Timetable

The preparation of the competition timetable is not just a technical matter as many areas are affected by the decisions that are made within this key element of the event planning. Well-developed timetable is the key factor for the success of the event, in particular in relation to attracting TV audience and spectators at the stands.

The first draft of the timetable is developed by European Athletics Competition Management together with the Technical Delegates. The draft is based on the key principles but also takes into account LOC’s preferences (where relevant) and the interests of key partners (e.g. EBU). Then, the dedicated timetable meetings are held and these must include all relevant parties (LOC Competition, Technical Delegate(s), Host Broadcaster, Event Presentation, EBU (where relevant)) in order to consider suggestions and avoid conflicts, whilst meeting the relevant deadlines. The final decision on the timetable is made by the European Athletics/Technical Delegates based on the comments of all parties and the feedback from EBU or the Host Broadcaster (when EBU is not involved).

Once the timetable is final it is widely circulated and shall be the basis for the event planning.

After the Final Entries the numbers of athletes per event are evaluated in order to decide if any significant changes to the timetable are needed.  Once the required changes are decided by the European Athletics/Technical Delegates the timetable meeting is to be held with all relevant parties involved to endorse the changes. The updated timetable is immediately published.

For major events, a waiting list of athletes without entry standards could be accepted. For events which are held over more than two days and where there are daily final entry confirmation deadlines, the timetable must be reviewed every day by the Technical Delegates in agreement with the Host Broadcaster. Information on any timetable adaptations must be announced and distributed immediately.

National and International Officials

National Officials

The LOC is responsible for selecting and appointing the national officials who will conduct the competition. These officials will work under the directions of the referees, who in majority of cases are International Technical Officials, Meeting Manager and Competition Director.

The number of officials and their respective tasks shall be based on the programme of events as per the respective regulations and following the World Athletics Competition Rules as well as the European Athletics infield management guidelines, available in the Appencices

The national officials need to be very carefully selected, with consideration given to their overall competence. Factors to be considered, amongst others, are: technical skills, experience, profile, physical condition; and they should ideally speak English. The LOC should aim to have the very best officials from their country even if they are not from the specific city/region where the event will take place (also taking into account that this will need to be foreseen in the budget).

Even if the selected national officials are highly competent and experienced, they should prepare through refresher courses, workshops and test competitions at the event venue. Rules and procedures change regularly and, therefore, it is important that this is considered by the LOC.

The LOC shall provide uniform clothing for the officials and armbands for the chief judges and referees that should reflect the event look (please refer to the Clothing point under Services & Logistics Section).

At the venue, the LOC needs to provide well equipped changing, relaxation and service areas (refreshments, meals, special clothing also for uncomfortable weather) for the national officials, as well as travel, local transport, accommodation, meals, clothing, etc. (see also the Services & Logistics Section).

It is recommended that, in addition to the Team Manual, the LOC should produce a booklet specifically for the officials, collating all the relevant technical and logistic information (see Official Printed Material Section).

International Officials

European Athletics will appoint the relevant International Officiating Persons for the different competitions according to the European Athletics Competition Regulations.

The ITOs when appointed will act as Referees; therefore, for such events, the LOC does not need to appoint Referees. In certain cases, key national officials (in particular those being at World Athletics and/or European Athletics panels of International Officials) may also be considered for some of the referee positions. The Chief ITO in consultation with LOC and Technical Delegates is to come up with the referees’ assignments plan.

Besides ITOs there could be other international officials appointed by European Athletics (e.g. International Starter, International VDM Judge, etc.) .

The number and function of International Officials appointed by European Athletics for each event and the dates of appointment can be found in: European Athletics Officiating Persons Appointments document, available in the Appendices.

If the LOC produces clothing and/or armbands for the event the International Officials should also be considered. (See the Clothing point under the Services & Logistics Section).

In addition to its overall responsibilities concerning the invitation, travel and accommodation arrangements (see also Logistics Section), the LOC shall provide the International Officials with all necessary working rooms and conditions (see Facilities & Venue Management Section). The presence of some of the international officials in the test event or training of officials can be of great advantage to building teamwork and consequently to achieve a successful event.

All international officials shall take part in the rehearsal event and shall attend the technical meeting/briefing and/or any other relevant activities related to their tasks.

Infield Management

The infield is a part of the stage on which all outdoor and indoor stadium competitions take place. The layout of each venue can be different and thus the distribution of the field events will vary; this is something that also change between sessions.

The infield needs to be prepared with care and attention to detail. The objective must be to have the infield as clean and clear as possible, with a minimum of people and equipment, as this is the image of the event that will be given to spectators in the stadium and to the TV audience. All parties involved need to make this process smooth and efficient. As well as being well ordered and clean, the infield must also be safe; loose cables, cameras, open pits or similar are dangerous and must be protected.

Only authorised persons should have access to the infield, especially during competition.

European Athletics has developed Infield Management Guidelines for different categories of personnel that shall be taken by the LOC as the maximum numbers of personnel permitted infield. 

LOC is to produce detailed infield layouts per discipline as well as overall layouts per session during the planning phase for approval of the European Athletics/Technical Delegates. Once confirmed by the competition, the layouts are to be shared and confirmed by other parties involved – timing and data technical partner, Host Broadcaster and Marketing Department.

Please find here further relevant documents available to be found in the Appendices:

Video Recording & Protest Procedures

A dedicated video recording and control system needs to be provided by the LOC for the use of Video Referee / Jury of Appeal. The video recording system shall be in accordance with the World Athletics Video Recording and Video Referee Guidelines.

The video recordings must be adequate to demonstrate the authenticity of performances and any violation of the World Athletics rules and will be available to aid the Referees and/or the Members of the Jury of Appeal. The cameras used by the Host Broadcaster (however many) are never sufficient to cover all the athletes and angles that may be needed to decide protests and/or appeals. Additional cameras shall be foreseen and shall provide feeds (along with TV feeds) to the video recording room where the operator(s) will be able to show any required images to the Video Referee and Jury of Appeal members. The system shall be sufficient to enable ‘live’ decisions by the Video Referee.

For European Athletics Outdoor Championships, European Athletics Indoor Championships, European Athletics Team Championships Super League and European U23 Championships, a professional service provider for Video Recording is to be contracted by European Athletics at the costs of the LOC. A professional service provider ensures the high quality system with the cameras supplementary to HB coverage, equips the technical video room for recording and replay of the feeds both from HB and own cameras, and provides professional operators to install and run the system.

The details of the technical requirements for such a system can be found under the European Athletics Video Review Technical Requirements document, available in the Appendices.

For all other European Athletics Events, the LOC is responsible for ensuring the Video Recording System as per World Athletics requirements mentioned above. The Video Recording Plan must be approved by the European Athletics/Technical Delegates. For further protest and appeal procedures please refer to the following document: European Athletics Guidelines for Protest Procedure, available in the Appendices.

Team Manual

Due to the large amount of technical information involved in European Athletics events, it is essential that the competition management of the LOC, in agreement with European Athletics and the Technical Delegates, produces a Team Manual for the guidance of the participating teams.

In order to maintain a consistent standard of information for the different events, European Athletics will provide the LOC with a template in which only specific information has to be inserted.

Not all the information contained in the manual will come from the competition department therefore good coordination is required within the LOC in order to gather information from all relevant areas/departments.

The content of the Team Manual needs to be approved by European Athletics through the Competition Department before it can be officially published. The Events Operations Department will coordinate the approval process with all relevant Delegates.

The final version of the Team Manual shall be available at least six weeks before the start date of the event. The LOC shall provide the teams with the link to European Athletics’ publication online platform, as soon as it is available.

Test Event & Rehearsals

Test Event

When staging a major European Athletics event, at least one test event should be planned and held in the same competition venue before the event itself takes place. These test events shall be of a similar format to the event to be staged and should address not only the competition itself and performances of the officials, but, as much as possible, also provide tests of other areas of the event organisation (e.g. warm-up area, call room procedures, mixed zone, victory ceremonies, volunteer operations, TV production, event presentation, access & accreditation control, people flows and circulations). The test event should simulate the real event and real competitions should take place, with spectators, access controls, medical services, etc.

Whenever possible the Technical Delegate(s) shall attend the test event(s). For major events, the attendance of the Chief ITO and the International Starter is highly recommended. It is also beneficial if the Technical Partners can be involved as well.

Rehearsal Event

Apart from the test event(s) that are held during the preparation period, for all major European Athletics events a formal rehearsal event needs to be held, at the latest one day before the event.

The purpose of the rehearsal event is to test all the competition procedures, as well as set-up and readiness of all parties involved into event production, before the event goes live. It must, therefore, involve national officials, competition management, event presentation, the host broadcaster, technical partners and volunteers. Other activities such as ceremonies, security, doping control, media, etc. may also take advantage of the rehearsal to test their own activities.

The LOC shall arrange for athletes not involved in the championship itself (normally youth athletes) to provide real competitions.

Please refer also to the Technology Section.

Activity schedule on site prior to the event

Even though the LOC will prepare an overall activity schedule, the LOC Competition department needs to prepare a more detailed schedule specifically for use by the competition management. This schedule must include:

  • Training schedules
  • Warm-up schedules
  • Call room schedules
  • Competition schedule
  • Technical Meeting / Briefing
  • Other specific briefings (Jury of Appeal, TIC, Call Room, CE resting room) and meetings with the LOC
  • Etc.

Example of Activity Schedule