Timing, Measurement & Data Processing
The information technology involved in athletics changes continuously, as modernisations and improvements are introduced. All European Athletics events depend of a complex electronic network, which collects, processes and distributes information and images to the different users (TV & media, spectators, competing athletes, competition management, event presentation…).
The technology department not only includes the management of the timing and measurement equipment required for the operation of the competition but also the graphics and data networks (stadium scoreboards/video screens, information systems, etc.). It requires co-operation with a large number of stakeholders, such as European Athletics Technical Service Partners, the Host Broadcaster, HawkEye for the video recording…
Careful planning and good coordination between all parties are essential.
The LOC of the European Athletics Championships must have a dedicated person in charge of technology. This person should have a good understanding of the scope of services to be delivered, and strong project management skills. She/he has to liaise with the Overlay/Temporary infrastructure manager to update the plans and maps with technology requirements, be part of the tender process to find the most appropriate providers and be part of the global delivery plan.
The coordination and planning must be made well in advance and must be approved by European Athletics Technology Department.
As a reference and support to this section please read the Technical Partners Manual for more details.
Technical Services for Competition
The purpose of the competition technology is to collect the data and to produce the results quickly, to immediately make them and other data available to the targeted users. The technical equipment must be installed correctly, with all connections and interfaces properly made and tested. The work in this area must be carried out in accordance with the relevant rules and with approvals from European Athletics appointed representatives.
a) Input Systems
Timing
In all major/televised European Athletics events, the European Athletics Technical Partner operates the timing system. The timing supplier (who may be a sub-contractor of the European Athletics Technical Partner) uses a World Athletics compliant Fully Automatic System. To increase the reliability, the system is redundant, with two completely separate systems, with independent power supplies, to provide a back-up in case of problems.
For races outside the stadium, the official timing system is a transponder system (using shoe chips in most of the cases), supported by the use of a photo finish camera in case of ties.
The timing systems are connected to the central results system in the OVR (On-Venue Results) via the Results network.
The positioning of the photo finish cameras (with unobstructed views of all lanes on the finish line, infield and outfield) is crucial and has to be considered carefully by the LOC; especially as the photo finish camera positions are in competition with the Host Broadcaster’s main (finish line) camera. Direct communication and on-site discussion between the Technical Partner and the Host Broadcaster is essential during the Technical Partners site visit.
All places where timing is carried out, including the timing cabin from where the photo finish system is operated, must be properly secured and detailed requirements are laid out in the Technical Partners Manual.
Transponder Timing
A transponder antenna needs to be installed at the finish line and at the 200m start by the Technical partner of European Athletics, with the support of the LOC and a cable duct is required to be installed by the LOC under the track. Its purpose is to obtain immediate rankings (with times to 1/10th of second for races above 400m) at the finish, as well as intermediate times for the long distance races in the stadium. A third loop is optional at the 1500m start, to record 400 splits of the 1500m race; if the stadium where the European Athletics event is staged has a duct at the 1500m start, the LOC must ask for the installation of this third loop to European Athletics.
At cross country events, the loop is buried underground by the Technical Partner and the finish line is then drawn on the ground, based over the exact position of the transponder loop.
The connections and interface with the Results network are the responsibility of the Technical Partner.
Distance Measurement System
All throws are measured by an electronic distance measurement (EDM) system with steel measuring tapes as backups.
The EDM system is connected to the data and graphics networks, with a data validation computer as an interface between the infield measurement and the network.
The set-up and operation of the EDM system is carried out by judges, appointed by the LOC, who must receive appropriate theoretical and practical training before the official Rehearsal event.
The heights for vertical jumps are checked by electronic distance measurement (EDM) at the beginning of each event, in accordance with the EDM/VDM (video distance measurement) form of conformity.
The measurements of horizontal jumps can be made with a video distance measurement (VDM) system provided that all requirements are met (correct angles of the measuring cameras, stable positions of the cameras, un-obstructed views of the cameras to the jumping pits…). If VDM is used at a competition, European Athletics will appoint one or two officials (depending on the number of jumping pits) from its panel.
The decision whether to choose the EDM or VDM should be made during the Technical Partners’ site visit.
Please refer to the Competition’s EDM/VDM form of conformity for more details.
Gap Measurement (Long and triple jumps)
Hitherto, Gap Measurement is carried out only for the EICH and ECH. It measures the gap between the exact point where the athlete’s foot left the ground and the front of the take-off board.
b) Output Systems
Data & Graphics
The purpose of the central results system is to distribute the processed data, generated from the data collected, to the various outputs:
- printed reports
- CIS
- TV graphics
- Field Events Boards
- stadium scoreboard(s)
- website
- data feeds to statistician
Electronic Scoreboard & Videoboard
The use of electronic scoreboards and video screens is important for the operation of the event and essential for good quality event presentation. The Event Presentation Guidelines describe the requirements and procedures in the necessary detail.
To operate this network the following will also be required:
- A video screen mixing desk capable of mixing four different feeds – LOC responsibility
- A screen with all TV production signals – LOC responsibility or HB?
- Audio connection with the Host Broadcaster
The LOC must confirm that the Host Broadcaster will provide the signal to enable production feeds to be shown on the video screens. Usually this will be the international signal. Both a clean feed and a feed integrated with the data graphics must be requested. These requirements need to be taken into consideration when negotiating the responsibilities of the Host Broadcaster.
Field Event Boards (FEB)
Depending of the kind of European Athletics event the Technical Partner will provide FEBs as per the Technical Partner Manual. These are integrated in the event’s results system to provide visual information to the competing athletes and the spectators.
For age category events, if the number of FEBs is not sufficient, manual boards may be used.
Remote Printers & Copier Interfaces
As numerous operations will require printed information, links to print points and copy centres need to be planned. These usually include:
- Call Room (printouts and copies of start lists for various technical officials)
- Flash Interview Room (printouts of start lists and results)
- Technical Information Centre (printouts and copies of start lists, results and other information)
- Warm-up Area (printouts of start lists and results)
- Technical Delegates Room/ITO Room/Judges Room (printouts and copies of start lists, results and other information)
- Media Centre (printouts and copies of start lists, results and other information)
- Media Tribune – if not located close to the Media Centre (printouts and copies of start lists, results and other information)
The Media Centre or Media Tribune copy centres will normally provide copies of information required in the VIP seating areas.
PCs, high-speed printers and, where required, high-speed copiers should be available at each point to enable the printing to be as efficient as possible.
The organisers must produce a list clearly specifying how many copies of each document are to be produced, to whom and where they will be distributed and the orders of priority. They must also ensure that there are sufficient messengers to deliver the copies quickly and efficiently.
TV Production
For the TV production the data from the running clock and distance measurements are needed in graphic format in order to be embedded in the integrated feed. The layout of the graphics is usually prepared by the service partner of European Athletics, ready for use by the Host Broadcaster.
Electronic Information System
In addition to the distribution of information as printed copies, data and images will be provided electronically. These include:
Commentator Information System (CIS)
The CIS is an “intranet”, providing live results and statistical information that can be accessed interactively through PCs or touch-screen terminals. Originally designed to provide information for broadcast commentators in the Media Tribune while they are on air, CIS terminals are now normally located in:
- Event Presentation room
- Announcers’ room
- All media working areas
- VIP areas
- Technical Delegates’ and other International Officials’ rooms
- The “public area” of the Technical Information Centre
- LOC Office
- Doping-Control room
- Etc.
The Data Service provider is responsible for provision of the information network. The network screens and their cabling are usually provided by European Athletics partner. However, please refer to the event’s Organiser Agreement.
Internet
The provision of a live results service on the internet and applications is of great importance to the media and fans not present at the venue. All relevant data processing output (start lists, results, etc.) at each European Athletics event is published on the European Athletics website and application, as well as on the web version of the CIS (WWCIS), available on request from European Athletics data service provider.
The continuous updating of the website and application requires an appropriate high-speed DSL connection. The organisers are responsible for providing this.
Technical Partners’ Requirements
Organisers will need to plan for and provide sufficient working places and other facilities (including accommodation, transport, meals and refreshments) for the technical service partners. These partners will visit the venues before the event to inspect and agree upon all necessary facilities.
It needs hardly to be said that the organisers must give every possible support, including volunteers and helpers, as necessary. A good working relationship with all technical partners is extremely important.
a) Results Room (or Data-processing Room or OVR Room)
The core of the data and graphics network is the Results Room, which will be linked to a variety of systems and operational points at the competition venues in order to deliver the various outputs.
The operations that will take place in the Results Room include:
- Collection, entry, and confirmation of data
- Backup for input from the field
- Seeding
- Control of the CIS and Internet services
- Generation of printouts
- Provision of TV graphics to the Host Broadcaster and other broadcast rights holders (this function should be located near to the TV compound where the TV signal is produced)
- Provision of scoreboard graphics (this function can be located nearer to the Event Presentation team)
- Central intercom (internal within the results team; with the TV production team)
The OVR/Results Room will need to be large, have easy access to the competition area, and an adequate power supply (with a separate backup). It should be located so as to minimise the distances (and thus the cost of cabling) to the other operational points on the network that will require system connections. European Athletics data service provider is also keen to make use of any fixed cabling within the stadium. Further specifications can be obtained in the Technical Partner’s Manual and during the specific site visit.
The equipment that will be required in the Results Room will include:
- Main and backup results system servers
- CIS server
- Website production system and upload tool (ftp, Internet access required)
- TV Graphics unit (this can be located within the TV compound)
The OVR – and its data processing equipment – and the TV Graphics Unit must be connected with a Local Area Network (LAN) connection. The TV Graphics Unit is connected to the TV Production by video cabling and the distance between the two must be kept as short as possible, so the TV Graphics Unit is usually installed in the TV Compound.
The Data Service provider normally provides the following equipment:
- Servers, workstations, network hardware and equipment
- Cabling
- Internal cabling (Results room, between Data Service provider devices, infield terminals, connections to the timing cabin)
The Data Service provider contract may require the provider itself to be fully responsible for all networking and cabling (including the CIS network, printers and other output devices). Alternatively, the contract may be for a basic (contents only) service without any networking. In such a case, the networking and cabling will be the responsibility of the organisers. For more details please refer to the Organiser Agreement.
To avoid any confusion, infrastructure requirements and responsibilities should be confirmed at the earliest opportunity with the TV & Technology Department of European Athletics.
Because of the high value of the equipment that will be installed there, it is very important that the Results Room is completely secure at all times. It is also the organiser’s responsibility to arrange appropriate insurance cover for the contents.
b) Timing & Photo Finish Cabin
The timing and photo finish cabin must be placed with a view to the finish line and allow the angular positioning of the cameras with a clear view of the full extent of the finish line. Further details can be found in the Technical Partner’s Manual.
c) Networks (LAN and WAN)
The LOC is responsible for providing the necessary facilities, equipment and conditions for the networks (Results network, CIS network…) to function and to ensure that the necessary connections and interfaces are made. This involves close co-operation with the European Athletics Technical Partner, the Host Broadcaster and the Event presentation team throughout the preparation period and during the operation of the event.
The locations of network points include:
- OVR/Results room: this is the data processing room where all data are collected and processed towards the various outputs
- Timing Cabin (input of timing results, reaction times, intermediate times and disqualifications)
- VDM Room
- TD room inc. Seeding Desk (input of start list seeding)
- TIC (relay team members names, withdrawals and authorised replacements)
- Call Room (changes to start lists and late changes to relay team members)
- Field event sites (input of field event distance measurements)
- Flash Interview Room (input of flash interviews)
More details about the network requirements can be found in the documents ECH/EICH IT Scope of Work.
d) Storage Facilities & Deliveries
The LOC has to provide storage facilities for both Timing and Data Processing providers of European Athletics and these must be secure as the materials stored have high values. The delivery and de-rigging schedule is normally agreed during the specific site visit. More details can be found in the Technical Partner’s Manual.
General Technological Needs
Virtually all functions and departments of an LOC need technology to operate and to adequately manage the championship. The larger the European Athletics event, the greater will be the requirements for technological support and services, stretching from simple office needs to the requirements of the media, spectators, volunteers, etc.
The volume of work in this area can be very considerable and a designated member of the LOC staff has to be responsible of all these matters and plan them well in advance in order to achieve the best results at the lowest costs.
Pre-event period
LOC Office Needs
The LOC has to plan, deliver and monitor the appropriate technology to assist the daily work of the LOC teams. A thorough preparation is required, in terms of planning and allocating the adequate resources for the technology to work efficiently. In the LOC team, a dedicated technology team has to be created, with a manager hired early in the LOC life cycle.
The LOC offices need to be provided with adequate numbers of:
- PCs/Laptops
- Printers
- Telephone lines/mobiles
- Copy machine(s)/scanners
- Barcode scanners for access control
- Fax machines (?)
- Power outlets
- Internet connection, including Wi-Fi
- Laminators
- TVs
- CIS
All the devices must be properly connected to the internet and should ideally have a shared server in order for the staff to save and exchange files. The necessary licences for software must be obtained by the LOC. Depending on the size of the European Athletics event, a dedicated person or company should be responsible for information technology (IT).
During the event
Many technological functions have to be planned for the event and the sooner the needs are identified the easier it will be to plan them accurately and obtain the best prices. These needs range from the LOC internal functions to all other parties involved (media, European Athletics staff, competition management, VIPs, etc.). The following sub-chapters summarize the main technological needs.
a) Internet
Internet has to be provided nearly anywhere where a PC/Laptop will be installed or used including the following:
- Airport/Train station Welcome Desks
- Hotel Information Desks
- Media Tribune (see Media Guidelines, Television Technical Annex)
- Main Media Centre/Sub-Media Centre (see Media Guidelines)
- Locations offered in the TV Rate card
- VIP areas (see Protocol Section)
- Accreditation centres
- All LOC and European Athletics event specific offices and rooms (see European Athletics Office Requirements)
- Marathon and Race Walking Courses
- Infield photographers
ADSL or Wi-Fi internet connections must be provided, according to the particular locations and needs of the users.
For specific information about internet connections, please also refer to the ECH/EICH IT Scope of Work, under Technical Partners Manual.
b) PCs & Laptops
During the event, PCs and/or laptops need to be provided at the following locations (non-exclusive list):
- Airport/Train station Welcome Desks
- Hotel Information Desks
- Main Media Centre/Sub-Media Centre (see Media Guidelines)
- Accreditation centres
- All LOC and European Athletics event specific offices and rooms (competition management, protocol, media, transport, accommodation etc.) (see European Athletics Office Requirements).
It is important to provide a comprehensive support service that can deal with all eventualities that might occur during the whole course of the operations.
c) Printers & Copy Machines
As well as PCs and/or Laptops, printers and copy machines (with scanning function, only B&W, with appropriate copying speeds etc.) need to be provided. Depending on the kind of European Athletics event, the numbers needed can be very high. Generally this equipment is needed in the following locations:
- Hotel Information Desks
- Main Media Centre/Sub-Media Centre (see Media Guidelines incl. Copy room)
- Locations offered in the TV Rate card
- Accreditation centres
- All LOC and European event specific offices and rooms (competition management, protocol, media, etc.) (see European Athletics Office Requirements)
- TIC, Call Room, all competition related areas.
- Call Room for bib printers (exact brand and model of bib printer to be indicated by EA)
An overview of the equipment used during previous ECH can be found in this document (ECH Printers & Copy Machine Needs Example & Template), which can also be used as a template. This document does not include the pre-event office needs of the LOC. In any case the LOC must look for ways to reduce the numbers of printers where possible, installing network printers and making efforts to minimise the quantities of print outs. Please also refer to Sustainability in the Facilities & Venue Management Section.
Here also, it is important to provide a full support service that can deal with all eventualities that might occur.
d) TV Monitors & Cable Television (CATV)
TV monitors have to be provided in several locations, especially at the competition venues. The majority of monitors have to be installed in the Media tribune (see Media Guidelines for more details).
The following are the locations where TV monitors, with at least the international signal, usually have to be provided:
- Media Tribune (see Media Guidelines)
- Main Media Centre/Sub-Media Centre (see Media Guidelines)
- Call room
- Jury of Appeal room, ITOs’ room
- Combined Events Resting Room
- Announcers’ room
- Doping Control Delegate room
- Athletes’ post event area
- Mixed zone
- Victory Ceremonies waiting area
- TIC
- VCR room
- Warm-up areas
- VIP hospitality areas (see Protocol Section)
- Locations offered in the TV Rate card
- Etc.
Depending on the type of European Athletics event, the numbers of monitors can be considerable. The time needed to install and test them needs to be carefully considered and planned by the LOC.
If approached early enough, it is sometimes possible to obtain monitors through a national supplier sponsorship agreement (see Marketing Section).
CATV is a cabled TV network that provides feeds other than those from the Host Broadcaster. Depending on the technical infrastructure, some selected TV channels (e.g. host country) can also be viewed through this system. The CATV network is provided either by IPTV technology (cat. 6 cabling) or by standard RF distribution (coax cabling). However, it is very important to highlight that TV/monitors for TV and radio commentators have to be provided in traditional RF distribution. Provision of this cabling and the required monitors are the responsibilities of the LOC.
e) Mobile & Landline Phones
The provision of mobile phones with their corresponding SIM cards has to be planned.
The persons who are normally provided with mobile phones are:
- LOC staff (most of whom will need them in the pre-event period)
- European Athletics staff, Delegates and International Officials
- Welcome & Information Desks staff
- Drivers (with headsets or hands-free speakers)
If planned early enough, these needs can sometimes be included in a national supplier sponsorship agreement (see Marketing Section).
There must be an efficient system for the distribution of mobile phones (incl. chargers and SIM cards) as well as up-to-date contact lists.
Landlines will need to be provided in some working areas (e.g. Media Tribune).
f) Walkie-Talkies
Separately from mobile phones a walkie-talkie system is of great value to those groups of people who need to be in constant contact with each other.
Those that normally are on a walkie-talkie system are:
- Competition officials; competition management team
- Technical Delegates and ITOs
- Event presentation team
- Technical Partners (Timing and Scoring, signage company)
- Protocol team
- Security staff
- TV technicians (according to rate card requests)
- Transport team (site management)
- Medical personnel
- Spectator services team
- Volunteers management
- Etc.
It is important to carefully decide which persons need walkie-talkie radios.
It is also important to clarify from the beginning how many channels are needed (normally one per functional area) and on which frequencies they will work, considering that, normally, the broadcasters and security staff work are on different frequencies. In every country the use of frequencies is controlled and, therefore, it is very important that the controlling authority is consulted. In some cases the required radio range is not enough and supplementary antennae have to be installed (e.g. if the Road Races courses are distant from the main stadium).
There must be an efficient system for the control of the walkie-talkies (incl. chargers) as well as up-to-date channel lists.
g) Power Supply & Outlets
Adequate supply of power and outlets must be provided wherever technological equipment is located.
For the Media Tribune there are specific requirements that are detailed in the Media Guidelines and Television Technical Annex. Technical power (backed-up uninterrupted power) has to be provided for TV production (inc. TV graphics) and Timing and Scoring rooms.
Special cableways and methods of fixing cables must be implemented as the quantities of technological equipment are substantial.
More details about power requirements, cableways and lighting can be found in the Facilities & Venue Management Section.