United World Wrestling Event Manual for
Seniors World Championships
January 2017
© World Academy of Sport 2017
Table of Contents
INTRODUCTION ................................................................................................................... 2
1. SPORT AND VENUES ..................................................................................................... 4
1.1. SPORT (INCLUDING UNITED WORLD WRESTLING SERVICES) ................................................... 4
1.2. CEREMONIES ................................................................................................. 9
1.3 VENUE MANAGEMENT ....................................................................................... 12
1.4. SITE MANAGEMENT & ENERGY .............................................................................. 14
2. CLIENT SERVICES ....................................................................................................... 16
2.1 SPONSOR SERVICES .......................................................................................... 16
2.2 MEDIA ....................................................................................................... 17
2.3 DELEGATION SERVICES ...................................................................................... 21
2.4 UNITED WORLD WRESTLING FAMILY SERVICES & PROTOCOL ................................................ 24
2.5 WORKFORCE ................................................................................................ 27
2.6 FANS SERVICES .............................................................................................. 29
3. EVENT SERVICES ........................................................................................................ 31
3.1 ACCOMMODATION ........................................................................................... 31
3.2 ACCREDITATION ............................................................................................. 33
3.3 ARRIVALS AND DEPARTURES ................................................................................. 36
3.4 FOOD AND BEVERAGE ....................................................................................... 37
3.5 LANGUAGE SERVICES ........................................................................................ 38
3.6 MEDICAL SERVICES .......................................................................................... 39
3.7 TECHNOLOGY ............................................................................................... 41
3.8 TRANSPORT ................................................................................................. 43
4 GOVERNANCE .............................................................................................................. 45
4.1 PLANNING ................................................................................................... 45
4.2 CITY RELATIONS ............................................................................................ 46
4.3 FINANCE .................................................................................................... 48
4.4. EVENT MANAGEMENT ........................................................................................ 50
4.5 KNOWLEDGE MANAGEMENT ................................................................................. 50
4.6 SUSTAINABILITY ............................................................................................. 51
5. MARKETING AND ENGAGEMENT ..................................................................................... 53
5.1 BRAND, IDENTITY AND LOOK ................................................................................ 53
5.2 SPONSORSHIP, RIGHTS & LICENSING ........................................................................ 54
5.3 COMMUNICATIONS & DIGITAL MEDIA ........................................................................ 58
5.4 TICKETING .................................................................................................. 59
5.5 MERCHANDISING ............................................................................................. 60
5.5 BROADCASTING .............................................................................................. 61
APPENDICES ..................................................................................................................... 64
APPENDIX 1: UNITED WORLD WRESTLING’S OBLIGATIONS ............................................................... 64
APPENDIX 2: COMPETITION HALL ........................................................................................ 65
APPENDIX 3: LOC FINANCIAL OBLIGATIONS ............................................................................. 68
APPENDIX 4: OPENING CEREMONY PROTOCOL ELEMENTS AND ORDER ................................................... 68
APPENDIX 5: PRIZE GIVING CEREMONY PROTOCOL ELEMENTS AND ORDER ............................................... 69
APPENDIX 6: TECHNICAL INSTALLATIONS MAPS .......................................................................... 70
APPENDIX 7: PRODUCTION GUIDELINES .................................................................................. 73
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Introduction
The United World Wrestling Event Manual for Senior World Championships (thereafter the “Event”)
is written to support the Local Organizing Committee (LOC) of the host city in the successful planning
and delivery of the Event, targeting to a great hosting experience of all stakeholders involved and
ensuring the celebration of United World Wrestling’s flagship event.
United World Wrestling is the custodian of the Event and the LOC as well as related host city’s
authorities need to work closely with United World Wrestling to develop a vision for how they will
deliver a successful Event. The Event Manual sets the general principles governing the relationship
between United World Wrestling and the LOC, and lists the key requirements applicable to the
planning, organising, financing and staging of the Event, as these are known by the two parties at
the time of warding the Event. The organisation and conduct of the Event is also governed by the
International Wrestling Rules, the General Regulations for Championships and International
Competitions, the Constitution, the Financial Regulations, and the Regulations for the International
Refereeing Body.
The Event Manual states specific contextual and legal aspects related to the organization of the
Event, in order to ensure that all parties understand and agree to a fair and specific set of
responsibilities that guarantee its success. It also allows current and future host cities to responsibly
match the key concepts and responsibilities about the event to their own sport, economic and social
context.
The Event Manual is structured according to a classification of Event organization responsibilities
into five overarching areas:
1. Sport and Venues
2. Client Services
3. Event Services
4. Governance
5. Marketing and Engagement
Within each of these areas, information and requirements are grouped together into subject matters,
referred to as “functions”, with an introductory description of each function. Each function section
integrates a blend of background information, requirements and guidelines for the services to be
provided by the LOC and specifies the deliverables on behalf of the LOC that United World Wrestling
needs to review and frequently approve on the course of planning and preparation period.
Of course, each edition of the Event delivers new innovations, responding to the context of the host
city and host nation and reflecting changing global trends. Therefore, the Event Manual is not a
static document but evolves over time to reflect changes to policies, working practices and new
recommendations, as result of the evaluation process that follows each edition.
The content of this Manual is supplemented by the following attached documents:
UWW_Congress Room
UWW_Contract for Broadcasting Rights
UWW_Brand Support Manual
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UWW_Host Broadcasting Requirements
UWW_Medical Regulations
UWW_Technical Installation for Competition
The structure of the Manual offers the opportunity to the LOC’s staff to use it in several ways and
benefit according to their needs:
The document as a whole offers the opportunity obtain a general view of the Event organisation
project and understand how the various sub-projects and tasks are connected to each other.
Each section provides the guidelines and information necessary for the planning and conduct of
the various Event functions.
The Manual Appendices include details and checklists for specific subjects.
Additional reference material is provided through the attached documents.
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1. Sport and Venues
1.1. Sport (including United World Wrestling services)
Overview
Sport is the central focus of the event; the priority for all functions is to provide the necessary
support for the athletes and the sport competition. Sport has overall responsibility for delivering the
sport competition in co-operation with United World Wrestling, plus training and other support
services e.g., sports equipment, sports publications, competition schedule, event officials, sport
volunteers, and sports presentation.
LOC Services
The LOC should establish a close partnership early on with United World Wrestling. United World
Wrestling will provide expertise, experience and resources in order to support the LOC.
United World Wrestling is responsible for the control and direction of the event. All elements of the
competitions, including the field of play, training sites and all sports equipment, must comply with
its rules.
In order to ensure that the planning and preparation process for the Event is progressing well, 2-3
pre-event visits of United World Wrestling at the host city will be organised. The United World
Wrestling delegation for each one of the inspection visits will comprise 4-5 people who will travel in
Business Class and the costs will be covered by the LOC.
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United World Wrestling shall designate two persons as technical delegates, who will be responsible
for the conduct of the event and who will be the point of contact for the LOC on all related matters
(including beyond the competition) during the event. Specifically, these persons will be: a) the
United World Wrestling Technical Delegate, and b) the Competition Manager - when assigned by
United World Wrestling.
The Technical Delegates will collaborate with the United World Wrestling Evaluation Commission
regarding the monitoring process of the Event organisation.
All the responsibilities of United World Wrestling are presented in detail in Appendix 1: United World
Wrestling’s Obligations.
The LOC needs to establish an open, transparent and efficient information-sharing system with
United World Wrestling.
The LOC, in consultation with United World Wrestling, will appoint a Sport Manager who will be
responsible for the planning and implementation of competition and training, in accordance with
the requirements of United World Wrestling. The LOC Sport Manager will work closely with the United
World Wrestling Competition Manager.
Regarding the Event Officials, the LOC shall take into consideration the following:
United World Wrestling Officials
United World Wrestling officials are nominated as such by the United World Wrestling President and
work for the event for United World Wrestling.
United World Wrestling officials must have special status, their identity cards must be appropriate.
These identification cards will enable officials to have access to all the areas covered by the event.
The employees of United World Wrestling are also officials.
United World Wrestling referees
Referees who work during the event will be nominated by United World Wrestling Bureau following
the suggestions made by the Refereeing Commission.
United World Wrestling selected referees, must arrive in the host country one to three days before
the competitions, depending on their country of residence and the dates of the course. They will
leave one day after.
Officials and technical assistants from the host National Federation
The LOC must ensure that the staff has been trained thoroughly and is able to fulfil the various tasks
in connection with the event.
There must be at least two timers (national category referees), one for recording the real duration
of the match and his/her substitute. If possible, there should be a third person, a specialist who can
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check the timing machines in order to avoid mistakes due to errors, forgetfulness or breakdowns.
For more details, see the Regulations for the International Refereeing body.
The expenses for the Officials participation in the event shall be borne by the LOC, as indicated in
this Manual.
The President, the Secretary General, the technical delegates, the appointed doctor and the
refereeing delegates are given a per diem during the event. The period which the LOC pays the
representation fees, CHF 100.- or equivalent in convertible local currency per day, payable on the
spot, starts 48 hours before the competition and ends 24 hours after the competition. For
competitions hosting a referee’s clinic, the period when the representation fees are payable to the
refereeing delegates starts 24 hours before the beginning of the clinic.
Regarding the event competition standards, they shall be in accordance with the requirements of
United World Wrestling.
The LOC will provide United World Wrestling with the offices and equipment required for its
functions during the event.
The LOC is responsible for the preparation of sport information material to be shared with the event
clients, using primarily the internet and digital media as means of communication for the event.
Sport is responsible for developing the different levels of the competition schedule (by Day, by
Session, by Event). The competition schedule needs to be agreed between United World Wrestling
and the LOC.
For the athletes’ training, the LOC must offer all delegations training and transport facilities which
correspond to the number of competitors. The training halls must be equipped and correspond to
standard requirements. Changing rooms, showers and scales must also be available at the training
site. The halls and the training times must be fairly distributed between the National Federations.
Individual training sessions must be guaranteed to each country. Training times must be co-ordinated
with the delegations and appear on a training schedule.
Regarding the sport equipment for the event, the LOC shall take into consideration the following
standard requirements for competition and mat surfaces:
Competition surface
Each competition mat must be the regulatory size: 12 m x 12 m.
The competition surface must be covered with a regulatory and new mat which must be in
accordance with the United World Wrestling standards and colours, 12 m x 12 m. The marking must
be done according to the Wrestling Rules. The LOC is obliged to use mats of the official UWW mat
supplier for their event, unless it is confirmed otherwise 6 months prior to the event.
A list of approved mats suppliers is provided by United World Wrestling on its official website:
https://unitedworldwrestling.org/governance/approved-mats
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Platform
The competition area must be on a raised platform 0.80m – 1m maximum high. It will comprise a
"flexible" deck or an "elastic" platform.
Disposition
The organizer must ensure that the light on the carpet will not be backlighting during the videos
Challenge.
Regarding the technology aspects that are required for the proper conduct of the competition, there
are some points that the LOC needs to take into consideration in relation to human resources
required:
If English can’t be used easily in the country, the LOC will need to provide 1 or 2 translators, in
order to facilitate communication
1 IT specialist in charge of the network and the video (screens, big screen, laptops) should be
available all the time on site.
2 Runners (volunteers who run between secretariat and the mats for the score sheets, programs
and start lists) should be available per mat
2 Timekeepers (National Category referees to use the scoreboards) should be available per mat
2 Secretariat Assistants should be available
(Optional) If there is only 1 big screen: 1 video operator to switch the source
In relation to the draw and weigh-in, the LOC will cooperate with United World Wrestling for the
proper conduct of the respective procedures. The detailed equipment required and procedures for
the draw and the weigh-in are specified by United World Wrestling.
Draw
The draw for positions in the competition table must be done the day before the first competition
of the weight category concerned, during the weigh-in, under the control of the referees designated
for this task by the Refereeing Commission. Two delegates at the most per National Federation can
be present at the draw.
The material necessary for the draw will be provided by the LOC otherwise by United World
Wrestling. The result of the draw will be distributed by the LOC to each delegation as soon as it is
complete. The draw procedure is the responsibility of the Refereeing Commission, assisted by the
Technical Delegates.
Equipment for the needs of random draw (by cabin)
A laptop set in English (minimum: windows 7)
A big screen for the coaches connected to the laptop
A hall with room for 150 people
Equipment for the manual draw (if necessary)
Empty competition table lists
Lists of draws by category corresponding to the numbers of participants
Weigh-in
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The weigh-in is the responsibility of the Refereeing delegates and the technical delegates. The
official weigh-in for each category is the day before the competition 15 minutes after the medical
examination and it lasts 30 minutes. The competitors are allowed to check their weight on the scales
available, which will be identical to those used for the official weigh-in, as many times as they wish.
The main requirements for the weigh-in are presented below:
For the possibility of a non-official weigh-in, the areas must be open as soon as the first delegation
arrives (each hotel)
official weigh-in (separate rooms, 1 cabin per category)
Each cabin should have:
o 1 electronic scale (without springs) with guaranteed precision
o 1 table and 2 chairs per scales
Changing rooms are needed, where the competitors can leave their belongings
3 assistants per scale (2 referees nominated for this task and 1 national category referee) and 1
technician to calibrate the scales if necessary
1 weigh-in sheet by weight category
2 scales to check their weight outside of the official weigh-in and two more in case
About the sport presentation, the LOC can achieve the following: to inform, entertain, inspire and
engage spectators in a manner which enhances (without overshadowing) the sport and competition,
and to educate new spectators about the sport and create a platform for potential post-event
engagement. The sport presentation of the weigh-in should be outlined and the LOC should provide
United World Wrestling with a detailed plan.
Regarding the Event qualification system, the main principles are the following: In order to
participate in a (cadet, junior and senior) World Championship, a National Federation must
obligatorily participate in the Continental Championship of the same age group, with at least the
same number of participants (per style) than the Federation will enter in the World Championship.
In other words, a National Federation cannot enter more wrestlers (per style) than the number
entered in the Continental Championship of the same age group. However, a National Federation
can enter less athletes (per style) in the World Championship than the number entered in the
Continental Championship of the same age group.
Reporting and approvals
The LOC must submit the following items to United World Wrestling for review or approval no later
than the date defined in the United World Wrestling Master Schedule:
Sport information material for distribution
Sports Competitions Schedule (by day, session, event)
Athletes’ training opportunities schedule
Services for United World Wrestling representatives
Sports equipment list and specifications
Any sports publication produced
Sports presentation plan, scripting and formats
Field-of-play technical specifications, designs and set-up, including camera and photo positions
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Ceremonies
Overview
The responsibility of Ceremonies is the preparation and delivery of the Opening and Closing
ceremonies, and of all the Victory Ceremonies during the event.
LOC Services
Wrestling events are the property of United World Wrestling, which will delegate the organisation
to a country whose candidature has been approved by United World Wrestling to hold the event and
its ceremonies. The LOC must make available the infrastructure needed by United World Wrestling
and the equipment necessary for the event and the ceremonies to run smoothly.
The LOC must appoint one person in charge of ceremonies and protocol who will work with the
United World Wrestling Protocol Chief, plus 5 assistants for the prize giving ceremonies and 5
assistants for the opening ceremony.
The LOC must ensure that the plans for the Event Ceremonies (i.e. the general concept and the
operations plan) are communicated to United World Wrestling well in advance of the Event, in order
to be reviewed and approved.
Positioning of United World Wrestling officials
There are various categories of United World Wrestling and host country officials who attend the
Opening, Closing and Medal ceremonies; for example, representatives of local authorities, the United
World Wrestling President, the President of the National Olympic Committee, the President of the
National Federation, the United World Wrestling officials (vice-presidents, honorary Presidents,
Secretary General, Head of the Refereeing Commission, Medical Commission and Olympic
Commission), local VIPs, sponsors' representatives, and United World Wrestling officials' wives. The
LOC must ensure that all the officials will be seated in a specific zone reserved for them and that
the United World Wrestling protocol will be followed.
Specifically, the positioning of officials should be done as follows:
United World Wrestling officials will be seated in the zone for officials reserved for them at the
opening, closing and medal ceremonies. United World Wrestling officials will sit in two to three
rows in the space reserved for officials following the United World Wrestling protocol.
In the first row: representatives of local authorities (Minister or other dignitary representing the
highest authority in the country hosting the event). On the left of this person will be the United
World Wrestling President and on his right the representative of the International Olympic
Committee or the National Olympic Committee.
The President of the National Federation organising the event will sit to the left of the United
World Wrestling President or his representative.
The President of the National Olympic Committee of the host country will sit to the left of the
United World Wrestling President (on the second seat).
The United World Wrestling officials will occupy the second row (vice-presidents, honorary
Presidents, Secretary General, Head of the Refereeing Commission, Medical Commission and
Olympic Commission).
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The local VIPs, sponsors' representatives and United World Wrestling officials' wives will sit in the
third row.
Opening Ceremony
The Opening ceremony must take place at the first day of competition.
The Opening ceremony may include the following elements:
announcement of the opening ceremony
cultural and sporting programme
parade and line up of the delegations
flags raising
speeches
opening of the event
For the Opening ceremony protocol elements and order, the LOC must follow the United World
Wrestling instructions.
The Opening ceremony lasts 30 minutes including the sporting and cultural events. The technical
installation for the competition must not be modified or damaged to conduct the opening ceremony.
Detailed information regarding the conduct of Opening Ceremony is presented in Appendix 4:
Opening Ceremony Protocol Elements and Order.
Closing ceremony
The LOC will discuss with United World Wrestling about the options for staging a Closing Ceremony
at the conclusion of the event. In general, the Closing Ceremony takes place with all the delegations
present walking past, after the last medals from the competitions of the last day have been
presented.
The Closing ceremony may include the following elements:
announcement of the event closure
flags lowering
United World Wrestling hymn
presenting of United World Wrestling flag to the organiser of the next event
As the closure is announced, the flags of the host country, the United World Wrestling and the IOC
are lowered, accompanied by the United World Wrestling hymn.
The President of the host National Federation presents the United World Wrestling flag to the United
World Wrestling President who solemnly presents it to the representative of the country which will
organise the next United World Wrestling event.
Prize giving ceremony
The formal prize giving ceremony takes place each day in specific sequence as set by United World
Wrestling and it can be modified, for exceptional cases, after discussion with United World Wrestling.
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United World Wrestling will provide guidelines for the protocol elements and order for the prize
giving ceremony and the LOC is responsible for the good implementation of these guidelines. The
Protocol officer of the LOC will work in a close collaboration with the United World Wrestling
Protocol Chief. Detailed information regarding the conduct of prize giving ceremony is presented in
Appendix 5: Prize Giving Ceremony Protocol Elements and Order.
Medals and diplomas
The LOC must present each participant with a participation certificate. The host National Federation
must provide medals and certificates for each weight category, according to the United World
Wrestling policies.
For the Victory diplomas and participation certificates designs, the LOC needs to use the dedicated
branding of the Event. It is necessary that the diplomas and participation certificates mention the
athlete’s name, country, weight category, style and rank. The use of any traditional designs that are
local and unique is encouraged will be approved.
Regarding the medal designs, victory diplomas and participation certificates designs, United World
Wrestling provides design elements and works with the LOC in order to finalise a format specific for
the event. Prior to production, the LOC needs to send all designs to United World Wrestling for final
approval. The LOC is responsible for the printing of these design items.
Medals per weight category
The LOC must provide medals and certificates for each weight category as follows:
st
1 place: a gold medal and a diploma
nd
2 place: a silver medal and a diploma
rd
3 place: a bronze medal and a diploma
rd
3 place: a bronze medal and a diploma
Note I: 2 additional gold, silver and bronze medals must be given to the United World Wrestling
Secretary General.
Note II: If there are only 5 wrestlers or less participating in one weight category, only one bronze
medal will be awarded.
Official dinners and banquets
During the official dinners and banquets, the LOC must follow the protocol requirements of United
World Wrestling in regards to the seating of the officials and the other participants, the dress code,
and other elements of the conduct of these events.
As far as possible, guests who are not at the official table will be seated according to their rank.
United World Wrestling sponsors have to be placed in close proximity to the president’s table. Toasts
and speeches will be made during the dessert. During these ceremonies, official clothing is required.
Hymns and flags
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The LOC must ensure that the delegation leaders certify the national anthems of their country (short
version), and the national flags (size: 1.20m x 1.80m). Flags and Anthem can be found on the United
World Wrestling website. The electronic presentation of the country flags is allowed.
Reporting and approvals
The LOC must submit the following items to United World Wrestling for review or 1approval no later
than the date defined in the Master Schedule:
Opening ceremony creative presentation and scripts
Closing ceremony creative presentation and scripts (if a closing ceremony is organised)
Opening and closing ceremony protocol scenario and design of podium for speeches
Victory ceremonies creative presentation and scripts
Medals designs, victory diplomas and participation certificates
1.3 Venue Management
Overview
A venue is defined as a site operated by the LOC for the period immediately before and during the
Event, defined by a tangible perimeter and typically subject to the exclusive use of the LOC based
on a “Venue Use Agreement” with the venue owner.
The competition venue(s) can be divided into three major sectors: the front of house (FOH), the
back of house (BOH) and the field of play (FOP). These sectors define specific operational and access
boundaries. The main venue areas for planning purposes are:
Field of play (FOP): Access to the FOP is only allowed to the individual bearing an Event
Accreditation Card which includes the specific entitlement to access this area. No other persons
are allowed access to the FOP.
Front of house (FOH): Marks the area inside the venue perimeter and including all spectator
circulation and queuing areas, seating and standing viewing areas and spectator amenities. Access
to this this area is subject to a security and ticket check.
Back of house (BOH): It concerns the areas of support operations for the venue, such as athlete
and team officials’ preparation (warm-up, locker rooms, rest areas), media work areas, other
work areas for the LOC staff or accredited event clients, logistics, technology, site management,
management offices, transport drop-offs, load zones, etc.
The Venue Management function is responsible for leading the planning and operations of
competition, training and other venues or facilities associated with the Event and related operational
activities surrounding them. This may include non-competition venues, such as for ceremonies (if
different than the competition venue), official port(s) of entry/exit, accommodation sites. The
responsibilities of Venue Management include:
Leading the development of venue operating plan
Developing planning tools such as venue operations policies and procedures, daily run sheets and
venue timelines that facilitate communication and integration between LOC functions and
external stakeholders
Managing the relationship with the venue owner including negotiating venue use agreements
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During the Event, the LOC is expected to have appointed a Venue Manager, who will be leading the
venue team, compiled from venue operations manager(s) and a number of managers representing
LOC’s operational functional areas. The Venue Manager can be the same person that is managing the
venue during its normal use or can be another person that assumes this role only for the period of
the Event. This Venue Manager will work in a close collaboration with the United World Wrestling
Technical Delegate(s).
LOC Services
Venue Definition
Already from the bid phase for a United World Wrestling major event, the bid committee is
responsible for acquiring a venue guarantee from the venue owner, operator or manager. Based on
this guarantee, the LOC shall establish a Venue Use Agreement with the venue owner, operator or
manager, clearly specifying the period of LOC’s use and that the venue owner(s), operator(s) or
managers understand and agree to operate in accordance to the provisions of this manual.
In addition, the LOC must procure third party liability insurance from a recognised insurance
company of its choice to cover its own as well as and the United World Wrestling's civil liability for
the duration of the Event, including the time taken to install the facilities before the Championships
and the time taken to dismantle them after the Event. The LOC shall send a copy of this insurance
policy and their conditions to United World Wrestling (in English or French) as soon as it is signed.
Venue Planning
The LOC needs to conduct a thorough venue planning defined as the process whereby the LOC
prepares plans (designs, manuals, schedules, team structures, policies, procedures, etc.) including
the specific activities by each function in the venue. This will also define the key planning activities,
timelines and the steps to approve the plans for venue with United World Wrestling.
In the highly unlikely case that, due to a serious reason, the LOC proposes a change to Event’s
venue(s) in comparison to what has been promised in the bid phase, the LOC must be able to
demonstrate that the change in venue is an enhancement to the initial plan. United World Wrestling
will then organize another inspection visit to the proposed venue.
United World Wrestling Technical Jurisdiction
United World Wrestling is responsible for the technical control and direction of all sport competition
elements, including the field of play, training sites and all sports equipment which must comply with
its rules. The competition venue shall have enough size to accommodate the number of mats
necessary for the competition as laid down by the United World Wrestling regulations covering
Championships and International Competitions and the corresponding competition equipment.
Detailed information regarding the FOP set up and the required spaces and equipment for the
competition and for the other necessary functions for the Event are included in Appendix 2:
Competition Hall.
United World Wrestling Brand Protection
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The LOC has to take control of all commercial rights in relation to existing or to-be-developed
venues, exclusive use of all indoor and outdoor signage at the venue as well as signage.
Seating Bowl Planning
The competition venue will have at least 5,000 seats spectators’ capacity and have the equipment
to enable optimal event viewing and understanding for spectators and competitors (e.g. matches in
progress and upcoming, match results, times, number of points, nationality, names). The LOC shall
conduct a dedicated seating bowl planning, defined as the process used to determine the capacities
of all reserved stands and spectator areas, and any operational seat-kills requirement. Seating bowl
planning aims to achieving optimal arrangements for Event’s clients and spectators. The reserved
seating areas must include:
A sport stand, for participating competitors, coaches and medical staff, placed as close as possible
to the competition area; this stand needs to have direct access not only to the competition area
but also to the Back of House.
A media stand (or press tribune), for journalists, photographers and broadcaster’s staff as close
as possible to the mixed zone.
A United World Wrestling Family stand, for the United World Wrestling Executive Committee, the
VIPs, the Refereeing Commission, the referees, technical officials, United World Wrestling staff
and LOC’s guests.
Reserved stands may be positioned within the same grandstand or in the same area; separation
between the different types of reserved stands (e.g. for press, VIPs, delegations) must exist, but
should be modest in order to provide flexibility to manage daily demands.
Reviews and Approvals
The LOC must submit to United World Wrestling for review or approval the following items no later
than the date defined in Master Schedule:
Venue planning process, and venue management strategy
Venue designs and venue fact sheet(s)
Venue capacity and seating bowl planning assumptions
Location and layout of reserved seating areas
Final venue operating plan
Copy of liability insurance policy
1.4. Site Management & Energy
Overview
Site Management and is responsible for the temporary installations (or overlays) and/or additional
temporary development to meet the unique requirements of the Event, accommodating all clients’
needs with the minimum necessary new facilities.
In regards to Energy, hosting a United World Wrestling major event may create an increased demand
on basic infrastructure systems including electrical power. In order to meet this demand, installation
of additional power infrastructure may be required to meet capacity and resilience (redundancy)
needs.
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LOC Services
Throughout the design phase of the venue, Site Management analyses requests to efficiently provide
adequate facilities at each venue, with a “must-have”, “should-have”, and “nice-to-have” priority
sequence in mind. It needs to source for temporary commodities matching the level of service
requirements to the budget.
The venue overlay planning aims to procure all temporary items needed to adapt Event venues or
sites so as to make them capable of hosting the Event. Temporary items may include grandstands,
portable cubicles, portable or temporary toilets, fences or other amenities and equipment. The
scope of overlay is typically reflected in venue drawings.
An initial “Power Survey” is needed for scoping any need for additional power demand, which
includes an analysis of the proposed venue in order to forecast the impact of the Event on the venue.
Further to the above, the LOC needs to provide dual utility-sourced power and generator backup
power and UPS for Technology systems (Results and Scoring, Telecoms and IT, broadcasting).
Reviews and Approvals
The LOC must submit the following items to United World Wrestling for review or approval no later
than the date defined in Master Schedule:
Venue drawings (initial and detailed)
Venue overlay planning, including a list of venue installations to be put in place specifically for
the Event
Venue installations timeline
Power Survey results
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2. Client Services
2.1 Sponsor Services
Overview
Sponsors are important part of the successful staging of a United World Wrestling event. Besides
financial support, they may also provide products, services and solutions that are critical to the
success of event operations. Sponsors activation typically occurs in the following three areas:
Advertising, business-to-business showcasing, consumer showcasing
Hospitality initiatives for staff, providers and clients
Operations, as some sponsors may be operationally involved in the staging of the event, in areas
such as technology, food and beverage; energy services, consumer services and transportation.
LOC Services
The LOC needs to reach a Marketing Framework Agreement (MFA) with United World Wrestling, which
will clearly establish the marketing structure and objectives for the event and will elaborate the
commercial parameters that will govern all aspects, including development and implementation, of
the LOC marketing programme. Based on the principles agreed in the MFA, the LOC will develop and
implement the Marketing Plan of the Event. The LOC needs to ensure that no other marketing
programme related to the Event is developed by any third party in the host city.
Any United World Wrestling global sponsors’ product and service categories must be fully protected:
no marketing rights in relation to the event may be sold with respect to such product and service
categories by the LOC or the host National Federation to third parties without the written permission
of United World Wrestling.
The TV inventory around the mat is to be secured by United World Wrestling. The LOC is required to
provide a venue layout with all the commercial details outlined and specified.
United World Wrestling will have a hospitality programme for their sponsors and it is required by the
LOC to assist as and when needed.
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Any signature properties (projects and events associated with the main event) may be included in
the marketing plan. In such case, the above conditions apply as well for them.
A reserved quantity of tickets for sponsor allocation, 20 VIP and 100 regular tickets should be
reserved for United World Wrestling Marketing Department.
Reviews and Approvals
The LOC must submit the following items to United World Wrestling for review or approval no later
than the date defined in the Master Schedule:
LOC’s Marketing Plan (including without limitation plans for sponsorship, licensing, sponsor
recognition, brand protection, signature properties)
Template(s) for commercial agreement(s) (if applicable)
Sponsorship standard rights package and matrix (may be an appendix to the Marketing Plan)
Sponsors on-site operations and hospitality services plan
2.2 Media
Overview
Media provides the facilities and services needed by the written and photographic press appointed
to cover the Event. The goal of this function is to create an environment for journalists and
photographers which allow them to perform their duties under the best possible working conditions.
If United World Wrestling request a Host Broadcaster (only when requested) then the LOC must
provide a Host Broadcaster responsible for producing and distributing unbiased international
television signals of the Event, provided as a service to organizations which have purchased the
Event’s broadcast rights from United World Wrestling to broadcast the event in their respective
countries. Also (or alternatively) the signal provided by the host broadcaster will be encoded,
commentated and streamed live to the internet to reach out to a worldwide audience and also to
territories where no TV broadcast of the Event is available.
LOC Services
The LOC is necessary to plan specific media facilities and services appropriate for the size and nature
of the event. In regard to facilities, the LOC shall provide a Media Centre, media tribunes and mixed
zone. In regards to services, the LOC shall plan and oversee key press services such as accreditation,
accommodation, press rate card, transportation and translation. Media facilities and services at the
venues hall be provided free of charge by the LOC unless expressly specified otherwise in this Manual.
The LOC is responsible for providing operational facilities, services and other requirements for
broadcasting. Those requirements may need to be adjusted to the individual city’s and venue’s
particularities. In any case the specific details of broadcasting requirements will be set out in a
Broadcast Cooperation Agreement to be entered into between United World Wrestling and the LOC.
All broadcasting rights should be negotiated by United World Wrestling.
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The LOC shall appoint a specific resource (a “press attaché “) in order to organise the press services
and to act as the LOC’s point of contact for all accredited Event media. It is recommended that
he/she is a journalist. If this is the case, he/she will not be allowed to work for his/hers newspaper.
This role will be responsible for ensuring the level of internet and power availability is fulfilled. A
representative of the International Association of the Sporting Press and the United World Wrestling
Media Commissioner will link up with the LOC and the press attaché to settle matters relating to the
profession and to assist the press in accomplishing its task.
Similarly, a broadcast liaison shall be nominated by the LOC to coordinate the needs and
requirements of the host broadcaster and of United World Wrestling in relation to the host broadcast
operations.
At the competition venue, the LOC needs to make the following provisions in order to facilitate the
work of media:
Press Tribune (Media Seating)
This area is situated preferably in the middle of the seating. The requirements for the Press Tribune
include the following:
200 spaces for media seating either on the floor on risers or in the stands on specially-built
platforms and tables should be provided at the Senior World Championships. Note: 75 seats are
required for other United Wrestling World Championships and United World Wrestling selected
events such as World Cups and Grand Prix. The seating capacity should be flexible according to
media requests for accreditation.
Elevated seats with unobstructed views. Need to be able to see the full competition (all mats)
without scoring screens, TV cameras or people in front.
Every seat needs power and hard wired as well as WIFI internet access.
Tables should have one meter of workspace per person. Front of tables should be draped.
Security is needed to make this area “media only.” This means that no coaches, officials,
wrestlers or fans are allowed without a specific media accreditation.
Working hours are two hours before the event begins and three hours afterwards. Media could
be instructed to set up in the workroom after an hour on final day if necessary, but it’s better to
allow all media to finish work at the tribune.
Hard wiring and Wi-Fi in this area are needed specifically for media.
A Media Centre will be set up within the competition venue to facilitate the work of the media,
including the host broadcaster, television, radio and the written and photographic press. Only if this
is not feasible should a separate facility be secured, this being subject to United World Wrestling’s
approval. The Media Centre must be open to the media at least one day before the Event opening
and remain open until at least one day after the Event’s closing. During competition days, the Media
Centre working hours will be two hours before the event begins and three hours afterwards. The
Media Centre will be acting also as the media workroom and will be appropriately equipped, as
indicated below.
Media/Photographer Workroom
For the working area for the media and photographers, the LOC needs to take under consideration
the following requirements:
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A working room for 100 with tables and seats, power at every seat, three tables for information
distribution, coat racks and an area for refreshments for United World Wrestling Senior
Championships. Note: room should seat 50 for other United World Wrestling championships
events.
Security is needed during working hours. This area is “media only” as is the press tribune.
Elevated TVs with views of all mats are needed.
Lockers should be available to store media equipment and valuables.
Mixed Zone
The “Mixed Zone” is an area located on the way from the competition floor to the dressing area and
it is used for interviews. The area needs to accommodate around at least 50 people including
journalists and athletes after competition. The LOC needs to take into consideration the following:
The area needs to be on the route from the competition area to the dressing area with no other
exit. Athletes need to be escorted along this route and they are encouraged to speak with media.
The exact location and access to the mixed zone must be agreed with United World Wrestling
during inspection visits, depending on the venue configuration and access.
Backdrops are needed for multiple interview areas.
Power should be available for cameras.
Area should be pipe and draped.
The area needs to have adequate lighting for filming.
Interpreters are needed in order to assist with the interview of the winners after the finals.
Press Conference Area
A formal Press Conference area is needed for pre-event press conferences and for special press
conferences after competition for winning teams, athletes, coaches and officials. The press
conference room should be provided equipped with a speakers’ podium and appropriate furniture,
fixtures and equipment (FF&E), technology, sound equipment, acoustic control, lighting and
interpretation services. Specifically, the requirements are as follows: Head table for six, three
microphones, plus a podium for moderator with PA system and a multi-box for plug- in audio
recording with seating for 100.
Lights should be provided as well as a backdrop.
Name display provided for featured speakers.
Two side tables needed for information distribution.
Head table and podium should be on a riser.
TV camera area should be behind last row of seating with power strips and a multi-box for getting
audio without putting microphones on front table.
It should be noted that this area should not be cramped and tight. Individual interviews may follow
after formal session.
In addition, the Media Centre will include an information/help desk as well as lockers, with key
access, for media to securely store personal equipment.
Photo Areas
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The LOC shall set up clearly identified television and photographic positions with an unobstructed
view of field of play, etc. Field-of-play cameras and photographic positions must be agreed with
United World Wrestling.
Photographers need to have access to the mats while not interfering with scoring or officials. This
may require a special armband or vest for security control. The provisions for the photo areas include
the following:
A primary area should be provided adjacent to the mats (usually on raised platforms from 6m by
4m for each of the mats) for selected photographers.
A “secondary area” needs to be established for photographers not on the primary mat. This area
could include the end positions, areas in or around the tribune or other selected spots in the
venue.
The photo areas need to be policed and enforced.
Courtside decorations and signage need to be planned so as not to interfere with the limited
areas photographers have to shoot the action (plants, signage, tables, etc.).
Notes:
- Flash photography is not allowed during competition.
- Any official UWW photographer has priority positioning at all events.
Overall Media Areas Concept
When possible, the media areas need to be near to each other. Media seating needs to be easily
accessible to the mixed zone and the workroom. The formal press conference area should also be in
close proximity to the media areas.
The media areas should be accessible by stairs if possible. Elevators are not a good option for free
flow.
Media areas, as other areas in the overall plan, need to be secure. If a credential does not have the
category and correct number designation, that person should not be allowed to enter, sit or stand.
Parking
A dedicated media parking area is needed near the entrance of the arena. This could be in
combination with staff, VIP, teams, etc.
Note: If media need to park before they obtain a credential and parking pass, the organizers will
provide a pass list or a letter giving media a chance to park, then get the necessary accreditation at
the arena.
In addition, space for outside broadcast vans and broadcast support vehicles or services (generators)
and parking for the host broadcaster, if required.
Information Needed by Media
Results: it is necessary to have a service or site where every match result is easily obtainable.
These results need to be in a United World Wrestling format.
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A list of competitors 10 days before the event.
Information that shows where the matches are and who is competing.
Note I: in order for the results to be distributed and used correctly, they should be given out by
category at the end of each round.
Note II: In the Press centre, there must be 24 spaces corresponding to the 8 weight categories of
each styles. The results are continuously updated in this space.
Quotes: An idea to be considered is that a local university could assist in the operation of the
event and those students could take quotes from the athletes and provide those to the media.
Results and information need to be distributed to the media.
The LOC shall produce an Event Media Guide in electronic format only, containing all information
relating to the Event and media facilities and services.
Wi-Fi
Wi-Fi is mandatory for all the media areas.
The media areas need their own Wi-Fi, separate from the public or other levels, with their own
ID and passwords to access the service.
The Wi-Fi will be at no cost to media.
Hard-wired capability is needed at every media seat in the tribune and the workroom.
Special arrangements will need to be made for those who will be uploading video or a large
number of photos. A separate service may need to be obtained at a cost for those who upload
photos and videos.
A technician needs to be present and available for the IT media services at the event.
All media attending the Event must be accredited according to their individual function (journalist,
photographer and broadcaster). The accreditation process is done through an online submission via
“Athena” system. However, the LOC needs to make provisions at the venue for the case that there
are last minute requests from interested journalists who did not register via “Athena”. The UWW
accreditation team is responsible for producing and disseminating the respective Accreditation
Cards. Detailed information about the Media accreditation (e.g. accreditation process, cards
distribution, accreditation categories, etc.) are presented in Section 3.2, ‘Accreditation’.
Reviews & Approvals
The LOC must submit the following items to United World Wrestling for review or approval no later
than the date defined in the Master Schedule:
• Consolidated services plan for the media and broadcasters client group
• Event Media Guide
2.3 Delegation Services
Overview
Delegation Services represents the needs of the National Federations (NFs) within the LOC and works
closely with other LOC functions to define the services to be delivered to the team delegations at
the Event. It is the official channel for correspondence and communication between the NFs and the
LOC.
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LOC Services
Delegation Services serves as the liaison and the only point of contact with NFs is providing the NFs
perspective in decision-making related to Event’s planning. They need to collaborate with other LOC
functions to define the services provided to the NFs before and during the Event. Before the Event,
they need to ensure that NFs are kept fully informed of United World Wrestling and LOC policies or
of any changes to such policies. During the Event, they provide a liaison point for the NFs Head of
delegation and manage Heads of Delegations meetings and centralised LOC’s communication to all
delegations. In order to assist with those roles, the LOC is required to appoint a Delegation Liaison
Officer/Assistant, who may be a volunteer with appropriate language and communication skills.
Programme of the Event
The LOC must draw up with the help of the standard United World Wrestling form and the United
World Wrestling Regulations a detailed programme of all the dates, activities and sites related one
way or another to the organisation of the Championship. This programme must be approved by United
World Wrestling at least six months before the Championship date.
The programme will be sent together with the invitation to each participating National Federation
and to all the United World Wrestling officials at least 90 days before the date of the first activity.
One copy of the programme will be given to each National Federation and to the United World
Wrestling officials on their arrival.
Registering to the Event
NF Delegations register their athletes via “Athena”, United World Wrestling’s system for
competitions. Teams, NFs have the obligation to fill in through “Athena” the preliminary entries at
least 60 days before the Event and the final entries 30 days before the Event. After these deadlines,
entries will not be accepted and the wrestlers will not be authorized to participate. An entry fee of
CHF 100 per wrestler (man or woman) will be paid to United World Wrestling. The payment of the
entry fee is directly requested through “Athena” upon registration of the athletes.
The Delegation registration for attending the Event also encompasses the registration of other
National Federation clients, including the National Federation president, National Federation
secretary general, accompanying guest(s), other National Federation representative(s) and National
Federation coaches, medical staff and any other team officials.
The registration of the delegation should be aligned with the LOC’s timeline for sharing information
with NFs about the Event. By entering, all participants declare that they agree to comply with the
provisions of the United World Wrestling statutes and regulations.
Services to LOC and participating delegations through “Athena” system
“Athena” system has been created for the competition organisation facilitation. With “Athena”, the
LOC has access to all necessary data regarding delegations’ participation (e.g. number of people per
delegation, functions, arrivals and departures schedules).
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The LOC will have an access as a viewer in order to be able to print and see all the details for each
delegation. The LOC will have an access to enter their volunteers but they will be able to do it
directly through their National Wrestling Federation access.
Registration through “Athena” provides a number of benefits to the participating delegations, such
as:
Ability to buy athletes’ licence online
Facilitation of hotel reservation for the team
Welcoming and services to the team upon arrival
Accreditations production and issuing to the team upon arrival
Weigh-in procedure facilitation
Online payment of entry fees
Better promotion of the competition
Facilitation of administrative work through online registration of referees to the competitions and
courses.
Delegation Quotas
The official number of people per delegation is set as follows:
GRECO-ROMAN
FREESTYLE WRESTLING WOMEN’S WRESTLING
WRESTLING
Wrestlers 1 - 3 4 - 5 6 - 10 1 - 3 4 - 5 6 - 10 1 – 3 4 - 5 6 - 10
Team leader 1 1 1 1 1 1 1 1 1
Coaches 1 2 3 1 2 3 1 2 3
Doctors 1 1 1 1 1 1 1 1 1
Masseurs - - 1 - - 1 - - 1
TOTAL 3 4 6 3 4 6 3 4 6
In case of a participation of more than 3 athletes (all styles together)
Referees enter a minimum of 1 referee
NF President 1
NF Secretary General 1
Accompanying Person -
All the people included in these numbers will pay the accommodation fee (board and lodging). All
additional registered delegates will have to pay the accommodation fee for extra people.
The additional referees registered (up to the limit mentions in the Regulations) will have to pay the
accommodation fee and won’t be considered as extra people.
Facilitation of entry to the country
The LOC must guarantee with its country's responsible authorities and facilitate the entry process to
its country for United World Wrestling officials, National Federation officials and competitors who
wish to take part in the Championship (through the provision of invitation letters, etc.). The National
Federations must respect the deadlines given by embassies and consulates. Entry visas must be valid
for 30 days and must be available 30 days before the Championship date.
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Information and Reception Desk
A Reception desk and information centre will be at the central hotel. There will also be an
information office at the competition venue. All information for National Federations will come from
these desks.
The desk is in charge of:
Welcoming participants when they arrive from the airport or station and when they leave
Attributing hotel rooms
Helping in ordering meals
Helping with local and international transport (confirming flights)
Providing information of any kind
Reserving training periods
Helping with questions about culture and tourism
Technical Meeting
A Technical Meeting is scheduled at the beginning of the competition. This meeting is organized in
order to give all the necessary information to the participants. It is essential that all team leaders
participate in this meeting. The LOC needs to make all necessary provisions for the proper conduct
of the meeting (e.g. provide a room with appropriate equipment and adequate space to
accommodate the participating delegates, inform the participants in advance about the place and
time of the meeting, facilitate interpretation, work with United World Wrestling for potential
additional requirements, etc.)
Reviews & Approvals
The LOC must submit the following items to United World Wrestling for review or approval no later
than the date defined in Master Schedule:
A consolidated plan for the services provided to National Federations delegations
Any newsletters and bulletins to be sent to National Federations about the Event
Any policy and plan for hosting National Federations visits prior to the event
Entry conditions to the host country and/or visa issuing procedures
2.4 United World Wrestling Family Services & Protocol
Overview
United World Wrestling Family Services & Protocol is responsible for services for the United World
Wrestling Bureau members and United World Wrestling staff members. Services include the VIP areas
in the competition venue and any official meetings & events prior or during the Event.
United World Wrestling Family Services & Protocol is responsible for the flag and anthem
programmes, dignitary management, and medal presenter management. It needs to be clarified that
United World Wrestling administration manages direct contact and communication with all United
World Wrestling members and staff.
The function must work closely with the United World Wrestling administration to develop
operational plans, and all information to be shared with the United World Wrestling accredited
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clients identified as guests e.g. United World Wrestling Board members, presidents and secretaries’
general of National Federations, LOC’s guests, future Events’ LOC observers etc.
LOC Services
The LOC will send the official letters of invitation, the provisional programme, and the Championship
Regulations to the affiliated National Federations, to the United World Wrestling President, the
Bureau members and the officials concerned, six months before the event.
For United World Wrestling efficient operations during the Event, the LOC shall provide appropriate
space, furniture and IT connectivity (i.e. printer, telephone, high-speed internet, etc.), including
meeting facility within the competition venue.
Also, United World Wrestling will need a meeting room for the Bureau Meeting in the United World
Wrestling Bureau Members Hotel, with a capacity of approximately 30 seats (arranged in U-shape),
each seat equipped with 1 conference microphone per seat, 1 large screen and projector, 1 pulpit
near the screen, simultaneous translation (French-English-Russian) and related equipment, Wi-Fi,
recording of the meeting.
Moreover, the LOC shall propose a hotel or a selection of hotels for consideration for the
accommodation of United World Wrestling Officials and staff for United World Wrestling to decide.
A private room at the competition venue will be made available to these guests and the VIPs.
Refreshments such as coffee, tea, etc. will be served in it.
United World Wrestling will define the process and manage registrations (using the “Athena” system)
for the United World Wrestling client group/categories; however, the LOC shall produce and
disseminate the accreditation cards on site.
Flags production and protocol
The protocol set of flags/emblems contains: the United World Wrestling flag, the flag of the host
nation and the flag with the Event’ emblem.
The protocol set of flags/emblems must be positioned in the order of precedence, as follows:
• United World Wrestling flag
• Flag of the host nation
• Flag of the Event
At the competition venue (as well as at the opening/closing ceremony venues, if different), the
protocol set is followed by the national flag of the participating National Federations. The national
flags of the participating National Federations must be displayed in alphabetical order (according to
the alphabet of the host nation), with the exception of the flag of the host nation, which should be
positioned last in the set of participating nations’ flags. In general, flags should be evenly spaced
and displayed at the same level.
Flag protocol dictates certain etiquette when handling a national flag, a nation’s most prominent
symbol:
• Flags should be folded when carried to and from flag poles or flag-hanging mechanisms
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• Flags should be securely fastened so as not to sag or fall
• When a flag visibly deteriorates, it should be replaced
The LOC shall provide a coloured flag graphic to all National Federations for verification, at latest
upon arrival in the host city, but preferably after registration closing, so that verification occurs
prior to flag’s production.
The electronical presentation of the flags is allowed (big screen).
In regards to the selection of medal presenters, the United World Wrestling Technical Delegate
decides who will present the medals and flowers. United World Wrestling Bureau Members should
present the medals and LOC officials the gift (such as teddy and/or flowers). This should be
determined in consultation with the United World Wrestling protocol officer, who is responsible for
United World Wrestling presenters, while the LOC Chief of Protocol is responsible for the presenters
from the side of the hosts.
Congress and meetings
In case that a Congress is to be organised with the occasion of the event, the LOC should take under
consideration the following:
The National Federation which organises a World Championship every even year or participates in
Olympic Games wrestling events will also have to make facilities available to enable the United
World Wrestling Congress, the Refereeing Commission’s meetings, the Medical Commission’s
meetings and any other meeting to take place smoothly.
For the United World Wrestling Congress, the host must guarantee simultaneous translation in the
official United World Wrestling languages (French, English) but also in Russian and Spanish.
After the Congress, the host National Federation must offer a meal to all the Congress members and
the United World Wrestling Bureau members.
Organisation of the Congress meeting, of the Executive Committee meeting must be under the
Secretary General's control.
Organisation of symposiums and Commission meetings must be under the control of the Heads of
these Commissions; the United World Wrestling President and the United World Wrestling Secretary
General are automatically on all of them.
Congress conduct requirements
The type of the Congress room hall must be appropriate and representative, with a simultaneous
translation system. The conduct requirements include the following:
1 table for the United World Wrestling Bureau with 25 chairs on an elevated platform facing the
audience
1 pulpit on one side of the platform equipped with a microphone and necessary cables to connect
a laptop to the screens
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1 or 2 tables and chairs for the Congress secretariat near the table for the Bureau with connections
to the screen(s)
1 or 2 large screens for the projection of content (slides, images, videos…) for the audience
4 screens facing the Bureau table
1 central microphone for the United World Wrestling President
3 - 5 microphones for the Bureau's table
2 mobile microphones for the Congress delegates
200 seats and appropriate working conditions for the participants at the Congress
st
On 1 row, 10-15 reserved seats for United World Wrestling honorary members and guests
Simultaneous translation into the United World Wrestling 's official languages and, if possible, into
the auxiliary languages of United World Wrestling
Name plates for the United World Wrestling Bureau members and the honorary United World
Wrestling members
Name plates for the participating countries
United World Wrestling and IOC flags
Backdrops with United World Wrestling logo and congress designation
At the entrance of the Congress room, 4 tables with 2-3 chairs with the names of continents:
Africa & Oceania, America, Asia, Europe.
Mineral water for all seats
Non-alcoholic drinks and coffee for the break
Technical equipment enabling the Congress debates to be recorded
Technical equipment for the votes
1 typing pool
Photocopiers
2 - 4 voting booths
1 ballot box
3-4 volunteers
Reviews & Approvals
The LOC must submit the following items to United World Wrestling for review or approval no later
than the date defined in the Master Schedule:
Consolidated services of the Guest client group
List of suggested hotels for United World Wrestling accommodation
As part of the Ceremonies Operating Plans, the seating plan for United World Wrestling officials
As part of the Event operating plan, the VIP seating areas
The location of flags at the competition venue
2.5 Workforce
Overview
The Workforce function is responsible for the planning, delivery, retention and care of the paid staff,
volunteers and contractors necessary to stage the Event. Under this role, it is in charge for
quantifying, sourcing, recruiting, training, scheduling, accrediting, rostering, uniforming,
integrating, managing and motivating the workforce that is needed for staging the Event.
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Event-time responsibilities of the Workforce function include:
Uniform Distribution
Resource allocation
Training support (for the job and for the venue)
Communications, reward, recognition & appreciation
Health & Safety
Break/meal management
Scheduling/rostering (in cooperation with other functions)
Incident and issues management
Dissolution (post-Event)
LOC Services
The workforce planning role is to identify and accurately forecast and classify the human resources
required for the LOC and the Event. It needs to work together with other functions in order to
determine which roles are suitable for paid, volunteer or contract staff, produce related job
descriptions and identify job-sharing opportunities.
The recruitment role, relates to the sourcing and selection of applicants to fill specific jobs in a
timely manner according to identified demand forecasts.
The uniforms role includes the design, planning, procurement and distribution of uniforms and
accessories for the Event’s workforce. It should be noted that uniform design should be aligned with
the Event’s look guidelines. It also oversees the design of partner or contractor uniforms to ensure
compliance with the guidelines.
The volunteers’ role is responsible for the sourcing, allocation, motivation, recognition and retention
of volunteers to support the delivery of the Event.
The training role is to ensure that the staff and volunteers of all LOC’s functions receive appropriate
job training and are managed properly during working shifts. The training typically comprises three
levels: a general Event training, a job-specific training (delivered by the respective LOC function)
and venue training.
The LOC shall analyse the local labour laws, awards and conditions, to assess the impact that these
will have on the Event and take all necessary steps with the appropriate authorities to ensure the
entry and stay of workforce as required under the present Manual, and inform United World Wrestling
of their progress and outcomes. The LOC must coordinate with the competent authorities of the host
country to ensure that accredited United World Wrestling delegates are exempt from any of the host
country regulations with respect to event-related business carried out during this period.
LOC Event staff
Indicatively, the necessary LOC staff in order to perform the necessary roles and curry out the duties
for the successful delivery of the Event include (at minimum):
1 person in charge of the Organisation Office
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1 person in charge of the information and reception desk
1 person in charge of accommodation (board and lodging)
1 person in charge of training
1 person in charge of transport
1 person in charge of Public Relations
1 person in charge of material and equipment
1 person in charge of the weigh in and the random draw
10 assistants for checking nationalities, invitations, giving out identity badges, checking flags and
national anthems
2 guides for the athletes
Reviews and Approvals
The LOC must submit the following items to United World Wrestling for review or approval no later
than the date defined in the Master Schedule:
Recruitment strategy and timeline for full-time staff
Volunteer strategy and recruitment timeline and concept
Organisation chart, upon request from United World Wrestling
Workforce training scope and delivery strategy
Headcount reports (initial and final)
Arrangements with the appropriate public authorities regarding entry formalities for
personnel into the host country
Final Workforce Report, including final headcount figures
2.6 Fans Services
Overview
The Fans Services function focuses on spectator experience, crowd management, and access control,
and provides overall competition venue operational support.
Fans Services is considered to be the “Face of the Event” as typically its staff act as hosts and they
are the first and last faces that spectators encounter during their visit.
LOC Services
Lead “front of house” coordination: coordinate the venue services available to spectators, such
as ticket inspection and activation, pathways to venue entrances, medical services for
spectators, sales of licensed products, food concessions, along with the respective functions of
the LOC for consistent and quality spectator experience.
Pedestrian flow and crowd management: implements and modifies as needed the pedestrian flow
plans that the LOC has designed, from the controlled venue precinct perimeter up to the
spectator seating areas. It includes directing spectators, preparing spectators for ticket and
security screening, managing any queuing areas, monitor crowd capacity and safe ingress/egress
etc.
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Ticket taking: reading, collecting, and validating tickets for each competition session and
assisting in the resolution of ticketing problems at the gates.
Ushering: providing assistance to spectators in the seating areas of the venue, restricting access
into seating areas for properly ticketed persons only and handling ticket issues that arise or
observing seating areas for house rules infringement, safety issues etc.
Access monitoring: monitors the access restrictions into predefined venue areas (e,g. athletes
zone, VIPs zone, media zone etc.) during venue “on” hours by checking accreditation passes and
access rights. This includes controlling access to reserved seating areas Management and
management of zone access-control points for accredited Event clients based on the LOC’s zoning
plans.
Accessible operations support: distribute wheelchairs and assistive hearing devices to spectators
with mobility or sensory impairments and provide a stroller storage service for spectators with
small kids.
Lost and Found: develop and manage a claims system for receiving, logging, storing, tracking
found items and returning to proper owner.
Public information – manage on-venue public address announcements and operates a public
information point, in which directs clients to its services, such as lost & found, ticket issues
resolution, accessible operations etc.
Reviews and Approvals
The LOC must submit the following items to United World Wrestling for review or approval no later
than the date defined in the Master Schedule:
Consolidated services for the spectators’ client group
Fans information material (in any form, e.g. printed or electronic)
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3. Event Services
3.1 Accommodation
Overview
Accommodation is responsible for the management of accommodation for event’s clients prior to
and during the event. It focuses mainly on acquiring and contracting all required guest rooms and
beds needed, and on managing the allocation of rooms to various clients of the event.
LOC Services
The LOC needs to ensure access to sufficient, adequate and price-controlled accommodation for the
event. The room rates for all hotels and room types should be confirmed well in advance. The highest
prices charged for hotel rooms, conference rooms and related services for event clients shall reflect
the market prices applicable during normal periods and will not exceed the rates mentioned in the
United World Wrestling event contract.
The board and lodging conditions and procedures (e.g. bookings and payments), approved by United
World Wrestling, and the addresses of the hotels will be mentioned on the specific information form,
which will be sent to the participants together with the programme of the competition.
Among the standard accommodation requirements is the provision of free internet connection for
all the participants. Moreover, Referees and United World Wrestling Staff will be accommodated in
single room.
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The LOC shall cover the accommodation costs for the United World Wrestling President, United World
Wrestling Secretary General, technical delegates, officiating delegates, United World Wrestling
appointed doctor, and members of United World Wrestling Staff. The period for which the organiser
pays the accommodation starts 48 hours before the competition. In the case of TRT, Video/Database
team and exceptional cases for the staff, the period may begin up to 72 hours before the
competition; in any case it ends 24 hours after the competition. For a World Championship the
organizer must bear the expenses for board and lodging for all Bureau Members.
An accommodation fee of a maximum amount of CHF 180 per night and per person, for boarding and
lodging, has to be paid to the organizer by the teams, which participate from member National
Federations. This amount applies for two days before the competition, during the event and one day
after the competition. For the extra persons, the maximum amount of the accommodation fee is
CHF 200 per night and per person. Each delegation has to stay for a minimum of 3 nights.
When a delegation is registering their athletes though “Athena” system, then the LOC will be able
to proceed with the hotel reservation.
The amount of the accommodation fee will be fixed according to the quality level of the hotel
conditions provided. This amount will be collected by the organizer for a minimum of 4 days.
Accommodations fees must be paid by each of the delegations at least on arrival.
All the hotels secured from the LOC for the Event needs have to be at least 3 stars for the delegations
and officials and at least 4 stars for United World Wrestling Bureau Members.
In regards to media accommodation, the LOC will suggest to the media an inventory of hotel
accommodation choices of various levels, in order to cover all needs. Accommodation fees will be
borne by the media representatives.
In regards to the accommodation of the United World Wrestling technical team for competition, the
LOC needs to take under consideration the following requirements:
• Single rooms are required for every member of the team
• Internet connection in the room
• Hotel needs to be close to the venue
• Need to provide food directly onsite (usually team doesn’t have time to go to lunch)
In regards to the accommodation of the United World Wrestling Senior Staff, the LOC needs to take
under consideration the following requirements:
• Single rooms are required
• Internet Connexion in the room
• Same hotel than the Bureau Members as meetings are usually organized in their hotel
In regards to the Information and Reception Desk, it is advised that the address and phone number
is sent to the National Federations and to United World Wrestling officials at least 10 days before
the Championship. This desk should be open 24 hours a day at least during the days the delegations
arrive.
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Reporting and approvals
The LOC must submit the following items to United World Wrestling for review or approval no later
than the date defined in the United World Wrestling Master Schedule:
Preferred selection of hotels plan
Final room pricing for all event hotels
Accommodation policies and processes for event clients
3.2 Accreditation
Overview
Accreditation has the responsibility to register the personal data of all individuals involved in the
staging of the event, and then to produce, distribute and validate Accreditation Cards (AC),
containing the appropriate venue access rights and entitlements for each individual person
performing a functional role at the event.
LOC Services
United World Wrestling, through the LOC, grants the right to an AC to all people who have a
recognised function to perform at the event. An AC should not to be granted in lieu of a “free
pass” or “event ticket”. It is a working tool to identify and manage the people performing a
functional role at the event, and facilitate their movement in a flexible and secure manner.
The ACs remain the property of United World Wrestling, which decides all conditions and privileges
attached to it and can be withdrawn, with immediate effect, at United World Wrestling’s sole
discretion. If an individual has several valid functional roles, the functional role with the “highest”
accreditation access is normally selected. No substitutes may benefit from any unused
accreditations. United World Wrestling assigns one person for managing the accreditations on site
and for dealing with potential last minute changes.
Accreditation gives the right to access the competition venue and specific venue zones, as required
by the holder’s functional role. United World Wrestling defines in advance the number of zones in
the venue and who has access in each one of the zones. Venue and zone access must be controlled
by the LOC. Access to accredited stands shall be granted according to client category or
function/title. In addition, the accreditation holder has the right to free urban transport, free
participation in the banquet and in all other events organised by the host.
Upgrade cards, day passes and guest passes shall be made available by the LOC to provide access
rights or other entitlements on a temporary basis. Moreover, on an exception basis, certain venue
areas may require supplementary access control devices at certain times to cover specific
operational requirements (i.e. bibs, armbands, stickers, etc.); these access control devices must be
used in conjunction with an AC.
The LOC is responsible for the AC distribution to event clients in the host city. An accreditation
facility (desk, office, etc.) should be planned to facilitate event operations, in particular
accreditation-problem resolution. The LOC also needs to prepare and communicate instructions for
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participants that outline the accreditation process, registration deadlines, AC distribution process,
and key policies and procedures for each client group.
The design and layout of all accreditation application forms will be done by United World Wrestling.
Team Delegations’ Responsibilities
Teams participating from National Federations have the obligation to fill in through “Athena” the
preliminary entries at least 60 days before the competition and the final entries 30 days before. Past
these deadlines, entries will not be accepted and the wrestlers will not be authorized to participate.
At the time of the accreditation, an entry fee of CHF 100 per wrestler (man/woman) will be paid to
United World Wrestling through “Athena” system.
Media Accreditation
In regards to Media accreditation, the main considerations are listed below:
Accreditation Process
Media accreditation should start at least three months prior to the event. Each participating
country should direct their media to the “Athena” system on unitedworldwrestling.org to receive
information on how to obtain media credentials as well as a media packet with information about
the tournament.
Each National Wrestling Federation is responsible alerting the media in their own country about
the accreditation process.
United World Wrestling will be responsible for final approval of all media accreditation requests.
The media accreditation process will be online on through “Athena” which can found on
uniedworldwrestling.org.
The local organizing committee will be available to provide any letters needed for Visa application
or travel to accredited media.
Accreditation Distribution
It is necessary to have a dedicated place for pickup, and this needs to be communicated to media.
Specifically, the accreditation of all categories (Medias, Broadcasters, Paper press,
Photographers, etc.), will have to be done at the “Press Point” on the competition site by the
United World Wrestling Television – Press Delegate and the LOC Press officer.
Credentials should be distributed starting when the workroom is opened and the teams arrive for
practice. This should be two hours before the start of the event.
There needs to be communication between the accreditation pickup area and the press chief in
case there is a question concerning credentials.
Media accreditation categories
The Media accreditation will be divided in the following three badge categories:
1st category: TV RIGHT HOLDERS
People who have purchased the TV rights through the United World Wrestling Television – Press
Delegate.
2nd category: MEDIA
Paper press, Photographers and radio.
3rd category: TV HOST BROADCASTER
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Reserved for technicians and operators who cover the live event for United World Wrestling.
Access Number designation
A system with access zone codes following Olympic Games style could be the following:
1 Field of play
2 Athlete preparation areas (e.g. locker rooms, practice mats, weigh-in, medical room)
3 Delegation seating
4 NF Official seating
5 VIP seating
6 UWW seating
7 Press / Media areas (tribune, mixed zone, interview areas, press conferences)
8 Referee room
9 VIP Lounge
Broadcasters’ accreditation
An accreditation system enabling all accredited representatives of the Host Broadcaster, unilateral
broadcasters and other rights holders to gain access to controlled areas necessary for them to carry
out their duties and protect their broadcasting rights shall be provided by the LOC and insured by
United World Wrestling.
Accreditation Philosophy
In regard to the accreditation philosophy, the main principles are listed below:
Security at the venue should concentrate on the access number as well as the accreditation
category. Every access point should have the access number and the accreditation category
posted for easy security check. Authorised personnel should be responsible for enforcing access
control.
Accreditation approval is done through the process that has opening and closing dates. It is then
approved by United World Wrestling. There is no accreditation issued at the event that has not
gone through the complete process and met the accreditation deadlines.
Access monitoring
In order to ensure that only authorised people have access in the various venue areas, the LOC needs
to ensure that a proper access monitoring system is in place. The LOC Security officer needs to have
a close collaboration with the United World Wrestling Competition Manager and it is absolutely
necessary that he/she will brief all the security guards about the accreditation zones.
Equipment for Accreditation needs
2 computers
1 United World Wrestling competition software (Arena)
2 fast printers
cartridges of replacement
2 digital cameras connected to the computers + tripods
2 lamination machines + 500 A4 lamination sheets
2 cutting machines (Massicot)
2 punches
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A4 sheets
Entries, checking nationality, distributing accreditation badges
For all the necessary checks, the LOC must make provisions in order to accelerate them.
The halls and working conditions should correspond to the number of entries and include as a
minimum:
1 large table for administrative work
1 table for the Secretary General and the General Treasurer
30 chairs
These checks will be ensured by the team of the United World Wrestling Competence Centre.
Reporting and approvals
The LOC must submit the following items to United World Wrestling for review or approval no later
than the date defined in the United World Wrestling Master Schedule:
List of supplementary access control devices
The design, layout and back-of-card text for the Accreditation Card, upgrade passes, day passes
and guest passes, and any supplementary access control devices
3.3 Arrivals and Departures
Overview
Arrivals and departures is responsible for welcoming team delegations and other clients at host city’s
designated port(s) of arrival (airport and/or other station(s) and providing facilitation and
information services.
LOC Services
In general, the services upon arrivals include welcoming at port of entry, provision of information,
passenger transport and equipment transfers, arrival and check-in at accommodation. Services upon
departure include check-out from accommodation, passenger transport and equipment transfers,
assistance at the official port(s) of exit and farewell.
In particular, the LOC is responsible to transfer, free of charge, all accredited event clients and their
accompanying luggage and equipment, between the official port(s) of entry/exit and their
accommodation site upon arrival and departure.
While arrivals & departures needs to be seen as an end-to-end process as regards the experience of
the event’s clients, its success is dependent to the efficient operations in the airport (or station),
accommodation destination, transport operations etc. Essential is successful airport operations,
given airports are the most-used gateways for the world to reach the host city. Of course, any
services provided by the LOC at the official port(s) of entry/exit must be planned in agreement with
the respective authorities and accordance to the normal activities of the relevant authorities. In this
view, the coordination of end-to-end services as above requires contribution from multiple LOC
functions and external entities and an integrated client-oriented approach.
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The LOC needs to work closely with the relevant national authorities to obtain all necessary
information to be provided to event clients from outside the host country and also undertake all
possible actions to assist with the import, export, entry and exit of passengers and goods into and
out of the host county.
Team Delegations Responsibilities
Efficient Arrivals and departures planning is based on the collection, consolidation and dissemination
of travel data from events’ clients. However, such data can never be 100% while changes will be
occurring; therefore establishing on-site flexibility is necessary. The LOC must ensure that travel
data provided by event’s clients is processed in compliance with any applicable data protection and
other legal requirements applying in the host country.
Using the “Athena” system, all the delegations as also other Event clients (e.g. United World
Wrestling Bureau Members, Media, and United World Wrestling Bureau Staff) have to enter their
arrival and departure information. This way, the LOC will have all the information needed in order
to organize properly the transport for them and to be ready to accommodate their needs.
Reporting and approvals
The LOC must submit the following items to United World Wrestling for review or approval no later
than the date defined in the United World Wrestling Master Schedule:
Definition of the official port(s) of entry & exit (International Airport and Train station
information)
Plan of services and facilitation processes at port(s) of entry/exit.
Transport plans for arrivals & departures
3.4 Food and Beverage
Overview
Food and beverage is responsible for procuring and managing the provision of food and beverage
services for all clients of the event at the designated competition, training and accommodation
venues. Food and beverage services are to be provided by the LOC on a user-pay basis or free of
charge, as outlined in this Manual.
LOC Services
The LOC is responsible to:
Undertake the planning and co-ordination needed to deliver the highest standards of food quality,
service and hospitality to all clients
Procure food and beverage services from competent catering organizations at venues to clients
providing for their diverse needs, satisfying the cultural, religious and dietary requirements of
athletes
The LOC must ensure the following aspects are integrated into event’s planning:
Compliance with local food safety regulations
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Menus offered to the athletes must be labelled in English and outline the ingredients and
nutritional content. Local and international cuisine, cultural heritage and special dietary
requirements should be considered.
Rights for free meals have all the accredited delegations’ members who have paid the
accommodation fee. This fee includes three meals a day. The LOC also has to provide the three
meals to United World Wrestling delegates: President, Secretary General, staff, Production team,
Technical Delegates, Doctor, Bureau Members, and Referees Delegates.
The level of service and locations of food and beverage areas provided at event’s venue(s) shall
depend on the venue layout and consider the availability of existing facilities. When services are
provided on a user-pay basis, the prices must be comparable to prices that are readily available
elsewhere in the host city.
The athletes eat normally each meal (breakfast, lunch and dinner) at the hotel. By exception, the
LOC shall provide meals for athletes at the competition venue, depending on the Event Schedule and
the anticipated duration of the athletes’ stay at the venue. The distance from athletes’
accommodation should also be considered. The conditions of the accommodation and the level of
the meals will be controlled by the UWW Doctor and the Technical Delegates.
The quality of the food and the conditions under which it is prepared and distributed is subject to a
report by the official medical delegate of United World Wrestling as per the Medical Regulations.
Service level free of charge at the venue
The LOC needs to make provisions in order to accommodate the food and beverage needs of certain
Event client groups at the competition venue:
The athletes should have a lounge where they can find water, fruit.
The referees, officials should have a lounge (Note: this lounge can be the same room that is used
for their daily meeting) with coffee, tea, water.
The Bureau Members should have a lounge with water, coffee, tea, small buffet.
The VIP should also have a lounge with water, coffee, tea, small buffet.
Reporting and approvals
The LOC must submit the following items to United World Wrestling for review or approval no later
than the date defined in the United World Wrestling Master Schedule:
Food & beverage procurement strategy (including service levels by client)
Menus at athletes’ accommodation
Pricing information for user-pay services
Layout of the rooms (lounges) – Where they will be located in the venue
3.5 Language Services
Overview
The objective of Language Services is to resolve communication problems arising from differences
in language before and during the event.
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Language service activities include:
Interpretation services for the Delegation Heads meetings, and translation of minutes
Interpretation services for any necessary media interviews (e.g. at the “Mixed Zone”, for the
interview of the winners after the finals), press conferences, doping control activities and/or
meetings, etc.
Translation services for the production of documents, publications and the website and other
digital platforms
Operational support during the event (e.g. for the competition needs, 1-2 translators would be
requested to assist in communication issues).
Simultaneous translation for the United World Wrestling Congress in the official United World
Wrestling languages (French, English) but also in Russian and Spanish.
LOC Services
The official languages for United World Wrestling events are English and French. Use of English is
mandatory; then, the local language would be required.
All information and documentation produced in relation to the event (e.g. official publications,
signage, website) shall be in English and in the local language, unless agreed otherwise with United
World Wrestling. For the sport presentation, English or French and the local language should be used.
3.6 Medical Services
Overview
Medical Services provides for the health care needs of United World Wrestling’s major events and
all related client groups, including athletes, technical officials, VIPs, spectators, media and
workforce for the duration of the event.
The LOC is bound by the event related provisions of the Medical Regulations of United World
Wrestling.
LOC Services
The LOC must provide free of charge for medical response and care services for acute and emergency
illness or injuries to all event clients at properly equipped medical facilities at the competition
venue as well as any official training venues.
The onsite medical staff, which is provided by the LOC, must be qualified emergency and/or sport
physicians.
In addition, an emergency medical transport system must be in place throughout the training and
competition period at the competition venue beginning at least one hour before the official training
or competition session starts and finishing one hour after the end of the last competition session of
the day.
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An appropriately staffed and equipped hospital shall be designated as the official hospital for the
event, in which emergency medical and surgical services will be available free of charge for
accredited event client groups as defined by United World Wrestling. The LOC shall sign an
agreement with a hospital to ensure this service.
The level of medical services shall be determined by the LOC and submitted to United World
Wrestling for approval. At minimum, this will include:
1 medical doctor and his/her assistant per competition area (mat). The LOC must provide a table
and 2 chairs per mat, adequately supplied with the basic life support equipment and standard
first aid materials for the most common minor injuries.
3 to 4 large rooms equipped with tables and chairs and 4 or 5 doctors for the medical check before
the weigh-in in order to inspect the athletes. This is a medical clearance to check whether or not
the wrestlers have any contagious and dermatological diseases or any injury or illness that
prevents them to participate.
The LOC must organize a mat cleaning service during the competition and after each session as per
the Medical Regulations of United World Wrestling. An approved system for the antiseptic cleaning
of the athletes’ and officials’ shoes must be provided.
In regards to doping controls, the LOC must liaise with the national anti-doping agency or an
approved private service provider (in the latter case, it must be pre-approved by United World
Wrestling) to organize the testing according to United World Wrestling's anti-doping rules.
Specifically, the host National Federation must take all the steps necessary to ensure that the anti-
doping tests can take place and guarantee that the samples will be analysed by a laboratory which
is WADA accredited. The test must take place according to the rules of the World Anti-doping Code
and the International Standards for Testing & Investigation of the WADA, the IOC and United World
Wrestling.
Unless otherwise agreed with or ordered by United World Wresting, all medal winners (1st, 2nd, and
two 3rd place) in each weight class must be tested. For the medal holders, this test will take place
after the medal ceremony.
The costs engendered by the anti-doping tests will be borne by the host National Federation of the
Championship. If United World Wrestling requires additional doping tests it will bear the cost of
these doping tests.
Team Delegations’ Responsibilities
Each participating national delegation need to designate their doctor for the duration of the event.
Designated team delegations’ doctors will need to be accredited as such and must have the right to
practise during the event, allowing them to treat members of their own team delegation (or others
by arrangement), and to prescribe medication and request tests (scans, x-rays and pathology tests,
in accordance with the official medical delegate of United World Wrestling). In case that a team
does not have own doctor, they may ask that the doctor from another team will be accredited for
their team too (subject to prior agreement by United World Wrestling). If none of these solutions is
possible, they will accept the event's doctor as their "accredited doctor".
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Reporting and approvals
The LOC must submit the following items to United World Wrestling for review or approval no later
than the date defined in the United World Wrestling Master Schedule:
Event medical services plan
Medical Guide (if applicable)
3.7 Technology
Overview
The intensive use of technology is a major component of event preparation and conduct. Technology
services include the information systems and telecom services required to support operations.
Technology includes all necessary hardware, software, technology facilities and associated services
for the provision of timing, scoring, results, venue communications, audio / visual systems and
telecommunications services.
LOC Services
In regards to technology, the LOC has certain responsibilities for planning, providing and
implementing all the technology necessary for the successful organisation and conduct of the event,
such as:
To contract technology suppliers for the provision of the necessary services and products.
To select a telecommunications services partner that will be responsible for providing
telecommunications services, in accordance with the directions of United World Wrestling.
To provide technology for timing, scoring and results. This must be tested, at the appropriate
level, before the event. Timing and scoring shall abide by the United World Wrestling rules.
To provide public results scoreboards in the competition venue.
To define the results and news outputs (reports) as well as the procedures and timing for
transferring those outputs to event clients and the general public.
To undertake the development and use of the official event website and other digital/social
media.
In regards to the competition technical installations, the LOC needs to take into consideration the
following requirements:
Network requirements
Dedicated Internet Connection
o 40 mpbs UPLOAD for streaming
Gigabits switch's
Cat6 cables (Cat5e accepted)
Connection between the draw and the secretariat
IT Specialist available on site (to solve technical issues)
Separated Internet connection for Press
Video requirements
Video teams are producing HD content through HDMI or HD SDI
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Downgrade to “Video Composite” is possible only for warm-up area
Cable has to be Coaxial 75Ω with BNC connectors OR HDMI
For the scoreboard, VGA or HDMI can be used
2 different set are possible
o 1) With 1 big screen (challenge) per mat – (preferred solution)
o 2) With only 1 big screen
Power supply requirements
Power supply has to be provided as the first priority.
110/240V 50/60Hz, 1kVA
12 slots per mat
12 slots at the secretariat
12 slots at the warm-up area
6 slots per weigh-in cabins
Network maps and IPs, plus Video maps and detailed map are presented in Appendix 6: Technical
Installations Maps. It should be noted that some elements are provided by United World Wrestling
and the rest should be provided by the LOC.
Detailed information can be found in the attached document: “UWW_Technical Installation for
Competition”.
In regards to the commentary positions (for television and radio), the LOC needs to supply the
following:
4 electricity outlet points, including cabling
connection to an ISDN data transmission line, including cabling
CIS (Commentator Information System) unit, including cabling
1 TV Monitor
Internet connection
Detailed information regarding the requirements for broadcasting are presented in the attached
document: “UWW_Host Broadcasting Requirements”.
Regarding the Internet broadcasting of the competition:
The LOC will provide a high-speed Internet connection (symmetrical and dedicated connection of
60Mbps, different that the one of the press) for TRT (technical results team) in order to ensure
the live broadcasting of the matches.
The LOC will provide a wired high-speed Internet connection from the secretariat to the mat.
Internet broadcasting will be blocked in the countries which signed an exclusive contract with
United World Wrestling.
Reporting and approvals
The LOC must submit the following items to United World Wrestling for review or approval no later
than the date defined in the United World Wrestling Master Schedule:
Technology equipment needs and implementation plan
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Event-time digital media technical implementation plan
Results distribution implementation plan
Information and telecommunications security plan(s)
Post-Event technology report: key figures and lessons learned
3.8 Transport
Overview
Transport is responsible for providing safe, secure and reliable transport services to the event
clients, including: Athletes and Team delegates, event Officials, United World Wrestling delegates,
Broadcasters and Press, and LOC Workforce. This responsibility extends to the movement of people
and their accompanied baggage between competition venue, training venue, hotels and host city’s
official Ports of Entry during the event. In case UWW has partner agreement with a car manufacturer
in place, the LOC is obliged to use this sponsor for the transportation fleet.
LOC Services
The LOC is required to provide a safe, reliable and efficient system of transport, free of charge, for
event clients. The LOC should aim to have a straightforward and user-friendly system, to control
costs, and to respect environmental considerations. Accommodation sites selection should consider
access to the event transport network and system optimisation. The LOC should facilitate any event
clients who wish to use public transport services by providing accurate information.
The LOC must make transport facilities available to officials and participants between the station,
airports and accommodation sites as well as between competition, training and accommodation
sites.
Transport facilities are only provided for accredited participants who are accommodated in sites
proposed by the LOC.
The transport service should start at least two days before the start of the competition (Note: it
should start earlier if a referees’ course is organized). The service finishes the day after the last
competition day.
The event transport system will include a free-of-charge shuttle service operating on pre-determined
routes, to support the Event Schedule, the athlete training or warm-up requirements, and the
working hours of each event client groups. The schedule of the shuttle buses will be defined by the
LOC and the timetable will be available at the information desk in every hotel.
The LOC should contact providers from the public transport network in order to explore the
possibility of discounts or free access for the Event participants for the event period. Moreover,
there should be a provision for taxi drop-off / pick-up points within walking distance of event sites.
A representative of the LOC must be present at the airport or station to welcome all the delegations
and to provide them with the information they need for the transport during their stay.
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For any matters necessary, there must be coordinated governance between the LOC and the host
city authorities or agencies responsible for local traffic management and public transport services.
Also, it is required to ensure that all event transport services comply with the transport safety and
standard requirements of the host city and country.
For the United World Wrestling Bureau members, specific transport arrangements must be made
during the event:
A private chauffeured car will be permanently available for the United World Wrestling President,
the Secretary General, the technical delegates and the refereeing delegates.
A minibus or a bus with driver will be available for the United World Wrestling Bureau members,
the members of the Continental Committee concerned, the United World Wrestling doctor,
selected United World Wrestling referees and other officials designated by the United World
Wrestling Executive Committee.
For the United World Wrestling Staff (video/database, TRT, photographer, TV responsible, press
officer), the LOC needs to provide 2 minibuses or a bus with driver.
In regards to media transportation, the LOC will provide regular transport connecting main media
accommodation to the competition venue. A taxi drop-off/pick-up and a parking area must exist
within walking distance.
Moreover, an official transportation system (airport of arrival to/from official hotels and between
official hotels and venues including IBC/TV Compound) shall be available, free of charge, to all
representatives of the Host Broadcaster and other broadcasters.
The LOC responsibilities regarding transport also include the following:
To train and manage drivers
To ensure comprehensive insurance for vehicles and drivers, and be responsible for all fuel
To develop policies and procedures and manage parking at the venue
Reporting and approvals
The LOC must submit the following items to United World Wrestling for review or approval no later
than the date defined in the United World Wrestling Master Schedule:
Confirmed distance and travel times to/from venues
Event transport concept including the common shuttle service, pre-planned services, pool
vehicles, public transport facilitating event related activities
Policies and procedures related to pool vehicles and/or dedicated vehicles
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4. Governance
Planning
Overview
Planning function ensures that all LOC functions work together though a structured planning and
management framework based on well-defined policies, set timelines, clear deliverables and
accountabilities. It designs and implements corporate policies and practices and supports the LOC
functions by coordinating the development and implementation of these policies and practices
throughout its lifecycle.
LOC Services
The LOC shall design and implement a Planning Process and management framework that it will
follow during the planning phase of the Event. The basis of this planning process is the Event Master
Schedule.
The Event Master Schedule is a customised edition of the Generic United World Wrestling’s Master
Schedule, provided to the LOC by United World Wrestling. The LOC reviews the generic version and
suggest changes to United World Wrestling; this way a mutually agreed schedule is agreed that
becomes the baseline version of Event Master Schedule. Any subsequent changes shall be submitted
to United World Wrestling for review and approval.
Based on the United World Wrestling Event Manual and the Event Master Schedule, the LOC and
United World Wrestling will establish a structured cooperation to ensure a regular exchange of
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information that includes the establishment of management and administration of conference calls,
technical meetings, on-site inspections etc. The responsibilities about coverage of expenses related
to technical meetings and on-site inspections are described in the Finance section and in Appendix
3: LOC Financial Obligations.
The LOC shall provide to United World Wrestling, as defined in the Event Master Schedule or upon
request by United World Wrestling, updates, details and deliverables regarding the Event’s
organisation status and LOC’s planning process, including details on the financial situation regarding
the planning, organising and staging of the Event. Decisions taken by United World Wrestling
following provision of such information shall be acted upon immediately by the LOC.
United World Wrestling is committed to assist the National Federation and the LOC which organises
a Senior World Championship. The responsibilities undertaken from the side of United World
Wrestling are presented in Appendix 1: United World Wrestling’s Obligations.
Reviews and Approvals
The LOC must submit the following items to United World Wrestling for review or approval no later
than the date defined in the Master Schedule:
Confirmed Event dates
Operational policies & procedures development and validation process
List of operating plans and versions
Planning Process outline and related policies
Baseline Event Master Schedule (using the United World Wrestling Generic Master Schedule as the
basis)
Client groups’ consolidated plans, for each group
Reports and updates as scheduled or requested
Event Schedule (by day, by session, including medal ceremonies)
Event Operating plans (document describing generic and specific aspects of operations)
Any updated version of the Event Master Schedule
4.1 City Relations
Overview
City Relations refers to the establishment and maintenance of an interface with local authorities,
businesses and residents before and during the Event period and explore ways to keep the city
animated and create an atmosphere and ambience around the Event for local youth, citizens and
visitors. The objective is to integrate the Event operations with the day-to-day life of host
community, at the same time trying to involve the general public, even beyond those actually
attending the Event, by promoting the spirit and excitement generated by the Event coming to town.
LOC Services
The LOC should work with, local, regional and if necessary national authorities or agencies to define
operational responsibilities of each entity providing services related to the Event. In particular, they
need to consider elements such as:
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Event’s look in the host city and related dressing, which needs adhere to the Event’s branding
requirements
City’s directional signage on routes and pathways for Event’s clients to access the venue(s)
Use of billboards and advertising usage,
Public transport, traffic management, public order and safety.
For any matters considered necessary, City representatives should participate in pre-event meetings
between the LOC and United World Wrestling.
Reviews and Approvals
The LOC must submit the following items to United World Wrestling for review or approval no later
than the date defined in the Master Schedule:
City activities action plan
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4.2 Finance
Overview
Finance is responsible for managing and controlling the LOC’s budget and for applying proper
accounting, support procurement processes and contract administration and overall manage all
financial activities of the LOC consistently. It also needs to ensure compliance with local and
international legislation along with providing guidance on areas such as procurement, taxes, internal
controls and both internal and external audit.
LOC Services
Organization Fee
The LOC shall pay to United World Wrestling an organisation fee set to 2’500’000 CHF that includes
the commercial rights. As soon as the Senior World Championships has been assigned, the Host City
or the National Federation must pay 50% of the amount of the organisation fee, as mentioned in the
contract and provided in the Financial Regulations, and this amount must be paid to United World
Wrestling at least one year before the date fixed for the Championships.
Insurance and Responsibility
Every wrestler who competes in a Championship is insured for the concerned competition through
his/her valid United World Wrestling Licence.
However, United World Wrestling declines all responsibility in the event of an accident occurring to
organisation staff, the public and all individuals other than competitors, referees and United World
Wrestling Bureau members present. United World Wrestling also declines responsibility in the event
of fire, riot, aggression and any other catastrophe which could happen during a competition.
United World Wrestling delegates expenses
The LOC will cover the travel and accommodation expenses of a number of United World Wrestling
leadership, staff and delegates for 3 inspection visits and at the Event period.
The period which the organiser pays the accommodation for the United World Wrestling President,
United World Wrestling Secretary General, technical delegates, United World Wrestling appointed
doctor, officiating delegates, members of United World Wrestling Staff starts 48 hours before the
competition, in the case of TRT, Video/Database team and exceptional cases for the staff, the period
may begin up to 72 hours before the competition, and in any case it ends 24 hours after the
competition. For the Event, the LOC must bear the expenses for board and lodging for all Bureau
Members.
The period which the organiser pays the representation fees, CHF 100.- or equivalent in convertible
local currency per day, payable on the spot to the technical delegates and the assigned referees,
starts 48 hours before the competition and ends 24 hours after the competition. For competitions
hosting a referee’s clinic, the representation fees payable to the refereeing delegates starts 24 hours
before the beginning of the clinic.
The quantified obligations of the LOC for travel, accommodation and lodging are included in
Appendix 3: LOC Financial Obligations.
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The LOC should also take into consideration the following:
Upon receipt of the assignment letters, the LOC must inform the assigned persons if they have to
buy their own ticket (in such case, the organiser reimburses them on site) or at which agency they
have to pick it up. The United World Wrestling President and the continental president will be
reimbursed on site or by bank transfer, depending on their preference.
If a delegate travels in his/her own car, his/her expenses will be reimbursed at the rate of CHF
1.- per km, but only up to the cost of a plane ticket in the class to which he has the right.
Visa and transport costs from the residence to the airport must be reimbursed based on the
written proofs.
Technical Assistance Program
As part of United World Wrestling’s commitment to develop the sport of wrestling globally, the
Senior World Championship acts as a vehicle for the technical assistance program. This program will
see 30 wrestlers selected from emerging nations to take part in the competition with support from
United World Wrestling and the host organizer. The obligations of the host federation are full room
and board for the athletes for a total of 4 nights each. United World Wrestling will cover the license,
participation fee and visa costs of the selected athletes. These athletes will be provided coaches
from the Development Department staff. Should they wish to bring an additional coach, this will be
at the cost of the national federation concerned. Athletes can be housed in twin/double rooms with
the rooming list agreed by the Development Department of United World Wrestling.
All agreements entered between the LOC and the host nation’s NF relating to or having any effect
upon their financial responsibility with respect to the Event shall be submitted to United World
Wrestling for its prior review and, if necessary, approval.
All people who are temporarily in the host country carrying out Event related business (e.g. people
working for broadcast rights-holders, marketing partners and other commercial partners, team
doctors, etc.), whether accredited at the Event or not, shall not be required to pay any tax in the
host country on revenues they earn in relation to the work which they perform in relation to the
Event.
The LOC must present to United World Wrestling for review budget updates and progress reports at
least once per year according to the Master Schedule.
The LOC must submit the following items to United World Wrestling for review or approval no later
than the date defined in the Master Schedule:
Annual budget updates
Financial internal corporate policies and procedures, and accounting principles
Final financial report
Any agreements entered into between the LOC and the host nations NF relating to or having any
effect upon their financial responsibility about the Event.
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