Citation
North America, Central America and Caribbean Athletic Confederation (NACAC) 2009 Cross-Country Championships...Cape Canaveral, Florida...Organizational Report by Thelma Wright, Canada...Technical Delegate Report by Wallace Williams, Virgin Islands (ISV)

Material Information

Title:
North America, Central America and Caribbean Athletic Confederation (NACAC) 2009 Cross-Country Championships...Cape Canaveral, Florida...Organizational Report by Thelma Wright, Canada...Technical Delegate Report by Wallace Williams, Virgin Islands (ISV)
Creator:
Wallace Williams, Digital
Thelma Wright
Place of Publication:
St. Croix, Virgin Islands USA
Publisher:
The Virgin Island Space
NACAC
Virgin Islands Council on the Arts Project
Publication Date:
Language:
English
Physical Description:
pdf image and text

Subjects

Subjects / Keywords:
Caribbean Area ( lcsh )

Record Information

Source Institution:
The Virgin Island Space
Holding Location:
The Virgin Island Space
Rights Management:
All rights reserved by the source institution.

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1 NACAC REPORT XC Championships, March 7 9, 2009 Cape Canaveral, Florida Table of Contents Report ................................ ................................ ................................ .............. 2 Fact Sheet ................................ ................................ ................................ ........ 5 Recommendations ................................ ................................ ........................... 6 Appendix I Sample Memorandum of Agreement ................................ ........ 7 Appendix II Delegate roles and responsibilities ................................ ........ 12 To Follow: Final financial information as provided by LOC Technical delegate report as provided by Wallace Williams Outline of technical regulations, bid application and operations manual

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2 Report Following please find a report relating to the NACAC XC championship as appointed organizational delegate. Overall, the event was a success. The organizing committee was experienced and adaptable to requests made through the event. A fact sheet follows with specifics regarding the event to help future hosts in planning. As per the suggested organizational report format, below are specifics relating to the organization of the event. 1. Athlete / Participant Services a. Accommodation Accommodation was provided at the Radisson Resort at the Port. The hotel met with the needs of the delegations. Rooms were assigned 2 to a room. b. Transportation All teams were picked up at the airport and transported to the airport . The distance was approx. 40 minutes . The distance from the hotel to the course was another 40 minutes. It would be beneficial to have accommodations closer to the course if possible. c. Meals Meals were provided in various loca tions and were plentiful. The menu should focus providing the nutrients needed for athletes training (e.g. fruit, salads, vegetables, pasta). d. Course The start line was well marked and the course varied in loops and start position based on the distance of the event. It is recommended that a 2km route be used for consistency in the future and to make the event more spectator friendly. The start line should be 2m wide to ensure consistency from event to event and in accordance with the IAAF. Tents were provided for all countries with USA / Canada having two tents dedicated to each country. Medical staff were housed individually within country tents. T he finish line was well defined with a timing tent at the end.

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3 Tents for countries F inish line well marked Start Line

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4 2. Budget / F inancing No budget was provided in advance, but I will seek a post event financial report to help provide a template for future hosts. 3. Media / Promotion Medals and t shirts were provided to all participants incorporating a logo designed for the event . Nike XC signage was posted on the course. No further banners, advertisement, community awareness was generated. There were no spectators at the event nor was their participation at the community run. 4. Announcing / Spectators The announcer was knowl edgeable and continued to update participants as to start of races. A bull horn versus a broader sound system was used. Music before and during the event could also help create a more spectator friendly event. A 2km route with a grandstand would create a better event to watch.

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5 Fact Sheet City: Cape Canaveral, Chain of Lakes Park Orlando, Florida Date: Saturday March 7, 2009 General Information: # Total Entries # Countries # Officials # Volunteers # Tickets sold 94 9 n/a Entries Trends: 200 8 2007 2006 2005 2004 2003 Participation numbers / Results: # of teams # of athletes Comments JR W 5 30 JR M 5 28 SR W 3 16 SR M 3 20 Financial: US$ Revenues Expenses Surplus/Deficit $30,000 NACAC 2 N ights accom Transportation M eals Schedule Schedule Comments 8:45 community run 4km 9:15am JR W 4km 9:45am JR M 6km 10:30am SR W 6km 11:15am SR M 8km To hold, need min. 100 entrants Need more time between community and Jr W OVERALL EVENT SCHEDULE Thursday Team arrivals Dinner ( 6pm 9pm) Friday Breakfast (6am 8am) Lunch (boxed lunches) Course preview (1pm 4pm) VIP reception (6pm 7pm) Dinner (7pm 9pm) Technical meeting (9pm) Saturday Breakfast (5:30 7:30am) Lunch / Awards (11:30 1:00pm) Team departures

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6 Recommendations A n overall NACAC c hampionship strategy by developed, prioritizing events and associated resources for agreed upon targeted events while addressing opportunities and conflicts with Consulate and CAC . A formal bid process be im plemented based on the above strategy that includes applica nts to s ign a memorandum of agreement to ensure clarity of roles and responsibilities between NACAC , Member Federation and the LOC (e .g. medals, testing , etc ...) T hat a site visit occur for all events a minimum of three months in adva nce. Where events have less than 150 athletes, consideration to have only one appointed d elegate be considered.

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7 Appendix I S ample Memorandum of Agreement AREA CHAMPIONSHIPS AGREEMENT ________________________________________________________________ This agreement is made between the NACAC and the (LOC) for the event to be conducted in location on date. ________________________________________________________________ 1. TECHNICAL MATTERS 1.1 The Local Organizing Committee (LOC) is respo nsible for the provision of site required for the proper conduct of the Championships; including photo/v ideo finish equipment, and public address. 1.2 The LOC shall appoint (with the exception of those officials covered by clause 2.3) all technical officials and assistants required for the proper conduct of the Championships. All costs related to officials ( ex cluding those covered by clause 2.3), shall be met the LOC. 1.3 NACAC will appoint in respect of the Championships: (a) an Organizational Delegate, who shall be responsible for overseeing the organizational aspects of the Championships and for making a report on the same within 30 days of the conclusion thereof; (b) a Technical Delegate, who shall be responsible for overseeing the technical aspects of the Championships and for making a report on the same within 30 days of the conclusion thereof; Any travel costs as sociated with the visits of the Organizational and Technical Delegates will be met by NACAC while a ll accommodations, meals and ground transport costs for these delegates will be met by the LOC. 1.4 The LOC, in consultation with the Technical Delegate, will appoint in respect of the Championships: (a) the Competition Director; (b) the Referees. The names of persons to occupy these positions must be provided to the Technical Delegate at least three months prior to the first day of competition.

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8 1.5 Members of the Council of the IAAF in conjunction with the appointed delegates will constitute the Jury of Appeal for the Championships. 1.6 The timetable for the Championships shall be determined by the LOC, in association and as approved by the appointed technical delegate at t he site visit. 2. ORGANISATIONAL MATTERS 3.1 Federation shall appoint an Organizing Committee (LOC) which shall be responsible for the practical organization of the Championships . 3.2 The appointment of the LOC is conditioned upon the LOC undertaking, in form and substance satisfactory to NACAC and to fully comply with the terms and conditions of this Agreement, the IAAF Regulations and the NACAC Regulations. The LOC shall be jointly and severally liable for all commitments entered into by them, individual ly and collectively, in connection with the organization and staging of the Championships, including any obligations under this Agreement. 3.3 NACAC will carry out its responsibilities through the President and th e duly appointed Organizational and Technic al Delegates. 3. FINANCIAL MATTERS 3.1 NACAC shall contribute funding for the Championships in respect of those items listed on Appendix A. 4.3 The LOC shall provide accommodation and meals for a maximum of 2 00 athletes and officials from each Member Federation e ligible to participate in the Championships as well as for the President and appointed delegates in accordance with the Accommodations Guidelines which are annexed hereto. 4.4 The LOC shall provide a transportation system for the Championships to and from the airport and venue as agreed upon with the appointed delegate. 4.5 The LOC shall retain all revenues generated from the event including: (a) The sale of tickets to the Championship (b) Patronage from Government, Regional, City and other civic authorities (c) All lo cal marketing sponsorships

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9 4.6 Printed Material (a) The LOC shall seek prior approval for any printed material including logo and medal design from NACAC prior to implementation. 4.7 Local Sponsors and Official Suppliers (a) The LOC shall be entitled to recognize, thr ough advertising boards, complimentary tickets, hospitality, the official souvenir program or in any other way agreed by the NACAC , all local sponsors and suppliers of funds, products and services which directly reduce the cost to the LOC of meeting its ob ligations under clause 5.2. 5 DIVISION OF RESPONSIBILITIES 5.1 NACAC shall be responsible for organizing, and unless otherwise provided for, or agreed in writing, the cost of those items listed in Appendix A. 5.2 The LOC shall be responsible for organizing and unle ss otherwise provided for, or agreed in writing, the cost of those items listed in Appendix B. 5.3 These responsibilities should be fulfilled in such a manner and to such a standard as is normally expected for the conduct of an Area Championship. 6 SPONSOR RECOG NITION AT THE MEET 6.1 The exclusivity of NACAC sponsors must at all times be recognized. Where a conflicting ground advertiser exists, the LOC must agree to remove or cover all such signage, advertising or branding within the outer boundaries of the venue. 6.2 T he LOC is entitled to appoint a naming sponsor for the Championships, but must seek the approval of NACAC to the terms and conditions for so doing. ___________________________ ____________________ _ President, NACAC Member Federation ______________________ _______ ____________________________ Local Organizing Committee Date

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10 APPENDIX A AREA CHAMPIONSHIP AGREEMENT NORTH AMERICAN, CENTRAL AMERICAN AND CARIBBEAN AREA Provide to the Local Organizing Committee an agreed advance for the conduct of the Championships. This contribution is herein esta blished as $3 0,000 to be made available no less than sixty days prior to the event. Establish the format for the Championships in accordance with the Rules of the IAAF. Approve all sponsors including compatibility of local sponsors and suppliers. Determine events and timetable in association with the Championships Director. Approve the budget. Appoint Organizational and Technical Delegates. Approve the appointment of key officials under clause 2.4 Approve Championships logo and mascot.

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11 APPENDIX B CHAMPIO NSHIP AGREEMENT LOCAL ORGANISING COMMITTEE RESPONSIBILITIES Provide a venue clean of NACAC Conflicting sponsors. Appoint certified officials for conducting the Competition. Arrange local sponsorship (subject to NACAC approval). Provide accommodations and meals for accredited athletes, team officials in one venue and for additional days or excess members not charge in excess of $85US / day. Meet the costs of venue hire. Organize Championships accreditation procedures. Issue VIP invitations and co ordinate t he provision of facilities, food and beverage for sponsors, NACAC invitees and LOC guests. Organize opening and closing ceremonies and media launch. (if applicable) Arrange local publicity. (if applicable) Provide ground transport to and from the airport t o the village; from the village to the course and return: and to and from any other activities organized as part of the Championships. Provide suitably trained and prepared officials. Provide Championship organization covering: Ground set up Check in and marshalling Provide first aid and medical services. Arrange doping control facilities and supply drinks as required. Arrange compilation, photocopying and distribution of start lists and results. Arrange and host the post Championships function. Provid e flags of all the countries re pre sented in the competition for the award ceremonies. Provide competition numbers and medals for winners. Arrange public liability and any other appropriate insurance. Produce within three months the Championships report inc luding the audited statements.

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12 Appendix II Delegate roles and responsibilities NACAC Delegate Appointment Overview Table of Contents Organizational Delegate Role and Responsibilities ................................ ................................ ...... 13 Technical Delegate Role and Responsibilities ................................ ................................ ............... 14 First Site Visit Agenda Template ................................ ................................ ................................ ... 15 First Day of Event Arrival Agenda Template ................................ ................................ ................. 16 Post Event Report Template ................................ ................................ ................................ ......... 17

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13 Organizational Delegate Role and Responsibilities Appointed by President of delivery of the event. Specific duties include: Representing NACAC at required LOC meetings and with partners, politicians etc... as required Promote and ensure awareness of NACAC involvement and partnership S upports Senior Competitions Management officials in the presentation aspects of the event Ensures a site visit and post event report Attends daily LOC event organization meetings

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14 Technical Delegate Role and Responsibilities Appointed by Pre delivery of the event. Specific duties include: Ensures that the championship event complies with the technical rules of the IAAF / NACAC S upports Senior Competitions Management officials in the presentation aspects (technical) of the competition Serve as a member of the Jury of Appeal Attends site visit, daily LOC event organization meetings during the event and produces a post event report

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15 First Site Visit Agenda Template 1. Technic al elements Schedule Entries i. Eligibility, passport verification Course Details Timing / Results Technical meeting Team manual Bibs Anti doping Medical support Jury of Appeal Referee Officials 2. Organizational elements Organizational planning i. Organizing c ommittee organizational structure volunteers ii. Budget iii. Promotion / Communication Plan Awards iv. Security v. Accreditation Plan vi. VIP/Hospitality (If applicable) Athlete / Participant Services i. Accommodation ii. Transportation iii. Meals iv. Other 3. Site tour Course Accommodation s Hosting locations

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16 First Day of Event Arrival Agenda Template 2009 NACAC XC Agenda March 5, 2009 Radisson Cape Canaveral 9am Restaurant 1. Logistical overview (Jim Estes) a. Final entries b. Overall schedule for event and activities c. Technical meeting a genda key issues d. Medical / Anti doping overview e. Presentation elements (bibs, medals, awards) f. Accommodations / Meals 2. Ideal Event Model (Thelma Wright / Bill Roe) a. Future XC championships b. Future distances c. Increased participation from NACAC / Americas 3. Or ganization / Technical Delegate Role (Joanne Mortimore / Wallace Williams) a. Overall expectations b. Draft Description of duties pre during post event c. Draft agenda for site visit, competition, post competition 4. Site tour a. Course tour (Jim Estes) 5. Other

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17 Post Ev ent Report Template Event Name, Date Technical 1. Timetable 2. Entries 3. Officials/Technical Meeting 4. Doping Control 5. Results 6. First Aid/Medical Organizational 1. Athlete / Participant Services a. Accommodation b. Transportation c. Meals 2. Budget / Financing a. Budget b. Prize mon ey c. Grant d. Overall financial position 3. Media / Promotion a. Web site, communication of event, material circulation b. Announcing/Scoreboards c. Media d. Promotion / Branding