, granted to professional and working media who are assigned by their editor to professionally cover the event.

MEDIA ACCREDITATION FORM As a guide, the media accreditation form should include:

• Personal information: ◊ ◊ ◊

Floorball is still in a stage where there are a lot of Floorball-related freelance journalists, who are the only ones who will report from the events from certain countries. This has to be taken into consideration when the media is accredited.

◊ ◊

Name (First name, Last Name) Gender E-mail Phone number (mobile/office) Information on AIPS/Press card (nr/ admitted by) or National Association name etc. Freelance journalists might have to submit written confirmation from the editor of the media outlet that has assigned the freelancer to the Floorball event. Photo

◊ ◊ ◊ ◊

Organisation/Media name Organisation address & Country Organisation website/social media Contact person (First name, Last name, function, contact email and phone)

• Organisation Type/Your Function • Journalists working for TV, internet-TV and radio shall submit their accreditations through the local organiser, but for the major IFF events, the IFF needs a list of the media accreditations in advance of the start of the event.

• All accredited media shall have free access to cover most team practices and all games. The accredited media shall have access to the media centre, the media tribune (press box), the mixed-zone area and the press conference room. Photographers will also be given access to the marked photo zones around the rink.

• If the number of reporters exceeds the number of seats in the media tribune, or if an unusual number of media is expected to the mixed zone or to the press conference room(s), the organisers have the right to make special priority arrangements.

◊ ◊ ◊ ◊

◊ ◊ ◊ ◊ ◊

• Requests for media services needed ◊ ◊

• The LOC is responsible for the Media Accreditation.

The LOC shall also make a list of suitable, welllocated hotels for the Media in connection to the venues.

• In general, 1-2 credentials per media outlet will be approved. For national news agencies & national daily newspapers the general limit is 3-4 and for major regional newspapers & major daily sports papers it is usually 3. Considerations will be given to special requests.

International Floorball Federation (IFF)

Journalist (Newspapers, Magazines, Agency) Photographer Web Media – Journalist only Web Media – Photographer only Web Media – both Journalist & Photographer TV-Commentator TV-Reporter TV-Technical staff TV-Production Radio

5. Media

• Organisation/Media information

Working seat at the media tribune Internet service (if not provided by the LOC) Telephone line/FTP for Radio transmissions Possible hotel options, local conditions (electricity etc.)

• Deadline for submission of the Media Accreditation

• Special Requests/Comment • LOC Media Contact person information

IFF Event Handbook 2016

Page 2


Media Accreditation

TASKS AND DUTIES

ACCREDITATION APPROVAL CRITERIA TO IFF EVENTS

Before the Event

For IFF Events the application forms for media accreditation are distributed by the LOC to the National Floorball Associations and the following type of media (listed in order of priority):

• Plan the Media Accreditation Form and when the Media Accreditation will start. The Media Accreditation process should start at least 3 months before Final rounds and at least one month before the qualifications. The LOC can use different deadlines for different media types

1. National news agencies (Example: Reuters, AP, CP, DPA, Tass, STT, TT) 2. National daily newspapers (Example: Die Welt, Aftonbladet, Helsingin Sanomat)

• The LOC organisers reserve the right to approve or deny Media accreditation applications, but should keep in mind the general need of a broad news feed to all concerned countries

• The completion of the application form does not guarantee accreditation. Plan how to confirm the status of the applications and provide details of how and when media accreditations can be collected for the event

3. Major regional daily newspapers (Example: Göteborgs-Posten, Baseler Zeitung, The Toronto Star) 4. Major daily or weekly sport papers (Example: Sport- Express, L´Equipe, Sports Illustrated) 5. Major weekly magazines (Example: Der Spiegel, Newsweek)

• Plan the seating in the press centre based on the accreditation criteria

• Send a list of accredited media to IFF During the Event

THINGS TO OBSERVE FOR ACCREDITED MEDIA

• Guide the media to the accreditation office for

The press centre, media tribune, mixed zones and the press conference rooms are areas for working press only and the officials associated with the media relations and media services.

accreditation

• Be prepared that there might be late accreditation requests & decide how to handle these

These are designated areas for working press and must be respected as such. Therefore the following rules are to be observed:

• After accreditation, welcome the media in the press centre and distribute the Press Kit

• Wearing national team jerseys or any excessive

FREELANCE JOURNALISTS / FLOORBALL MEDIA

fan apparel in those designated working areas for media is considered as improper, and accredited journalists who do this will be asked to remove the apparel

It is difficult to control the validity of the increasing number of applications from freelance journalists, so in addition to the accreditation application, a freelance journalist might need to submit the following (or some of the following) to the responsible person at the LOC and national association:

• Excessive cheering and ´fan behaviour´ in the media tribune, photographers zone and press centre will be strongly reprimanded as it is considered unprofessional, and is disturbing for working media

1. Copy of a valid press card from a relevant press association (AIPS, national press association, national sport press association or National Floorball Association) 2. List of media outlets that the freelancer will provide with stories, reports 3. Written confirmation from the editor of the media outlet that has assigned the freelancer to the IFF event

International Floorball Federation (IFF)

5. Media

6. Major sport or Floorball websites (Example: ESPN.com, Innebandymagazinet, Unihockey-portal, Sport-Live.net, Pääkallo, Floorbal.cz, Unihockey.ch etc.) 7. Other Magazines (economic, lifestyle, fashion)

• Accredited journalists are not allowed to ask players for autographs at any time in any of the above mentioned designated media working areas

• Accredited journalists are not allowed to switch accreditation passes with representatives of other media outlets in order to get unauthorised access A breach of these rules may result in the media accreditation being revoked.

IFF Event Handbook 2016

Page 3


Media Accreditation Person responsible: _____________________

Plan your own event!

NEEDED RESOURCES • One person who is responsible for the Media Accreditation

• One person making the Media Accreditation

NEEDED EQUIPMENT

Form

• One person collecting the data & submitting

• Online Media Accreditation form or email

the Media Accreditation approvals

registration process

• Sufficient persons in the press centre to welcome media

Task

Deadline

4 to 12 months

Plan the Media spaces in the Arena Ensure there is enough space for all accredited journalists Plan the Media Accreditation Form and the deadlines Confirm with IFF about TV or Internet-TV production Secure Internet connections

6 –8 weeks

Plan the welcoming of the Media

Before start

Educate the volunteers in a briefing meeting Open the media centre as soon as the first teams start training

Responsibility Done

5. Media

TIMELINE

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 4


Press Kit For each IFF event a Press Kit prepared with information for the accredited press about the event is recommended. The Press Kit shall include the Event Match Programme and other general information about the tournament, teams and players etc. It should also include information which is specifically for the media, such about when possible event press conferences are held, the invitations with press advisory, and information about possible post-game press conferences and/or mixed zone interviews.

• Information about available Press services • Contact information for Media Hosts and technical support

• Information about Internet access and pos-

TASKS AND DUTIES

sible costs

Before the Event

• Venue Map, Access zones

• Prepare the layout and the topics for the Press Kit • Decide who is responsible for the Press Kit and who is going to write which parts of it

• Collect the information about press facilities in the venues, press conferences, venue maps, contact information, etc.

• Match Programme • Press Conference Invitations • Information about post-game press conferences and mixed zone interviews

• Information about All Star selection and MVP selection and the nomination forms

• Decide about the deadlines

• Information about Daily Bulletins

• Arrange the printing of the Press Kit

• Other valuable information about the

During the Event

Event and host city for the accredited Press

• Distribute the Press Kit when the media collect their accreditation

• Have the Press Kit and match programme available in the Press centres and press rooms

5. Media

Details about the press centre, press conference room, media stands, mixed zone & photographer´s zones, as well as computer and internet connections shall be informed in the Press Kit. Remember to also have details of other press services available and the LOC Press contacts. PRESS KIT CONTENT Daily Bulletins can be prepared with relevant in• Information about the teams formation about the match results, statistics & • Information about the tournament daily programme.

• Statistics from previous IFF Events • Information about TV and Internet-TV • Teams´ training schedules and guidelines concerning interviews

• Information on available news from the event produced by organiser

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 5


Press Kit TASKS AND DUTIES - DAILY BULLETIN Before the Event

ALL STAR TEAM SELECTION

• Decide if you will produce Daily Bulletins or share daily Event information with other means

• Accredited media (and possibly team coaches) shall have the possibility to vote for the All Star team

• Plan the distribution of the Daily Bulletin During the Event

• The All Star team is usually published during

• Decide who is in charge of sharing Event high-

the 2nd intermission of the Final

lights

• Distribute the event information, for example, at the press centres, press rooms, information desks, VIP, team boxes, the event hotel receptions (team hotels, press hotels, IFF hotels, guest hotels) and/or via screens/e-mails/newsletters

• At adult WFCs the MVP is also elected (IFF responsible for the process)

• All Star team and MVP rewards shall be made

TASKS AND DUTIES - ALL STAR TEAM Before the Event

• Decide how the accredited media shall vote for the All Star team in cooperation with the IFF

• Decide when to publish the All Star Team (usually at second intermission)

5. Media

ready during the second intermission and the players (usually) receive the prizes after the Final match.

• At Adult WFCs a MVP is elected, IFF is in charge of the process keeping the LOC informed and is usually only published after the final During the Event

• Collect the All Star team voting results and share the information with the IFF. IFF to share MVP voting results at Adult WFCs.

• Announce and Publish the All Star team and possible MVP on the web page, social media etc.

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 6


Press Kit

Plan your own event!

Person responsible: _____________________

NEEDED RESOURCES

NEEDED EQUIPMENT

• One person (+ assistants) who is in charge of

• Computers with suitable layout programs

collecting all the information for the Press Kit

• All information to be included • Printers

TIMELINE

Deadline

4 to 12 months

Recruit persons to plan the Press Kit content and to prepare the material

2-6 weeks

Decide the All Star team selection process in cooperation with the IFF Finalise & print the Press Kit

Before start

Distribute the Press Kit in selected places

Responsibility

Done

5. Media

Task

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 7


Media Hosts The media hosts are needed in order to serve the accredited media during the IFF events. The amount of needed hosts depends on the event in question and the amount of expected press persons and planned press services, press conferences etc. It is very important that the accredited press receives the assistance and tools needed during the event in order to communicate the event outwards. The level of service received by the accredited media affects the image of the event and therefore the task of the media hosts is to secure that everything runs smoothly in the press facilities at the IFF events. The media hosts are the link between the media and the event, ensuring a smooth co-operation between the media and the whole event resulting in a lot of positive media visibility. Good language skills (English is mandatory) are essential for the Media hosts in order to be able to help the media from different countries.

TASKS AND DUTIES Centre

PLAYER INTERVIEWS

• Distribute the Press Kit to the accredited Media • Be responsible for the contact between the media

Reserved interviews in the Mixed zone

• Accredited media can ask for certain players

and teams, LOC & IFF

• Shall act as a positive ´trouble-shooter´ between the media needs and the running of the competition

• Responsible for the functioning of the Press

for post-match interviews in the mixed zone

• Media hosts can ask the accredited media in the press tribune/mixed zone who they want to interview in the mixed zone

5. Media

• To welcome the accredited Media in the Press

• Media hosts can help in coordinating the

stands

interviews in the mixed zone

• Plan and host the Press Conferences

Press conferences

• Escort the players and coaches to the post-game Press conferences

• Coordinate pre-requested interviews in the mixed zone

• The best players of the match and coaches can automatically attend the post match press conference if so decided by the LOC

• Media hosts can escort the players to the

• Organise and receive interview requests in the mixed zone

press conference from the field right after the match.

NEEDED NUMBER OF MEDIA HOSTS The size of the event and the number of accredited journalists, as well as the stage of the event (group match or Play-offs), effects the number of media hosts needed. In general it is recommended that there is at least one media host available in each of the following areas:

• Press facilities/Press centre • Mixed zone at the end of the matches and after the matches • To host post-game press conferences • To escort players & coaches to the post-game press conferences

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 8


Media Hosts

Plan your own event!

Person responsible: _____________________ NEEDED RESOURCES • At least one Media host in the Press Centre • One media host to see to it that everything in the Press stands work

NEEDED EQUIPMENT

• One media host responsible for the Press Conferences

• Everything needed in the Press centre (more details in the Press Centre section - p.11)

• One media host to escort the players and coaches to the post-game Press conferences

• Mobile phones/walkie talkies

• One media host to organise and receive interview requests in the mixed zone

Task

Deadline

4 to 12 months

Plan and divide the tasks Recruit persons for media hosts and plan their duties

Responsibility Done

5. Media

TIMELINE

4-6 weeks

Secure that you have enough volunteers to act as Media Hosts Briefing meeting with work list and daily schedule

Before start

Check that everything works in the press stand, press room and press conference rooms

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 9


Mixed Zone Each Event venue shall have a mixed zone, between the playing field and the dressing rooms, where accredited press can interview the players after a match. Each mixed zone should be easily accessible from the dressing rooms, the media working areas and the media tribune. Players and coaches shall be available in the mixed zone area directly after the conclusion of the post-game ceremonies. In major IFF Events media hosts can take requests from the media for interviews of players and coaches and inform the venue staff of the players wanted in the mixed zone for interviews. Rights-holders (TV and Radio) have a priority to the interviews in the mixed zone area and may, with prior permission, interview players on the field directly after the match or immediately after they have left the field.

Before the Event

• Plan the Mixed Zone area and how the players & media are directed through it after the matches

• Plan the work tasks of the media hosts in the mixed zone and the communication with the venue staff

• Mark the Mixed Zone and plan where you need staff in order to secure the access to the area

• Add information to the Press Kit about the Mixed Zone, place and availability of players & coaches and media hosts

• Inform the teams about the Mixed Zone and how important it is for the players to exit the field as soon as possible after the end of the match via the Mixed Zone

FLASH INTERVIEWS • The IFF recommends that teams participate in flash interviews after the first and second period, if so requested by the TV or radio broadcaster

• The maximum time for a flash inter-

5. Media

TASKS AND DUTIES

view is usually 60 seconds (max. two representatives per team)

• The interview will usually take place in an area between the playing field and the dressing rooms (eg. mixed zone)

• Stress the importance to the teams of cooperating with the media and players giving interviews when requested, when passing through the mixed zone

• All interviews requested after practice

During the Event

• Consider having a media host assisting the press in the mixed zone after the matches requests and informs the team of the wanted players

• Staff to secure the accredited press access and give guidance

• At every opportunity, remind the teams of the im• Monitor how the Mixed Zone works and make changes if necessary

International Floorball Federation (IFF)

shall be forwarded to the team guide or team´s media officer

• Coaching staff and media officers are

• Media host in the mixed zone collects the interview

portance of the Mixed Zone

POST-PRACTICE INTERVIEWS

entitled to limit ´game day´ postpractice interviews to 10 minutes

• The general media access period after non-game day practices should be 15 minutes

• Interview requests for other occasions during the event shall be addressed the team media officer or team guide

IFF Event Handbook 2016

Page 10


Press Centre Each IFF Event venue shall have a Press Centre, which functions as a media working area with desks, chairs, high-speed internet connection and an area where refreshments are provided. The Press Centre should give easy access to and from other media-related facilities such as the media tribune, mixed zone, press conference room and toilet facilities. The press centre shall be open from the first training day and during the event it should be open at least 1.5 hours before the start of the first match of the day and close no earlier than 1.5 hours after the end of the last match of the day. The Press Centre must offer enough seats with working conditions for all of the accredited press. Copies of the Press Kit should be available in the centre and English-speaking staff to assist with any media requests.

Before the Event

PRESS CENTRE

• Make an evaluation of how many accredited Media persons will attend the Event and decide where the Press Centre shall be

• Plan enough working places with electricity and internet access points for the accredited press

• Plan the seating system for the accredited press • Decide upon the internet connections for the Press Centre. There needs to be effective internet connections for the working journalists.

• If decided that the accredited press has to pay a nominal cost for the use of the internet connection, this should be informed in all communication to accredited press

• There needs to be a printer in the Press centre

• Desks & chairs for working journalists

• Electricity sockets at desk • General Computers and Printers • High-speed internet connection

5. Media

TASKS AND DUTIES

• Match Programmes • Results & Statistics • Daily Bulletins • Catering • TV screen(s) • Copying machine

• Plan the catering for the Press centre • Decide upon who shall be the media host(s) in the Press Centre

• Decide upon how to distribute the Press kit and possible Daily bulletins in the Press Centre and organise a few electricity adapters for journalists coming from abroad During the Event

• Have all the needed information and assistance always available in the Press Centre

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 11


Press Centre

Plan your own event!

Person responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT

• One person in charge of the Press Centre and

• Enough working places, tables & chairs with

deciding about the place and design

internet connections & power

• One media host always ready to assist the

• High-speed internet connections

journalists in the Press centre and who sees to it that all materials (press conference invitations, match programme, daily bulletins, refreshments etc.) are always available

• Printer & copying machine • Refreshments - drinks & snacks • Press Kit • Spare electricity adapters

Task

Deadline

4 to 12 months

Plan the Press Centre according to the amount of accredited journalists Order the internet connections and other equipment (printers, power cables etc)

6 weeks

Make sure that the Internet connections are efficient enough Finalise the Press centre design and confirm the necessary catering

Responsibility

Done

5. Media

TIMELINE

Before start

Check that all the computers and printers work Have all material available in the Press centre

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 12


Press Stands Each IFF Event venue shall have a press stand in a central position in the main grandstand that offers working conditions for accredited journalists. The writing journalists should have reserved seats with desks including electricity/internet access. The media tribune must be marked, well-lit and provide easy access to the media working area and the mixed zone. The media tribune at each venue must include separate areas for TV and radio broadcasters, commentators, the written press and TV observers.

5. Media

TASKS AND DUTIES Before the Event

• Plan the best place for TV cameras and commentary positions

• Plan the Media Tribune in the venue and mark the reserved seats

• Plan the TV and Radio commentary stands • Check the electricity and Internet access in the Press seats During the Event

• Distribute the match info & line-ups to the Press in the Media Tribune

• Have quick-access technical support (electricity and telecommunication) availability during the entire event

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 13


Press Stands

Plan your own event!

Person responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT

• One person who is in charge of planning the

• Enough seats and desks with electricity and

set-up and seating allocation in the Press Stand

internet connections for writing journalists

• Enough commentary positions

• One person who is responsible for the media tribune during the event and provides the match info before each game

TIMELINE

Deadline

4 to 12 months

Plan the Media tribune/commentator seats/TV camera placements Recruit persons who are responsible for the Media tribune and providing the line-ups during the Event

6 weeks

Confirm internet connections and power supply in the Media tribune

Responsibility

Done

5. Media

Task

Before start

Mark the media seats in the arena Check the internet/electricity connections

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 14


Press Conferences Each IFF event venue shall have at least one press conference room which is large enough to accommodate the event media as well as providing a good space for the speaker, interviewees and interpreters. During the IFF events there can be different kinds of Press Conferences organised those which are specific to the event, such as post-game press conferences, or those for releasing other news, such as after an IFF General Assembly. The local organisers can decide if they want to organise post-game press conferences and if they will be after all games or only the medal matches. Information on post-game press conferences should be clearly communicated to the teams. Other Press Conferences should be planned and invited in good time before the event.

• Clearly state a good reason for holding a press conference: the news you are going to reveal has not been covered yet, or there is an emergency, or an important new issue. Decide what message you want to deliver

• Plan the major Press Conferences well in advance of the Event and inform and invite all of the accredited journalists

• Set the date and time of the Press Conference, taking into account the tournament phase, the number of journalists at the event and the competing news events already scheduled

• Prepare the speaker(s) to deliver your message. It is good to have only one or two speakers during the

5. Media

PRESS CONFERENCES GENERAL INFORMATION

Press Conference so people don´t talk on top of each other or mix the message. The speaker(s) should be experienced in the subject so they will be able to respond to questions after the statement

• Rehearse with the speaker(s) to make statements brief and clear & usually no longer than 10 minutes • Often the reporters will want to interview the speaker. Let the press know that the speaker is available after the press conference. Prepare your speaker with 30-second answers for radio or TV, and quotable simple messages for print reporters

• The running order for interviews after the press conference is TV, radio and writing journalists More information about Post-game Press Conferences is found on page 17.

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Press Conferences TASKS AND DUTIES Before the Event

• Prepare the topics, the speakers and media host (moderator) for the Press Conference. Decide what other languages than English are used. If needed, reserve interpreters 10 steps for a Successful Press Conference

• Work out the location of the press conference. Find an appropriate place that is convenient and has the needed facilities. Prepare a good lighting and PA system - especially taking into consideration the needs of TV broadcasts

Plan ahead. At least two weeks before the event, the details of the press conference should be settled. Discuss what you want to do and how you want to do it.

2.

Tell your group about your ideas, get your member´s ideas and decide on the message you want to get out

3.

Prepare props, posters, banners with IFF, LOC & event sponsors, as well as information for the press kit

4.

Organise a list of reporters (in connection to the media accreditation) you plan to contact and inform about the conference

5.

Write a news advisory

6.

Write the statement to be made at the conference

During the Press Conference

7.

Finalise all details. Publish a press release

• Be ready to welcome media representatives and

8.

guests at least 15 minutes before the beginning of the conference and give them the background material

Call reporters to remind them about tomorrow´s press conference

9.

On the day of the conference, arrive early to preprae speakers, organise materials etc.

• Invite the media by sending a Press Conference advisory to appropriate media in good time before the Press Conference (1-2 weeks). Follow up with a phone call 1-2 days before the Press Conference to make sure that the most important media have received the advisory

• Invite guests. Make phone calls and send written invitations to guests you want to have at the Press Conference

• Prepare background materials and visual aids (charts, pictures, banners etc.) with IFF & LOC sponsors. Reporters and guests often wish to have a press release with written statements

5. Media

1.

10. After the conference is over, mail copies of your press release & statements to any reporters who didn´t attend

• The Media host welcomes everyone and briefly introduces the speaker(s).

• The statements shouldn´t be longer than 10-15 minutes

• After the speakers are finished, the media host asks for questions

• Good visual aids make the story more interesting so be creative

• The Media host gives the journalists the possibility to ask questions

��� The Media host chooses the appropriate time to end the press conference. Thank everyone for coming and offer additional information.

• Inform the journalists if there are opportunities for one-on-one interviews

International Floorball Federation (IFF)

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Page 16


PostPost-game Press Conferences TASKS AND DUTIES

WFC POST-GAME PRESS CONFERENCE TIPS

Before the Event

• Plan how many post-game Press Conferences you will organise

• Work out the location of the press conferences. Find an appropriate place that is convenient and has the needed space and facilities

• Ensure the teams are well-advised of all press con-

• A Press Conference with both head coaches and the best players/captains of each team should preferably take place after each game (in Adults WFC) in the press conference room no later than 15 minutes after the conclusion of the game

• The Press Conference will last 10-15 minutes

ference procedures and their responsibilities

and will be hosted in English

• The Media hosts will escort both coaches

• The Media hosts prepare the press conference

and appointed players from the dressing room to the press conference room

room

• The lead Media host watches the match and prepares a few questions to begin the press conference with During the press conference

• The lead Media host presents the team representatives and asks the planned questions

• Translation into English will be provided as mandatory and also translations to other languages will be provided depending on the interest level and interpretation availability. Use of the team guides are recommended here

• Upon special request, a player can be added

• The lead Media host gives the journalists the possibility to ask questions.

• The lead Media host ends the official Press Conference

5. Media

During the match

to the post game press conference (if so decided by LOC), and the media hosts are responsible for contacting the requested player/s

After the Press Conference

• After the official Press Conference the journalists will be given the opportunity to interview the players/coaches/speakers

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Page 17


Press Conferences Person responsible: _____________________

Plan your own event!

NEEDED EQUIPMENT

NEEDED RESOURCES Press Conference crew (one person can have several responsibilities)

• Good lighting (for photographers & TV)

• One person who is in charge of the press con-

• Computer/Projector/Screen etc.

• Sound system

ference event as a whole, delegating the responsibilities and planning the materials needed as well as the press conference room

• Tables & chairs for the Speaker(s) • Background materials/visual aids with IFF, LOC & Event sponsor logos

• Speaker(s) or Players/Coaches for the press con-

• Catering

ference

• 1-2 persons who goes to field level and escort

• Video recording from the press conferences to be published on the official web pages

the coaches and best players/captains to the press conference room.

Task

Deadline

4 to 12 months

Plan the amount of Press Conferences & their content Send invitations Plan the placement of the Press conferences in the venue (take the TV requirements into consideration) Recruit persons to prepare the press releases and news Recruit persons who go to field level and escort the coaches and best players to the press conference room

6 weeks

Plan who shall be Media hosts and Speaker if needed during the Conference

Before start

Prepare the Press Conference room Advise teams of press conference responsibilities

Responsibility

Done

5. Media

TIMELINE

NOTES:

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Page 18


Photographers Each event venue shall provide a working area for accredited photographers with adequate desks, power supply & high speed internet connections. The photographers’ working area may be combined with the press centre or may be separate, but should provide easy access to the mixed zone and photographer zones around the rink. Where possible, the photo zones should allow photos to be taken from both ends and some part of the long sides of the arena during the match and allow easy access around the rink, without having to leave the playing field level. The photographers shall also have access to post-game press conferences and the mixed zone. Many journalists work as both photographers and reporters, which needs to be taken into account when planning the accreditation and access zones. PHOTOGRAPHER ZONE TASKS AND DUTIES

• Photo zones shall be clearly marked & give the

• Plan the photographer zones in the arena con-

• The size of the photo zones has to be in line with

sidering access and the photo angles

the number of accredited photographers, and must be planned in relation to spectators, TV and commercials

• Test the movement of the photographers in relation to TV, commercials and spectators. Photographers may not stand between the commercials and the playing field, and should not have access to the area behind the team benches during play

• A venue map with photographer access zones shall be included in the press kit, and only photographers with a designated photo-vest can enter the photographer zone

• If possible (and safe) some chairs can be provid-

• Plan the photographers working area (press

5. Media

possibility to take match photos from different sides of the field

Before the Event

ed in the photo zones

centre) and make sure that there is a high speed Internet connection which is efficient enough to send large files. Inform about possible internet costs in advance

• Photographers are not allowed to enter the field of play during or after the match, unless advised by the organisers (eg. to a specific on-court photo zone for medal presentations)

• Plan the guidelines for the photographers that will be added to the press kit with information about access zones, internet etc.

• Mark the routes & zones for the photographers • Check the arena lighting and the lighting in the mixed zone and press conference rooms During the Event

• During the first days of the event, discuss with

RECOMMENDATIONS

the photographers about their working conditions and if there is a need to make adjustments.

• The colour of the photo vest should preferably be black or another dark colour - it looks much better on television than bright colours

• Have all the needed information and assistance

• During the event, try to only once change the

available in the photographer´s working area

rules that concern the photographers

• For all ceremonies provide the details concerning photographers, such as court access for cup presentations, preferably no later than the morning of the same day as the ceremony

International Floorball Federation (IFF)

• The movement of the photographers during play should be kept to a minimum and not pass in front of TV cameras or sponsor commercials

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Photographers

Plan your own event!

Person responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT

• One person who is in charge of the photo

• Secure enough lighting in the arenas

zones, planning the placement of the zones and the routes to/from the mixed zone, media stand and press centre

• Movement map for the photographers • Media kits for photographers

• Staff to secure the entrances to the photogra-

• Information of all ceremonies to the photographers

pher´s zone and guiding the photographers

• Photo-vests for the photographers • Catering options for the photographers (if working in a separate facility)

Task

Deadline

4 to 12 months

Recruit persons who are in charge of the photo zones and to plan the access routes after you have designated the TV camera & commercial positions

Responsibility

Done

5. Media

TIMELINE

6 weeks

Make sure the internet connections are efficient enough for sending photos

Before start

Finalise all the photographer´s access areas, test the routes and lighting

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 20


Television Production

The TV broadcasts from the event are always handled in cooperation between the LOC and the IFF, since the IFF owns all TV rights and has the connections to the national broadcasters and satellite transmission companies. It is important to start the TV discussions well in advance of the Event. It is also advisable to coordinate the planning of the TV production with the Internet-TV & match video production people, to coordinate the placement of the cameras and the distribution of the produced signals. TASKS AND DUTIES

• Agree upon what space, both inside and out-

Preparing for the Event

• Contact IFF and agree on how the TV and InternetTV negotiations shall be handled nel in your country. This should be done at least 12 -18 months in advance of the event

• Ask for their interest to act as a host broadcaster of the event and ask for an offer for production costs and their interest in broadcasting the event locally. IFF needs to have an International signal based on the need of the takers

• Agree with IFF about the timetable for sending the offer to the foreign TV broadcasters. It is important to get a production price from the TV Production Company (TPC) well in advance, in order to be able to secure production from the event

• IFF will, based on these discussions, make an offer to the TV´s that usually broadcast Floorball asking for their interest and simultaneously discussing with Eurosport.

• When an agreement has been made with the TPC, a venue check has to be done of the event venue, planning the camera positions, lighting, studios and interview space, electricity, parking for an OBvan and satellite bus, camera cabling etc

• Separately a plan for TV cameras positions shall be made, since this might affect the ticket sales through blocking of seats for TV cameras

• LOC will make the proposal of the match schedule based on the local spectators and TV needs. It is important to have the TV-matches agreed as soon as possible & IFF makes the final decision

• IFF arrange the up-link and the satellite segment for the transmission of the TV signal abroad to the takers and order this service

International Floorball Federation (IFF)

• Agree on what services the TV needs - commentary positions and equipment, internet connections, parking spaces, electrical power and cabling in the venue etc

• Agree on the graphic elements of the production - IFF &/or event logo

• Discuss with IFF about the possibility of placing commercials in the production

• Agree upon the length of the intermissions in

5. Media

• Contact local TV stations or a national sports cha-

side, the TPC needs and what has to be built in the arena. The build-up schedule has to be agreed separately

the TV matches, the possible use of powerbreaks and how this is communicated to the referees and teams

• Agree upon the accreditations the TV will need and if some additional match tickets are also needed for the TV Company

• Plan and agree with the TPC where the TVstudio will be and what implications that has on the lighting in the venue

• Inform the TV takers about the ceremonies & the duration of games, including possible power breaks and intermission lengths

• Discuss the flooring, ball and commercial setup with the TPC

• If there is both a national & international TV signal, it is important to agree what goes out to the international feed (eg. interviews in the local language)

• Ask the host broadcaster if they are interested in broadcasting the non-TV matches on their internet TV, to reach a wider audience

• Assign a contact person, who will assist the TV with their problems

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Television Production TASKS AND DUTIES

TV PRODUCTION CHECK LIST

Before the Event

• Production offer from the TPC

• Check that the needed installations for TV cameras

• Number of matches that will be televised in

are in place and that they do not cover any extra spectator seats

• Arrange the needed equipment for the TV Studios,

the organising country

• TV Camera set-up/Seating plan • Production time table

commentary positions and TV cameras

• Arrange the needed accreditations and tickets for the TPC

• Needed equipment in the venue • Technical need for the TPC

• Inform the Teams in the technical meeting of differences in TV matches, like power-breaks, intermission times, match re-start procedures

• TV Compound placement • Confirm graphic elements

TV-matches during the Event

• Internet connections

• Arrange a run-through meeting with the TPC at the

• TV-studio and commentary positions

• Provide the TV takers with match info and team lineups

• Use of TV-signal in the venue (eg. Jumbotron) • Player interviews • With the TPC plan the run-down for each match and distribute it to all takers

• Ensure that the majority of spectators is in the view of the main TV camera

• Check that the TPC has a clear signal with the match secretariat & referees on when to start/re-start the match

5. Media

start of the event, where you agree upon the rundown of the TV matches. Agree upon what interviews are being made and what is being broadcast.

• Inform the teams, media, photographers & match secretary about any changes in movements in the venue or other irregularities due to TV productions (eg. Penalty shots at one end)

• Evaluate after each day if there are issues for the TPC or vice versa After the Event:

• Collect the viewer and visitor statistics and share them with the IFF

• Provide IFF with copies of all the produced matches

TV CAMERA POSITIONS • The main TV cameras shall be located at the same side as the match secretariat & team benches

• TV cameras shall be situated so that they do not cause any disturbance or danger for the participants.

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TV Production

Plan your own event!

Person responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT

TV Negotiations and set-up

• Stands for TV cameras and studio/ commentary positions

• One person responsible for co-operation with the TV and IFF

• Equipment for studio & commentary positions

• One person to take care of the practical planning of the venue TV Match

• TV-monitors for the commentary positions • Internet for the studio and commentary positions

• One person in the match secretary who acts as a link with the director of the production

• Graphic elements for TV production

• One person who provides the match info,

TIMELINE

Task

Deadline

12 to 18 months

Recruit persons responsible for co-operation with the TV and IFF Plan layout of TV Cameras, TV schedule, Technical requirements Recruit persons to take care of the practical planning of the venue

3 weeks

Confirm satellite order Collect and prepare the equipment

Before start

Build TV stands, studio and commentary positions Confirm & distribute run-down

Responsibility

Done

5. Media

including run-down and line-ups to the TV takers

NOTES:

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InternetInternet-TV & Match Video During major IFF events, there is an increasing number of matches shown on TV, however, Photo: Fabian Trees 2011 Floorball still relies heavily on the live coverage that we offer via the internet. This live coverage is an ideal way to provide service for all Floorball countries, not just those participating in the Event, and opens up Floorball to the world.

TASKS AND DUTIES Before the Event

• Contact the IFF as early as possible to discuss the way to organise the Internet-TV production

• Inform well in advance where and how the

• If you have TV coverage, inform the TV production company about the Internet-TV plans and coordinate the distribution of the signal. Will the TV production company also do the non-TV games or will there be a separate production team?

• Agree upon the level of production, how many cameras and the way to provide for the needs of the coaches/referees (two main cameras - one close for the spectators and one overview for coaches and referees)

• Co-ordinate the camera positions with the TV production company working space for the Internet-TV crew and the streaming facilities in the venue

• If the LOC has a co-operation with a provider of Internet stream, discuss this with IFF before agreeing on the contract

• Check with the production company and ensure

International Floorball Federation (IFF)

Internet-TV will be visible and how the teams can order and receive the taped matches

• Plan the placement of the Internet-TV production team and their equipment

• Give the IFF production guidelines to the Internet-TV team

• Test the stream settings and the stream quality at least 48hrs before the start of the event. During the Event

• Make sure that the teams are receiving their match videos as organised

• Communicate any problems with the internet

• Build a timetable for the production and plan the

that you order sufficient internet services for

streaming

5. Media

Whether providing live coverage of matches or not, it is the responsibility of the organiser to video the matches and provide copies to the participating teams. These are to be given free of charge to each team in the match and other teams can purchase them at a price set by the organiser. The organiser should decide how the match videos will be handled (USB, ftp server etc) and inform the teams. Additionally, there is usually a need of having videos for referees as well.

-TV to the IFF immediately so that solutions can be found as soon as possible

• Communicate any changes to the schedule to the production team immediately After the Event

• Give copies (in best quality possible) of all of the matches and any highlight videos to the IFF on an external memory drive.

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InternetInternet-TV & Match Video IFF YOUTUBE CHANNELS • At IFF events, every match should be made available on the IFF YouTube channels, either via live stream or video upload after the match.

INTERNET-TV PRODUCTION GUIDELINES • The production should include on-screen

• IFF has two YouTube channels, both enabled for live streaming, which are to be used for IFF events.

information such as match clock, teams and score

• If you use commentary it should be in Eng-

• All live stream matches can be shared to social me-

lish, or a mix of local language and English

• The inclusion of any advertisments in the internet-TV must be approved by the IFF

• For other events, such as Friendly International matches, the IFF YouTube channels may be made available to organisers for live streaming.

• Having an established platform to stream on will reduce costs and offer an already existing viewer audience. All production costs are the responsibility of the organiser, but the use of the IFF YouTube channels is free.

• All logos/screen swipes must be approved by the IFF

• The production team should follow the IFF running order for the matches (when to start and stop the stream)

• Make sure the teams are well-informed of how they will receive their matches and how they can order other matches

5. Media

dia or embedded to external websites.

• Make sure the teams are informed of the IFF rules & regarding filming of matches by non-accredited personnel

• In order to please the coaches and analytical staff of the participating teams, it is recommended that the match videos be shot from an angle which is wide enough so that at least half of the field is visible at all times

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InternetInternet-TV & Match Video

Plan your own event!

Person responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT

• One person to be negotiate the contract for

• Space for computers and streaming ma-

the Internet-TV production

chines

• One person to be the contact between the

• Cables for the Internet connection

production crew, the LOC & IFF

• Podiums for the Cameras

• One person to coordinate the distribution of • One person giving technical assistance in case of problems in streaming connection (usually someone from the internet provider)

• Information to the teams on how to order and receive their matches

• External memory drive for IFF copies

TIMELINE Task

Deadline Responsibility

Done

5. Media

• Order form for the video matches

the match videos to the teams

4 to 12 months

Contact IFF concerning Internet-TV production Agree with the producer of the Internet TV Secure the facilities Reserve the internet connection

6 weeks

Inform the teams about the system for match videos Promote the availability of the Internet-TV both nationally and internationally

Before start

Build the editing studio (streaming platform), check the connectivity and test the signal

NOTES:

International Floorball Federation (IFF)

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Page 26


Event Website

The Event Website is the window to the tournament before, during and after the event. The website needs to be in English and possibly also in the native language. The Event website shall reflect and present the unique sport of Floorball and serve the media and public all over the world.

WEBSITE CONTENT • Contact info to all different parts of the LOC • Tournament information, format, match

TASKS AND DUTIES

schedule & result service

Before the Event

• Host city information with hotels/travel information

• Plan the design and launch of the website in cooperation with IFF

• Participating teams

• Plan how the photo gallery will look

• Venues

• Ask for the IFF logo and IFF sponsor logos for the web page

• Media material (event logo) & Media accreditation

• Approve with IFF all elements related to marketing before launching the website

• Ticket information • LOC & IFF Partners

• For major IFF Events the website should be launched at least 6 months before the event and it should always be in English with the option of also being in the local language

• Volunteering Information • News about the event

During the Event

• Team presentations

• Publish results of the matches

• Possibly history of previous events from IFF web-page

• Publish match photos during the matches or as

• Photo Gallery with match pictures (IFF Flickr)

soon as possible on the IFF Flickr pages.

• Link to IFF Website & RSS feeds from IFF (if

• Publish match reports at least in English

not IFF Event website)

• Video interviews, if possible

• Embedding of Social Media on the Event web-

After the Event

site

• In cooperation with IFF collect the website visitor statistics (IFF to collect IFF Event website statistics)

International Floorball Federation (IFF)

5. Media

For major IFF Events the IFF has launched IFF Event websites. During the event the event website becomes the main IFF website portal.

• List of possible TV and Internet-TV coverage

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Page 27


Social Media The influence of the social media has increased during the past years and as a young sport, Floorball should be one of the forerunners in utilising the social media possibilities.

Social media provides the resources that create the hype around the event and help to keep it alive throughout the whole tournament. By launching social media accounts for the major IFF Events the organisers can build on the already existing channels. In this way more awareness for Floorball Events is achieved. TASKS AND DUTIES

5. Media

Before the Event

• IFF already has well-established social media channels that should be used by organisers. This will save you a lot of extra time and effort before and during your event. Please contact the IFF to receive usernames and passwords.

• Plan beforehand a preliminary schedule for what type of information is to be shared through the social media, so that you have regular updates once you have launched the social media channel. Share your plan with the IFF.

• Boost your social media channels through different information channels (own website, IFF website, IFF social media channels, floorball ambassadors, other floorball channels etc.)

• For photos and videos you should use the existing IFF Flickr and YouTube channels, to which you can add material During the Event

• Spread information and boost your event through all possible social media channels

IFF SOCIAL MEDIA • Facebook, Twitter, Instagram (& possible new channels) - IFF has specific Facebook pages, Twitter & Instagram accounts for the major Events and these should be used by the LOC.

• Flickr - organisers will be provided with instructions of how to access the IFF Flickr site and are expected to add photos from their Event

• YouTube - organisers will be provided with instructions on how to access the IFF YouTube channel and are expected to upload match videos, highlights and player interviews.

• Publish match photos during the matches or as soon as possible after the matches (add match photos to IFF Flickr)

• Add possible video interviews and match highlights to your website and to the IFF YouTube channel

• LOC & IFF should agree on the event hashtags that will be used across all social media channels

After the Event

• Evaluate the social media channels in cooperation with the IFF

International Floorball Federation (IFF)

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Website & Social Media

Plan your own event!

Person responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT

Website media crew for one match/venue

• High quality digital camera suitable for indoor sports photography

• One person who coordinates the media crew (match reports, social media, video interviews)

• High definition video camera

• Persons to write the match report and update

• Working room with computers and high-

the website & social media

speed internet connections

• Someone to take pictures from the match and

• Passwords and instructions for IFF YouTube

upload them to IFF Flickr

and Flickr

• Video & photo editing programs

YouTube

TIMELINE Task

Deadline Responsibility

8 to 12 months

Plan the Website look & content in cooperation with IFF Plan the social media platforms & launch with IFF Recruit persons who update the website & social media platform(s) after the launch

Done

5. Media

• Persons to make and upload video clips to IFF

2-6 months

Recruit persons who write the match reports and update the website during the event Recruit persons who take pictures from the matches and upload them Recruit persons who update other social media pages, make videos of interviews etc. during the event Confirm the media plan with the IFF

6 weeks

Plan the different media crews for the event Outline the media plan to all media crews

Before start

Educate the volunteers in a briefing meeting

NOTES:

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Page 29


IFF Event Handbook How to organise successful

Staff & Volunteers

International Floorball Federation (IFF)

IFF Event Handbook 2016

6. Staff & Volunteers

Floorball Events


Volunteer Management There is always a need for volunteers to assist with the running of sports events. There are opportunities for everyone, young or old, from all walks of life and with all kinds of skills to contribute as volunteers.

TASKS AND DUTIES

1. Define the roles of volunteers & how many are needed 2. Plan the education of the volunteers 3. Collect information about the volunteers 4. Make the selection and inform the applicants 5. Educate the team leaders first, then the rest 6. Run a test event (using your volunteers) 7. Based on the test event, look over your plans 8. Finalise schedules, work rosters, food service etc. 9. De-brief, give feedback & thank the volunteers

Planning phase

• Make an analysis of how volunteers are needed by mapping how many different volunteer teams you are to form and what they will do

• Decide on how many team leaders you will need • The age of the volunteer should be appropriate for the job they are assigned

• Decide how you will advertise for volunteers - there are many individuals who like to volunteer in big events despite that they might not have any connection to the sport Volunteer recruitment

• Make a simple and explanatory invitation of what is required, list the different positions available and what the selection process will be

• Before sending out the invitation, plan what kind of education will be given and when, and if there will be a test event (NOTE: The IFF strongly supports the idea of having a test event)

• Ask the volunteers to inform what their preference is to do at the event, as well as their secondary options

• Collect all needed information, like clothes size, experience, language skills, contact details, occupation, special knowledge, availability during the event etc.

• If needed, help in organising accommodation for outof-town volunteers Volunteer placement

• Inform the volunteers that they are accepted and the timing for their education

• Based on the wishes, skills and availability of the volunteers the LOC first needs to deploy the team leaders and then the team members

• In some specialised areas, such as security, first aid,

International Floorball Federation (IFF)

SOURCES OF VOLUNTEERS • Players, Referees and Coaches • Students undergoing professional training • Current or retired business professionals • Foreign Floorball fans • Military or government employees • Employees of other Sport Federations

and video filming you might need to look separately for volunteers

• Remember to have a secondary position for each person, so that you have back-ups if something happens Volunteer education

6. Staff & Volunteers

As you can see from this handbook, there are a large number of people needed to organise and run an event, regardless of its size. The management of volunteers is a very important part of how you make them commit to the event.

VOLUNTEER MANAGEMENT

• Begin by educating the team leaders & defining how everything will be run

• In the second stage bring in the volunteers and test their skills (changing their job allocation if needed) and fit them for clothing

• After the test, agree with them about their working shifts & ask for a written commitment from them

• You need the final number of volunteers to order food and clothing for the volunteers Before the Event

• Check that all team managers have the needed staff and make the back-up plan of deployment

• Secure catering for volunteers in venues • Establish clear communication channels for the volunteers to their team leaders

IFF Event Handbook 2016

Page 1


Volunteer Management

Plan your own event!

Person responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT • Human resource deployment plan

required

• Project plan

• One person to plan the volunteer recruitment process and manage it

• Organisational chart • Invitation letter and application form for vol-

• One person to choose the team leaders

unteers

• One person to appoint the volunteers together with the team leader

• One person to manage the volunteers during

• Clothes for volunteers • Food and drink for volunteers

the Event

TIMELINE Task

Deadline Responsibility

12 months

Plan the organisation and amount of volunteers needed Invite volunteers Organise the first education for team leaders Write the LOC event manual

6 months

Assign the volunteers & volunteer management Organise the Test event

3 months

Confirm the participation and availability of the volunteers Order clothes for the volunteers

Before start

Make the work shifts schedule Confirm food and refreshments for volunteers

Done

6. Staff & Volunteers

• The LOC defines the number of volunteers

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 2


Team Guides The team guide takes care of the team both inside and outside the arenas. The guide helps the team with all issues that might arise and spends as much time with the team as is needed.

TASKS AND DUTIES Before the event

• About two weeks before the event team guides should make contact (via phone or email) with the team manager to introduce themself and confirm the arrival details of the team, as well as ask if they have some questions or need help with anything

• Make a good first impression since you are

• Welcome the team at the airport / harbour / rail-

• Try to create an easy-going atmosphere so

GENERAL probably the first person from the local organisation the team will meet

way station upon arrival

• Give the team manual (including the information

the team members and staff feel they can contact you with all possible issues

package about the tournament city) to the team at the time of their arrival

• In the arena, work in co-operation with the

• Guide the team to the accommodation and help

• If you don´t know something, reply that at

venue staff

with the check-in

• Give information about the 1st Technical Meeting (time & place) and any city receptions

the moment you can´t answer, but you will find out as soon as possible

• Be dependable - if you promise to find out or take care of something, make sure that you fulfil the promise

During the event

• Each day go through the daily schedule of the

• Enjoy the responsibility and be proud of

team with the team manager

6. Staff & Volunteers

The team guide should also try and help with the translations, so it is an advantage if the guide speaks the native language of the team.

what you do!

• Communicate with the competition office and transportation about any changes to the team schedule

• Guide the team to the practice arena and explain the procedures there (locker rooms, schedule, etc.)

USE THE TEAM GUIDES

• Spend as much time as possible with the team for at least the first couple of days of the tournament

• Contact the team at least 1-2 times every day to find out if they have questions or problems

• If you have well motivated Team Guides who have taken the time to work with their teams, you will save a lot of unnecessary work and mistakes.

• The more information you give to the team

• In the arena, help the venue staff to give instructions to the team about movement in the arena

guides the more information you are giving to the teams

• Guide the team to the airport / harbour / railway station for their departure

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IFF Event Handbook 2016

Page 3


Team Guides

Plan your own event!

Person responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT • Materials to be given to the teams upon arrival (team manual, city info, etc.)

• If there are many team guides, then assign one person who the guides can contact if they need help (eg. someone working in the competition office)

• List of contacts to the organisation • Phone or sim card for use during the event

TIMELINE Task

Deadline Responsibility

1 to 3 months

Recruit persons as team guides Recruit person as contact for team guides Assign the guides to the teams

3 weeks

Collect and prepare the equipment Ask guides to contact teams to confirm their arrival and introduce themselves

Before start

Educate guides in a briefing meeting

Done

6. Staff & Volunteers

• One team guide per participating team

NOTES:

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IFF Event Handbook 2016

Page 4


Venue Staff The venue staff take care of teams when they are in the arena. The venue staff work as a link between the teams and the competition organisation. The locker rooms are also the responsibility of the venue staff. TASKS AND DUTIES

GENERAL • Have a helpful attitude and be prepared

• Welcome the team at the arena entrance and guide them to the correct locker room

to help the teams in any way possible

• Work in co-operation with the team

• Give the locker room key to the team manager • Go through the time schedule of events preceding the match with the team manager and give them a printed copy of the schedule

• Go through the after-match ceremonies with the

guide and use the guide for translations if needed

CEREMONY INFORMATION • The time schedule of the happenings

team manager

before the match should be available in the team manual and on the locker room door

• Guide the team to the warm-up • Guide the team to the match opening ceremony

• When the team arrives at the arena, have

After the match

• Contact the media host before the end of the match and ask if there are any special interview requests

• Guide the selected players to the mixed zone for the interviews

a short meeting with the team manager to go through the schedule before the match, the opening ceremony of the match and the post-match ceremony.

• If the team stays in the arena to watch other matches, guide the team to the team stands

PLAYER INTERVIEWS

• Guide the team to the transportation area and wait for the bus

• Clean the locker room so that it is ready for the next team

• Change the sign of the locker room ready for the next team according to the locker room schedule

Reserved interviews in the Mixed zone

• Accredited media can ask for certain players for post-match interviews in the mixed zone

6. Staff & Volunteers

Before the match

• Media hosts inform the venue staff which players have been requested

• After the match, venue staff guide the wanted players to the mixed zone and media hosts coordinate the interviews Press conferences

• The best players or captains and the coaches will automatically attend the post-match press conference

• If the accredited media wants some other players at the press conference, they shall contact the media host in the mixed zone and ask if this can be arranged

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IFF Event Handbook 2016

Page 5


Venue Staff

Plan your own event!

Person responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT • Locker room schedule

• 2 persons (one per team) responsible for the

• Keys to the locker rooms

tasks

• Pre-match schedule information • Instructions of the ceremonies • Transportation schedule of the teams so that venue staff knows when to expect teams to arrive and leave the arena

TIMELINE Task

Deadline Responsibility

1 to 3 months

Recruit persons for Venue staff Plan the time schedule and ceremonies and write the instructions for the teams Plan the locker room schedule, keeping in mind the match schedule

3 weeks

Plan work shifts Collect and prepare the equipment

Done

6. Staff & Volunteers

Venue staff for one match:

Before start

Educate volunteers in a briefing meeting

NOTES:

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IFF Event Handbook 2016

Page 6


Rink Squad The main task of the rink squad is to take care of the rink and balls. If the rink falls down, the rink squad repairs it. If the ball is played out of the rink, the rink squad gives a new ball to the players. TASKS AND DUTIES - RINK STAFF GENERAL

Before the warm-up of the first match

• Be neutral and polite, no cheering or insulting

• Straighten the rink and check that it is safe

players or referees

• No mobile phones on the rink level

• Clean the floor with mops

• Be quick, effective and look sporty!

During warm-up

• Haste or hurry are not the same as speed or efficiency

• Meet with the Field manager for instructions

• Enjoy the responsibility and be proud of what

• 1-2 persons to the corners to put balls back on

you do!

the field. Return balls to the rink by dropping them over the edge, not throwing

RINK

• Manage your own ´sections´ (one corner & half

After warm-up

of two sides)

• Direct the teams out of the field

• The rink is not to be repaired when the ball is

• Straighten the rink

played near the damaged rink

• Collect the balls from the rink and surrounding

• If the rink falls down totally or someone has a

area

problem fixing it, go and help BALLS

• Clean the floor with mops • Open the rink to the teams when they enter at

• 4-5 extra balls in each corner

the match opening

• Observe what players & other rink squad staff

During the match

do - only one ball in the rink at a time!

• Follow the match, drop the ball back on the field

• The ball shall be dropped onto the field near

when needed

the place it was played out. Do not throw the ball. CLEANING

• Straighten the rink and set it up if it falls down • Mop the floor if the referee requests

• Before the match/during intermissions: two

• Direct teams out from the field level • Clean the floor with mop during the intermissions After the match

• Leave the extra balls in the corners • Direct teams out from the field level

6. Staff & Volunteers

• Place the warm-up balls on top of the goals

persons mopping side by side at the same pace

• During the match: cleaning only if the referee requests. Run to the spot, clean the pointed area and run back to the corner

• After the match clean the substitution benches

• Straighten the rink and tidy the substitution bench areas, throw away the garbage, straighten the chairs etc.

TASKS AND DUTIES - FIELD MANAGER

• Put the warm-up balls on top of the goals ready

• Arrive at the arena at least 90 minutes before the

for the next game

• Meet with the Field manager for feedback • After the last match take the balls and mops to storage

start of the match

• Check the goal net & make sure all equipment is in place

• Give instructions to the rink squad members before the match and during intermissions

• After the match give feedback to rink squad

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IFF Event Handbook 2016

Page 7


Rink Squad

Plan your own event!

Person responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT

Rink Squad staff for one match:

field

• One Field Manager at court level

• Measuring tape

• 4-8 Rink Squad members: 1-2 in each corner of the rink

• Screwdriver, scissors etc • Tapes with different colours • String or plastic ties to correct the nets

One rink squad team can take care of a maximum of two matches in a row.

• Buckets for warm-up balls • Chairs in the corners for each of the rink squad team

• 4 Mops (one at each corner)

TIMELINE Task

Deadline Responsibility

1 to 3 months

Recruit Field Managers Recruit Rink Squad members

3 weeks

Plan work shifts Collect and prepare the equipment

Done

6. Staff & Volunteers

• Rule book with the measurements of the

Before start

Educate volunteers in a briefing meeting

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 8


First Aid The First Aid staff takes care of the wellbeing of spectators, players and Event staff. If there is a serious injury, the first aid staff gives the immediate first aid to the injured person before calling the paramedics. All First Aid staff should have, at a minimum, a certified First Aid certificate. TASKS AND DUTIES Before the event

• Notify the local hospital and health centre about the tournament and find out where the injured players &/or spectators shall be transported in case of an injury

• Check with the participating teams that they have valid health insurance covering sport injuries

• Gather the needed materials for the first aid room During the event

• Be on-call in the arena and be ready to help when needed

• First aid staff can only enter the field of play if requested by the referees

GENERAL • Each host city must have one designated hospital that teams can go to in case of emergency. The hospital must be located in close proximity to the venue

• The hospital should, preferably, offer comprehensive medical service, including 24hour emergency treatment on a priority basis for the participants of the event

• If the nearest hospital is more than 10kms (6 miles) away, there needs to be an ambulance at the venue during scheduled play

• Offer first aid assistance to team staff for injured players

LOCATION OF FIRST AID STAFF

• Give first aid to injured spectators or Event staff • Decide how urgent the need of medical treatment is for the patient

• Decide if the patient shall be moved to the hospital for further medical examination

• Together with the Arena Security Manager, call the hospital for an ambulance, if needed

• Maintain the drugs and equipment in the first aid

• There shall be a first aid room in the arena which the first aid staff can use and that teams, spectators and Event staff can come to for medical attention

6. Staff & Volunteers

Photo: Fabian Trees

• During the matches the first aid staff (with stretcher) shall be situated in the immediate vicinity of the playing field

room

FIRST AID STAFF • First aid staff must have, at a minimum, a certified First Aid Certificate (eg. Red Cross; St John´s Ambulance etc)

• The work shift should start at least 30 minutes before the match starts and finish 15 minutes after the match ends

• The security staff ensures that unauthorised persons don´t have access to the first aid room where medical supplies are stored

• If there is a language problem with the patient, ask for help from a team guide, team staff or venue staff

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Page 9


First Aid

Plan your own event!

Person responsible: _____________________

NEEDED RESOURCES

NEEDED EQUIPMENT • Medications and equipment needed in the

each match

first aid room

• Extra first aid people for spectators & staff

• Stretcher to transport the seriously injured players

• First aid vests for the first aid staff • Possibly radiophones for the first aid staff

TIMELINE

Task

Deadline Responsibility

1 to 3 months

Recruit persons who are educated in first aid Contact local hospital Prepare emergency plans

3 weeks

Plan work shifts Collect and prepare the equipment

Before start

Prepare the First Aid room Educate volunteers in a briefing meeting

Done

6. Staff & Volunteers

• 2 educated first aid persons at court-side for

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 10


Security The security sector controls the movement of people in the arenas and makes sure unauthorised persons don´t have access to restricted areas.

TASKS AND DUTIES Before the event

• Make a security plan for the venues and, if needed, approve it with the authorities

• Make a risk assessment of the event • Plan and mark the routes where different groups will walk during the event

• Plan who will have access to different areas inside the arena

• Together with the competition office, plan, print and place the signs and guides for walking in the arena

• Ensure security staff understand the information shown on the accreditation cards and the different accreditation groups

• Decide on the procedure for dealing with accreditation cards that are misused

GENERAL • Security personnel should be neutral and polite, but when needed they should be strict and firm

• If it looks like you need help, call for assistance early enough

• It is likely that spectators will ask also questions not only related to access, so it is good service to find out some basic things (location of toilets, exits, information board, etc.)

• Remember that your job is also to serve

During the event

• Ensure the security of the areas with restricted access to certain groups

the spectators, so smile and when possible take care of your duties in a firm but friendly manner

6. Staff & Volunteers

The LOC is responsible for the safety and security arrangements in the venues for players, staff & spectators, and there must be a security plan for the event. Local authorities and police must be informed about the event and co-operation should take place if needed.

• Advise all participants of the event to have their accreditation card clearly visible at all times

• Make sure unauthorised persons don´t have access to

SECURITY POINTS

the field level

• Make sure the players are safe at all times, and that

• Security points must be guarded at all

spectators or journalists don´t have access to the areas reserved only for players

times. The guard can not leave the point empty, even for a short time

• Control the photographers - see that they stay in their

• If a break is needed, call for a substitute

own photo zone near the field

• Check the access passes of everyone try-

• Make sure only authorised media members have access to the press centre and mixed zone

ing to go past the security point

• No-one without a proper accreditation

• At the end of every match make sure the players have

card can go past the security point

a secure way out of the arena

• Since referees might enter and exit the field from a different entrance to the players, it has to be secured so that they can move undisturbed

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Page 11


Security

Plan your own event!

Person responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT • Signs and guides to show how to move in the

• One security person for each security point

• Tape to attach signs to walls and doors

• 1-2 persons to give breaks for security persons and

• Coloured security vests for security personnel

arena

help if needed

TIMELINE Task

Deadline

1 to 3 months

Make the security plan for the arena Plan the walking routes for different groups in the arena Recruit persons for security at each security point Recruit persons to give breaks for security persons and help if needed Recruit Arena Managers who are in charge and solve problems

3 weeks

Plan work shifts Collect and prepare the equipment

Responsibility

Done

6. Staff & Volunteers

The needed resources depend on the number of security points

Before start

Educate volunteers in a briefing meeting

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 12


IFF Event Handbook How to organise successful Floorball Events

International Floorball Federation (IFF)

IFF Event Handbook 2016

Anti-Doping 7. Anti-

AntiAnti-Doping


AntiAnti-Doping Doping controls are carried out in the IFF events in accordance with the World AntiDoping Code, the IFF Anti-Doping Regulations and the International Standard for Testing and Investigations (ISTI). There are doping tests conducted in IFF events according to the agreement between the IFF and the organiser.

TASKS AND DUTIES Before the event

• The number of tests shall be decided according to the IFF Test Distribution Plan (TDP) and shall be written in the agreement between the IFF and the organiser

• Contact the National Anti-doping Organisation (NADO) and the laboratory in good time before the event and agree about the date, place, Doping Control officers (DCOs) etc.

• Agree with the NADO about the amount of chaperones. Define if the NADO uses their own chaperones for the testing or if they will educate LOC volunteers to become the chaperones (the minimum age is 18 years and same gender as the tested players)

• Decide where the Doping control room shall be situated in the arena and ensure that the doping control room meets the IFF requirements

• If the tests are performed randomly, the selection process shall be made by, for example, drawing of lots and an IFF representative shall act as a supervisor during the selection process

• In order to ensure that testing is conducted on a No Advance Notice Testing basis, the Athlete selection decisions shall only be disclosed in advance to those who need to know in order for such Testing to be conducted

COOPERATION WITH IFF & NADO´s • The local organiser shall contact the IFF in order to agree upon the number of tests to be conducted and the timetable for the tests

• It is important that the local organiser then contacts the NADO (as soon as possible) in order to reserve the dates for tests and to make the agreement with the NADO and the Laboratory

SELECTION OF TESTED PLAYERS • If not otherwise ordered by the IFF, the players are to be randomly selected during the second intermission of the match

• Make sure that the DCO´s have the needed accreditations and access to the needed places

• Meet with the DCO´s and the IFF Anti-doping Manager (or nominated IFF representative) to check the facilities and the procedures

• Make sure that before the match starts, the DCO´s receive the team lists from which players are selected

• Make sure that the DCO´s meet (and educate) the

International Floorball Federation (IFF)

number of finishing placement tests, random tests and target tests performed

• The selection process is preferably done

During the Event

chaperones - one for each tested player

• In IFF events, the IFF shall determine the

Anti-Doping 7. Anti-

The number of doping tests during the event depends on the current IFF Test Distribution Plan (TDP), and all tests are carried out by trained and accredited doping control personnel.

GENERAL

• The players are randomly selected for example by drawing lots (numbers 1-20) and an IFF representative shall oversee the selection process

• The chaperone shall inform the player and team official about the player to be tested right after the match ends

• The chaperone will remain with the selected player until the sample collection has been completed

IFF Event Handbook 2016

Page 1


Doping Control Station The Doping Control station must be located inside the competition venue, close to the playing field, locker rooms and the first aid room. The LOC must ensure that the doping control station is reasonably separated from public activities. To ensure athlete privacy, the Doping Control station must be inaccessible to the public, located away from the media and spectator areas and access may only be granted to authorised persons:

Doping Control Officers and chaperones

Selected players

Accompanying officials of the selected players

International Federation Anti-Doping Official / IFF representative

Interpreter (if required)

Other authorised personnel i.e. WADA observers

WAITING AREA

• Equipment: suitable number of comfortable seats as well as an appropriate amount of individually sealed, non-caffeinated and non-alcoholic beverages

• Reading material, television or a radio are also helpful to create a relaxed atmosphere • Only the authorised persons are to enter the waiting room SAMPLE-TAKING AREA(S)/ADMINISTRATION AREA(S)

• One private room exclusively dedicated for use by the DCO and doping control personnel with following equipment: One desk, 4 chairs, a table for the samples, pens & paper, washbasin, soap and towels. If possible, a lockable refrigerator for storage of samples should also be supplied

• The tested player needs to have privacy, but if separate rooms are not available for waiting and

Anti-Doping 7. Anti-

Doping control signs must be hung on the door of the Doping Control station as well as in the corridors to indicate the way to the doping control area. The signs should be in English ("Doping Control"). The doping control station must contain the following areas:

administration areas a single room can be separated by a partition or screen. TOILETS

• At least one private, clean and equipped toilet is required in the sample collection area and if possible a separate sample collection area should be provided for each gender being tested.

• Large enough for the DCO to directly observe the player providing the sample

Waiting room (restricted area)

Locked door

International Floorball Federation (IFF)

Sample-taking area/ Adminstration area

Toilet

IFF Event Handbook 2016

Page 2


Doping Control 12 STEPS OF DOPING CONTROL (urine samples)

Anti-Doping 7. Anti-

1. ATHLETE SELECTION All players entering IFF events can be selected for doping control 2. NOTIFICATION A Doping Control Officer (DCO) or chaperone will notify the player of their selection for doping control. The DCO or chaperone will inform the player of her/his rights and responsibilities, including the right to have a representative present throughout the process. The player will be asked to sign a form confirming that she/he has been notified of doping control. 3. REPORTING TO THE DOPING CONTROL STATION The player should report to the doping control station immediately. The DCO may allow the player to delay reporting to the station for activities such as a press conference or the completion of a training session, however, the player will be accompanied by a DCO or chaperone from the time of notification until the completion of the sample collection process. 4. SELECTION OF A COLLECTION VESSEL The player is given a choice of individually sealed collection vessels and may select one. The player should verify that the equipment is intact and has not been tampered with. The player should maintain control of the collection vessel at all times. 5. PROVISION OF SAMPLE Only the player and the DCO or chaperone of the same gender are permitted in the washroom during the sample provision. The objective is to ensure that the DCO is observing the sample provision correctly. 6. VOLUME OF URINE The DCO shall ensure, in full view of the player, that the minimum required volume of 90ml has been provided. If the player is unable to provide 90ml, he/she will be asked to provide additional urine until the minimum volume has been attained. 7. SELECTION OF SAMPLE COLLECTION KIT The player is given a choice of individually sealed sample collection kits from which to choose one. The player should verify that the equipment is intact and has not been tampered with. The player shall open the kit and confirm that the sample code numbers on the bottles, the lids, and the container all match. 8. SEALING THE SAMPLES The player should seal the A and B bottles. The player´s representative and the DCO should verify that the samples are sealed properly. 9. MEASURING SPECIFIC GRAVITY The DCO is required to measure the specific gravity of the sample provided. If the sample does not meet the specific gravity requirements, the player will be asked to provide an additional sample(s) 10. COMPLETION OF THE DOPING CONTROL FORM The player should provide information on the doping control form about all prescription or nonprescription medication or supplements that he/she has taken recently. The player also has the right to note comments on the form regarding the conduct of the doping control session. The player shall confirm that all of the information is correct, including the sample code number. The player will receive a copy of the doping control form and shall ensure that the laboratory copy of the form does not contain any information that could personally identify them. 11. THE LABOATORY PROCESS The samples are packaged for shipping to ensure that their security is tracked. They are sent to a WADA accredited laboratory, which will adhere to the International Standard for Laboratories when processing the samples, ensuring the chain of custody is maintained at all times. 12. A & B SAMPLES The A sample is analysed. The B sample is securely stored and may be used to confirm an Adverse Analytical Finding (AAF) for the A sample. The laboratory will report the result of the sample analysis to the IFF and WADA.

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IFF Event Handbook 2016

Page 3


AntiAnti-Doping

Plan your own event!

Person responsible: responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT

• One person responsible for organising the dop-

• Doping control station with waiting room,

ing controls

sample-taking area and toilet

• One chaperone per tested player (note that you might not be able to use the same chaperone for two matches in row since it can take some time before the player is finished)

• Chairs, water and soft drinks for the waiting area

• Magazines/TV/radio if possible in the waiting room

• Table and four chairs for the sample taking • Soap and towels for the sample taking area • A (lockable) fridge for temporary storage of the samples

• Pens & paper

TDP = Test Distribution Plan ISTI = International Standard for Testing and Investigations

• If needed, movable screens

TIMELINE Task

Deadline Responsibility

6 to 12 months

Contact IFF and then NADO to finalise the date and place for the tests

3-12 weeks

Make sure that you have volunteers available to act as chaperones (minimum age 18 years) Plan the place for the doping control station

Before start

Collect and prepare the equipment Designate someone to copy team lists and deliver them to the Doping control station before the match Brief the volunteers and meet the DCOs

Done

Anti-Doping 7. Anti-

area

GLOSSARY WADA = World Anti-Doping Agency CODE = The World Anti-Doping Code NADO = National Anti-Doping Organisation/ Agency DCO = Doping Control Officer

NOTES:

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Page 4


AntiAnti-Doping Awareness & Education The IFF runs both Anti-Doping awareness campaigns, like Say NO! to Doping, as well as Athlete Outreach Education sessions during some of the major Events.

ANTI-DOPING CAMPAIGNS & OUTREACH The campaigns are a great opportunity to cooperate and spread the message of clean sport in a fun and interesting way as the players, spectators as well as different Anti-doping organisations are involved in promoting clean and fair sport. Different elements, like balls, wrist bands, booths, jumbotron/video clips & ´ads´, speaker announcements, flyers etc. can be used and the IFF is open to new ideas. IFF´s campaigns, like the Say NO! to Doping, can be used in Events together with many other campaigns, for example Athlete Outreach, Athlete´s health programs, training programs, National Anti-doping programs etc. To conduct an Athlete Outreach session there needs to be a space available with tables, chairs and laptops (preferably in the arena). The space needs to be big enough for one team to attend at a time. The IFF will contact the LOC well in advance if Athlete Outreach is planned to take place at the Event.

Anti-Doping 7. Anti-

Education and information are cornerstones in the fight against doping in sport. The campaigns are conducted in partnership with the World Anti-Doping Agency (WADA).

In order for the campaigns and outreach sessions to be run smoothly, the LOC needs to assist and have at least one person dedicated to support and assist the IFF with the preparations as well as running the campaigns. More information on the campaigns and Outreach can be found on the IFF website: www.floorball.org/pages/EN/Anti-Doping-Information-and-Education

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IFF Event Handbook How to organise successful Floorball Events

International Floorball Federation (IFF)

IFF Event Handbook 2016

8. IFF Officials

IFF Officials


IFF Staff

GENERAL

The main task of the IFF Staff is to support the organiser, Jury, Referee management, other IFF persons and IFF guests. The number of staff depends on the size of the event and ranges from one to ten persons.

• The IFF Staff works in close cooperation with all IFF officials and the LOC

• The IFF staff has different tasks - make sure you contact the correct staff member depending on the issue

• IFF staff is at the event to help the LOC don´t hesitate to contact them in any matter

TASKS AND DUTIES Before the event

IFF STAFF AT EVENTS

• The IFF staff provides the LOC with: ◊

• The IFF staff shall, after checking with LOC, send a brief info concerning hotel, food, daily allowances and transport upon arrival to the IFF personnel involved in the event

• The IFF staff prepare the Daily report file for the event • The IFF staff and LOC shall, together with the Jury chairman, schedule a time on the day of arrival for an arena check-up and a pre-event meeting

• The IFF staff checks that the court is set up as specified, commercials are in place and the doping control room has all needed facilities

WFC: 6-10 persons per event WFCQ: 1-2 persons U19 WFC: 4-8 persons U19 WFCQ: 1-3 persons CC: 4-6 persons EFC: 2-4 persons EFCh: 1-2 persons Depending on the size of the event, and other simultaneous events, these figures might change

IFF OFFICE SPACE • One office space in each arena equipped with: ◊ Tables and chairs for all IFF staff, Jury & Referee Management ◊ High-speed internet access ◊ Enough plug-ins for electricity ◊ A printer, all-in-one model allowing copying and scanning

8. IFF Officials

Materials (balls, commercials, rink, boards, goal cages, flooring etc) which should be brought, or sent prior, to the event Instructions for the use of the IFF Statistical System and the Official Team Lists and line-up forms Basic guidelines for all ceremonies, including flaghanging protocols & national anthems, and pre & post-match countdowns Technical meeting PowerPoint outline. The LOC adds their info, prints copies for the teams & IFF officials. LOC must provide a computer and projector to be used during the technical meeting

• Coffee, tea, soft drinks, fruit, etc • The IFF office should preferably be com-

During the event

bined with the LOC office

• The IFF staff participates in the pre-event meeting with LOC and the Technical meeting, where they assist with passport checking, answer anti-doping questions and handle open TUEs, collect required information from team managers and distribute accreditations

• In the 2nd Technical meeting, IFF staff handle the ballot for the home team in the final and bronze match

• Before the first match, the IFF staff shall contact the statistics team to make sure they understand how to handle the IFF Statistics Software, team lists & line-ups

• After each match the match secretariat bring the match record, action sheet & team lists to the IFF office & IFF staff will check the match record and make any corrections

International Floorball Federation (IFF)

• Before the first match, the IFF staff will make contact with the LOC team leaders of their respective areas to ensure that everything is in order and answer any questions

• IFF staff update and send the Daily report • The IFF staff co-ordinates with the organiser about writing match reports to the IFF/ event website

• The IFF staff assist the Jury, Referee management and LOC with any problems that arise during the event

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Page 1


Event Jury The main task of the Jury is controlling and making decisions regarding the competition. The Jury makes both the competition and the disciplinary decisions during the tournament. The number of Jury members depends on the size of the event.

GENERAL • All questions and problems concerning competition and disciplinary decisions during the event shall be discussed between the IFF Jury & IFF Staff

• At least one Jury member is present in the arena during each match

• The Jury shall be neutral but still co-operate

TASKS AND DUTIES

with all parties involved in the event

• IFF Jury share office space with the IFF staff

Before the start of the event

• The IFF RACC appoints the Jury Chair and the Jury • The IFF office organises the arena inspection and for the pre-event meeting with the LOC

IFF JURY AT EVENTS • WFC: 4 persons

• The IFF office will provide the Jury Chair the Technical Meeting powerpoint before the event

• The whole Jury of the event shall, together with IFF staff and the LOC, conduct the arena inspection

• The Jury chair shall lead, together with LOC and IFF staff, the 1st Technical meeting with the participating teams

• The Jury shall, in connection with the 1st Technical meeting, check the passports/ID cards of the participants

• WFCQ: 1-2 persons per event • U19 WFC: 4 persons • U19 WFCQ: 1-2 persons per event • CC: 2 persons • EFC: 2 persons • EFCh: 1-2 persons per event Depending on the size of the event, and other simultaneous events, these figures might change

• The Jury Chair shall participate in the first referee meeting

• Daily allowances shall be paid before the start of tournament

8. IFF Officials

members.

During each match

• The Jury will be seated with a full view of the

During the event

• The Jury Chair will make the jury schedule and at least one member of the jury shall be present in the arena for every match

• The Jury shall be proactive whenever possible to avoid problems for the organisation

• The Jury Chair will communicate with the Head of Referees every evening to receive comments from the referee sector and attend the referee meeting, if necessary

• The Jury chairman shall lead, together with LOC and IFF staff, the 2nd & 3rd Technical meetings (if needed)

• The Jury shall participate in meetings scheduled with the LOC

• The Jury shall participate in all official functions of

court, either in the spectator stands, with easy access to court level, or in a specially designated seat close to the match secretariat

• When the teams leave & enter the court at each intermission, the Jury should be present in the place where the teams enter or exit the court

• The Jury shall make notes from each match to be reported in the Daily report After each match

• The Jury will make themselves available for post-match award ceremonies

• The Jury shall report what has happened in the match to the IFF staff responsible for the daily report

the event

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 2


Referee Management The IFF Referee Committee (RC) is responsible for leading the referee work during the tournament and nominates the Referee Management and Referees. The Referee Management is made up of the Head of Referees & Referee Observers. The main task of the Referee Management is to run the referee sector during the event, overseeing all referee-related matters. The size of the Referee Management depends on the size of the event. REFEREE MANAGEMENT AT EVENTS

Before the start of the event

• WFC: 4 persons

• The IFF RC appoints the Head of Referees & Refer-

• WFCQ: 1-2 persons per event

ee Observers

• U19 WFC: 4 persons

• The IFF office organises the arena inspection and for the pre-event meeting with the LOC

• The IFF office will ask the Head of Referees for their input to the Technical Meeting powerpoint before the event

• The Head of Referees can join the arena inspection • The Head of Referees will address the 1st Technical meeting with the participating teams to discuss the referee matters

• The Referee Management will organise the Referee meeting schedule and any educational events for the referees and communicate this to the referees directly

• The Referee Management will make a preliminary game nomination plan for the referees

• CC: 2 persons • EFC: 2 persons • EFCh: 1-2 persons per event Depending on the size of the event, and other simultaneous events, these figures might change

Jury Chair every evening to receive comments from the Jury

• The Referee Management will lead the referee´s meeting each evening

• The Head of Referees shall attend the 2nd & 3rd Technical meetings (if needed)

• The Head of Referees will make a preliminary transport schedule with the LOC

• The Referee Management shall participate in

• The referee management will agree with IFF concerning possible filming of referee performances done by the referee management

• Daily allowances shall be paid before the start of tournament

meetings scheduled with the LOC, when requested

• The Referee Management shall participate in all official functions of the event During each match

• The Referee Observer will be seated with a

During the event

• The Head of Referees will make the referee observer schedule and at least one observer shall be present in the arena for every match

• The Referee Management shall be proactive whenever possible to avoid problems for the organisation

• The Head of Referees will attend the Daily meetings with the LOC, IFF Jury & IFF Staff

full view of the court

• The Referee Observer shall make notes from each match to be discussed with the referees of the match After each match

• The Referee Observer will meet with the referee pair to discuss the match

• The Referee Management shall report any

• The Head of Referees will communicate with the

International Floorball Federation (IFF)

• U19 WFCQ: 1-2 persons per event

8. IFF Officials

TASKS AND DUTIES

issues to the IFF staff responsible for the daily report

IFF Event Handbook 2016

Page 3


Referees

The IFF RC will nominate referees for the tournament. Nominations for each event are made from the list of IFF International Referees, and are based on referee qualifications and availability. Photo: Barbara Gabrovsek 2011

Preferably, a referee pair should not referee a match in which a team from their own country is competing. TASKS AND DUTIES

GENERAL • The IFF office shall make the travel arrange-

Before the event the necessary arrangements for accommodation and meals for the referees

• LOC shall make reservations for the referee meetings during the tournament - every evening of the tournament, usually in the IFF hotel (See more on Page 7:

Meetings)

• LOC shall make a plan for the arrival & departure transportation of referees and also for their transportation during the tournament. Be sure to reserve enough space in the bigger tournaments when there are up to 16 referees and 4 observers

• LOC, in co-operation with the IFF, shall arrange the accommodation and meals

• The Referee host of the organiser is responsible for handling all issues that arise for the referees and the referee management in the venues

• The referees have a meeting before every tournament, and every evening during the tournament for which the LOC shall organise a suitable meeting room

• LOC shall arrange the possibility for lunch and dinner for the referees, referee management and the jury

REFEREE HOSTS

• The breakfast and dinner shall, preferably, be organ-

• The referees are a very important part of the

ised at the hotel. Lunch should be available at either the venue or hotel. Be sure that there are food options available after the last match of the day in accordance with the match schedule

• Make sure that the locker rooms for referees are adequate and the refreshments are taken care of

• Daily allowances shall be paid before the start of tournament

tournament. Make sure that their needs are well taken care of.

8. IFF Officials

• In co-operation with the IFF office, LOC shall make

ments for the referees and referee management if nothing else has been agreed in the contract.

• Provide Referee Hosts to help the referees if they request assistance with some issues, help with transport arrangements and meals.

• Make the referees and the referee management feel welcome and create a nice atmosphere

During the event

• LOC shall take care of the transportation of the referees and referee observers to the venues 1.5 hours before each match starts. The transportation can be either fixed or continuous

• If the referees and observes have days off, LOC shall arrange some activities for them (sightseeing etc.)

• LOC shall arrange suitable facilities for referee education and for the referee meetings. (See more on Page 6: Meetings) After the event

• Arrange transportation to the airport/harbour/train

• Referees are top athletes as well as the players. Consider providing them massage etc. during the event.

REFEREE LOUNGE • If space in the venue allows, provide a referee lounge

• This is a place where the referees can relax before and after the match and where the referee observation feedback can be given without disturbance

station according to the departure schedule

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 4


Referees GENERAL GUIDELINES • The IFF RC makes the referee nominations for all international matches, which includes the IFF events and friendly international matches and tournaments

Photo: Fabian Trees 2011

• For Friendly International Matches the information of the tournament, match schedule & request for referees must be sent to the IFF office no later than sixty (60) days before the tournament

• IFF will send a written confirmation of the referee

TRAVEL & DAILY ALLOWANCES

nominations to the LOC

• When arranging the travels minimise the

• For IFF Events, the travel for the referee and referee

total time the referees are absent from work

• Arrange as simple travels as possible, avoiding stopovers of more than 3 hours. This way you can ensure that you have rested referees before the tournament starts

• For Friendly International Matches, the referee travel is arranged by the LOC

• Avoid the requirement for travelling by their

• If the referees have to pay some transportation by

own car

themselves during the travels, the organiser shall reimburse the costs within ten days after the event

• Possible daily allowances shall be paid directly to the referees´ bank accounts at least one day prior to the tournament

• The organiser is responsible for the accommodation of the referee personnel. The hotels should be in the same city as the arenas or in the immediate vicinity. The selected accommodation shall always include breakfast

• Daily allowances for the Referee Management, Jury and IFF staff shall be paid before the tournament starts

Financial and organisational responsibilities regarding referees

Type of event

Financial and organisational responsibilities Responsibility WFC WFC Qualifications U19 WFC U19 WFC Qualifications EFC Final Round EFC Qualifications WUC International matches

Travel in home country to nearest international connection point

O RA RA RA RA RA RA RA RA

F RA RA RA RA RA RA RA RA

Travel from international connection point to city of event

O IFF IFF IFF IFF IFF IFF IFF HO

F HO PA PA PA HO PA PA HO

RA: The association of the nominated referees PA: Participating associations IFF: International Floorball Federation HO: Host association (organiser)

International Floorball Federation (IFF)

Transfers during the event

O HO HO HO HO HO HO HO HO

F HO HO HO HO HO HO HO HO

Accommodation and meals

O HO HO HO HO HO HO HO HO

F HO PA PA PA HO PA PA HO

8. IFF Officials

management is arranged by the IFF or local organiser depending on the contract made between the IFF and LOC

Daily allowance

O HO IFF IFF IFF HO IFF IFF HO

F HO PA PA PA HO PA PA HO

O: Organisational responsibility F: Financial responsibility

IFF Event Handbook 2016

Page 5


Referees

Plan your own event!

Person responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT

The referee host team

• Transport

• One person who will be the head of the team

• Dressing rooms for referees (men´s & women´s if needed)

• 2-4 persons in the team, depending on the size of the event, with a maximum of eight matches per day

• Meeting room Referee lounge:

• Bottled water, soft drinks, fruit, snacks, etc. • If possible, access to internet-TV / TV

TIMELINE Task

Deadline

3 to 6 months

Recruit persons who are the head of the team Recruit persons in the team depending on the events

4 weeks Before start

Plan work shifts and educate the team members Collect and prepare the equipment and make the plans for other activities Have a final meeting with the team and check everything once more Referee Host to contact the Referee Management

Responsibility

Done

8. IFF Officials

• Table, chairs, sofas, etc.

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 6


Meetings During IFF events there are meetings that always take place, including Technical meetings for the teams, Referee meetings for the referees and referee management and Daily meetings between the IFF & LOC.

GENERAL • Good co-operation between LOC, IFF and hotels is important to have good conditions for the meetings and a clear understanding of the requirements of all groups

During the Men´s World Championships the IFF General Assembly is organised and during the Women´s World Championships the IFF Member Associations´ meeting is held.

• The IFF often needs to conduct small

Other meetings that are regularly held in conjuction with IFF events are IFF Central Board Meetings and the annual Athletes´ Commission Meeting.

• For the larger meetings, the IFF will require

TASKS AND DUTIES

1st TECHNICAL MEETING AGENDA

Before the event

• Welcome

• At the same hotel where the IFF personnel will be

• Roll Call

meetings with National Associations or media representatives during IFF events especially at WFCs - so it is advisable to have a small space available for this purpose in the venue.

staying, book, as early as possible, the meeting space/s for: ◊ Daily referees meeting ◊ Technical meetings ��� Other meetings that have been advised (eg. Central Board meeting)

• For the larger meetings, such as General Assembly & Associations´ Meeting secure a space for approx. 80120 people (depending on the meeting) with access to audiovisual equipment and catering.

• Task of the Jury • Colours of the teams for each game • Match schedule • Media • Instructions given to the referees • Anti-Doping • Special issues during the event • Local Organisation: ◊

• Confirm all extra costs and services with the IFF • Prepare, in co-operation with IFF, the documents and other materials needed for the meetings

• For the First Technical Meeting, the LOC will need to include to the powerpoint presentation all information related to the venue, transport, first aid, ceremonies, security, tickets and media

• LOC should print a copy of the TM powerpoint for every team, Jury Member & Head of Referees.

8. IFF Officials

the assistance of the LOC to provide accommodation & transport for the meeting attendees

Transport, Hotel Accommodation, Practice Sessions, Ceremonies, Security, Lining ups, tickets and Medical care

• Questions, remarks or any other business • Date and time of the 2nd and 3rd Technical Meeting

• Checking of Team lists of 20 players and 7 officials

• Distribution of team accreditation

During the event

• At the 1st Technical Meeting, the key members of the LOC should attend and present all the LOCrelated information to the teams

• In co-operation with the IFF Staff, the LOC will update the powerpoint for the 2nd & 3rd Technical meetings

International Floorball Federation (IFF)

• LOC should appoint someone as the contact for the IFF to discuss any issues with the meeting spaces or to make changes

IFF Event Handbook 2016

Page 7


Meetings

Plan your own event!

Person responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT

Meeting rooms:

• Sufficient chairs (and tables if necessary) for

• One room for daily use accommodating up to 30 persons

all participants

• Computer (for technical meetings)

• One room for the technical meetings

• Video projector

accommodating up to 50 persons

• Flip chart / Whiteboard + marker pens

• In the Adult World Championships, one

• Pencils and note books • Mineral water, soft drinks, tea and coffee

TIMELINE Task

Deadline Responsibility Done

3 to 6 months 4 weeks Before start

8. IFF Officials

meeting room accommodating at least 120 persons

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 8


Daily Reports At the end of every day of an IFF event, a daily report shall be written by IFF staff and distributed to the LOC and IFF persons. The daily report outlines any issues that arise each day during matches, with teams, transportation, venues, media, security or any other event matters. ITEMS TO BE NOTED IN THE REPORT The following are examples of the things that the IFF Officials & IFF Staff will remark on for inclusion in the Daily Report: Before each match

• If all the commercials and match flags are in place • If the teams are ready on time • If national anthems are played and that correct version is played

• It is important to be constructive when noting and reporting happenings to avoid ending up with too many negative comments

• Report the good, as well as the bad

• Other happenings outside the protocol

• Be proactive, whenever feasible, so that

• If the match starts on time

matters in the report have been handled already the same day!

During each match

• If the rink squad is working well

• The LOC should discuss the matters that

• If the match secretariat is working well • If the technical elements (match clock, online statistics

are noted in the Daily Report in their own daily meetings

etc) work

• If the security is working well • If there are some remarks about media, TV and webTV

CO-OPERATION

8. IFF Officials

GENERAL

• If the transport to the arena is working well

• The daily report is a co-operation be-

• If there are any injuries

tween all IFF personnel at the event and the LOC

• Other happenings outside the protocol After each match

• The IFF, Jury and LOC meet after the last match each day to conclude the day and discuss the daily events, after which the daily report is sent out

• If the security is working well • If the ceremonies are working well • If the mixed zone is working well • Other happenings outside the protocol • If the transport from and/or between arenas is working well During each day

• Any problems that arise from matters not directly related to the matches - teams, transport, meals, venues, hotels, security, media, internet, tickets, seating etc

• The referee nominations for the following day´s matches

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 9


IFF Event Handbook How to organise successful Floorball Events

International Floorball Federation (IFF)

IFF Event Handbook 2016

9. VIP Services

VIP Services


VIP Guests

Unlike the outcome of matches, the service that is provided to VIPs can be controlled by the organiser. The care of VIP guests is an activity which can be very easily compared with other events and is something that the organiser can be remembered for. The organiser should ensure that the people responsible for looking after the VIPs, as well as managing the VIP Room, have the experience and knowledge to be able to answer questions and promote Floorball to the guests.

• Appoint a person in charge of the VIPs who

TASKS AND DUTIES

can make decisions in problematic situations

Before the Event

• Make a calculation of how many people you can provide VIP seating for and how much space you have for VIP room/s. These calculations will depend on venue space and your budget, and you should base the invitations on this

• If there are different classes of VIP Services, approve these with IFF and agree upon how to inform VIP´s of the different services

• Invitations should be sent out at least 6-8 weeks prior to the event. Always ask for a reply, so you can cater accordingly

• Always ensure that the VIP desk / entrance has at least 2 staff as VIPs will quite often need to be escorted through the venue and you don´t want to leave the desk unattended

• Always have some spare VIP accreditations available with an own seat in the venue you never know who will turn up

• There might be problems with ticketing systems - prepare by having a few extra seats available in the VIP section

• Once you have received the replies send more information to the guests, especially outlining which entrance VIPs should use and a contact person who will be available at the venue at all times

• Define how the accreditation of the VIP will be made and approve it with the IFF. We prefer that the organiser use the same Accreditation system that is used for everyone else involved in the event. This will make it simpler for your venue staff & security to easily identify VIPs and limit any confusion that can be caused by using different systems of identification within the one event

• Select appropriate people to act as VIP hosts • Prepare the Welcome Desk and put up signs in order for the VIPs to find the right entrance

• Reserve a sufficient number of match programmes for the VIPs and have them ready at the Welcome Desk

• Prepare a list of VIPs and a schedule of what days they will be at the Event. If you have ´very important´ VIPs attending make sure that you have arranged for equally important people from your organisation to

International Floorball Federation (IFF)

9. VIP Services

The task of the VIP hosts is to ensure that the VIPs are feeling welcomed and are enjoying themselves, but also be able to provide information about your organisation and Floorball within your country. GENERAL

meet with them and host them in the VIP room During the event

• Prepare a daily list of VIPs that will be at the event and those that will require special attention - especially those visiting for the first time • The VIPs should be greeted by a VIP host and escorted to the VIP room &/or shown to their seats. • Plan the program in the VIP Room and remember to service also the international guests. Check with the IFF staff, if they have any special VIP´s that may require extra attention • Inform to the media of any special VIPs attending

IFF Event Handbook 2016

Page 1


VIP Guests Photo: Fabian Trees 2011

CITY RECEPTIONS • A way of giving more value to the event is

• Inform the teams and IFF about the reception in advance of the event, and when planning the reception keep in mind the tournament schedule to ensure that as many teams and IFF officials as possible can participate

• Invite the Team leaders, your VIPs, the IFF officials and Sponsors. Try to keep the number to around 50, depending on the space available

• LOC will be responsible for transport to/ from the reception for all IFF Officials & team representatives.

• It is good to have screens showing the match in the VIP room

• If you have guests who are perhaps not so familiar with Floorball, try and give a short presentation in the VIP room before the match, about Floorball in general and about the game they are going to watch - the teams, the situation of the tournament etc.

• Provide equal VIP services for all matches don´t give special priority only to home team matches

• Provide a written explanation of what service is included in the VIP accreditation and provide a program if there are special serving hours for food etc.

• Explain what the system for beverages is • Check that the personnel in the VIP room have similar and appropriate clothing

• The VIP room should not become a hangout area for organiser staff

9. VIP Services

to have the host city organise a reception for the LOC, participating teams and officials. This is a good way of showing the importance of the event to the city and to thank the city for its participation in the event

VIP ROOM TIPS

IFF VIPs • LOC should provide a seating plan for the IFF VIPs & National Association VIPs at least 6 weeks prior to the event

• IFF will inform at least 4 weeks before the start of the event how many IFF VIP accreditations will be used each day during the event

• IFF will manage the list of IFF & National Association VIP accreditations and do the seating for these groups.

• LOC should provide the IFF with information on the VIP services that can be distributed to their VIPs before the event (eg. Information on where to collect tickets, opening hours of the VIP room and services provided)

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 2


VIP Room The VIP Room is the place where the organiser can showcase their event to the participating nations, the Event and IFF sponsors, the invited national and international guests. Here the organiser can provide food and refreshments, a comfortable place away from the public areas, and somewhere you can give suitable attention to your VIPs. It provides the organiser with a space where they can easily promote Floorball and their organisation to people whose help and support you will need in the future, to continue to promote and increase the growth of Floorball in your country and around the world. TASKS AND DUTIES Before the Event count how to get there from the venue entrance, and how to move from there to the VIP spectator stands

• Design the layout of the VIP room and set up the room in consultation with the caterers

• Ensure that there is easy access to and from the VIP seating and that the path is well-marked

• Design and order the catering at least 2-3 weeks before the event

• When you make the decision about the level of service in the VIP room, always remember to clearly inform the VIP´s and IFF about this

the start of the match and give the outline of the program During the match

• Prepare for the arrival of VIPs after the end of each period at the end of the match

• If there is security checking accreditations at the VIP room entrance, make sure there is a sufficient number of them, especially in the period breaks. You do not want a queue for the VIP Room

• If the VIP Room is far away from the VIP stand, inform when the period is going to start so that the VIPs can return to their seats in time for the start of the period

• Use materials from the Event & IFF sponsors to ´decorate´ the room. Have somewhere to display Floorball magazines and the Event´s Daily Newsletter During the event

• Inform the IFF about problems related to any behaviour of the VIPs

9. VIP Services

• Select the VIP rooms in the venue, taking into ac-

• If there are VIPs participating in match cere-

• Make sure that your VIP Room hosts have the daily list of VIPs that will be attending and those that will require special attention

• Check each day that the ordered catering is in place, and that any promotional materials are supplied. Check that all audiovisual equipment is working

• Check that the VIP room is tidy and, together with the caterer, that there are refreshments available Before the match

monies, make sure there is someone to guide them to the playing field After the match

• When the VIPs are leaving from the venue make sure there is someone to say goodbye to them and thank them for attending. Their final impression of your event is sometimes the most important.

• Generally each day there will be one ´big´ match where you will expect more VIP guests. Prepare for the arrival of VIPs well before the match begins

• VIP hosts should meet the VIPs at the entrance and escort them to the VIP room and show them where the VIP seating is located

• If you have a program of events for the VIPs (eg. a special presentation during the intermissions), the host should welcome the VIPs about 30mins before

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 3


VIP Services

Plan your own event!

Person responsible: _____________________ NEEDED RESOURCES

NEEDED EQUIPMENT

• One VIP Manager available at all times during group stage

• Decoration of the VIP room • Accreditation cards for VIPs

• During final rounds one VIP Manager at the

• Tickets and map of venue if needed

Welcome Desk & one in the VIP room

• At least 2 persons at the Welcome desk to give out the accreditations and escort VIPs to the VIP room / seating

• Spare VIP accreditations and tickets • Match programme • Daily programme in VIP

during final rounds

• TV-screens in the VIP room with live match feed (if possible)

• The host of LOC and a speaker if needed

TIMELINE

Task

Deadline Responsibility

1 to 3 months

Choose the VIP rooms Send out the invitations Make the list of VIPs Build the layout of the VIP room and maps and signs Recruit managers who are present at all times Recruit persons at the Welcome desk Recruit persons present in the VIP rooms Order the catering

1-3 weeks

Plan the programme for the VIPs Collect and prepare the equipment Prepare the VIP accreditations

Before start

Educate the volunteers in a briefing meeting Check the audio-visual equipment Check the VIP room and the catering

Done

9. VIP Services

• Meal and drink coupons (if used)

• 1-2 persons present in the VIP room, more

NOTES:

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 4


IFF Event Handbook How to organise successful

Adjacent Events

International Floorball Federation (IFF)

IFF Event Handbook 2016

10. Adjacent Events

Floorball Events


Adjacent Events Even though the organisation of the event might be magnificent, the value of the event will still be low if it has not really been visible in the city where it is organised. One of the main reasons for organising events is, of course, to enhance the brand visibility of Floorball in the country, by showing that there has been development of the sport.

TASKS AND DUTIES Planning stage

• The objective must be to increase the visibility of the event among the city´s residents - to support both the ticket sales and the knowledge of the sport

• Start by making an analysis of what it is possible to afford - for example, organising a ´Come and Try Day´ in the City Square costs much less than buying advertisement spaces

• In order to raise the awareness you need to combine the adjacent activities with the stages of the preparations, such as the start of ticket sales, draw of the tournament groups, announcement of the home team players etc.

• The objective is that these activation elements will

to activate all the related Floorball groups into the event: spectators, local Floorball players, other sports groups and local residents During the Event

also give the event additional media coverage

• Encourage the partners, the city and the arena to use the event as a way of activating their own employees and clients

• There is a need to designate separate persons to

• Try to combine the Adjacent Events with the tournament match schedule

10. Adjacent Events

A measurement of the success of the event is if it is possible to show that the level of awareness of Floorball among the general public has risen because of the event. The task must be to transform the event from just a sports event to a whole city experience.

• In the venues, promote the Adjacent Events to all of the spectators, not just the local market

plan and run the adjacent events, since their preparations need a different approach than the ordinary event organisation

• The most essential factor in the planning is to try

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 1


Adjacent Events POSSIBLE ADJACENT EVENTS VENUE-RELATED

• Seminars organised by LOC or IFF ◊ ◊ ◊

Coaching Refereeing and Referee observation Event organisation - Observer programme

Special Olympics etc.

• Education for National Association clubs etc. • Shadow tournament for Event Partners • VIP receptions for City, Partners and Guests • Exhibition booths & Fun Zone in the Arena • Use of technical innovations, such as mobile shot radar, both in and outside the venue • Inviting the Embassies of the participating countries to play and watch the tournament CITY-RELATED

• Promotion Events - ´Come & Try´ promos • Building of fan base by organising tournaments and using social media • Floorball tournaments for clubs, fans and new target groups • Official Receptions (Government, City) in relation to IFF General Assembly or Associations´ Meeting • Challenge games with media, both before and during the event • Activity square downtown during the event • City visibility - using the cities own elements (billboards, city buildings, buses, hotels etc.) • Special banners or mystery elements in the city to increase the awareness • Event Parties in the evenings (Opening party, Final Party) • Invite schools and the school administration to follow the group matches, integrating it to be a part of their education

10. Adjacent Events

• Special target groups - ParaFloorball, Youth,

• Build special fairs around the Event • Opening Ceremony outside

International Floorball Federation (IFF)

IFF Event Handbook 2016

Page 1


IFF Event Handbook 2016