organisation guide of the mercedes-benz uci mtb world cup … · 2020. 2. 19. · organisation...

Organisation Guide of the Mercedes-Benz UCI MTB World Cup / 116


Contents

1 INTRODUCTION ........................................................................................................6

1.1 BACKGROUND ..................................................................................................................................... 6 1.2 WHY AN ORGANISATION GUIDE? ............................................................................................................ 6 1.3 UCI CONTACTS .................................................................................................................................... 7

2 VENUE & COURSE - DESIGN & SECURITY ....................................................................8

2.1 SIGNPOSTING TO THE VENUE .................................................................................................................. 8 2.2 VENUE DESIGN .................................................................................................................................... 8 2.2.1 General ............................................................................................................................................ 8 2.2.2 Description of Facilities ................................................................................................................... 9 2.2.3 Expo / Team / Tech and Exhibition Areas ..................................................................................... 12 2.3 SPORTS ASPECTS ................................................................................................................................ 19 2.3.1 General .......................................................................................................................................... 19 2.3.2 Marshals ........................................................................................................................................ 19 2.3.3 Crowd Control ............................................................................................................................... 21 2.3.4 Maps .............................................................................................................................................. 21 2.4 CROSS-COUNTRY OLYMPIC ................................................................................................................... 26 2.4.1 Definition ....................................................................................................................................... 26 2.4.2 Course design parameters ............................................................................................................ 26 2.4.3 Signage .......................................................................................................................................... 27 2.4.4 Safety ............................................................................................................................................ 28 2.4.5 Start and Finish.............................................................................................................................. 30 2.4.6 Feed / Technical Assistance Zones ................................................................................................ 31 2.4.7 80% ................................................................................................................................................ 34 2.4.8 Security.......................................................................................................................................... 35 2.5 CROSS-COUNTRY SHORT CIRCUIT (XCC) .................................................................................................. 37 2.5.1 Definition ....................................................................................................................................... 37 2.5.2 Course ........................................................................................................................................... 37 2.5.3 Specifications ................................................................................................................................ 37 2.6 DOWNHILL EVENTS (DHI) .................................................................................................................... 39 2.6.1 Definition ....................................................................................................................................... 39 2.6.2 Course ........................................................................................................................................... 39 2.6.3 Finish ............................................................................................................................................. 43 2.6.4 Training Periods ............................................................................................................................ 43 2.6.5 Transportation .............................................................................................................................. 44 2.6.6 Start Area ...................................................................................................................................... 45 2.6.7 Downhill race halt procedure ........................................................................................................ 46 2.6.8 Security.......................................................................................................................................... 47

3 TIMEKEEPING ......................................................................................................... 50

3.1 TIMEKEEPING COMPANY ...................................................................................................................... 50 3.2 BRIEFING ........................................................................................................................................ 50 3.3 ROOM FOR THE TIMING COMPANY ........................................................................................................ 50 3.4 STORAGE ROOM ................................................................................................................................ 51 3.5 INTERNET CONNECTION ....................................................................................................................... 51 3.6 ELECTRICITY ...................................................................................................................................... 51 3.7 NETWORK CABLING ............................................................................................................................ 52 3.8 LOOP ANTENNA CABLING (LOOPSCAN) .................................................................................................... 52 3.9 VOLUNTEERS ..................................................................................................................................... 53 3.10 SCOREBOARD .................................................................................................................................... 55


3.11 TV CABLES ........................................................................................................................................ 55 3.12 RADIOS ........................................................................................................................................ 56 3.13 VEHICLE ........................................................................................................................................ 56 3.14 START ........................................................................................................................................ 56 3.15 LADDER ........................................................................................................................................ 56 3.16 TRANSPONDERS DISTRIBUTION ............................................................................................................. 56

4 REGISTRATION & RACE NUMBERS ........................................................................... 57

4.1 ONLINE REGISTRATION BEFORE THE EVENT .............................................................................................. 57 4.2 RIDERS’ CONFIRMATION ON SITE ........................................................................................................... 57 4.3 RIDER’S CONFIRMATION ROOM ............................................................................................................ 58 4.4 REGISTRATION FEE ............................................................................................................................. 58 4.5 RACE NUMBERS ................................................................................................................................. 59 4.5.1 Layout ............................................................................................................................................ 59 4.5.2 Numbers ........................................................................................................................................ 62 4.6 FEED / TECHNICAL ASSISTANCE ZONE PASSES .......................................................................................... 62

5 PLANNING & SCHEDULES ........................................................................................ 63

5.1 MONTHLY AND WEEKLY BUILD UP .......................................................................................................... 63 5.2 DAILY BUILD UP .................................................................................................................................. 63 5.3 DAILY PREPARATION MEETINGS ............................................................................................................. 65 5.4 TYPICAL SCHEDULES ............................................................................................................................ 65

6 UCI TECHNICAL DELEGATE, SECRETARY & COMMISSAIRES’ PANEL ............................ 66

6.1 UCI TECHNICAL DELEGATE ................................................................................................................... 66 6.2 COMMISSAIRES’ PANEL ........................................................................................................................ 66 6.2.1 General .......................................................................................................................................... 66 6.2.2 The role of the comissaires’ panel ................................................................................................ 66

7 HUMAN INFRASTRUCTURE ...................................................................................... 69

7.1 INTRODUCTION .................................................................................................................................. 69 7.2 JOB TITLES AND DESCRIPTION ................................................................................................................ 69 7.3 LOOKING AFTER VOLUNTEERS ............................................................................................................... 73

8 ACCREDITATIONS .................................................................................................... 74

8.1 RAINBOW PASS.................................................................................................................................. 74 8.2 ACCREDITATIONS ESTABLISHED BY THE ORGANISER .................................................................................... 75 8.2.1 Accreditation ................................................................................................................................. 75 8.2.2 Accreditation centre...................................................................................................................... 75 8.2.3 Media accreditation form ............................................................................................................. 75 8.3 MEDIA IDENTIFICATION SYSTEM ............................................................................................................ 75 8.4 PARKING PASSES ................................................................................................................................ 76

9 MARKETING ASPECTS .............................................................................................. 77

9.1 MARKETING AND SPONSORSHIP RIGHTS ................................................................................................. 77 9.1.1 UCI/Organising committee marketing and sponsorship rights ..................................................... 77 9.1.2 Marketing plan .............................................................................................................................. 77 9.1.3 Organising committee and UCI partners’ hierarchy ...................................................................... 78 9.2 ORGANISING COMMITTEE’S COMMERCIAL PARTNERS ................................................................................. 78 9.3 UCI OFFICIAL PARTNERS ...................................................................................................................... 78 9.3.1 UCI official partners – list and logos .............................................................................................. 78 9.3.2 UCI and organising committee product categories ....................................................................... 78


9.3.3 Partners logo on all official structures .......................................................................................... 78 9.3.4 Contact with the UCI official partners ........................................................................................... 79 9.4 ADVERTISING ON THE COURSE ............................................................................................................... 79 9.4.1 Visibility of advertising material on the course ............................................................................. 79 9.4.2 Advertising structures on the course ............................................................................................ 79 9.5 OTHER PARTNERS SUPPORTS / AREAS / ACTIVITIES .................................................................................... 80 9.5.1 Expo area (or official event partners’ area) and exhibition area .................................................. 80 9.5.2 Sampling materials and promotional activities ............................................................................. 81 9.5.3 Video clips for video screens ......................................................................................................... 81 9.5.4 Announcer ..................................................................................................................................... 81 9.5.5 Feed/technical assistance zone ..................................................................................................... 82 9.5.6 Course tape ................................................................................................................................... 82 9.6 AMBUSH MARKETING ......................................................................................................................... 82 9.6.1 The implications of ambush marketing ......................................................................................... 82 9.6.2 Unauthorised use of the World Cup event brand ......................................................................... 82 9.6.3 Unauthorised branding on the course .......................................................................................... 82 9.7 IMPLEMENTATION OF ADVERTISING ........................................................................................................ 83 9.7.1 Generalities ................................................................................................................................... 83 9.7.2 Boards and banners ...................................................................................................................... 83 9.7.3 Inflatable structures ...................................................................................................................... 83 9.8 PLACEMENT OF ADVERTISING MATERIALS ................................................................................................ 84 9.8.1 Operational implementation plan ................................................................................................. 84 9.8.2 Official training – advertising in place ........................................................................................... 84 9.8.3 Implementation company ............................................................................................................. 84 9.9 SIDE EVENTS ...................................................................................................................................... 84 9.9.1 Definition ....................................................................................................................................... 84 9.9.2 Validation of Side events ............................................................................................................... 84 9.9.3 Sponsorship structure ................................................................................................................... 84

10 MEDIA & RELATED WORK........................................................................................ 85

10.1 INTRODUCTION .................................................................................................................................. 85 10.2 ELECTRONIC MEDIA RIGHTS ................................................................................................................. 85 10.3 TV PRODUCTION ................................................................................................................................ 86 10.3.1 Live and 26min highlights magazines ............................................................................................ 87 10.3.2 News .............................................................................................................................................. 87 10.3.3 Local and national channels .......................................................................................................... 87 10.4 REQUIREMENTS FROM THE ORGANISING COMMITTEE FOR THE ONSITE PRODUCTION ........................................ 87 10.4.1 Equipment transport and scaffolding ........................................................................................... 87 10.4.2 Electric power ............................................................................................................................... 88 10.4.3 Rigging and de-rigging of camera cables ....................................................................................... 89 10.4.4 Cable assistants at start and finish ................................................................................................ 89 10.4.5 Scouts ............................................................................................................................................ 89 10.4.6 GPS data from the course ............................................................................................................. 89 10.4.7 Commentary position .................................................................................................................... 89 10.4.8 TV Compound ................................................................................................................................ 90 10.4.9 TV Office ........................................................................................................................................ 90 10.5 LIVE BROADCAST ................................................................................................................................ 90 10.5.1 Before the race .............................................................................................................................. 91 10.5.2 During the race .............................................................................................................................. 91 10.6 MEDIA ACCREDITATION ....................................................................................................................... 91 10.7 BIBS ........................................................................................................................................ 92 10.7.1 Movement during the race ........................................................................................................... 92 10.7.2 XCO finish area .............................................................................................................................. 93


10.7.3 DHI finish area ............................................................................................................................... 94 10.8 MEDIA CENTER .................................................................................................................................. 94 10.9 MIXED ZONE ..................................................................................................................................... 95 10.10 FLASH INTERVIEW/FLOWER CEREMONY................................................................................................... 95 10.11 DIGITAL ........................................................................................................................................ 96 10.11.1 Website ......................................................................................................................................... 96 10.11.2 Social media .................................................................................................................................. 96

11 COMMUNICATION .................................................................................................. 98

11.1 BEFORE THE EVENT: TEAM INFO ............................................................................................................ 98 11.2 DURING THE EVENT: COMMUNIQUES ..................................................................................................... 98 11.3 PHOTO COPYING ................................................................................................................................ 98 11.4 COMMUNIQUES POSTING AND DISTRIBUTION ........................................................................................... 99

12 AWARDS CEREMONY ............................................................................................ 100

12.1 AWARDS AREA ................................................................................................................................. 100 12.2 PROTOCOL / RUNNING ...................................................................................................................... 101 12.3 GENDER EQUALITY CHARTER .............................................................................................................. 102 12.4 UCI WORLD CUPS AWARD CEREMONIES POLICY .................................................................................... 102 12.4.1 Running Order ............................................................................................................................. 103 12.4.2 Leader’s Jersey ............................................................................................................................ 106 12.4.3 Prizes ........................................................................................................................................... 106 12.4.5 Example of a Ceremony Running Sheet ...................................................................................... 107

13 ANNOUNCING....................................................................................................... 109

13.1 ANNOUNCER INFORMATION ............................................................................................................... 109 13.2 SOUND SYSTEM ............................................................................................................................... 110

14 ACCOMMODATION AND OTHER COSTS ................................................................. 111

14.1 ACCOMMODATION ........................................................................................................................... 111 14.2 TRANSPORT..................................................................................................................................... 111 14.3 CATERING DURING COMPETITIONS ....................................................................................................... 111

15 ANTI-DOPING CONTROL ........................................................................................ 113

15.1 INTRODUCTION ................................................................................................................................ 113


1 INTRODUCTION

1.1 Background

History The modern Mountain Bike phenomenon started in the United States of America just north of the city of San Francisco in an area dominated by Mount Tamalpais. In the early 1970’s, members of the Velo Club Tamalpais banded together for the challenge and exhilaration of piloting their machines down Mt. Tam's twisting fire roads. The one speed bikes they rode were called "ballooners". They would push these fifty pound monsters up the mountain just for the rush of the downhill. In 1974 the first bike was built with a rear derailleur, five speed freewheel, thumb shifters, triple crank, motor cycle brake levers and seat post quick release. They coined the term "Mountain Bike". In 1979 the first production bike was built, and rest is history. The first UCI Mountain Bike World Cup comprised of Cross-country events only was held in 1991 and made of 9 events in 7 different countries. John Tomac and Sara Ballantyne, both Americans, won the overall that year. A couple of years later, Downhill was introduced and six rounds in five countries crowned Jürgen Beneke and Regina Stiefl both from Germany. Philosophy The sport of Mountain Bike Racing evolved from recreational off road cycling where the emphasis is firmly on the rider being self-reliant and self-contained, and with an importance on equipment reliability. Although the sport has evolved and riders can now receive some technical support, the spirit of mountain bike racing is still based on individual ability, reliable equipment, and a duty of care to the environment and natural surroundings where competition takes place.

1.2 Why an Organisation Guide?

The Mercedes-Benz UCI Mountain Bike World Cup is the premier mountain bike race series in the World. The organisation guide is a useful tool for the improvement of the World Cup organisation and promotion. It has been created in order to ease the organiser’s tasks and to help save some time. This guide includes a maximum of Information regarding the rights and obligations linked to the organisation of the Mercedes-Benz UCI Mountain Bike World Cup. It can be considered as a job description or a tool to help optimise the organisation of your event. The overreaching goal of the Mercedes-Benz UCI Mountain Bike World Cup is to provide a positive experience for the riders, partners, public and media. This may require some harshness in the organisation without excluding the friendly side.


1.3 UCI Contacts

The UCI contact persons will be as follows: Peter Van den Abeele UCI Deputy Sports Director & UCI Head of Off-Road [email protected] +41 24 468 58 11 Annelyse Torrent Day UCI MTB Coordinator [email protected] +41 24 468 58 11 Simon Burney UCI MTB Deputy Coordinator [email protected] +44 7798 835644 Caroline Constantin UCI MTB Deputy Coordinator [email protected] +41 24 468 58 11 Emmanuel Blanchard UCI Key Account Coordinator [email protected] +41 24 468 58 11

mailto:[email protected]






2 VENUE & COURSE - DESIGN & SECURITY

2.1 Signposting to the Venue

It is essential to extensively signpost the venue of your event before all teams, media and spectators arrive on site. Even if your event has been a World Cup in the past, they will be always new people attending your event. Large signs and arrows must:

• Be in place at least on Monday before your event

• Be in place from all main access roads

• Be written in the language of the host country and in English

• Have the UCI MTB World Cup logo

• Be big enough to be easily recognizable These signs and arrows are also a good promotion tool.

2.2 Venue Design

2.2.1 General

A properly designed venue will facilitate good crowd control and provide participants with an adequate start/finish and staging area. Each organiser must submit its venue design to the UCI. While designing the venue, priority must be given to certain facilities. At the venue, there should be alternate areas and paths for spectators, staff and media that don’t interfere with the race. Alternate routes should be clearly marked for the entire length of their course. Start/Finish area must be the heart of the World Cup venue. For double events, there should be 2 finish lines (XCO and DHI). The area must work well with traffic flow. Be aware of where the riders are to warm up satisfactorily, where they must be marshalled for pre-staging or call up, and where they are to exit


the finish area. The mixed zone or flash interview area must be well thought out, and in general, the linkage between all of these facets must be planned well so that spectator traffic does not conflict with competitor, officials and media traffic. In order to help all parties to find their way at the venue, it is recommended to have a map and to post it in strategic locations.

2.2.2 Description of Facilities

Providing good and proper facilities is essential for the smooth running of an event. The success of the event will certainly be related to the provision and planned operation of the facilities. If riders, teams, media and public cannot find, see or hear your facilities the whole point of providing them will be lost! Therefore, all facilities must be:

• Carefully located

• Easy to find/see/hear

• Included on site maps

• Clearly sign posted Organisers Office A room in an appropriate building adjacent in the race village is the ideal. The room must have an internet connection. Riders’ confirmation room A building with appropriate space, heat, light and power points is essential – marquees are not acceptable. Please refer to specific section in the guide for rider’s confirmation room. Team managers’ meeting room This room shall accommodate approximately 60-70 people for XCO and 30 people for DHI to allow a meeting of team managers to be held as per the program. A table, positioned to face the audience, allows the President of the Commissaires’ Panel and the UCI Technical Delegate to provide the latest information and/or regulations to be observed during the event. LOC must provide a projector in the team manager’s meeting room in order to show the presentation and information about the event (course map, technical zones, etc.). A sound system with a cordless microphone should be set up in advance to allow the speakers to impart their information. VIP and Hospitality VIP and hospitality programmes are vital in order to attract local authorities, politicians, executives, sponsors and sponsors clients. VIP facilities, including a dedicated VIP room, shall be prepared and


made available by each organiser. The VIP area must include a indoor (covered) and outdoor (balcony) area. VIP tickets The organising committee must produce physical or digital VIP tickets. The tickets will include all official partners (or none of them) and the event logo must be displayed. These tickets will either be sent to VIP guests ahead of the event (at least 2 weeks before the event) or distributed on site via a pick-up desk specified by the organising committee. Location The VIP area should be located near the finish line in close proximity to the event venue/race action. It must be easily accessible and clearly sign-posted. Ideally, it should be a raised area, possibly a balcony, enabling a panoramic view of the course and the competitors crossing the finish line. All VIP guests must be invited to the same area, i.e. the VIP area cannot be split over several locations. Please ensure there are toilets nearby. Furniture and set-up As a VIP guest, it is important that the experience in the space be premium. The furniture is expected to be of good quality. The VIP area must be spacious, comfortable and have enough seats and armchairs for the number of VIP tickets offered/sold for the event - 1 seat for 2 people on average. The buffet sections as well as the tables have to be covered with white table clothes. The VIP area must be equipped with a desk at the entrance Sufficient number of TV screens must showing the live racing – 1 TV per 50 guests. The UCI might also provide UCI branding such as table clothes, table runners, etc. Welcome boards will be positioned at the entrance and in view inside the VIP area. Opening hours The VIP area shall be opened at least 45 minutes before the event and 30 minutes after the event. The standard procedure is that when a VIP arrives with the VIP ticket, the identification allows the ticket holder to access the VIP area throughout that day of competition. Any other system must be discussed and approved by the UCI MTB Coordinator. Accreditations will not necessary give access to the VIP area.


On request, UCI members or UCI spouses should have their own area, within the VIP area. This area is identified by a board or notices placed on the tables. These signs will feature the visual identity of the Mercedes-Benz UCI Mountain Bike World Cup. Food and drinks High quality catering and service, which meets international standards, has to be provided. A variety of hot and cold drinks as well as a three course hot and cold buffet has to be offered to VIP guests. All costs arising through the VIP catering have to be covered by the organiser. Showers Shower units are strongly recommended especially in cold weather. Catering Good quality catering facilities to provide a choice of hot and cold food (consider vegetarians). Toilets Toilets must be provided for riders, race staff and spectators to the ratio of 1 per 600 expected users. These must be flush toilets. All toilets should be regularly checked and maintained during the day. Toilets for officials must be clearly separated from spectator toilets. They should be clearly marked male or female. It is also a good idea to place several near/in:

• The team area

• The offices

• Start areas of each course Other Facilities:

• Area for bike washing, with at least five high pressure jets (eight for double events). It is ideal to set it up on asphalt. Wooden pallets make a good floor if the area becomes too muddy due to rain or high usage of the water jets. The bike wash must be available for free to all teams and riders taking part to the event. A separate bike wash should be set up for the side event.

• Area for spectators to store bikes securely. Ideally a "Cycle Crèche", with full time supervision. Here people can store their bikes all day with peace of mind and not take them on the course where they become a safety concern.


• Volunteers’ room. Room where equipment (bib, radios, whistles, flags, etc.), food and drink will be collected. Daily briefings are also made in this room.

• Organise with your hotels to maintain secure rooms for storing the athletes’ bikes if they are not permitted in the rooms.

• On site or nearby camping facilities.

• Marshalled car parking areas with competitors separate from spectators (minimises bike thefts). Parking for UCI staff, TV, media and VIP should be as close as possible to the Start/Finish, registration, VIP and media services.

• A medical system will be installed in order to give assistance to all riders at all points of the course with the least possible delay.

2.2.3 Expo / Team / Tech and Exhibition Areas

If the expo area is located outdoors, the Organising Committee is to ensure and cover the costs to have an expo ground that is solid, stable, flat, that can support expo trucks of for example 6000kg and that does not suffer from standing water during/after periods of rain. See article 9.5 fore more information.

A surface of 8’000m2 is usually used for double events in Europe.

2.2.3.1 General map of the area


2.2.3.2 Team Area

Mountain bike racing is supported a great deal by MTB UCI teams and the industry in general. The contribution they make to the success of the sport is substantial and deserves an accommodating approach by race organisers. Services such as security, reasonable power, access to water and daily garbage collection should be planned. Note that water and waste disposal must be provided free of charged to the different teams and technical support companies. In addition, a maximum of EUR 100 (all prices include taxes) can be charged for electricity. The concept of UCI Elite MTB Teams was introduced in 2011. Thirty teams (15 XCO teams and 15 DHI teams) get extra privileges compared to the UCI MTB Teams. Part of these privileges is linked to the technical area. Free of charge space must be made available as follow:

• UCI Elite MTB Teams: 80m2

• UCI Elite MTB Teams (XCO and DHI): 100m2

• UCI MTB Teams: 30m2

• National Teams: 30m2 In order to improve the priority placement of the UCI Elite MTB Teams in the team area, the dimensions of each team for each of the events is required. This way, the process will be :

• Middle of March: each organiser will receive a list of the UCI Elite MTB Teams with their space requirements

• Organisers will work on a map and submit it to the UCI MTB Teams to be placed according to UCI MTB Team Standings


• The UCI will check, change, agree on the positions of the UCI Elite MTB Teams

• Once the map is signed off, all other teams will be placed according to the following priority order: UCI MTB Teams, National Teams, Other teams

All teams, including UCI Elite MTB Teams, have to book ground space, material and services through the booking form at least one month prior to the event. Note that in the team area, no sales or commercial activities (other than team merchandising) are allowed. For sales or commercial activities, a space must be booked and paid at expo rate. A maximum rate of EUR 10 / m2 and EUR 100 for power supply has been set for UCI MTB ELITE Teams, UCI MTB Teams, National Teams and Technical Support. Below you will find a template of the booking form that can be used for the World Cup. The form should be available early enough on your website and available in English. The form must be sent to the UCI for approval. In order to “educate” the teams, a deterrent penalty should be applied in three cases (suggested amount : EUR 150 to 500):

• Late booking (after the deadline)

• Partial or no use of the space booked

• Early departure (before the start of the last competition on Sunday). In all cases, fees must be mentioned in the booking form.

2.2.3.3 Technical Area

Technical Support companies play a key role at the event as they offer free assistance to their sponsored teams and riders. Therefore, a “Tech Alley” was introduced in order to give such companies a central location within the village. Some criteria are required for companies to be part of this alley:

• No merchandising or sales of products

• Presence at World Cups in a minimum of 2 continents

• Professional appearance: minimum of branded tents and vehicles. No caravans or rental vehicles.

A list of technical support companies will be sent to the organisers by middle of March. All technical support companies have to book ground space, material and services through the booking form at least one month prior to the event.


Ideally, the sponsor/team/tech and expo area should be set up as per the map below.

All areas must be clearly marked (on the ground or with tape) to avoid set up problems and delays.


2.2.3.4 Example of a booking form

BOOKING FORM Team & Expo Area

Company name

(for invoice):

Contact person

(for installation):

Exhibitors brand or

Nation/Federation:

Adress for invoice:

(Street,Postcode,City)

Country:

Email address:

Web address: Phone number:

Arrival day: Departure day:

The booking form must be complete with the size of the team/exhibitors who will be attending the

Out of Bounds Festival. Please return to the Organising Committee (OC) before May 9th, 2016.

Mercedes-Benz UCI Mountain Bike World Cup:

Size Range UCI Elite MTB Teams

UCI MTB Teams

IMTTO Members / Tech Alley

NON-UCI Teams

National Teams

Expo Area

Up to 30m2 No Charge No Charge € 10,-/m2 € 20,-/m2 No Charge € 25,-/m2

31-80 m2 No Charge € 10,-/m2 € 10,-/m2 € 18,-/m2 € 10,-/m2 € 22,-/m2

81-100 m2 € 10,-/m2 € 10,-/m2 € 10,-/m2 € 16,-/m2 € 10,-/m2 € 20,-/m2

101 m2 and over

€ 10,-/m2 € 10,-/m2 € 10,-/m2 € 14,-/m2 € 10,-/m2 € 17,-/m2

Power Supply € 100,- € 100,- € 100,- € 100,- € 100,- € 100,-

230 V - Please bring your own cables!

Please announce activities (signing session/competition/tombola,..) here for our FLYER:

Water A dedicated bike wash area is supplied.

It’s not allowed to wash bikes at the team & expo area.

Security Overnight security is provided on the venue by organiser June 9th-12th, 2016. The security team will be roaming the team/tech/expo village.


Tickets & Parking pass

You will get 4 weekend passes (valid for the visitors-area) and 1 parking pass (valid outside the area on a declared car park) free of charge on your arrival at the Team & Expo Area registration.

You will get your lift ticket with your rainbow-pass at the Accreditation.

Size of stand and vehicles All stands must be rectangular or square. Stands will normally adjoin other stands, so if vehicles are included in the stand space, then you must book enough space to remove the vehicles without affecting neighbouring stands. The ground surface of the area is gravel or asphalt.

Need of Space (in square meters)

Length in meters Depth in meters Total square meters (m2)

Booking of Space and confirmation

Area in m2 Stand rate (€) Total cost of Stand rate (€)

free of charge

€ __________

Power Supply (230 V) € __________

Late booking fee € 150,00.

If booking received after May 9th

(Also obligation to pay on site: if only partial or no use of the space booked or early departure (before June, 7th)

€ __________

TOTAL Cost in €: € __________

+ tax € __________

TOTAL Cost in €: € __________

VAT NUMBER: ______________________ (for tax free invoice)

All invoices will be raised in Euros. If you are an Austrian company or do not have a VAT number, you are obliged to pay the applicable taxes.

PAYMENT DATES CANCELLATION CHARGES & DATES

% non refundable / for cancellation done


100% Full payment due to time wit booking

50% before May 9th , 2016

100% after May 9th, 2016

Late booking fee (€ 150,00) starts from May 10th , 2016 (also for UCI Elite Teams )

To valid your reservation the total amount needs to be paid due to time with booking. PAYMENT Payment by bank transfer: Payable to: Saalfelden Leogang Event GmbH, Mittergasse 21a, 5760 Saalfelden, AUSTRIA Raiffeisenbank Leogang: IBAN: AT37 3503 1000 0007 3502 BIC: RVSAAT2S031

Payment by credit card:

Name (as it appears on the card):

Card Number:

Expiry number:

Security Code: (3 numbers)

On behalf of the above named company, I confirm this booking to exhibit at the Out of Bounds Festival (UCI Mountain Bike World Cup and 26TRIX), and authorise payment as per enclosed details. I agree with the general terms and conditions.

Signature:

Date:

Please return completed form or ask me for additional questions: Julia Riedlsperger | [email protected]

Phone: 0043 6583 8219-19 | Fax: 0043 6583 8219-33

You can fill out the form online in 3 steps: * Open form on your computer

* Print form as PDF (PDF maker: http://de.pdf24.org/ ) *Send form to [email protected]

Saalfelden Leogang Event GmbH | Mittergasse 21a | 5760 Saalfelden www.outofbounds.at | www.mtb-weltcup.at | www.bikepark-leogang.com

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http://www.outofbounds.at/

http://www.mtb-weltcup.at/

http://www.bikepark-leogang.com/


Confirmation of the ORGANISER:

Signature: __________________________ Date: ______________________ Payment received!

2.3 Sports Aspects

2.3.1 General

The organisers of a UCI World Cup event must ensure that the event complies with the civil and legal responsibilities of the competitors towards third parties. All new courses will be checked before by the UCI Technical Delegate. These checks should take place by preference a minimum of six months before the event. All courses must have alternatives for bad weather. The success of the event will be totally compromised if the course becomes unrideable due to bad weather. Do not underestimate the requirements of alternatives - they must be all weather, and, above all, avoid mud and grass. All security systems/safety equipment must be thoroughly tested prior to each event. The TD may suggest minor changes to courses or race systems up to 48 hours before the event. Organisers must be prepared to work with the Technical Delegate to provide the best solution in case of last minute problems.

2.3.2 Marshals

In the appendix, you will find the marshal’s hand book for specific details on marshalling. Each organiser will receive the revised marshal’s hand book by email and must print out the marshal hand book with the course maps to provide to all his marshals. Marshals must be properly briefed and familiar with all relevant UCI regulations. Proper marshalling is a key element in reacting to an emergency. Marshals requirements:

• The minimum age for marshals is the age of legal majority of the country where the competition takes place

• Should be easily identifiable with a distinct mark or uniform (not in a fluorescent colour which spoils the photos)

• Should each have a whistle, a radio, appropriate clothing, food and drink

• Should speak the language of the country where the competition takes place and also English


Marshals placement: The placement of the marshal’s is carried out by the organising team and approved by the UCI Technical Delegate and President of the Commissaires’ Panel at the event. During the event, the Marshal Coordinator can alter marshal placement after discussion with the UCI Technical Delegate and President of the Commissaires’ Panel. This may be appropriate in bad weather, if marshal numbers differ from those planned or if there are any specific issues that arise during the event. Key points for marshal placement:

• Each marshal must be in eyesight of each other (for Downhill + 4X).

• Extra marshals must be placed at high-risk areas.

• Extra marshals must be placed at areas with large volumes of spectators.

• Marshals must be placed in safe areas of the track, away from high-speed crash zones.

• Each Marshal point must be clearly marked on course with a sign displaying its number.

• Extra Marshals should be placed at spectator crossing points. Marshals communication: The better the link between marshalling and the UCI the better the event will operate. Marshal coordinators should meet with the UCI team at the start of the event to clarify any questions they may have. Should the UCI staff or organising team need to communicate something through the marshals, it is the role of Marshal Coordinator to do this.

Communication chain from UCI Communication chain from Marshal


2.3.3 Crowd Control

Crowd control is important. Plan your system and any crossing points carefully. Make sure that all staff knows about the accreditation system, and accreditation is policed. The best way to avoid spectators walking on or crossing the course is to clearly signpost crossing doors/crossing points. When placing signage don’t forget to put it at a minimum height of two metres (above heads).

2.3.4 Maps

Course map should be provided to UCI for validation. In order to bring some consistency to the series, all maps must be done with Google Earth. By inserting GPS data into Google Earth, the following maps can be generated:

• Flat maps

• 3D maps (using for track introduction by the TV production company)

• Profiles Course GPS data must be provided by the organising committee at the latest six weeks before the event to the UCI. The GPS data must be very accurate (not last year course information), this is important for TV production. In addition, please provide also a map with the name of the sections which will be used also for TV productions. On site: one SINGLE map with all needed information (split time, camera position, course, etc) should be provided and will be added to a UCI communiqué.


2.3.4.1 Course Maps

Maps of the race course, venue and surrounding area are critical and a core component of the events. Each map must identify the following information:

• Distance marked each kilometre and total distance

• Amount of climbing/descending per lap in meters

• Type of terrain on each part of the course

• Names for special sections of the course

• Location of any water crossings, bridges or overpasses

• Elevation - highest, lowest, start/finish and every few hundred meters the elevation should be identified

• Steep grades

• Location of access road

• Location of alternate routes for spectators Course maps must be provided by the organising committee at the latest four weeks before the event to the UCI.


2.3.4.2 Medical Maps

The medical map should indicate the same as above with the addition of the location of each marshal and medical personnel. It should also indicate:

• Red flag positions for Downhill events

• Location of alternate routes for first aid vehicles access

• Helicopters Drop Zone Medical maps must be provided by the organising committee at the latest four weeks before the event to the UCI.


2.3.4.3 Media Maps

The media map should indicate the same as course maps with the addition of where key photo zone are and alternative routes for the journalists. When possible have separate routes for spectators and media. Indicate short cuts from one part of the course to the other on foot. This allows photographers to shoot the start line and then retreat to photo zone without clashing with spectators.


2.3.4.4 Marshals Plans

Please refer to the marshal parts specific for cross-country Olympic and specific for Downhill in this guide. Marshals maps showing the location and placement of each marshal on course must be provided by the organising committee at the latest four weeks before the event to the UCI. Each marshal point should be clearly numbered. Medial team placement must also be clearly marked.


2.4 Cross-country Olympic

2.4.1 Definition

The circuit for a format cross-country Olympic event shall be between 4km and 6km in length. The course must be marked every kilometre by a sign indicating the distance remaining to the finish line.

2.4.2 Course design parameters

The course for a cross-country race should include a variety of terrain such as road sections, forest tracks, fields, and earth or gravel paths, and include significant amounts of climbing and descending. Paved or tarred/asphalt roads should not exceed 15% of the total course. Aim to have 85% of each lap off-road.


The course must be wholly ridable even in difficult weather conditions. Parallel sections must be provided on sections of the course likely to deteriorate easily. When designing a course consider the requirements of spectators and television, as well as the riders. Creating a course in a small area allows spectators to see the riders multiple times per lap, and can be a big advantage for television coverage and production. A smaller area creates a nicer event atmosphere and is easier for you to manage.

The course also needs to keep spectator accessibility in mind. Alternative routes for spectators should be designed which give access to viewing areas. These routes should be clearly marked using directional signs. Design your course so that no riding or walking on the course is required to access spectator points. If there are natural obstacles or interesting sections on the course be sure to provide easy access for the spectators to maximize the effect of such sections. Be sure also to provide cordoned off areas for the media within these sections. The course must be ready for the UCI course inspection as scheduled in the programme.

2.4.3 Signage

Where sections have multi-line options clear signage indicating the options and double and triple arrows should be implemented before training starts so riders are aware that they are approaching a “feature” that could carry a risk.


2.4.3.1 Sections

Come up with memorable names for particular sections of the course. The section names are discussed between the LOC and the UCI to link them with the events’ sponsors four weeks prior to the event. This helps the announcers to provide a location on the riders in their commentary, as well as helping the officials, team managers and spectators in referring to sections of the course when discussing it.

2.4.3.2 Marshal points

Have the marshal positions indicated by numbers posted at their positions prior the technical delegate’s course inspection early on the race week. This will assist greatly in referring to sections of the course where work needs to be carried out, but most importantly, will assist the technical delegate in reviewing the placement of marshals on the course.

2.4.4 Safety

2.4.4.1 Rider safety

With recent interest and developments in course ‘features’ such as rock gardens and jumps certain steps should be taken to reduce the possibility of injuries to riders. A significant number of rider injuries occur during training when riders are trying sections for the first time, so it is important that all safety precautions (signage, padding, medical evacuation plan, marshals, etc) are implemented from the time first training starts.


2.4.4.2 Rock gardens

Rock Gardens should have a ‘Safety Zone’ that is clear of spectators and which should also be clear of rocks so if a rider crashes out of the tapes the possibility of serious injury to themselves or spectators is reduced.

2.4.4.3 Jumps

Step-up jumps and large gap-jumps that are not rollable should be avoided. All jump sections should also be rollable and should have an alternative ‘B’ line for any riders who do not wish to jump. Where possible try and make jumps look natural with earth (BMX style) and avoid man-made wooden ramps.

2.4.4.4 Course marking

With the exception of areas of high spectator concentration, course taping is best done low ; a height of 50cm – 60cm is ideal. This gives nice clear shots for television and photos, and reduces the damage caused by wind and spectators lifting tape to cross the course. In busy spectator areas double tape is recommended to reduce spectators crossing the course.

Marking around ‘features’ should be given extra consideration to ensure the safety of any riders who crash. Ensure there is adequate space on crash-lines, keep spectators further away, ensure course marking posts are positioned off crash-lines and padding is secure. In appropriate areas, such as walls, on course tree stumps, on course tree trunks, hay bales or padding adequate to protect the riders must be used. Padding must be secured so that it does not move off its position when hit by a rider. Marshals must also be placed within sight of all padding and protective hay bales to ensure that their position is restored before the next rider approaches. In appropriate areas, such as along the edge of steep drops, catch nets which comply with ski federation norms must be used. Therefore, it is strongly recommended to use mesh fencing covered by a canvas plastic sheet in dangerous/extreme section. Otherwise, normal mesh will be authorised. Any wooden bridges or ramps must be covered with non-slip surface (carpet, roofing paper, or special anti-slip paint).


Where possible, roots, stumps, protruding rocks, etc. should be highlighted in biodegradable fluorescent paint to give increased rider reference at speed. Large roots in damp single track sections may have notches cut in them which will not affect the tree they belong to, but will stop the tyres of the bike slipping along the root.

2.4.5 Start and Finish

An aesthetically pleasing gantry must be provided for the start and finish of the cross-country races by the organiser. The start/finish line must be at least 8 meters wide. Hard barriers are required for the start and finish areas.

2.4.5.1 Call up area

There must be a suitable large area where riders can warm up prior to being called into the call up boxes. The call up boxes should be marked out using barriers with an entrance to each box from the side & an exit into the adjacent box. Each box should be large enough to accommodate 30 riders. A smaller box must be set up next to the start arch for the top eight riders of the World Cup standings present at the event. In fact, for TV reasons, the top eight riders of the Elite categories will be called last (number 8 to number 1) on the start line.

Please see to the call-up procedure in Appendix 7. Please provide posts or sign boards at the entrance to each box on which to attach the signs indicating the rider numbers for each box. The signs indicating the numbers of the riders per box are provided by the UCI.

2.4.5.2 Start line

A start line should be white painted once the UCI implementation team and Timing have set up the gantry and timing system. The exact position of the start line should be confirmed with the Technical Delegate. The 8m wide start line should also be divided into 8 x 1m « boxes » for the top-8 call up and numbered 1 – 8 from left to right.


2.4.5.3 Finish line

2.4.6 Feed / Technical Assistance Zones

One of the most important facets of the course, as far as team managers and commissaires are concerned, is a well planned feed/technical assistance zone. The Technical Delegate and President of Commissaires’ Panel will determine with the collaboration of the race director the final layout and set-up of these areas. Feeding and assistance must take place on the riders’ right hand side, wherever possible. The most ideal feed/technical zone is 100m to 120m in length, on a wide relatively smooth section of the course, within 500m of the start/finish area. The length allows for the feed/technical zones not to be too densely populated. The wide section of the course means those not wishing to be fed or needing technical assistance can pass on the left hand side. Having the feed zone within 500m from the finish allows easy access by managers, commissaires and your staff. It is also ideal to follow the feed zone/technical assistance zones with a section of the course that is flatter and less technical so that there is a chance for the riders to take on the fluid and food they have just received without risk. The organiser should have people ready to set up feed/technical assistance areas at short notice.


Do not forget to think of the comfort of team staff members. Some items that can be provided for the comfort of team managers include portable toilets, (situated close by, not necessarily in the feed zone), under cover shelter behind the zone, and cut the grass in the area so it is possible to sit comfortably. It would also be good to provide a sound speaker connected with the announcers so the team staff members can keep track of the racing and be entertained. In the case the organiser would like to set up tents in the feed / technical assistance zone to protect the team staff from the rain or the sun, all tents must be clear of advertising. No neutral feed or technical assistance zone can be set up by the organizer. Have marshals ready to assist the commissaires in the controlling of these areas, and in ensuring they are spectator free. In case a feed/technical zone is further than 1km from the start/finish area, the organiser must organise a shuttle service for the mechanics. Be aware that mechanics carry a lot of equipment so the shuttle should be at adequate size. Exact departure location and times will be indicated/communicated during the team managers meeting. If space does allow both sides, the following schema should be followed:


If space doesn’t allow a double side set up, the right side only should be used.

In case of opposite directions, the Technical Delegate will decide in which order the areas must be placed.


The Feed / Technical assistance zone(s) must be clearly identified with start and end boards. Minimum size are specified in the visual guidelines. The 15 Elite UCI MTB Teams should be given their own barried space in which to leave their equipment and other material. Depending on total space available for the zone, each team space should measure 1.5 to 2m (total space for Elite Teams: 22.5 to 30m), followed by 30 to 40m for the UCI MTB Teams, 20 to 30m for the national federations and 10m for the individual riders. Signage for the Elite Team names should be prepared, the box order is based on the current team ranking and will be provided by the Technical Delegate on-site.

UCI Regulations on the Feed/Technical Assistance Zone See art. 4.2.035 to 4.2.049 of the UCI rules

2.4.7 80%

An 80% exit location will be decided on-site during the course inspection by the Technical Delegate in conjunction with the President of the Commissaires’ Panel and timing. At this location a short corridor will need to be implemented to allow the riders to leave the course in order and have their transponders removed. This can be created with either barriers (6-8) or posts/tape.


“80% Exit” signage should be prepared and be available for implementation once the exact location has been agreed.

2.4.8 Security

2.4.8.1 Communication

A radio communication system must be installed which is capable of covering the entire course without dead spots from start to finish. A communication plan must be submitted 4 weeks minimum prior to the event to the UCI. The technical delegate and the president of the commissaires’ panel may alter this plan during the site inspection of the week.

2.4.8.2 Marshalling

In Cross-country, marshals in dangerous and busy sections must be equipped with a yellow flag. In the event of an accident that is blocking the course the marshal must wave the yellow flag clearly and visibly to warn approaching riders to slow down. In attachment appendix 1, you will find the revised marshal’s hand book for specific details on marshalling. A flag system must be applied as follows:

• All marshals working in potentially hazardous sections must carry a yellow flag which will be used during training and racing sessions (flags will be 45cm wide by 30 cm high).

• If this flag is held out stretched, riders must slow down since an accident ahead is being indicated.

• All marshals must ideally have line of sight with each other and carry whistles, which will be blown with a short sharp blast as the next rider approaches.

A marshal plan must be submitted 4 weeks prior to the event to the UCI. The Technical Delegate and the President of the Commissaires’ Panel may alter this plan during the site inspection of event week. Where possible use experienced marshals at the ‘features’ and ensure they know what to do in the event of a rider crashing in both training & the race. A fast decision might be required to close an ‘A’ line and direct all riders to the ‘B’ line while a rider is evacuated so an experienced and mature marshal could make a big difference to the safety of a rider or the outcome of the event. Marshals at these key points should be English speaking and have radio communication to the President of the Commissaires’ Panel.

2.4.8.3 Leading and sweep motorbike

The organiser must provide a moto(s) with an experienced rider(s) to use as the lead bike during all races. Trials style moto are preferred over motocross or other off-road bikes. Reserve motos or riders are advised to allow other to take a break or in the event of a breakdown of a moto during race.


The purpose of the lead moto is to lead out the race and ensure the course is clear & secure, and also warn spectators and marshals the riders are approaching, and to also show them the number of laps remaining.

The lead moto must display the number of laps remaining on the front of the bike (so for example on the first lap he might display the number ‘7’); as he crosses the line each lap he will stop and have that number removed by a marshal, Technical Delegate, or Commissaire. The last lap must be displayed with a finish/chequered flag. On the competition of the last lap the lead bike should continue around the course indicating to the marshals that the course is clear; during this final lap the moto should remain behind the last rider of the course.

If the moto runs out of fuel or has a mechanical issue at any time during the race then they should stop at a marshal point, come off the course, and inform the marshal that they cannot continue. The moto riders should be briefed by the Technical Delegate before the start of competition.


2.5 Cross-country short circuit (XCC)

2.5.1 Definition

The circuit for a format cross-country short circuit (XCC) event shall not be more than 2km with a race duration of 20-25 minutes for both Men and Women. Ideally, for the UCI MTB World Cup, a course of 1 to 1,5km length (eg. start loop) with 2-3 minutes lap length.

2.5.2 Course

The course should be a wide, flowing course using the XCO Start/Finish straight and line, with no requirements for “features” or any section of single track. The course should be very spectator and television friendly. The number of laps will be decided after the completion of the first lap and communicated by the race announcer and displayed on the Finish arch display.

2.5.3 Specifications

Technical regulations: The XCO section of the guide will also cover alos the XCC such as communication, marshalling, course marking, 80%, technical assistance zone, etc In addition, we make you aware of the following:

- there will be no qualification race

- the same bike must be used for XCC and XCO


- for XCC, the minimum tyre width must be 45mm

Schedule - when: The XCC race should take place on friday at 17h30 on single event and also on double event. Straight after the finish, a flower ceremony only will be organised for the top 3 riders adjacent to the Finish; the podium is not required.


2.6 Downhill Events (DHI)

2.6.1 Definition

Downhill competitions are time trials where riders are sent off individually at standard intervals, to race against the clock.

2.6.2 Course

A downhill course should be a mixture of single track, jeep road, field sections, forest sections, and rocky sections. There should be a mixture of rapid and slower technical sections. There should be no uphill sections. Design your course so that there is a mixture of fire road/jeep trail, single track, high skill zones, high speed zones - without too much of one thing. Be well prepared and have sections of course ready should wet weather prevent certain sections from being utilised. There must be enough flexibility for the technical delegate to make changes for safety throughout the week as the weather changes the course.


Courses should have a racing time of minimum 2 minutes, maximum 5 minutes. 4.3.006 The length of the course and the duration of the event are determined as follows: Maximum Course length 3500 m Duration of the event 5 minutes

World championships,

world cup, continental

championships, class 1

events

Class 2 events Class 3 events

Minimum Maximum Minimum Maximum

Duration of the

event

2 minutes 5 minutes 1 minute 5 minutes No restriction

A race on a course where the time taken is below the minimum or exceeds the maximum may only be held if it is the subject of an exemption issued by the UCI. The course must be ready on Monday before the event for UCI exclusive production partner and UCI Course Inspection as scheduled in the programme. It is therefore important to have the course ready. The course must be 100% rideable regardless of the terrain and weather conditions. It is very important that the course design takes into account the likely effect of bad weather and that various course change contingencies are built into the design right at the start. Design your course so that:

• New fresh sections should be added each year

• The whole course must be 100% rideable, b-line must be created around drops, jumps or very steep sections.

• Avoid man made obstacles (like rock gardens, wooden passerelles, north shore, etc..). Natural rock gardens are allowed, man-made artificial ones are not allowed.

• There should be no flat or uphill in the course

• A rider is able to maintain a fair speed the entire course

• Spectator points should be easily accessed by foot and also ensure that no walking up the course is required to access spectator points

• That passing is possible most if not all the way down

• There is a good balance between berms and natural corners (including off-camber ones) If you plan any big changes to certain sections of the course, please liaise with UCI prior the event for advice and consultation Please also take in consideration:

• Any jumps must be carefully considered. Above all they must be safe


• Any jump must be well presented and look nice. They are usually amongst the most popular features for TV, photographers and spectators

• On one jump on the course, we recommend to mark on the ground the measurement of the distance jumped by the riders, this is interesting for spectators and the television audience.

Consider building “double jumps” (one longer and one shorter) to challenge all riders and push them to the best of their abilities


• Any type of material that is used to mark the course such as “hay bails” must be avoided

• To mark the course exactly as per the relevant regulations. In areas of high speed where spectators will be expected to congregate, the following zones must be marked as below. The tape for zone A should be kept quite low.

• B-zones top to bottom on both sides

• Spectator paths all the way down

• “Pit stops” shall be available regularly along the course to allow riders to have a rest or check out a section during training.

B zones top to bottom on both sides


2.6.3 Finish

An aesthetically pleasing gantry must be provided for the finish of the downhill by the OC. The finish line must be at least 8 meters wide.

2.6.4 Training Periods

UCI regulation on downhill minimum training period Please refer to art 4.9.023 of the UCI rules To close officially the training session a rider appointed by the organising committee and easily recognisable (clothing/bike plate) will ride the course. After his passage, all marshals are allowed to leave their positions. In downhill, riders on the course outside of practice are a major problem. The possible answers are:

• Large boards marked with ‘Course Closed’ at various points on the course - in particular access points. These boards should also indicate times when the course is open, and that illegal training can lead to disqualification. The course should also have the technical sections closed off before the first session of training opens. This can be done with course tape.

• The stopping of all transport systems outside of official training times. Informing chair lift operators not to allow people with bikes on the lift after a set time also helps.

• Vigilant briefing of riders.

• Marshals patrolling the course to ensure no-one trains outside of training periods.


2.6.5 Transportation

Transport must be provided which is capable of moving a minimum of 150 riders per hour with their bikes to the top of the course. The system must be orderly, and provide fairness to all competitors. Riders should not expect to wait in line very long, and shelter must be provided in the waiting area both at the top of the course, and at the transport waiting area.

Great care must be taken to ensure that the bikes are not damaged in the process of transporting them to the top of the course. The damaging of bikes is ultimately the organiser’s responsibility. A suitable alternative access system must be planned should the primary access system fail. This may mean using vehicle transport when the chair lift is not working, or using an alternative road if the primary road becomes blocked. The organisers must have vehicles and drivers available at any time. Make sure that the chair lift operators are fully aware of the training and race periods so that there are no unplanned breaks in the program when the chair lift operators decide to stop for lunch, or finish work at their regular time. Make sure the chair lifts have appropriate hooks for carrying bikes up safely, and that you have staff for the loading and unloading of bikes for the riders.

When there is a common transportation system for spectators and riders, priority will be given to the riders. To improve the flow, it will be recommended to have separate way for gondola users.


2.6.6 Start Area

The start gate is one of the visual features of the DHI course. So please keep it in mind when designing the gate. In the start area, a tent must be set up to allow riders to warm up away from sun or rain. A heater is welcome under the tent if the temperature is very low. That area must be fenced off.


The start rail must be built as per the dimensions below.

We use two low stripes for the front wheel: The start rail must be covered by a tent to protect the timing staff and commissaires from the rain / sun. Toilets cabins must be available.

2.6.7 Downhill race halt procedure

• Certain marshals will be designated as red flag holders.

• All red flag holders must have radios tuned to the same frequency as the Technical Delegate, President of the Commissaires’ Panel, race director and medical staff.

• Red flag holders observing a serious accident must immediately report the accident on the radio to the President of the Commissaires’ Panel, clearly indicating the course position of the crashed rider.


• Red flag holders must immediately assess the situation of the crashed rider and continue reporting to the president of the commissaires’ panel.

• If agreed, the President of the Commissaires’ Panel will order 'RACE HALT - COURSE CLOSURE'. On hearing this signal, the red flags must be waved vigorously.

• Riders observing a waving red flag during the race or training must stop immediately since a serious accident is being reported. A stopped rider should proceed calmly but promptly to the finish area and in a race, request a re-start from the finish commissaire.

2.6.8 Security

2.6.8.1 Course marking

4.3.007 The entire downhill course must be marked and protected with tape or barriers, using non-metallic, preferably PVC, stakes (slalom stakes) 1.5 to 2 meters high.

2.6.8.2 Safety provisions on the course

Trees must be covered with good quality pads.


Rubber matting on all wooden bridges and jumps is also compulsory. In appropriate areas, catch nets which comply with ski federations norms must be used. Therefore, it is strongly recommended to use mesh fencing covered by a canvas plastic sheet in dangerous / extreme sections.

2.6.8.3 Communication

A radio communications system must be installed which is capable of covering the entire course without dead spots from start to finish. These must be fully tested prior to the event. Repeater stations may need to utilise to ensure that at no point on the course, communication is deficient. A communication plan must be submitted 4 weeks prior to the event to the UCI. This plan may be altered by the technical delegate during the site inspection of event week.

2.6.8.4 Marshalling

In appendix 1 you will find the marshal’s hand book for specific details on marshalling. Marshals must be in place during training sessions, qualifications and finals. A flag system must be applied as follows:

• All marshals must carry a yellow flag which will be used during training sessions only. Marshals must be told to use this flag whenever there is a fall or traffic jam in a section, to warn approaching riders to slow down.

• Certain marshals with radios connected to the President of the Commissaires’ Panel will hold red flags. These red flag positions must be at suitable places on the course.

• The red flags will be used in training and racing.


For downhill races, all marshals must have line of sight with each other and whistles which will be blown with a short sharp blast as the next rider approaches. It is imperative that all marshals are trained in advance for downhill security and that they are familiar with each possible scenario concerning flags, race halt procedure and medical evacuation. A marshal plan must be submitted 4 weeks prior to the event to the UCI. This plan may be altered by the technical delegate or president of the commissaires’ panel during the site inspection of event week.

2.6.8.5 Forerunners

4.9.026 Two forerunners must be selected by the organiser and must be ready to run the course as indicated by the president of the commissaires' panel before the seeding run (women juniors), the qualifying round and finals. The forerunners' bicycles must be fitted with handlebar numbers bearing the letters A and B. The closing rider, article 4.5.025, must be fitted with the handlebar number bearing the letter C.

Forerunner must be at least aged 17 and a UCI license holder adequately insured.


3 TIMEKEEPING

3.1 Timekeeping Company

The time keeping service is fully paid by the UCI. However, a few materials and services are asked to the organising committee of each World Cup round, as listed below. The timing company appointed by the UCI will work in close collaboration with the UCI secretary and be in charge of:

• Timing of all races: to be used for results and dynamic TV graphics

• Set up and running of :

o Use of transponders for all disciplines (XCO & DHI)

o Use of Photo finish (XCO)

o Split Times

The UCI will ensure the timekeeping for the event and will publish the results and the World Cup Standings on the UCI website. Live timing will also be available on UCI website (http://www.uci.org). The organising committee must appoint a person to be the contact person for Timing before and during the event. This person should preferably be an electrician.

3.2 Briefing

Timing should receive the following information at least 1 week before the event

• For DHI : gondola schedule (from Monday till Monday)

• Volunteers : name + phone number of the volunteer responsible

3.3 Room for the Timing Company

A 20sqm waterproof cabin / container / room must be provided by the organising committee. It must be located as close as possible near the finish line with a clear view on the finish line. For double events with different finish areas, a single cabin if preferred. However, if the finish areas are too far from each other, two cabins / containers / rooms must be available.

• Heating or air conditioning must be available, so the temperature can remain between 18 and 24°c.

• A rubbish bin is appreciated

• We ask for 6 tables and 6 chairs.

• Must be lockable (to secure overnight)

http://www.uci.org/


3.4 Storage Room

For non-European events, a lockable storage room (12m3) must be provided close to the timing room.

3.5 Internet Connection

An internet connection (cable) WITHOUT firewall/proxy must be available in the timing room on from the following days:

• Single events: Thursday

• Double events: Wednesday

The min requirements are a 5mb upload and 5mb download

3.6 Electricity

• Finish line : 2x220V 16A (30A for US) with fuses of min 300mA

• Timing office/container : 2x220V 16A

• CIS commentator locations 1x220V

• Start DHI 1x220V

In the timing office/container we kindly ask to have Type E or Type F socket

For the finish line (outdoor), we kindly ask using european standard (cee17 plug)

http://www.worldstandards.eu/electricity/plugs-and-sockets/e/


3.7 Network cabling

The location of the split times will be decided by the UCI (together with the TV producer). Reminder: 4 split points are foreseen for worldcups DHI.

Basic phone line cables (cat 5/6) are required. The cable must be fully tested at least 1 day before the training. The pairs must be clearly identified.

DHI

• A cat 5/6 cable with min 4 pairs going from the start to the TIMING office

• For EVERY split point , a separate cat 5/6 cable with min 3 pairs from every split to the TIMING office

XCO

• For EVERY split point , a separate cat5/6 cable with min 3 pairs from every split to the TIMING office

Remark :

• Avoid putting the cable next to electric fences / motors / source of electromagnetic noise

• Avoid putting the cable close to the public

• Do not put the cable in water (lake, puddles)

3.8 Loop antenna cabling (loopscan)

The LOC to install timing loops following instruction of Timing provide at each split / speed trap.

• DHI : 6 cables are needed (split1, split2, split3, split4, speedtrap, finish)

• XCO : 4 cables are needed (split1, split2, 80%, finish) A simple 1.5mm electricity cable can be used to make the loop antenna’s at every point. We do not need a cable with a resistance. The cable needs to be installed over the track with 60cm between both parallel cables. At the end at we need at least 1 spare meter. Banana plug can be installed.


3.9 Volunteers

The volunteers must speak English and / or French. One responsible from the LOC must be dedicated to distribute, collect back and check the transponders. This person will also be in charge to manage the volunteers regarding the transponders. He should meet the Timing team leader the day before the first competition day to check with him the way to proceed to distribute and collect back the transponders. The name and the mobile number of the person responsible must be send to the UCI and Timing one week before the first race to allow the Timing team leader to contact him/her. 1/ Network cable men (electrician) : responsible cat5/6 cables and loop cables. 2/ Transponder distribution : volunteers to distribute the transponders before the start. 3/ Transponder recuperation: DHI :

• 2 volunteers at the finish XCO :

• 2 volunteers at the finish

• 1 volunteer at the 80% rule 4/ Splitpoints 1 + 2 + 3 + 4 : 1 volunteers per split point on the track (manual backup (push on a button every time an athlete pass) + check cables). Volunteers must receive from organisation proper accreditation to be in the B-Zone and have accreditation for the transportation service (gondola) Volunteers should receive sufficient food / drinks to stay in the mountains for some hours. 5/ Finish : 1 volunteer for the prefinish / spotter


DHI XCO + XCC Number Day Time Number Days Time

Network cable men (electrician)

1 From Tuesday till last day of the competition

Full time standby (via walky) 09:00- 17:00

1 From Friday till last day of the competition

Full time standby (via walky) 09:00- 17:00

Transponder distribution 2 - Timed training - Qualifications - Finals

2,5h before the start 2 Every race day (including XCC)

2h before the start

Transponder recuperation 2 - Qualifications - Finals

30min before start 3 Every race day (including XCC)

30min before start

Splitpoint 1 + 2 + 3 + 4 4 - Timed training - Qualifications - Finals

2h before the start - - -

Finish 1 - Timed training - Qualifications - Finals

30min before start 1 Every race day (including XCC)

30min before start

Meeting point Timing container DHI Timing container XCO


3.10 Scoreboard

A double side gantry is set up under the finish arch. This light and LED screens offer many display options. The scoreboard will be attached under the finish arch. It has a size of 5.12m x 0.64m on each side and will be attached using 2 tackles per side, separated by 2.56m.

For events with two separate finish lines, the OC must provide volunteers and a crane, forklift or vehicle to move the scoreboard in one piece as fast as possible.

3.11 TV Cables

The cables between the TV Broadcast and the TV Graphics Generator (Timing room) must be provided by the TV.


3.12 Radios

Six (6) multichannels must be provided to Timing for the length(*) of their stay so that they can communicate with the commissaires’ panel. A channel must also be dedicated to Timing. The radios must work in the entire event venue. * For DHI and double events : from Tuesday * For XCO only events : from Thursday

3.13 Vehicle

A vehicle with driver should be available for the Timing staff to drive to the different points of the course (start, split times, etc.). Driver can be the “cable men/electrician”

3.14 Start

For the DHI events, we ask a start ramp in wood. So timing can fix there own poles on the start gate

with screws.

3.15 Ladder

A ladder must be provided and available for Timing for the entire length of their stay.

3.16 Transponders Distribution

A 3x3m tent will be provided and set up by the UCI for the distribution of the XCO transponders. The volunteers must be at the tent 90 minutes before the start of each race for the distribution. The organizer only needs to provide a table.


4 REGISTRATION & RACE NUMBERS

4.1 Online registration before the event

Riders pre-registration for XCO and DHI are done via the UCI website. UCI MTB Team register their riders, National Federations register all the other riders through the UCI website. The entries deadline is the Monday before the event. The exact dates are published on the UCI website. IMPORTANT:

• All World Cup entries are submitted only through the rider’s home country federation or UCI MTB Team through UCI procedures

• The organiser cannot accept World Cup entries

• The organiser can only accept entries for UCI approved side events held during the event week.

4.2 Riders’ confirmation on site

When registration opens, a Team Manager of a UCI MTB Team only needs to do the following for a pre-registered rider:

• Show the international annual licences of its riders

• Show proper identification

• Pay the appropriate entry fee (have credit card facilities available. Additionally, be set up to accept other forms of currency, the exchange rates are available on the UCI website.)

• Collect all race information

• Collect body number and bike plate When registration opens a pre-registered rider which do not belong to a UCI MTB Teams only needs to do the following:

• Show their international annual licence

• Show proper identification

• Pay the appropriate entry fee (have credit card facilities available. Additionally, be set up to accept other forms of currency)

• Collect all race information

• Collect body number and bike plate The organiser must provide:

• 2 people for the payment: payment by credit card, cash payment

• Credit card facilities must be available as well

• Sufficient staff people for side events (non world cup events)

• Staff to distribute the back numbers and bike plates The licence check is done by the UCI Secretary who must be assisted by a volunteer. The UCI secretary will hand out a rider injuries form to riders not registered within the UCI teams. The form will need to be returned to the Organising Committee after registration.


4.3 Rider’s Confirmation Room

The room must be organised so that people are guided in a loop through the various stages: licence check, payment and numbers.

Alternatively, the room can be organised as a way through with separate entry and exit. A waiting area can also be set up especially for double events when the queue can be long. Specific times will be reserved for the UCI MTB Teams (Elite and Standard) & Federations only. A notice with the appropriate times must be posted at the entrance of the room. During these times, a volunteer – with a list of the concerned teams must be posted at the entrance and allow the team managers from the relevant group only. Notice boards must be set-up with the following information:

• Licence check XCO/DHI

• Payment (cash/credit card)

• Numbers Good internet connection is required.

4.4 Registration Fee

Registration fees (including all taxes and/or insurance contributions) may not exceed the equivalent of:

World Cup Format Category Entry fees

Individual (M/W) XCO (*) Elite / U23 € 80

Individual (M/W) DHI (**) Elite € 80

Individual (M/W) DHI (**) Juniors € 40

(*) According to UCI MTB Regulations article 4.9.013 (**) According to UCI MTB Regulations article 4.9.019

The following riders are exempted from the registration fee:

• Riders belonging to a UCI ELITE MTB Team


• Riders belonging to a UCI MTB Team and ranked in the top 20 (XCO/DHI) of the format concerned (XCO/DHI) of the last world cup individual standings.

At “licence check”, the rider receives a label (see examples below), clearly mentioning if (s)he is exempted from the registration fee. The rider then presents the label at “payment”, where it needs to be stamped as a proof that the rider passed the payment. Finally, the rider hands in the label at numbers distribution and in return (s)he will receive the race number and bike plate.

Please note that XCO riders for whom no team is mentioned on the label, the F/TA zone pass(es) must be given at registration by the Organising Committee. The labels will be prepared by the UCI Secretary. Each label will be stuck to a coloured post-it note per category at the licence check. Please provide post-it notes with 4 different colours, one for each category. Upon completion of the riders confirmation, the UCI Secretary will provide to the organiser a list with the payment details for each confirmed rider and the total amount that should have been paid.

4.5 Race Numbers

4.5.1 Layout

Competitors must fasten numbers supplied as follows:

• Bike plate: number to be placed on the front of the bike

• Body number: number to be placed on the central lower back Race numbers are supplied by the UCI and sent to the organisers for approval. Black and white race numbers are not allowed. The official Mercedes-Benz UCI Mountain Bike World Cup logo must be placed at the top of the body numbers and bike plates. The organiser will be allowed the bottom of the body numbers and bike plates for local sponsor promotion. The dimension of the body number and bike plates must be strictly respected. “0” in front of the numbers are strictly forbidden to avoid any confusion (only 1).

4.5.1.1 Bike plates

Each rider must get a bike plate. Different background colours will differentiate categories :


Hand made numbers are not accepted.

The name of the event is written on the bike plate number as per the visual guidelines (separate document).


Bike plates (no body numbers) with a yellow background must be given to all the riders of the best ranked UCI MTB Team in the World Cup standings. The plates must be provided without numbers but with black stickers for the numbers. Please order spare blank plates and black sticker numbers. Numbers of plates to be provided:

• XCO: 10

• DHI: 10 A coach of a national team or a UCI MTB Team who holds a licence must request a bike plate to ride on the XCO course. Number of plate to be provided: 100

4.5.1.2 Body numbers

Each rider must get a body number. Different background colours will differentiate categories, as per bike plates.


4.5.2 Numbers

Below are maximum estimates of bike plates and back numbers to be provided. Adapted numbers per event are sent to each organiser one month prior to the event.

Body numbers and handlebar number plates

XCO – Men Elite 1 … 180 (white background)

XCO – Men Under 23 1 … 200 (orange background)

XCO – Women Elite 1 … 150 (pink background)

XCO – Women Under 23 1 … 100 (purple ackground, numbers can be printed in white)

DHI – Men Elite 1 … 225 (white background)

DHI – Men Juniors 1 … 120 (light green background)

DHI – Women Elite 1 … 60 (pink background)

DHI – Women Juniors 1 … 20 (light blue background)

20 blank plates to replace broken plates + black sticker numbers 20 blank body numbers to replace broken body number + black sticker numbers

1 plate marked A + 1 plate marked B (Downhill forerunners)

1 plate marked C (Downhill closing rider)

To provide per rider: 4 zip ties

Please double check that all race numbers and plates are available !

4.6 Feed / Technical Assistance Zone Passes

For the UCI Elite MTB teams and UCI MTB teams, season long passes are issued and distributed by the UCI. For national federations or individual riders, passes are prepared by the organiser and handed out at registration: they obtain 1 pass per rider per zone. Note that for a double F/TA zone they only obtain 1 pass per rider. The passes need to be different per category:

• Mention the category: Men Elite, Men Under 23, Women Elite, Women Under 23

• Use different colours per category

• Mention for which zone the pass is valid Concerning the number of passes to prepare, please check the entries lists published the Tuesday prior to the event.


5 PLANNING & SCHEDULES

5.1 Monthly and weekly build up

The following must be provided to the UCI before the event:

• General area map showing the following elements to help the teams/federations/riders to plan their visit

o Race area o Team area o Uplift o Any other relevant information

• Course map in Google Earth with accurate information

• Course map with name of the sections

• Marshals and medical plans

• Communication and promotion campaigns

• Race numbers as per visual guidelines and promotional materials before printing

• Sponsors logo to appear on the Communiqués

• Team & Expo area layout At least three months before the event host federation confirms commissaires

5.2 Daily build up

• Hotel reservations and travel plans confirmed for all UCI officials two weeks before the event

• Monday before the event is the entries deadline.

• Tuesday before the event the entries confirmed for XCO and DHI by UCI to the timekeeping company and organizer. In addition, the UCI inform the organiser about the yellow plate to be prepared.

Tuesday (depending if you organise a double World Cup or not)

• TV carries out full inspection of course

• Course banner branding plan is decided four weeks in advance according to the GPS map of the course but adjusted on site according to camera positions

• Arrival on site of UCI MTB Coordinator, UCI Technical Delegate(s), UCI Secretary, President of the Commissaires’ Panel, Implementation company (or Monday, depending on the venue)

Wednesday

• The UCI Technical Delegate will carry out a course inspection. The course must be ready for the UCI course inspection as scheduled in the programme.

• Start and finish arches must be set up

• Meeting with UCI/organiser to discuss: o Confirmation of course on detailed map o Confirmation of venue set up on detailed layout plan o Security plan o Accreditation & registration procedures


o Confirmation of roles o Confirmation of banner placements

• The president of commissaires’ panel will carry out the following on the course: o Control of course marking, control of security posts, control of radio system,

Confirm all points in the technical delegate’s report

• Various meetings and checks with chiefs of: o Time keeper, security staff, volunteers, marshals (red-flag holders), accreditation,

media, start/finish area

• Commissaires’ panel – Evening meeting with organiser to discuss: o General update and situation report, regulations check, first communiqué if

required, confirm schedule

• Preparation meeting UCI/LOC/RMBH Thursday

• Course check

• Briefing

• Team Managers meeting DHI – room for 30 people

• Preparation meeting UCI/LOC/RMBH Friday

• Award and flowers ceremony briefing with TV, LOC, speaker and UCI coordinator

• Camera check

• Preparation meeting UCI/LOC/RMBH Saturday

• Morning briefing with technical delegate, race director, president of commissaires’ panel, secretary, course chiefs - security and marshals

• Final course checks

• Security posts and plan

• Feed /technical assistance zones

• Training and qualifying events

• Test systems during qualification events

• Camera check

• Check results

• Team Managers meeting XCO – room for 60-70 people

• Preparation meeting UCI/LOC/RMBH Sunday

• Morning briefings

• Final course checks o Security posts and plan o Feed / technical assistance zones

• Races and award ceremonies

• Check results

• Confirm sending out of results to the media


The day after

• Check medical reports (if any)

• Reports to UCI headquarters

• Sending out of the media list to the UCI

• Sending out the numbers of spectators

5.3 Daily preparation meetings

A meeting with the UCI, the TV production crew, the Technical Delegate(s), the President of the Commissaires Panel, the LOC managers and the course director takes place the evening prior the events produced live.

Preparation meeting UCI/LOC/RBMH (suggested time, subjet to changes)

Double event

WEDNESDAY 17:00

THURSDAY 18:30 After Team Managers Meeting – DHI

FRIDAY 19:30

SATURDAY 17:30 After Team Managers Meeting – XCO

DHI single event

THURSDAY 17:00

FRIDAY 18:30 After Team Manager Meeting

SATURDAY 18:00

XCO single event

THURSDAY 17:30

FRIDAY 19:30 After XCC event

SATURDAY 17:30

5.4 Typical Schedules

A schedule will be shared during the organiser seminar. Once confirmed, we will send the final schedule for your event for validation and confirmation.


6 UCI TECHNICAL DELEGATE, SECRETARY & COMMISSAIRES’ PANEL

6.1 UCI Technical Delegate

The UCI will appoint a Technical Delegate to each event who which will be in direct liaison with the Off-Road department and will be responsible for all sporting and technical aspects at the event. It is the Technical Delegate’s responsibility to make sure the courses and events are running safely and prepared in time for competition. Report to the TD for:

• Anything related to the course

• Anything related to media on the course

• Any questions related to marshalling

• Anything related to safety including accidents and medical issues

6.2 Commissaires’ panel

6.2.1 General

The UCI will appoint a President of the Commissaires’ Panel from the list of international commissaires held by the UCI. This appointment will be confirmed in writing to each host federation and organiser. The host federation must further appoint an international start commissaire for XCO and DHI, an international finish commissaire and deliver 4 assistants who can be national commissaires. Federations must confirm these appointments in writing to the UCI and Organising Committee at least 3 months before the event. The commissaires must be provided with suitable facilities for their work in a suitable office with table and chairs and internet. On the finish line the finish commissaires must have a covered area secured from the public, with a table and chairs.

6.2.2 The role of the comissaires’ panel

President of the Commissaires’ Panel

• Must be at least a UCI international “A” grade commissaire and is responsible for the overall competition.

• Supervises the start arrangements, the officials, all other commissaires and the results service

• Ensures the application and respect of the regulations in all circumstances and collaborates with the Race Director in the completion of his/her duties.

• Will discuss any penalties with the appropriate officials.

• Receives complaints from competitors.

• The UCI President of the Commissaires’ Panel is the final authority for all sporting decisions.

• He/she must coordinate with the Technical Delegate on the sporting aspects of the event.


Secretary

• Checks the licences at the riders’ confirmation

• Updates entry lists received from the UCI at the venue

• Checks late entries: UCI MTB team, approval from national federation, 20 UCI points, etc.

• Gives final entry lists to the timing company

• Prepares call-up lists

• Supplies copies of the lists/results/standings to the commissaires panel, Technical Delegate and organisers (organisers will provide them to the media center)

• Provides registration payment and prize money lists Finish commissaire

Will be assisted by a minimum of 3 commissaires. Should be placed on each side of the finish line, but not on the course.

Start commissaire

Check that the riders are present, use the numbers provided and wear authorised and compulsory clothing Coordinate the rider call up in Cross-country events

Race officials

• Placed at strategic points on the course to ensure compliance with the regulations

• Collaborate with the President of the Commissaires’ Panel in the completion of their duties and report any accidents or infringement of regulations

• Avoid discussing alleged incidents with riders, team officials or spectators Assistant commissaires

• Must be at least national commissaires and will collaborate with the appointed UCI commissaires’ Panel in the completion of their duties. These commissaires are appointed by the host federation. If there are not enough national commissaires from the host nation, others will need to be imported from nearby nations at the cost of the Host Federation.

• The functions to be carried out by these commissaries will be determined, possibly on a daily basis by the president of the commissaires’ panel

• Do not take part in the deliberations of the commissaires’ panel but be available for consultation


Timekeeper

• Times each competitor and collaborates with the commissaires at the start and the finish in the completion of his/her duties, as well as with the timekeeping company. Work in collaboration with the secretary to deliver results lists.

Radio system Radios must be provided by the organiser to the commissaires (number depending on the event) and to the UCI staff and delegates as well (max. 8). Eight (8) of these units shall also have noise cancelling headsets, and will be used by those officials working on or around the field of play during the event. A dedicated channel (different from the commissaires channel) must be reserved for the UCI staff. A list of the channels (list same size as the Rainbow Pass) must be provided to all the UCI commissaires, UCI staff and Technical Delegates.


7 HUMAN INFRASTRUCTURE

7.1 Introduction

In organising a World Cup event the organisation is ultimately responsible to the sponsors, competitors and spectators of the event. In addition, the allocated organiser’s credibility, as well as that of the UCI, is open to the interpretation of the success of the event itself. This scrutiny will come from all the top mountain bikers in the world and therefore from most of the mountain bike media throughout the world. We are in the business of “show business”. We must entertain those that come to our events. A smooth running race depends on meticulous planning, well prepared and well trained staff. The list below includes possible titles and job descriptions which organisers may use. It does not include staff provided by UCI. There is no ideal structure which will work for every race. You will have to set up your own human infrastructure, and we therefore offer and recommend the titles and job descriptions below:

7.2 Job titles and description

Race director

• Responsible for managing all aspects of the race

• Responsible for overseeing pre and post event organisation and accountable for any decisions made regarding the general running of the event.

• Responsible for all operations pertaining to the race including, but not limited to, course design, schedule of events, promotions, awards, marshals, first aid, media, information, food service, start times, staging, facilities and all dealings with UCI/Host Federation. This


person must stay in constant communication with UCI/Host Federation to ensure a properly run event.

• Coordinate the organisation of the race and ensures that adequate personnel for each duty are available.

• Ensure that training and competition can be safely held, and will arrange provision of all necessary equipment and facilities for the event. The commissaires’ panel takes over administration of the event when it officially starts. They enforce the rules of the UCI, and record an accurate account of the race and its results.

Course director

• Responsible for courses and course workers

• Responsible for all technical aspects of the race including but not limited to; appropriate courses, course markings, course maps, course marshals, venue design and construction, etc.

• Report directly to the race director and the other coordinators and directors to properly complete their duties.

• Must be in regular communication with the UCI Technical Delegate Exposition and team area coordinator

• Responsible for selling, servicing, set up and advertising for consumer exposition

• Will submit a plan to UCI on exposition set up, fees and marketing along with the venue design. Fees charged must be in conformity with UCI guidelines

Marshal coordinator

• Responsible for all events marshals

• The marshal coordinator is appointed by the organising committee to organise and control all of the course marshals. Marshals are one of the most important aspects of the entire event, controlling everything from rider and public safety to media access on course. The smooth running of an event is often due to good marshalling practice. It is therefore paramount that the marshal coordinator does their job to the best of their ability and develops a close working relationship with the UCI and organising teams.

• As marshal coordinator, you are the link between the UCI and marshals on the course. It is your job to deliver any information from the UCI to your team and to report any issues back to the UCI staff. The better this link works, the better the entire race will run. The marshal coordinator has two UCI staff members that they need to know and communicate with:

o UCI president of the commissaire’s panel (PCP) o UCI technical delegate (TD)

• Responsible for the correct number of marshals, their training, their placement at the appropriate times and in the correct place, written instructions, acquiring all the necessary equipment (flags, whistles, uniforms etc) and meeting all their needs

• Special care should be taken in this job to ensure safety for riders and spectators alike

• This person should coordinate with the course director to find alternate routes to spectator viewing areas. The number of marshals needed to vary from day to day for each site

• Responsible for delivering the lunches to the marshals Marshals In appendix 1, you will find the revised marshal’s hand book for specific details on marshalling.


Responsibilities include but are not limited to ensure:

• Spectators stay off the course,

• Competitors stay on the correct course,

• No one cuts the course,

• That any rule infractions are reported to the president of the commissaires’ panel with the riders’ numbers,

• That medical help responds to any injuries within the marshalled area,

• That riders know when unexpected dangers or hazards lie ahead or when a rider is down in front of them.

Awards coordinator Responsibilities include but are not limited to:

• Setting up the awards area each day, proper distribution of prizes, awards schedule, awards announcing or script and other procedures for presenting awards. Note that the UCI provides a script for the awards and that the procedure will be discussed on site with the UCI.

Construction coordinator Duties will include but are not limited to:

• Construction of stage, banner poles, awards area, tents, fencing, placement, and electrical requirements for start/finish stage, sound, Tech Area, Expo Area, and removal of banners each day as per UCI specifications and any other construction type needs associated with the event.

Construction workers Will assist the construction coordinator in the completion of their duties including banner placement and removal and the set up and tear down of fencing. This must be done efficiently and swiftly after all official event functions are completed. Feed/technical assistance zone coordinator Duties include but are not limited to:

• Recruiting and coordinating all feed zone help, having enough water and fluid replacement in feed areas, placing signs so that feed zones are clearly marked as to where they begin and where they end, any other food in feed zone, transportation to feed zone and clean-up of area after the event is over

Housing coordinator Responsible for housing assignments of staff, sponsors, timekeeping, etc. Will also attempt to get discount housing for riders coming to the race and will have numbers available for housing Transportation coordinator

• Responsible for getting transportation for people if parking on site is not available

• Should also work on getting transportation from airport “to and from” race site for riders

• Organises discounted rates for trucks and other vehicles required by teams and riders. This should be planned for well in advance, and each major team should be contacted (the UCI has a list) to determine the team’s transport needs


Media coordinator

• There must be a person in the media center at all times with solid event knowledge and the ability to operate phone, fax, copying machines and wifi

• Responsible for all media needs leading up to, during and after the event

• Will send out press releases as needed

• One key responsibility is to get as much media to attend as possible through press releases, phone calls and personal contacts

• Will write stories and dispatch to media pre and post event

• Distribute and collect the UCI bibs Media coordinator will ensure:

• That the media needs are well attended to

• That the media center is stocked with start lists, rosters, results, sponsor info, press kits, food and refreshments. This is a very important job and should not be taken lightly. Ideally this position will be filled by a professional media person who is used to doing the duties involved with the job

Medical coordinator

• Responsible for a complete and comprehensive medical plan which needs to be submitted before the event. The plan will outline the number of medical support personnel for each day along with the transportation and evacuation support that they will have available to them. The plan will also indicate on a map where each medical person will be located and at what time frames

• Responsible for submitting a report to UCI after the event detailing all incidents treated or transported. All injuries will need to be reported in the injury report.

Medical assistants Responsible for administering medical support as needed on event days and training days Results coordinator

• Responsible for duplication and distribution of results, start lists, rosters and other information in a timely manner

• Will work closely with the secretary commissaire and the finish commissaire. Television on-site coordinator

• Will be responsible for providing transportation as needed around the race course for the television production crew

• Will liaise with the TV producer for the placement and built up of the plateforms, for the possible cutting of trees, branches and bushes, etc.

VIP Area Coordinator Will set up and maintain VIP area and see to VIP and sponsor needs. It is important to have a good knowledge of the sport. Recommend using a retired athlete or local personality to host and greet the VIP’s.


Security coordinator Will prepare a circulation plan to avoid on-site confusion. Access and ways for spectators and accredited people must be thought of and reflected on the circulation plan. The security coordinator will make sure the plan is respected during the event and will adjust its content in case of needs coming out only once the event starts.

7.3 Looking after Volunteers

Most of the tasks will be completed by volunteers. In order to keep them motivated and “available”, consider the following possibilities to build up the loyalty of your volunteers:

• Pre and post race parties/meals

• Raffles for extra merchandise prizes

• An off season newsletter

• A clothing deal to provide uniforms for race staff. Please submit to UCI for approbation.


8 ACCREDITATIONS

8.1 Rainbow Pass

The UCI provides season credentials known as “rainbow pass” . In order to make it simpler to understand and control, four colours only will be used: Gold Silver Green

Rainbow pass Categories Access

Gold with a infinite sign

UCI officials (staff, TV, commissaires, commission members, management committee members) UCI suppliers / service providers (timing, implementation)

All access (incl. the course)

Silver

UCI MTB Teams, UCI partners (sponsors and sponsors’ staff members), National Federation, World Cup organizers, Downhill ELITE MTB riders, Technical support (IMTTO members)

Competition venue (when entry fee), internet point, chairlift or other uplift system, start and finish areas

Green Media (TV, radio, photographers, written press and new media)

Competition venue, media center, start and finish areas

One staff member per UCI Elite MTB Team will get access to the media centre. A specific icon will be printed on the badge.

The Rainbow Pass must be valid on its own. No other additional badge or other system can be imposed by the organiser. Note that riders do not need accreditations (rainbow pass or accreditation made by the organiser). Apart from the Downhill UCI MTB ELITE Team were rainbow pass will be provided by the UCI. DHI Team Managers’ Area: The UCI will provide also some badge “DHI Team Managers Area”. Access to this specific area should be allowed only to Gold Rainbow Pass holders and DHI Team Managers Area badge holder.


8.2 Accreditations established by the organiser

8.2.1 Accreditation

The following accreditation cards shall be provided by the organiser:

• Media (TV, radio, photographers, written press and new media): green

• Organising Committee

• VIP, guest

• Accompanying Credential cards should carry the precise function of the bearer. Her/his photo is not compulsory. It is useful to have an outline program noted on the back of each card. Rainbow passes will be produced and delivered by the UCI at the start of the season to all UCI ELITE MTB Teams and UCI MTB Teams. For all others, the passes will be delivered at rider’s confirmation. Individual riders:

• 1 in total

8.2.2 Accreditation centre

The accreditation centre must be located out of the World Cup village especially if the entrance is not free. It must be clearly signposted. It’s the first impression of your event.

8.2.3 Media accreditation form

All media representatives should meet several requirements to be given an accreditation. A list of all accredited media must be sent to the UCI within the week following the event. Additional information can be added to the accreditation (a list of the same size and already pierced):

• Schedule of the event

• Map of the course(s) and / or of the venue

• List of the radio frequencies and mobile numbers (for officials only)

8.3 Media Identification System

In order to guarantee the best security possible on the tracks, bibs will be given to a few media (chosen by the UCI). No other bib system can be introduced by the organizer. A certain number of bibs will also be given to the Organising Committee who must handle them and give them to the most important national/regional/local media.


Media with bibs only are allowed to walk / stay on the XCO tracks and in the DHI security zone. All other media must stay out of the track or in dedicated areas (locations to be approved by the Technical Delegates).

8.4 Parking Passes

Parking passes must be provided by the organiser to all accredited people who need one to access their dedicated parking.


9 MARKETING ASPECTS

9.1 Marketing and Sponsorship Rights

9.1.1 UCI/Organising committee marketing and sponsorship rights

The Marketing and Sponsorship Rights for the Organising Committee and UCI are detailed in the clause 3 of the Organisation Agreement. The number of areas available for the UCI and OC partners’ advertising on each structure is defined by the Marketing Grid.

9.1.2 Marketing plan

The Organising Committee has been granted commercial rights related to the UCI Mountain Bike World Cup. As soon as possible after the organisation contract has been signed, the Organising Committee will share with the UCI the marketing plan including the following information:

• Sponsorship packages

• Sponsorship presentation

• Ticketing sales plan

• Merchandising plan

• VIP and/or Hospitality packages and sales plan

• Other commercial plans These must be discussed with and approved by the UCI before they are implemented.

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9.1.3 Organising committee and UCI partners’ hierarchy

The UCI has implemented a clear hierarchy of Marketing and Sponsorship Rights for the Competition. The hierarchy needs to be adheared to. Please refer to the hierarchy defined in the clause “MARKETING AND SPONSORSHIP RIGHTS” the Organisation Agreement. On all communication supports the contractual hierarchy has to be respected by integrating the logos of the UCI and Organiser’s partners in the four existing categories. Please refer to the visual guidelines for the template to use.

9.2 Organising committee’s commercial partners

To mitigate risk of potential conflict with organising committee’s and UCI’s partners and help the general planning, it is key that the information related to the contracts between the organising committee and its commercial partners be shared with the UCI before an agreement is signed. Please refer to the Appendix “PARTHERSHIP PRODUCT CATEGORIES” ofthe Organisation Agreement for the process to follow. Reciprocally, the UCI will keep you informed throughout of its sponsorship deals and potential sponsors we engage with.

9.3 UCI official partners

9.3.1 UCI official partners – list and logos

In addition to the product categories mentioned in the Marketing Grid, the UCI will provide the organiser with a list of its official partners as well as their official logos in high resolution as soon as possible.

9.3.2 UCI and organising committee product categories

The product categories reserved for the UCI official partners are listed in the Marketing Grid as part of the Organisation Agreement. The exclusivity in the product categories reserved for the UCI official partners is to be respected in all aspects of the Mercedes-Benz UCI Mountain Bike World Cup apart from the expo area. If the organising committee would like to pursue a deal with a commercial organisation in one of the product categories reserved for the UCI, the organising committee must contact the UCI to discuss. For the avoidance of doubt and with regards to the category “Truck, Van, Car, Motorbike (50m3 and more), Electric Motorbike and all motorized transportation means by road” should also apply to the official event vehicles that may be rented by/lent to the OC in addition to the ones provided by the UCI.

9.3.3 Partners logo on all official structures

You will be provided with the UCI partners logos in eps and jpg formats. The Partners’ logo as well as the official Mercedes-Benz UCI Mountain Bike World Cup logo must feature on all documentations related to the UCI.


9.3.3.1 Partners logos on official structures and documents

Both the UCI and the organising committee partners logos must feature on the structures and documents as per agreed in the Marketing Grid. The order and the predominance of the logos must follow the hierarchy. All backdrops and arches panels are provided and set up by the UCI. The organiser must provide the UCI implementation company with the accurate number of its own partners’ stickers. The dimensions and placement of the OC’s sponsors stickers are detailed in the visual guidelines provided separately.

9.3.4 Contact with the UCI official partners

The UCI centralises all communications with the UCI official partners. Any request to UCI’s official partners should be directed to the UCI first. If direct communications between the OC and the UCI official partners take place, the UCI needs to be copied into the emails and/or kept informed.

9.4 Advertising on the course

9.4.1 Visibility of advertising material on the course

In order to deliver ‘value for money’ to the official partners of the event, it is essential that the OC ensures a good visibility of the official advertising material. A plan of the advertising on the course is discussed and agreed between the OC, the UCI and/or its implementation company.

9.4.2 Advertising structures on the course

As per the Marketing Grid annexed to the Organisation Agreement, the following advertising structures are visible on the course:

• Hard boards before and after the finish line

• Banners on the rest of the course

• Course tape

• Inflatable arches next to the course or on the course held by a solid structure

• Other inflatable items next to the course


• Product placement No other advertising structures are allowed on the course unless the OC has obtained a written agreement from the UCI prior to the event.

9.5 Other partners supports / areas / activities

9.5.1 Expo area (or official event partners’ area) and exhibition area

The expo area of the Mercedes-Benz UCI Mountain Bike World Cup is planned and marketed by the organising committee. The expo area and its specifications are defined in the clause “UCI PARNTERS, UCI MTB TEAM, TECHNICAL AND EXPOSITION AREAS” of the Organisation agreement. The organising committee must ensure there is sufficient space for all official event partners in this area. Please refer to the Marketing Grid for the exact m2 for each of the official UCI partner. The UCI will also provide on request the exact dimensions of the structures. If available, the UCI official partners might request to purchase some additional space in the expo area.

9.5.1.1 Exclusivity for the UCI partners – one exception

The exclusivity for the UCI partners is to be respected in all areas of the Mercedes-Benz UCI Mountain Bike World Cup including the expo area. However, the exclusivity is lifted in the exhibition area. The UCI reserves the right to ask the organising committee to move exhibitors or alter their set-up should the conditions above be not respected.

9.5.1.2 UCI Partners expo displays

As per the Marketing Grid of the Organisation Agreement, the OC will make a certain number of square metres available to the UCI partners free of charge. For the avoidance of doubt and as stated in the Organisation Agreement, the dedicated spaces mentioned on the Marketing Grid will prevail from the number of meters mentioned on the contract in the case of new partnerships.

9.5.1.3 Map and layout of the expo area

The map and the layout of the Expo area indicating the positions of Expo area display stands is to be submitted to the UCI for approval two months before the event. The position of the official partners will be prioritised based on their level of partnership, i.e. the Title sponsor will be given priority over the Main Sponsors, the Main Sponsors will be given priority over the Official Sponsors, etc…

9.5.1.4 Solid ground

The OC must ensure that the ground structure of the Expo area is solid, stable, flat and robust enough to support the weight of expo trucks of up to 25 tons. The structure must also be waterproof. This will be at the charge of the OC.

9.5.1.5 No flying or airborne objects

No flying objects (such as zeppelins) or suspended structures are allowed in the Expo area (both indoor and outdoor).


9.5.1.6 Expo stand holders parking

Please plan sufficient parking space where the expo and exhibition stand holders can park their vehicles. This parking should also be easily accessible during competition days in order to allow expo stand holders to restock their expo stands quickly.

9.5.1.7 Electricity and water

The OC needs to ensure both electricity and water supply in the Expo area.

9.5.1.8 Storage room

Upon request of the expo partners, the OC is to provide a secured storage room.

9.5.1.9 Security

The Competition Venue must be secured 24 hours a day during the Competition

9.5.2 Sampling materials and promotional activities

9.5.2.1 Partners promotional activities

Only the UCI and LOC partners have the right to distribute sampling and any kind of promotional materials on the competition site. The OC has to submit to the UCI any partner activation and promotional activities related to the UCI Mountain Bike World Cup.

9.5.3 Video clips for video screens

9.5.3.1 Sponsors 30 sec video clips – when to play them

Video clips of 30 seconds (one clip of 30 seconds per OC and UCI partners) are to be shown on the video screens as follows:

• At least once before the start of the race/live feed on screen

• And during the broadcast on the video screen once per hour

• And for each competition day this same system will be applied. The video clips shall be played just before the award ceremony. The UCI might also provide you with its own promotional video clip.

9.5.3.2 Video clip – support and format

Please confirm to the UCI before the season before the event which support and which format the video clips needs to be in.

9.5.4 Announcer

The announcers for the UCI Mountain Bike World Cup are to mention both OC and UCI partners. A detailed briefing will be provided to the OC and the speakers in good time prior to the event.


The name of the speaker must be communicated to the UCI.

9.5.5 Feed/technical assistance zone

UCI’s official technical partner has full exclusivity in the Feed/Technical Assistance Zone and therefore the whole area is reserved for its branding.

9.5.6 Course tape

Course Tape branded by the UCI partners is provided by the UCI. The tape must be used sparingly to mark out the course ensuring the sponsor logo is always visible on the tape side facing the track. The same tape must be used on both sides of the course, and no other tape can be used to mark the courses.

9.6 Ambush Marketing

To help protecting the rights of the OC and the UCI official partners, the UCI ask the OC to take the necessary measures against ambush marketing. The OC is therefore responsible for monitoring the race course at all times and removing all ambush marketing items.

9.6.1 The implications of ambush marketing

Ambush marketing is a real threat to the OC and the UCI as it undermines the value of official sponsorship and licensing rights and puts in jeopardy potential future sponsorship deals. It is also misleading for the audience and diminishes the impact and the return on investment for the official sponsors and suppliers. Therefore, only official partners of the UCI Mountain Bike World Cup are allowed to have a connection and visibility at the event.

9.6.2 Unauthorised use of the World Cup event brand

The OC is committed to enforcing its rights in a disciplined, sensitive, fair and transparent manner. The OC is to interpret and consider enforcement actions. If the OC concludes that there has been either an infringement or the creation of a misleading business association with the world cup, the OC needs to take immediate action!

9.6.3 Unauthorised branding on the course

Before the competitions, any ambush on the course is to be identified and if this is in TV view, the OC is to find a solution to cover or remove the illegal items. During competition days, the OC must remain vigilant and is to discard the following ambush actions:


• Distribution of promotional materials

• Banners on or directly next to the course

• Tents or any other items directly on the course or with visibility on the course.

9.7 Implementation of advertising

9.7.1 Generalities

The organising committee and/or agency and/or third party in charge of the OC partners implementation must work closely with UCI and follow the implementation guidelines in all cases. It is the OC’s responsibility to request permission to install all the structures around the course as described in the advertising plan, whether on public or private property. In the event of the course being on public roads, the OC must ensure the safety of the installation teams.

9.7.2 Boards and banners

Please take into account that for the overall impression of the event and for the best TV visibility, we ask to respect the following material and dimension specifications for the boards and banners on the circuit and the last finish straight.

Boards and Banners

Dimension Board or Banner Material

Logo Barriers

Hard boards material: from the last corner before the finish line to 30m after the finish line

5m Long x 1m High Hard board (akilux, akiplac, corex, etc.)

One logo per 5m length

Inclined barriers 20°/30°

Soft banner material: for the rest of the course

5m Long x 0.8m High

Soft material: Polypropylene, wind banners

One logo per 5m length

Plastic poles/trees and other upright structures

The boards must be attached to barriers that must remain flat even in the event of strong wind.

9.7.3 Inflatable structures

Inflatable arches crossing the course are prohibited, unless held by a solid structure. The OC is to submit for approval to the UCI the layouts and dimensions of all inflatables used during the world cup. Please note that there cannot be more than 4 inflatable arches in total on the event.


9.8 Placement of advertising materials

9.8.1 Operational implementation plan

As mentioned above, the OC and UCI will collaborate on the placement and implementation of advertising materials. For the start/finish area all boards need to be grouped and fixed all at once to avoid any open spaces between the boards.

9.8.2 Official training – advertising in place

For the official training sessions, all advertising structures on the course must be in place.

9.8.3 Implementation company

The UCI contracts a company to implement the following material :

• Promotional materials of the UCI partners (hard boards, banners, inflatables, product placement, etc.)

• World Cup panels (for the finish arches and the DHI start arch)

• World Cup structures and panels (XCO start poles, DHI hot seat, podium, flash interview backdrops)

Note that for the event outside of Europe, the implementation will need a quad/gator/4x4 vehicle to carry out the implementation. Such vehicle will be provided by the organising committee free of charge.

9.9 Side events

9.9.1 Definition

Please refer to article 1.1 of the Organisation agreement for the exact definition of a Side event.

9.9.2 Validation of Side events

All Side events must be run past and approved by the UCI.

9.9.3 Sponsorship structure

The sponsorship structure of the Side events is independent from this of the Competition. However, the UCI official sponsors must be offered the opportunity to be involved with the Side events. The UCI marketing department must be kept informed of all conversations taking place about the Side events with its sponsors.


10 MEDIA & RELATED WORK

10.1 Introduction

The UCI requires that each site has a press officer person to attend to all the media needs. This person must speak English and be at the media center during the entire event. He will issue press releases and contact the media, write the stories, run the online communication platforms, send the results and so on. This person must understand the sport of mountain biking, the world cup series, the specific event schedule, venue layout, and operation of the technical and IT materials (phone, fax, copy machines, computers, wifi, etc.) The general media knows little about Mountain Biking. Keep this in mind when writing press releases and other information. In generating interest for an event, the race organiser must introduce both the media and the public to mountain bike racing. Often the media is not interested in just the event by itself but if you can give them a human interest story that coincides with your event it might entice them to attend. All international press releases and information must be approved by the UCI communication department before going public.

10.2 Electronic Media Rights

According to the Organisation Agreement, the UCI is the exclusive owner of the Electronic Media Rights. For the sake of clarity, please find below a couple of additional technical definitions related to linear and non-linear broadcasts: "Linear Television Service" means the transmission of moving video images, with or without accompanying sound, for simultaneous reception by the public, in private or public places:

• By any technical means such as terrestrial transmitters, satellite, cable, fibre, telephone lines, internet protocol, mobile telephony (including WAP, 3G, 4G and 5G), broadband and the Internet or any combination thereof and by any future technologies

• In whatever technical standard (such as analogue, digital or high definition)


• For reception and display on any type of device (including but not limited to television sets, giant screen, computer screen, hand-helds, tablets and mobile telephones)

• In traditional, interactive television or Closed Circuit Television. "Non-Linear Television Service" means the same as Linear Television Service, except that instead of a linear transmission there is a set-up whereby individual users may choose the time and the place of reception through access to the signal of their choice made available for that purpose on the broadcaster's electronic database (including video-on-demand, NVOD, SVOD, TVOD, download to own and download to rent). For the sake of understanding, any of other used TV-related terminology in this document can be further defined if needed. The UCI has appointed this season Red Bull Media House (RBMH) to be the production & distribution partner of the Mercedes-Benz UCI Mountain Bike World Cup. RBMH is also rights holder of all the related Electronic Media Rights on a worldwide basis. RBMH will therefore be the point of contact for any broadcaster of the event. However, would the Organiser have strong relationships with TV channels / broadcasters, please do not hesitate to get in touch with UCI in order to propose any cooperation opportunity between all parties. RBMH’s team will provide the signal with the live program (finals only) for the giant screen. The signal needs to be picked up by the Organiser at the OB-truck.

10.3 TV Production

The 2019 Mercedes-Benz UCI Mountain Bike World Cup will be produced in full HD 1080/50i with a standard of minimum 14 live cameras which will also increase the amount of staff of the TV production crew. UCI has appointed RBMH to be the production partner of this event


The following TV formats will be produced:

• Live (XCO Elite events, DHI Elite finals)

• Approx 8’ News per disciplines (finals day only)

• 26’ highlight programme(s) with English voice over (1 per discipline) The main objective is to produce a dynamic and consistent product and to achieve a worldwide distribution ensuring a good presence of the discipline on all continents.

10.3.1 Live and 26min highlights magazines

The XCO Elite races and DHI Elite finals will be produced live and are also basis for the 26 min highlight production. The live programme starts with a pre-show to introduce the broadcast/event and will be provided with English commentary and international sound in stereo (4 audio channels). The 26’ highlight programmes will be available with separated audio channels:

• Full mix incl. English voice over (stereo)

• International sound (stereo)

• Music (stereo)

• Interviews (mono)

• English voice over (mono) In addition, a transscript, shotlist and musiccue will be sent to the takers, to allow them to broadcast it in their own language.

10.3.2 News

News will be played out via satellite and will also be made available worldwide on the evening of the event or on the day after according to the time of the last race via the Red Bull Content Pool. News will contain establisher (location) shots, race footage, winner interview and podium shots. It’s also possible to include special interview requests from national TV stations.

10.3.3 Local and national channels

Any requests from local, regional and/or national channels regarding onsite filming/official race material should be submitted to the UCI, which will advise on the applicable onsite filming regulations as well as the cooperation opportunities.

10.4 Requirements from the organising committee for the onsite production

10.4.1 Equipment transport and scaffolding

The TV crew will require your help for transportation from the start/finish area to the camera positions. Please appoint one transport vehicle with a 250 kg load capacity (pick-up truck, quad with trailer etc.) at single events and two vehicles at double events events soley to the TV production crew. If it’s required that the driver of the vehicle is from the organizing team, please make sure that


this person is available during the week. The car should be exclusive to the TV crew during the whole time. Furthermore please nominateone person of your organising committee who will be their contact person and who will make sure they can access all parts of the course. The Organizer and the production manager of RBMH shall agree from when (before the event) and till when (after the event) the vehicle should be made available. Platforms or scaffoldings must be provided and set up by the organiser.. The exact locations and dimensions of the scaffolds will be decided by RBMH and the UCI during the TV walk. The scaffolds must be built in a way that they are solid, safe and not shaking. The rails on the scaffolds must be at a height so that the camera operator films safe. However, in the pan sector of the camera, the rails may have to be lowered to avoid appearance of the rails in the shots. The scaffolds must be protected from spectators.

10.4.2 Electric power

The organiser has to provide at its own costs the electric power via a polyphase power generator which is dedicated to the TV production only. For the OB-truck a 63 Ampere CEE connection and for the uplink truck (SNG) a 32 Ampere CEE connection are needed. The power generator must have these specifications:

• 3 phases a 50 Hz, plus neutral conductor.

• Voltage 380-400V phase to phase.

• 220-240 V phase to zero.

• Electric flux density of the angles from phase to phase of 120°. The organiser will also take care for all additional costs for running the generator. Electric Power is required during the whole event week starting on Tuesday before the races till Tuesday after the races. It is necessary that the power is available 24 hours and is never switched off. The production crew always need to be informed if the power needs to switched off.


10.4.3 Rigging and de-rigging of camera cables

Cameras are connected via cables to the OB-truck in the TV compound next to the finish area. For the transport of the cable drums the mentioned transport vehicle shall be used. Beside the transport vehicle(s) mentioned on point 10.4.1 above, a minimum of 4 strong adult volunteers is needed for helping during the rigging and de-rigging of the cables. Working hours will be agreed with the production manager one day in advance.

10.4.4 Cable assistants at start and finish

For the cameras at the start and at the finish assistants are needed to take care of the camera cables during the live productions to avoid any blocking, etc (1 or 2 people per position to be confirmed). For this duties also only responsible and reasonable volunteers can be used.

10.4.5 Scouts

RBMH asks the Organiser to provide a certain number of volunteers (depending on course and camera positions) as scouts. Those people needs to have a good knowledge of the sport and should be placed in areas where no cameras are installed. The scouts should give any relevant information to the producer in the truck.

10.4.6 GPS data from the course

GPS data from the course must be provided by the organiser at latest six weeks before the event. It is important that RBMH receives accurate data so their track model is as precise as possible. UCI exclusive production partner needs to get access to the DHI course for collecting additional GPS information and doing test runs always the Monday before the event.

10.4.7 Commentary position

At the commentary position English live commentary is added to the live signal which is sent out from the event. The OC has to provide a suitable sound proofed booth for the commentary position (see picture). It must be heated/air conditioned. The commentary position shall be close to the finish area with a free view to each of the finish lines of the event. To avoid noise issue, it is important that the commentary position is not facing or placed next to speakers. The commentary position shall consist of :

• A table catering 3 persons

• A power socket incl. cable for 4 outlets

• Free Internet access via cable (preferred) or wireless


All other technical equipment will be provided by the production partner and the timing provider respectively. In case another commentary position should be needed, RBMH will inform you about this as soon after reception of the service order.

10.4.8 TV Compound

The TV compound is the area where the OB-truck, the satellite uplink truck (SNG) and other TV vehicles (for transport of equipment and crew) shall be parked. For this a levelled space of at least 30 x 30 meters will be needed. Please note that from this area there must be free sight to the south for the satellite uplink. For event sites in the southern hemisphere there must be free sight to the North. The TV compound must also be protected by security services during the night when the TV crew is not present on the event area. TV compound should be fenced so no external peson can access the area.. In the TV compound the organiser should provide an appropriately sized covered area (e.g. 6m x 4m container/tent), furnished with tables and seats, suitable for rest and recreation. Due to limitations of cable lengths the TV compound shall not be more than 50 meters away from the Timing/Graphic unit. If possible the location of the Timing/Graphic unit should be also on the same side of the course as the TV compound in order to avoid that the cables need to cross the courses. If this is not avoidable, it would be very helpful if a tube under the surface with a sufficient diameter could be prepared before finalizing the courses.

10.4.9 TV Office

As the TV production efforts increases a higher amount of staff is needed. Therefore the production crew will need lockable and air conditioned office facilities in or close to the TV compound. This facilities shall contain working places for at least 15 people, plus storage space for equipment (min. 54 square meters = 3 Container or equivalent room) and it must have sufficient power and dedicated Internet connection with at least 20 Mbit down / 20 Mbit upload. In case the SDSL line is not sufficient, a satellite (SNG) has to be ordered by the organiser on his own for sufficient internet access. Power needs to be available 24 hours during the whole event week starting on Tuesday before the races till Tuesday after the races. Furthermore, Internet is required from Tuesday before until Tuesday morning after the event to finalize and upload the highlight magazine. If there are any changes the production crew will inform the organiser.

10.5 Live Broadcast

The live signal of the event will be streamed via satellite.


10.5.1 Before the race

The following information should be provided to the UCI four weeks before the event: definitive schedule, travel and region/area main information, race details (lap distance, elevation differential, total climbing per lap, number of laps, contacts, etc.). In addition, the organiser should provide a press kit including:

• a full summary of key information about the development of mountain biking,

• world cup schedule,

• main regulations,

• review of previous season,

• site information,

• sponsor information,

• an accumulative update of the world cup series

• local participating athlete biographies with photos, pre-written stories or press releases with local flair and interest,

• mountain bike history of the area or venue,

• other things to do in town

10.5.2 During the race

As mentioned earlier, RBMH will provide the signal for the giant screen – to be picked up at the OB-truck. In parallel the organiser will be responsible for the distribution of the live program to any additional monitor which might be requested by the UCI (e.g. in the media center, hotseat, etc.).

10.6 Media Accreditation

Media accreditation is only useful if all race staff is aware of the access privileges it delivers. Rainbow passes will be given to a few journalists and photographers (those who cover the entire – or majority of – the world cup series). The list of the media who received a rainbow pass will be provided by the UCI. It is essential that all staff - particularly course marshals - is informed of the media pass and the access which each grants. Where marshals have not been briefed about media access privileges, the media may not feel bound to observe their own code of conduct. Please try to be restrictive while delivering accreditations! Persons requesting accreditation will only be accepted if:

• They are a media/photographer card holder

• They can present a letter of assignment of their company

• They can testify of a publication (proof required: article, website, etc.) All holders of media passes must have access to car parking facilities close to the media center.


10.7 Bibs

In order to ensure that everyone is respecting the access restrictions, UCI/the TV delegate will be distributing camera bibs of different colours depending on the filming rights. In addition, a document including all filming restrictions and regulations will be submitted to all the medias. This process also applies for photographers’ bibs. Bibs holders only (together with an accreditation) will be allowed to walk or stay in the XCO and in the DHI security zone. The number printed on the left shoulder of each bibs will allow marshals and TV staff to identify any media on the track. All other accredited media will stay out of the courses or in specific areas (locations to be approved by the UCI Technical Delegate). On this respect, organiser should provide specific accreditations for those medias to make sure they are able to film according to regulations. To make sure the given bibs are returned, a deposit of EUR 50 or ID card must be asked to each bib holder. Flash photography annoys riders but it is essential for getting pictures amongst trees and on overcast days. It is also impossible to police a ban on camera flashes. Professional photographers are aware of the problem and try not to aim the flash directly at the riders' eyes. With regards to photographers’ working areas along the course, red bib holders are allowed to access XCO start line (until 3min to the start, XCO finish line, XCO course; DHI B-zone and DHI finish media zone. Yellow bib holders are permitted in XCO start line (until 3min to the start), XCO finish line (outside the actual line) and XCO designated areas; DHI B-zone and DHI finish media zone. Access to the course and finish area Bibs holders only (together with an accreditation) will be allowed to walk or stay on the XCO courses and in the DHI security zone. All other accredited media will stay out of the courses or in specific areas (locations to be approved by the UCI technical delegates and marked as “Photo Area”).

10.7.1 Movement during the race

A shuttle service should be available to media so that they may be carried to different sections of the course. The points and times of departure must be communicated in the media center (communiqués).


10.7.2 XCO finish area

All media (selected photographers, cameramen and written press) must be able to work on the XCO finish line. Therefore, areas will be set up as below.

Two separate areas will be set up:

• One for the priority bib holders (A - Red)

• One for the other bib holders (B - Yellow)


10.7.3 DHI finish area

The media area is open to all kinds of corporation (dedicated photographers, cameramen and written press with official accreditation approved by organizer). Only UCI production partner is allowed in the finish bowl, at the “hot seat” and in the flash interview area beside the “hot seat”.

10.8 Media center

Permanent buildings are preferable to temporary structures. However, a nice temporary structure is better than a building located too far from the competition venue. If possible, the media center should be divided into two sections: one for information and accreditation, the other for media to work in.

As for seating, media do not mind sharing tables if there is sufficient room for each to spread papers and set up a computer. Allow minimum 1 metre on a table for each journalist. Note that photographers will often occupy media center tables after the race. This should also be provided for, as photographers and journalists exchange important information here. Make sure your media center big enough to allow 40 to 50 media to work at the same time. Providing lockers or storage facilities for photographers is a welcome gesture as often the photographers must deposit equipment between shoots or other errands and cannot afford the time to go back to their hotel.


The following must be provided / supplied in the media center:

• Internet connection with the following characteristics: o Download capacity: 10 Mbps o Upload capacity: 10 Mbps o Ethernet (cable connection possibility)

• High output collating copier

• General office supplies, staplers, paper clips, pens, pencils, paper etc.

• Staff to assist media with their needs

• Food: Minimum requirements: water, soft drinks, tea and coffee. This should be available throughout media center opening hours. Preferably free of charge. Snacks / sandwiches / fruits that can be brought by the journalists on the track are welcomed.

• Lockers for photographers for their equipment

• Detailed course maps - as used by first aid staff and race organiser

• List of important telephone numbers (taxi, car rental, etc.)

• Start lists and results (all other communiqués on demand)

• TV screen showing the live coverage of the race Opening hours (minimum):

XCO DHI XCO/DHI

Wednesday – 12:00 to 18:00

Thursday – 12:00 to 18:00 Thursday – 12:00 to 19:00 Thursday – 08:00 to 19:00

Friday – 09:00 to 22:00 Friday – 08:00 to 19:00 Friday – 08:00 to 22:00

Saturday – 09:00 to 20:00 Saturday – 08:00 to 20:00 Sunday – 08:00 to 21:00

Sunday – 09:00 to 21:00 Sunday – 08:00 to 21:00 Saturday – 08:00 to 21:00

10.9 Mixed Zone

Now that there is no press conference anymore, mixed zone will be set up next to the podium. The organiser has to guarantee via its accreditation entrance control that the media stay in a dedicated corridor area and conducts their interviews after award ceremony. It should be avoided that any media (except the UCI production partner) does interviews on the finish line (XCO) or in the finish bowl (DHI). The mixed zone must be a fenced area large enough for 10 riders to answer to media at the same time.

10.10 Flash interview/flower ceremony

The international flash TV interview by the UCI production partner, as well as the flower ceremony will have to be made before the podium ceremony and shall be made in front of the interview backdrop. No other interviews (TV, radio, websites, written press and new media) shall be conducted before the podium for the purpose that the duration of the TV broadcast is limited.


10.11 Digital

10.11.1 Website

The organiser must publish an official website featuring information related to the event including at least:

• Schedule

• Ticketing (if applicable)

• Entry list/Results

• Access for the public

• OC’s contact details

• Media/accreditation

• Sponsors’ logo (as a footer and/or on a dedicated page) with an active link to their commercial website

The UCI may also request that some branded elements such as - but not limited to – countdown be added to the website. Feel free to include any other information related to the event; it should be available in English plus local language. The official UCI logo of the event must be used throughout the website. Feel free to contact the UCI Digital and Social Media Coordinator Alexandre Roty ([email protected]) if you need any further details.

10.11.2 Social media

The UCI highly recommend to have a presence on the following social media channels:

• Facebook

• Twitter

• Instagram It is mandatory that the Red Bull TV bumper is added to any moving images related to the World Cup Event. The official # for the UCI Mountainbike World Cup is #MBWorldCup.

mailto:[email protected])


The official # of the event should be part of every promotional activity including print advertising, videos, commercials. The official # should also be displayed on site during the event (banners, big screens, etc). The UCI will be using the following channels during the whole UCI Mountainbike World Cup:

• Facebook.com/UCI Mountainbike

• Twitter.com/UCI_MTB

• Instagram.com/uci_mountainbike Information and news related to the the Mercedes-Benz UCI Mountain Bike World Cup is available at www.uci.org/mountain-bike


11 COMMUNICATION

11.1 Before the event: team info

A few days before the event, a team info document should be sent to all UCI MTB Teams registered for the concerned event. The document must be short but detailed enough for teams (especially new ones) to know all the necessary information about your event. Please see an excellent example of a Team Info document in appendix 8.

11.2 During the event: communiqués

All communiqués must respect the same layout. Header The header will reflect the world cup visual guidelines. Footer In order to have the principal sponsor’s logos on the communiqué layout, you need to send them four weeks before the event to the UCI. All lists and official communiqués of the commissaire’s panel will be produced by the timing company appointed by the UCI. In case the organiser wants to publish a communiqué the same layout must be used. All communiqués must be printed on white paper with headers and footers either in colour or in black and white.

11.3 Photo Copying

It is important that information gets distributed to the proper people in a timely manner. To accomplish this it is important that each site has at least one copy machine that collates and preferably staples. The copy facilities should be within a reasonable distance from the timekeeping, registration, media center and posting areas. There should be at least one person designated from the organising committee for this task and this should be his/her only job. Each communiqué must be distributed as soon as ready to:

• Race officials

• Race director

• Media officer

• Announcers, etc All communiqués must be printed on white paper.


To protect the environment:

• As an alternative for providing printed copies to the Team Area: install a free wireless network in the team/expo area. In addition, post one printed version in this area. Start lists, results and standings are published on www.uci.org immediately.

• Provide copies two-sided

• Copy only the first 2 pages of the standings (full versions can be found on www.uci.org)

• Start with a reduced set of copies for the media center (provide more copies when needed) The UCI will send you a schedule with the estimated dates and times when communiqués need to be copied, posted and distributed for a double event. This document is adapted per event according to the format and also to the schedule.

11.4 Communiqués posting and distribution

All communiqués must be displayed on weather resistant information boards. The boards must be placed near the race office and in a place with a lot of public traffic. Information boards must be weather-resistant. Different information can be posted on this board: course maps, schedule, start lists, results, communiqués. Please keep the information board clear and well organized. For example, start lists for a race can be removed when the results are to be posted. All communiqués must also be available to:

• The media (media center)

• The teams (location to be well communicated) The distribution of start lists to the public is highly appreciated and recommended. Posting and information distribution is very critical to a well run event and this detail cannot be overlooked. One person on the Organising Committee must be in charge of the distribution of printed outputs and must remain in contact with the UCI Secretary. The UCI Secretary will e-mail all outputs in PDF to the responsible person. A distribution schedule will be provided by the UCI.


12 AWARDS CEREMONY

12.1 Awards area

The awards area must be set up prior to the first day of competition and must be accessible to riders, media and spectators without interfering with any race in progress.

To ensure good quality photographs at the award ceremony keep in mind 3 factors: scenery, spectators, sunlight. The awards stage should face the 15h00 afternoon sun for optimal photography and television coverage.

The podium must be elevated, covered, high and spacious enough to welcome:

• Five riders and an entire team (riders and staff)

• The winner’s bike (in front of the “Today’s fastest” backdrop)

• The officials A particular attention must be paid to the look of the podium: structure, colors, podium steps, covering of the floor and front part, etc. A fenced area must be set up for the media. This area must be at eye level from the podium and access must be strictly checked by a marshal. A platform or low stage can be available in front of the stage to offer a good height:

- Two-tier platform

- Length 4m

- Width 2m

- Level 1: 50cm high

- Level 2: 1m high No other advertising/promotional material than the podium backdrop must appear on the podium.


12.2 Protocol / Running

A tent or a room must be set up next to the podium to allow riders to get changed before the ceremony. The tent or room must be furnished with a table and six chairs. Sealed bottles of water, buckets of warm water, sponges or towels and a mirror must also be available. The following riders will be called up to the podium to receive their awards: XCO U23 (Women and Men) Top 3 U23 riders Leaders of the World Cup standings XCO Elite (Women and Men) Top 5 Elite riders Leaders of the World Cup standings Best womens’ and mens’ UCI MTB Teams of the day The leading team of the World Cup standings DHI Junior (Women and Men) Top 3 Junior Riders Leader of the World Cup standings DHI Elite (Women and Men) Top 5 Elite riders Leaders of the World Cup standings Best UCI MTB Team of the day (mixed classification) The best UCI MTB Team of the World Cup standings (mixed classification) The award ceremonies will take place as soon as possible after the end of the race. It is very important, especially for the live TV. A trophy or flowers must be provided by the Organising Committee to the podium presented by someone appointed by the Organising Committee. The UCI provided the leader jerseys that will be awarded by a UCI representative. The name of the UCI MTB teams only must be mentioned. Once the ceremony is launched it cannot be interrupted for any reason.


12.3 Gender Equality Charter

All forms of discrimination and prejudice relating to sex, race, colour, ethnic and social background, genetic characteristics, language, religion or beliefs, political opinion or any other opinion, belonging to a national minority, fortune, birth, disability, age, sexual orientation or socio-economic status should be eliminated within the framework of the UCI and organisations working for, and associated with, the UCI.

Specific to this Charter, equality between women and men is a fundamental right and is at the heart of the UCI's efforts to achieve gender equality within cycling. Gender equality means that women and men, and girls and boys, enjoy the same rights, resources, opportunities and protections. It does not require that girls and boys, or women and men, be the same, or that they be treated exactly alike.

In order to promote and achieve gender equality in Cycling, the UCI has established a Gender Equality Charter which will include policies to remove all forms of gender-based discrimination and bias. This approach is in line with the International Olympic Committee’s agenda 2020 for the development of Gender Equality.

The scope of the policies under the Charter will encompass: the evolution of the sport of cycling across all disciplines to improve and increase participation, performance and conditions for women athletes, retirement from professional careers for women athletes, development of women’s cycling among National Federations, increasing the representation and contribution of women in cycling governance, administration and technical roles.

12.4 UCI World Cups Award Ceremonies Policy

Background Women were often seen as hostesses on the podiums of the cycling races in order to give the prizes directly to the winners. Their role varies from one event to another and a certain stereotype of ‘podium girls’ has pervaded for several years. In order to achieve equality between men and women, the UCI wishes to set up within its own events a strict and global policy applicable to all of its World Cups. The goal is to no longer hold the hostess as the centre of attention and disallow outfits and gestures that may be deemed sexist. Scope The aim of this policy is to define the role and function of the official hosts and hostesses of the ceremonies of the UCI World Cups. Gender equality must be forefront particularly during the award ceremonies, more specifically during the UCI World Cups, the showcase events of the Union Cycliste Internationale.


Policy Statements

– Equal gender representation in award ceremonies is mandatory: The number of hosts and hostesses present at the official ceremonies of all UCI World Championships must be equal. There must be the same number of women and men on the podium for the awarding of the various prizes (excluding riders and officials giving prizes). The UCI will make ensure this parity is respected by the Local Organisation Committees.

– Elimination of gender stereotypes is essential to achieving gender equality: In this context, the hosts’ and hostesses' outfits for the official award ceremonies of all UCI World Cups must be approved by the UCI Communications Department prior to the event. The goal is to make sure the outfits presented at the official award ceremonies are decent and appropriate.

– Physical contact should be the same for men and women: Hosts / hostesses and celebrities giving prizes to riders will be able to shake hands, but there will be no additional physical contact (e.g. kissing, embracing, etc.)

12.4.1 Running Order

A sheet with the names, nations and team of the riders will be handed to the award coordinator. It is up to him / her to check with the announcer if he can run the ceremony with this sheet or if he prefers the running sheet (see below) to be filled with the correct information. The ceremonies are run according to the following order (mentioned per discipline). A specific order is put in place for the award ceremony of the final round.

12.4.1.1 Cross-country Olympic

XCO – Women U23 3 – 2 – 1 + bike of the winner National anthem Champagne allowed Riders get off the stage Leader Women U23 category Jersey awarded by the UCI representative (no anthem) XCO – Men U23 3 – 2 – 1 + bike of the winner National anthem Champagne allowed Riders get off the stage Leader Men U23 category Jersey awarded by the UCI representative (no anthem) XCO – Women Elite


5 – 4 – 3 – 2 – 1 + bike of the winner National anthem Champagne allowed Riders get off stage Leader Women Elite category Jersey awarded by the UCI representative (no anthem) Women’s Team of the day: All riders, team staff and bike allowed on the podium No anthem Champagne allowed Riders get off the stage Women’s Team leader of the World Cup standings (separate award if different from Team of the day) All riders, team staff and bike allowed on the podium Yellow plate No anthem Champagne allowed Riders get off the stage XCO - Elite Men 5 – 4 – 3 – 2 – 1 + bike of the winner National anthem Champagne allowed Riders get off stage Leader Men Elite category Jersey awarded by the UCI representative (no anthem) Men’s Team of the day: All riders, team staff and bike allowed on the podium No anthem Champagne allowed Riders get off the stage Men’s Team leader of the World Cup standings (separate award if different from Team of the day) All riders, team staff and bike allowed on the podium Yellow plate No anthem Champagne allowed Riders get off the stage

12.4.1.2 Downhill

DHI – Women Junior 3-2-1 + bike of the winner


National anthem No champagne allowed Riders get off the stage Leader Women Junior category Jersey awarded by the UCI representative (no anthem) DHI – Men Junior 3-2-1 + bike of the winner National anthem No champagne allowed Riders get off the stage Leader Men Junior category Jersey awarded by the UCI representative (no anthem) DHI – Women Elite 5 – 4 – 3 – 2 – 1 + bike of the winner National anthem Champagne allowed Riders get off the stage Leader Women Elite category Jersey awarded by the UCI representative (no anthem) Team of the day All riders, team staff and bike allowed on the podium No anthem Champagne allowed Riders get off the stage Team leader of the World Cup standings (separate award if different from Team of the day) All riders, team staff and bike allowed on the podium Yellow plate No anthem Champagne allowed Riders get off the stage DHI – Men Elite 5 – 4 – 3 – 2 – 1 + bike of the winner National anthem Champagne allowed Riders get off the stage Leader Men Elite category Jersey awarded by the UCI representative (no anthem)


12.4.2 Leader’s Jersey

The leader jersey is awarded by the UCI representative designated to attend your event.

12.4.3 Prizes

Riders shall receive the following:

• Provided by the UCI: o World Cup leader jersey (overall classification)

• Provided by the organizer: o Flowers o Additional 'local' prizes (not branded) o Champagne o Framed number 1 yellow bike plate to the leading

UCI MTB Team of the World Cup standings (so that it looks like a trophy) provided by the organizer. Simple bike plates are not allowed

No other prize than the leader jersey must be awarded to the leader of the World Cup. Cheques are not welcome.


12.4.5 Example of a Ceremony Running Sheet

« Ladies and gentlemen, we will now commence the presentation ceremony for the ______(YEAR) Mercedes-Benz UCI Mountain Bike World Cup here in _____________________(VENUE) (All riders wait at the back stage, and wait to be called to the podium) « In 5th place, from ____________________(COUNTRY) and riding for ____________(TEAM NAME) is _________________(NAME) (5th placed rider enters the podium area and stands next to the 3rd place step.) « Presenting the trophies/flowers is _____________(NAME – FUNCTION – ORGANISATION) (medal/flower presenter enters the podium area to award the rider) « Ladies and gentlemen, one more applause for _______________(NAME)

« In 4th place, from ____________________(COUNTRY) and riding for ____________(TEAM NAME) is _________________(NAME) (4th placed rider enters the podium area and stands next to the 2nd place step.) « Presenting the trophies/flowers is _____________(NAME – FUNCTION – ORGANISATION) (medal/flower presenter enters the podium area to award the rider) « Ladies and gentlemen, one more applause for _______________(NAME)

« In 3rd place, from ____________________(COUNTRY) and riding for ____________(TEAM NAME) is _________________(NAME) (3rd placed rider enters the podium area and stands on the 3rd place step.) « Presenting the trophies/flowers is _____________(NAME – FUNCTION – ORGANISATION) (medal/flower presenter enters the podium area to award the rider) « Ladies and gentlemen, one more applause for _______________(NAME)

« In 2nd place, from ____________________(COUNTRY) and riding for ____________(TEAM NAME) is _________________(NAME) (2nd place rider enters the podium area and stands on the 2nd place step.) « Presenting the medal/flowers is _____________(NAME – FUNCTION – ORGANISATION) (trophies/flower presenter enters the podium area to award the rider) « Ladies and gentlemen, one more applause for _______________(NAME)


« And now ladies and gentlemen, our winner today, from ____________________(COUNTRY) and riding for ____________(TEAM NAME) is _________________(NAME) (1st place rider enters the podium area and stands on the 1st place step.) « Presenting the medal/flowers is _____________(NAME – FUNCTION – ORGANISATION) (trophies/flower presenter enters the podium area to award the rider) « Ladies and gentlemen, one more applause for _______________(NAME) « And now ladies and gentlemen, in honour of our champion, please stand up for the National anthem of ____________________(COUNTRY) (National anthem is played.) (Champagne is awarded to the riders (not Juniors)) (Riders exit the podium)

« And now ladies and gentlemen, the leading rider of the (YEAR) Mercedes-Benz UCI Mountain Bike World Cup, from ____________________(COUNTRY) and riding for ____________(TEAM NAME) is _________________(NAME) (The rider enters the podium area and stands on the 1st place step.) « Presenting the leader jersey is _____________(NAME – FUNCTION – ORGANISATION) (leader jersey presenter enters the podium area to award the rider) « Ladies and gentlemen, one more applause for _______________(NAME) (Rider exits the podium)


13 ANNOUNCING

Duo speakers are highly appreciated. It is compulsory to have commentaries done in the language of the host country and English, other languages are welcome but not compulsory. The UCI will provide the English speaking commentator. The primary responsibilities of announcers are to inform and entertain the crowd, media and participants by announcing the race action and other events. Another key responsibility will be to give series and local sponsors required exposure. It is highly recommended that each organiser produces specific information and script covering the messages and announcements that need to be made during the course of the event. This should include who the local sponsors are and what they offer. Other good information to include is the race particulars including a detailed schedule and procedures, a history of your race, information on Expo participants and thank you messages to all who are deserving. There will need to be a meeting between UCI, the race director and the announcers before the first day’s event to clarify all this information and expectations. Announcers are not permitted to make any promotional announcements other than for the UCI and events sponsors. Food and drink must be provided for announcers throughout each day as required. A DJ is required to work in conjunction with the announcer during XCO race starts, flowers and awards ceremonies. The DJ must attend a briefing before competition starts along with TV, the announcer and the ceremony manager. Rights cleared music will be available to play during ceremonies in addition to a soundtrack to use at XCO starts and DHI hotseats.

13.1 Announcer Information

This information is to assist the announcers for the World Cup events perform their duties in a precise and professional manner. It is UCI's goal to advance the sport of mountain biking and increase the media, spectator and racer participation through the high quality of the World Cup events. UCI feels that the announcers for these races will play a key role in helping to facilitate this goal. Announcers for the races should be intimately familiar with the following information:


• Race schedule: the announcer should know the complete schedule of events including but is not limited to: all start times, awards ceremonies and special events.

• Riders and participants: the announcer should be familiar with information on the top elite riders. Upon arrival on site the announcer must obtain a registration list and ask the organiser about any local riders.

• Exact title of the event (YEAR Mercedes-Benz UCI MTB World Cup)

• Area: detailed information about the area such as history, uniqueness, race history and number of riders in the area

• Sponsors of the event

• XCO call up procedure

• Award ceremony procedure All of the world cup series sponsors will get a promotional announcement at least every hour of each day of competition. Rules and regulations:

• The announcers need to have a good knowledge of UCI rules and regulations

• The announcers is working as a liaison between the UCI and the general public so they must be sure and always speak of the UCI in a positive light

• There will be no references to drugs or alcohol consumption

• There will not be derogatory references to any gender or sexual preference

• All sponsors will be referred to in a positive light

13.2 Sound System

The whole venue is ideally equipped with sound system. Downhill start areas must additionally have an independent system for call up procedures. Ensure that the sound system of an adequate size and quality to entertain the spectators in the start/finish area and the surrounding areas. Certain ‘hot spots’ should ideally have speakers located on site and connected to the main announcing desk. A good system for entertaining the spectators out on course a FM radio channels can be set up for little expenses allowing information and live announcing to go out direct on the radio signal. The channel can assist in bringing other spectators to the venue as they find the channel on their car or home radio. Spectators can take their FM receivers out onto the course and will be kept informed of the progress of the race, and importantly, be 100% sure when to return to the finish area and watch the completion of events and/or presentation ceremonies. In that case, the frequency must be widely communicated.


14 ACCOMMODATION AND OTHER COSTS

14.1 Accommodation

The UCI will provide the rooming list to the OC who will then make the hotel booking for the UCI staff. OC must pay for up to 80 overnights for the UCI staff:

• UCI staff and technical delegates

• Representative of the management committee

• UCI Implementation staff

• President of the commissaires’ panel, assistant commissaire, secretary, assistant technical delegate for DHI

• Timing staff

• UCI Medical Manager

• The CADF doping control officer(s) will contact you directly regarding accommodation The UCI might book some rooms at the official hotel for guests that will pay upon departure. This will be mentioned in the rooming list. Breakfast and dinner must be included. The UCI will pay only for the overnights and will not pay for UCI staff expenses as minibar and extra. Those costs will be pay by the individual at check-out. The OC must pay directly for the totality of the invoice. If they should be more than 80 nights, then the remaining amount for the overnights should be charged to the UCI.

14.2 Transport

Thanks to its new title sponsorship with Mercedes-Benz, the UCI will be able to assist the OC with the transportation facilities on the event, either with the provision of a certain number of Mercedes-Benz vehicles, or with a financial participation to rent Mercedes-Benz vehicles (from 5 to 7, depending on the needs). The OC must organise the pick-up for the UCI staff and the appointed CADF doping control officer(s) from the airport to the site (and return). The OC must organise a transport from the hotel to the site if necessary or provide the UCI staff with enough Mercedes-Benz vehicles. One vehicle should be available for the appointed CADF Doping Control Officer(s), one for the Timing, one for the TV staff, one for UCI Staff and technical delegates and one for commissaires. In case of any doubt, please contact the UCI. The UCI Medical Manager should have the possibility to have someone from the LOC driving him to visit injured riders if requested.

14.3 Catering during competitions

The OC must provide lunch (preferably hot food) for the UCI Staff and suppliers (implementation, TV and timing crews) and CADF Doping Control Officer(s) from their arrival day. Water must be provided during the whole competition period.


• UCI Staff and officials: about 15 people (final number mentioned on the rooming list)

• Implementation: 3-6 people (final number mentioned on the rooming list)

• CADF doping control officer(s) : 2 people

• Timing crew: 3-6 people (final number mentioned on the rooming list)

• TV crew: 65 people (as follows)

XCO event DHI event Double event

Monday - - 20

Tuesday 20 - 25

Wednesday 30 25 35

Thursday 35 35 65

Friday 55 50 65

Saturday 65 65 65

Sunday 65 65 65


15 ANTI-DOPING CONTROL

15.1 Introduction

The Mercedes-Benz UCI Mountain Bike World Cup are submitted to anti-doping controls as set forth in the UCI Anti-Doping Rules. The UCI has established the Cycling Anti-Doping Foundation (CADF), a foundation organised under the laws of Switzerland, for the purpose of managing anti-doping activities on behalf of UCI, i.e., in particular: Planning effective Testing, Registered Testing Pool (RTP) management, Biological Passport Program (Hematological and Steroidal), Results Management (initial review) and administrative support for the management of Therapeutic Use Exemptions (TUE). As such, the CADF is responsible for planning and carrying out the sample collection process during the event. The CADF Organizers Guide at appendix 9 settles all the aspects of the anti-doping controls to be carried out during the Mercedes-Benz UCI Mountain Bike World Cup.

http://www.google.ch/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&docid=P-eYnIGnEzQ06M&tbnid=2YZl1Bt_yZBvvM:&ved=0CAUQjRw&url=http://www.uefa.org/footballfirst/protectingthegame/antidoping/news/newsid=1495417.html&ei=mwyfUvaSLsG30QWCkIG4AQ&psig=AFQjCNF4oq4drsYKHslDjTAJ_43qKoqFqw&ust=1386241514980313


APPENDIX 1 Marshal’s Hand Book (separate document)

APPENDIX 2

Marketing Grid (separate document)

APPENDIX 3

Visual Guidelines (separate document)

APPENDIX 4

Media and Video bibs & Bib Holders’ Briefing Welcome to the Mercedes-Benz UCI Mountain Bike World Cup, Albstadt Here is some important information you must be aware of when receiving your photo bib : Photo bibs must be worn and clearly visible at all times Instructions from marshals must be strictly followed. Any photographer refusing to obey a marshal’s instructions will have their bib taken away We kindly ask bib users to work with TV on course to avoid blocking live TV cameras Access for bib holders are as follow : XCO : zones on course (see map), finish area (two separate zones for (color) bibs), award ceremony podium Photo bibs must be returned to the media officer on Sunday (date) at the latest at the media centre Thank you in advance for your cooperation. Bib Holder’s briefing (DHI) Welcome to the Mercedes-Benz UCI Mountain Bike World Cup, Fort William Here is some important information you must be aware of when receiving your photo bib : Photo bibs must be worn and clearly visible at all times Instructions from marshals must be strickly followed. Any photographer refusing to obey a marshal’s instructions will have their bib taken away All photo bibs have the same access We kindly ask bib users to work with TV on course to avoid blocking live TV cameras Access for bib holders are as follow : All B-Zones, media area at the finish bowl and awards stage. Access into the finish bowl is strictly prohibited Photo bibs must be returned to the media officer on Sunday (date) at the media centre at the latest Thank you in advance for your cooperation.


APPENDIX 5 Media and Video bibs Information

(separate document)

APPENDIX 6 Financial Obligations

http://www.uci.org/docs/default-source/imported-library/ucifinancialobligations-mtb18-multi_neutral.pdf?Status=Master&sfvrsn=5e611d8a_6

APPENDIX 7

XCO call-up procedure Involved staff UCI Coordinator President of the Commissaires Panel Announcer TV production team When? Fifteen minutes before the start of the Elite races Procedure English speaking announcer in start area from T - 20 mins T - 20 mins, first call to boxes T - 15 mins, start straight cleared, first call to boxes T - 10 mins, riders in boxes T - 10 mins, top 8 reminder transponder check Time to be determined on site (according to the number of starters), start staging with No.9. 1 rider = 3 seconds T - 4 mins, TV presentation starts, No.8. T - 2 mins, No.1 presented, No.120 staged T - 2 mins, photographers and staff clear start area T - 2 mins, UCI Coordinator removes line 3 tape T - 1 min, last TV sweep of front row T - 30 secs, UCI technical delegate removes tape T - 0, president of the commissaires panel starts race




APPENDIX 8 CADF Organisers Guide (separate document)

organisation guide of the mercedes-benz uci mtb world cup … · 2020. 2. 19. · organisation...

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