North America, Central America and Caribbean Athletic Association : NACAC EVENT PLANNING MODULE

The LOC assumes full responsibility for the planning, execution and monitoring of the event as well as the preparation of a Final report on all aspects of the event upon its completion.

The LOC should comprise the following:

Chairman
Deputy Chairman
Executive Secretary
The Chairpersons of each of the Sub Committees: Operations; Marketing; Finance and Sales; Legal

Operations

1. Secretariat

- Competent Secretaries (at least two)

- Attendants

- Computers

- Designated telephone lines (at least two)

- Designated Fax Line

- Walkie Talkies/Cell phones

- Photocopier

- Stationery

- Scissors, tape etc.

2. Competition

- Competition Schedule approved by Technical Delegate

- Adequate, smooth flow of events

3. Technical Information Centre (TIC)

- Desks

- Computer networked with Timing

- Photocopier

- Telephone

- Walkie Talkies/Cell phones

- Stationery

- Boxes allocated to teams

- Provision for receipt of protests

- Notice Board for results to be posted

4. Track Preparation

- Efficient personnel

- Cleaning of surface

- Fresh markings

- Clean and well equipped areas for throwing and jumps

5. Warm-up facilities

- Personnel with overall responsibility for the Warm up facility

- Personnel to monitor use of equipment and of available space

- Schedule of training sessions

- Availability of starter for sprinters

- Clean surfaces

- Fresh markings

- Adequate equipment

6. Transportation

- Identification of appropriate number of buses/cars/pickups

- Determining contractual arrangements

- Assignment of duties

- Transportation Schedule

- Transport to and from airport (including arrangements for luggage)

- Dedicated transport for VIPs

- Dedicated transport for Technical Delegate

- Dedicated transport for Medical/Doping Delegate

- Dedicated transport for technical officials

- Transport of athletes and team officials to and from stadium

- Transportation of equipment

- Transport participants to and from meals

- Transport re medical emergencies (Ambulance/car)

- Standby transportation for unforeseen circumstances

7. Accommodation

- Identifying total room stock

- Team allocation to hotels/rooms; paying attention to male/female ratios among athletes and officials

- Allocation of rooms technical officials

- Allocation of rooms to special guests

8. Meals

- Identification of appropriate venue for meals

- Determination of menu

- Circulation of menu

- Schedule of meals

- Meals arrangement for athletes with special needs

- Meals arrangement for athletes with special circumstances (eg. having to leave early; participants in multievents competitions)

9. Equipment

- Inventory of equipment for use by athletes

a. For training purposes

b. For competition

- Measuring of equipment (by Technical Delegate)

- Transport system for heavier equipment

- Placement of equipment for easy access at warm-up and competition venues

- Efficient placement and removal of competition equipment

10. Call Room

- Personnel to engage in checking of athletes (number bibs, spikes, uniforms, bags, caps etc.)

- Tables for easy checking of athletes

- Hip numbers in adequate supply

- Personnel to take athletes to competition arena

- Walkie Talkie/Cell phone

- Tape, scissors etc

11. Clothing baskets

- Adequate number of personnel to work the baskets for athletes’ clothing

- Adequate number of baskets

12. Room for Photofinish Team/Equipment

- Desks/Tables as required

- Electrical outlets

- Internet access/Network access

- Printer

- Stationery

- Walkie Talkie/Cell phone

13. Room for Announcers/Announcers

- Location close to Photofinish Team & Technical Delegate

- Desks

- Chairs

- PA System Access

- Microphones, fixed and cordless

- Music

- Walkie Talkie/Cell phone

- Stationery

- Announcers

14. Room for Technical Delegate

- Desk

- Printer

- Stationery

- Walkie Talkie/Cell phone

15. Doping Control Room/Doping Delegate & Personnel

- Doping Delegate

- Personnel to work with Doping Delegate

- Toilet (sufficiently private)

- Desk

- Chairs

- Refreshments

- Secure (with lock) Freezer for samples

- Walkie Talkie/Cell phone

- Stationery

16. Room for Jury of Appeal

- Table

- Chairs

- Stationery

- Television & Video Equipment

17. Sports Medicine Room

- Beds

- Chairs

- Desks

- Refreshments

- Ice

- Walkie Talkie/Cell phone

18. Room for multievents athletes

- Beds

- Benches

- Chairs

- Refreshments

19. Room for Technical Officials/Technical officials

- Identification of Technical Officials

- Training of Technical officials

- Allocation of Technical officials

- Chairs

- Tables

- Refreshments

20. Results Boards

- Locations

- Outside TIC

- Outside Call Room

- Athletes Village

- VIP Room

- Adequate space for displaying results

21. Location of Media

- In stands along finish line

- One room adequately supplied with electrical and internet access

- Desks

- Chairs

22. Mixed Zone for interviews following event

- Tent close enough to finish area

- Chairs

- Secure area

23. Ensuring a clear and clean arena

- Competent Marshal

- Efficient removal of unused equipment

- Close monitoring of number of media personnel on the field of competition at any given time

- Walkie Talkie/Cell phone

24. Ceremonies

a. Opening and Closing Ceremonies neither of which should exceed one hour, and the speeches not exceeding fifteen minutes. They should also include cultural presentations highlighting unique aspects of the island’s culture.

b. Award Ceremonies:

- Identification of the medals team

- Design of medal team clothing

- Liaison re medal presenters

- Route to and from the medal podium

- Accompanying music for movement to and from podium

- Duration of the medal presentation

- Precise scheduling of the medal presentations

25. Security

- Development of Security Plan

- Accreditation Codes for Security

- Determination of Personnel

- Allocation of responsibilities

- Special assignments re VIPs; Village and Stadium

- Daily review of Security Plan

Marketing

- Sponsorship

- Advertising

- Media

- Media Launch

- Determine Media arrangements

- Sale of Rights

- Coverage

- Press Coverage

- Media Passes

- Carifta Games Website

- Regular News Releases

- Public Relations

- Programmes

- Merchandising

- Hospitality

a. Airport

- Schedule of arrivals and departures

- Knowing who is arriving with delegations, especially dignitaries requiring special attention. Knowing numbers is important

- Ensuring speedy passage through Immigration and Customs

- Liaising with Transportation to ensure availability for incoming and outgoing persons

b. Protocol/ Liaison

- Identification of potential liaison officers

- Training of liaison officers

- Identification of liaison officers for each team based on team size

- Liaison officers for technical officials

- Liaison officers for Doping Control personnel

- Liaison officers for special dignitaries

c. VIPs

- Gather data on VIPs in attendance

- Flight schedules

- Airport/hotel pickup

- Fast track accreditation

- VIP transportation

- VIP seating

- VIP results service

- VIP Lounge – full service

- VIP security

- VIP liaison

- VIP awards presentation schedule

NB. Special attention must be paid to servicing the sponsors as per the Sponsors’ Agreement.

Finance & Sales

- Budget

- Sale of Merchandise

- Accreditation

- Age verification using passports/travel documents

- Collection of levy

- Taking of pictures/making ID cards

- Hotel assignment

- Payables/Receivables

- Tickets

- Gates

- Banking

- Insurance

Congresses/Meetings

- Carifta Congress

- CACAC Executive Meeting

- NACAC Meeting

Legal

- Contracts/Licencees

- Risk Management/Insurance

- Personnel

NB. An experienced and/or well-trained individual should head each of the aforementioned Sub Committees.

There must be ongoing evaluation of the performance of each Sub Committee during the preparatory exercise as well as during the Meet and of course at the conclusion of the event.

Prepared by Keith Joseph