General Introduction

All protocol matters related to European Athletics events must be considered carefully and planned well in advance as this is a sensitive area and must be approached in the right way. Protocol is important in managing relationships with the stakeholders (international, national and local authorities, sponsors and other VIPs) who make a European Athletics event possible. Dealing with important guests, particularly those from abroad, requires a high level of awareness and sensitivity, good planning and constant supervision.

The LOC is responsible for implementing appropriate protocol procedures as required by the event organising contract. The work in this area requires co-operation with entities outside the event organisation structure as well as between the relevant departments within the LOC (accommodation, transport, competition, event presentation, etc.). The member of the LOC responsible for protocol should have the necessary knowledge and experience but, especially, a strong appreciation of its importance. He/she must speak English (and preferably other languages as well), have confidence and tact when working with VIPs and must also be able to organise activities, manage people and work under pressure.

Protocol should apply equally to all levels of guests, both national and international, and close cooperation between European Athletics and the LOC is crucial in order to offer the highest standards.

The structure and plans proposed for handling protocol must be approved by European Athletics.

VIP Management & Services

Because of the importance of the VIPs, it is crucial that logistical matters are given special attention. Even though the Accommodation & Transport LOC department should be responsible for plans and operations, it is necessary that all matters pertaining to the VIPs are shared and agreed with the protocol department and finally approved by European Athletics.

VIP Welcome & Transport

The VIPs must be properly welcomed at the airport or train station. Again, the protocol department must be consulted by the Transport department when planning the requirements of the VIP guests in order to ensure that their specific needs are met. Matters that need to be considered include: types and numbers of vehicles, drivers’ characteristics, timetables, frequency, parking passes and spaces, as well as the information to be given to the guests, etc.

Please refer to the Transport Section for more details.

VIP Accommodation

It is essential when booking the European Athletics Family Hotel to check that the quality of the rooms is appropriate and they must then be inspected individually before being allocated to guests. This responsibility must be assigned to an experienced person. Before registration in the European Athletics Event Management System a letter will be sent to all VIP guests by European Athletics, informing them of the conditions (including payment conditions) related to their travelling and accommodation.

A responsible member of the LOC must be available when guests are checking in and out in case any help is needed.

Please find more details in the Accommodation Section.

VIP Information Desk

The European Athletics Family Hotel must have a VIP Information desk and appropriate translators/persons with knowledge of languages to assist the guests. These duties can be assigned to either volunteers or LOC staff members, but it is essential that those who are appointed are well informed and able to deal with queries as they arise.

For other aspects to be considered please refer to the Welcome Services Section and the Information Desk Guidelines available in the Appendices.

VIP Accreditation

The VIP accreditation process operates through the online European Athletics Event Management system. This system, provided by European Athletics, manages all data and relevant information for all event participants, including VIP guests that are accredited for the European Athletics event. The system includes: personal data, hotel room bookings, arrival/departure details, accreditation requests, participation in sightseeing tours, participation in social functions, etc.

The accreditation cards are usually issued at the VIP accreditation centre, which must be located in the European Athletics Family Hotel.

More details can be found in the Accreditation Section.

Social Programme

Various social activities are offered by the LOC to the VIP guests and this is an important opportunity to show the guests the local culture and places of interest. These activities should make the European Athletics event in the host city even more special and provide the guests with enjoyable memories. It is in the LOC’s interest to offer a good variety of sightseeing tours but this need to be planned around the competition schedules and agreed with European Athletics Event Department.

The Event Organiser Agreement requires that the social programme should include an Official Dinner (hosted jointly with European Athletics) and a Closing Party. The numbers likely to attend the Official Dinner and Closing party can vary from event to event. The Official Dinner at the major events is always staged jointly with European Athletics and the final numbers depend very much on the guests invited by the LOC. Similarly, the numbers attending the Closing Party are heavily influenced by the LOC which may decide to include volunteers. Alternatively, separate parties can be arranged.

Depending on the type of event, other functions can be arranged; e.g. a future organiser’s reception.

VIP Guide

A VIP guide should be prepared as this will provide the VIP guests with essential information and enhance the enjoyment of their stay. It should be sent to the guests electronically approximately three or four weeks prior to event.

The LOC is responsible for preparing this guide, with European Athletics’ support and guidance.It should include relevant information about all services and facilities available at the event, plus information about the event in general, schedules and activities of interest.

The VIP Guide has to be approved by European Athletics.

VIP Gifts

The LOC may wish to distribute gifts to VIP guests. These must be agreed in advance with European Athletics.

When planning such gifts the LOC should take into consideration that they have to be delivered in a proper manner and at the right time. In order to avoid confusion, the Hotel Management should be informed that no bulk distribution to event guests of envelopes, packages etc. from any source may be made without the formal consent of the LOC and European Athletics.

VIP Hospitality & Seating

Careful attention and planning must be given to VIP Hospitality and seating arrangements. Depending of the size of the event this can be a large and complex matter and will also have a significant impact on the LOC budget.

Please refer to the European Athletics Club Guidelines for more details.

For the required VIP seating capacity for each event please refer to the Organiser Agreement.

Ceremonies

Opening Ceremony

The Opening Ceremony is important as it creates an atmospheric starting point of the European Athletics event and allow the Host City to publicly welcome all guests (the athletes and officials as well as the spectators) as well as providing opportunities for the display of national or local identities and traditions.

The creative possibilities for interesting and exciting opening ceremony are endless and they can be staged either in the stadium or elsewhere in the city. The detailed programmes must be provided to European Athletics well in advance. It should combine elements of national and local identity in an artistic/cultural show that incorporates formalities (parade of flags of the participating countries, anthems, speeches, etc.).

The protocol of the opening ceremony is as follows:

  • Entrance of the Member Federations’ delegations
    (Signs with country name (to be in local language and English or only in English). European Athletics flag entering first and the flag of the host country to come as the last country)
  • Anthem of the host country while the host country’s flag is raised
  • Welcome speech by the City’s Mayor  (max. 3 minutes)
  • Speech by the President of the LOC (maximum 3 minutes)
  • Speech by the European Athletics President (maximum 3 minutes)
  • Opening of the European Championships by the Highest authority of the host country or City who is present (Head of State, Government representative, City Mayor) – if no such authority is present, the Championship is officially open by the European Athletics President
  • Hoisting of the European Athletics flag while European Athletics’ anthem is played

The duration of the protocol part of the opening ceremony must not exceed 30 minutes for an outdoor European Athletics Championships, especially if it takes place in the stadium, and must be shorter for the other events. However the duration of the whole ceremony, especially if it takes place in the city, depends on the remainder of its content.

The Opening Ceremony should involve the City and is a valuable opportunity to promote the city and the event with the local population.

There must be a master of ceremonies to present the programme and introduce the speakers.

The needs of the athletes must not be forgotten as they should not be forced to stand for a long time in either the assembly area or during the ceremony; it is often better to involve volunteers rather than athletes in the flags parade. The team members must, however, have a chance to watch the ceremony either live or on screens.

The entire concept and detailed planning of the Ceremony must be approved by European Athletics.

Please refer to the Opening Ceremony Guidelines for more details.

Medal Ceremonies

Medal ceremonies at European Athletics Championships and all other major events are extremely important for the athletes, their federations, the spectators and the television audience as they formally mark medal winning performances.

Medal ceremonies must be carefully planned and conducted in a dignified manner as they evoke feelings of personal and national pride. They must also take place at carefully selected times so that they do not interrupt other competitions or the television transmission.

For the European Athletics Championships in particular, the Medal Ceremonies timetable is a very delicate matter and the European Athletics Technical Delegates are responsible for its planning in co-operation with the LOC Competition Department. The European Athletics Office, the Technical Delegates, the LOC Competition Department – which includes the Event Presentation Team, the Host Broadcaster and EBU – must share the ideas and agree on the final timetable schedule.

The planning of the medal ceremonies normally takes place at the same time the Competition Timetable is prepared.

The basic principles for planning the Medal Ceremony timetable include:

  • A standard format and duration for each ceremony, as stipulated in the competition rules, must be used.
  • Whenever possible, a medal ceremony should take place on the same day as the competition to which it relates, but only if this guarantees the public’s presence; otherwise it shall be postponed to the next day.
  • Under no circumstances should a medal ceremony be held in an empty stadium; in cases where this is likely, it should be planned for the following day.

European Athletics strongly encourages LOCs to stage the Medal Ceremonies outside the stadium; e.g. at the Market Square or other symbolic place where the public can enjoy these important moments.

The timetable, including Medal Ceremonies, must be published in advance so that it is available when the spectators purchase their tickets. It must also be published in the Official Programme and other relevant publications such as the Team Manual, VIP Guide and Media Guide.

Please refer to the Victory Ceremonies Guidelines for more details.

Medals

Medals to be awarded to the athletes must be of high quality and the design should reflect the overall event design. Please refer to the European Athletics Event Style Guide for guidelines. Though European Athletics is happy to welcome creative ideas, the design of the medals as well as the ribbon must be approved by European Athletics.

The LOC is responsible for the design of the medals, the correct numbers of medals needed (plus reserves – in case of any ties, etc.), their packaging and the engraving of the discipline. For the ECH and EICH, the athletes’ names and performances are also engraved and this needs to be carried out at the venue. Ten sets of blank medals (without any engraving) and the mould must be provided to European Athletics in case of the need at a later date to issue replacement medals following disqualifications (usually for doping offences).

Please refer to each event’s competition regulations in the European Athletics website and/or consult the European Athletics Office for further details concerning medals.

Medal Presenters

When designing the concept for Medal Ceremonies, a decision needs to be taken whether there should be only one or two presenters per ceremony. The presenters will be selected by European Athletics and they must be informed in writing in good time before the ceremonies.

European Athletics will plan which Council Members conduct which Ceremonies and will inform them accordingly. The LOC will propose representatives of the LOC/City/Government for the agreement of European Athletics. Whenever possible, former well known national and international athletes should be included.

The LOC and European Athletics must cooperate closely on the management of the Medal Ceremonies and a detailed plan of the protocols and procedures must be prepared.

Athletes taking part in the Medal Ceremonies are traditionally given also flowers. Should an official event mascot or any other item be planned, proposals have to be submitted to European Athletics for its approval.

Medal Ceremonies Management

The LOC Medal Ceremonies Manager and his/her team will be responsible for the preparation and staging of the medal ceremonies according to the published timetable (any changes must be agreed by the European Athletics Technical Delegates, LOC Competition Department, Events Presentation and TV representatives) and following the official protocol.

A medal ceremony preparation room will be needed and this will include secured storage for the medals, flowers and other equipment required as well as sufficient room for the athletes and presenters to assemble.

It is crucial that the manager and his/her team have permanent communication links with the Event Presentation Manager and the operator(s) of the flag poles. The key aspects of managing a medal ceremony are as follows:

  • Ensuring that the correct flags and anthems are used
  • Having ready in advance the list of those who will present medals and flowers and escorting them from a pre-defined meeting point (e.g. the VIP Club) to the ceremonies
  • Preparing the medals (including engraving if required), flowers and the trays
  • Collecting the athletes for the ceremonies
  • Controlling that the athletes are correctly dressed in approved team uniforms, that the award ceremony bibs are properly affixed and that no unauthorised items (e.g. cap, bag pack, flag) are carried to the podium
  • The Medal Ceremonies Manager ensures that the ceremonial party is ready and in the correct order according to the agreed protocol

The Event Presentation Manager confirms to the Medal Ceremonies Manager when the ceremony can proceed.

It is important that the entire process is carefully rehearsed and tested as often as necessary before the event begins. A test presentation is usually included in the general rehearsal of the event (please refer to the Competition Section for more details).

Podium

Because of the importance of a medal ceremony, careful thought and planning must be given to the setting where it will take place. The design of the podium should blend with and reflect the event design; with the aim of projecting a suitably dramatic image. The podium itself must be clearly visible and, from it, the athletes must be able to see both the flags and the video screen.

For stadium events, placing the podium in the infield is not always the best solution as it is inevitable that there will be conflicts with the competition which will affect the event presentation. The ideal solution is to find a place that meets the requirements described above but does not interfere with the running of the competitions.

Flags

The international nature of the event is symbolised by the use of flags as decorations and as elements in the programme. Because of what flags represent, a strict protocol must be observed.

The different types of flags that will be required include:

  • Host Country
  • Host City
  • Region (if any)
  • European Athletics
  • Logo of the event
  • National flags of the participating Member Federations
  • National flags for the Medal Ceremonies (to be raised on poles or similar)

Event Flags

These will bear the event logo and are mainly used as decoration/promotion. They can be used at different locations such as at the venue, outside the venue, in the City and at other official sites (hotels, media centre, etc.); and on different occasions such as at the Opening Ceremony.

National Flags

It is essential that the correct national flags are used and, of course, that they are flown correctly. A skilled person must be appointed to check and manage all flags (they can be obtained and/or rented from various sources, including the European Athletics office) to ensure that the flags that are intended for use are the right ones.

National flags will be part of the stadium decoration, the Opening Ceremony and Medal Ceremonies.

European Athletics Flags

European Athletics flags can be borrowed from European Athletics for use as follows:

  • At the official European Athletics Family Hotel and other official hotels, where possible
  • Inside the competition venue together with the Host country and City flags
  • At the Opening Ceremony
  • At other official functions hosted by European Athletics

Different flag sizes and formats will be required according to the locations and occasions when they will be used and these must be carefully planned in advance. However, all flags used at the same location shall be of equal size and type. Please note that some sizes exist only in limited numbers but additional flags can be produced by the LOC (please refer also to European Athletics Event Style Guide).