General Introduction

Sports facilities are normally operated by a venue management company (often a private company or one partially owned by the municipality). A written agreement between the LOC and the company specifying in detail all the venues and services required for the event is essential and needs to be put in place as early as possible.

Once the agreement is made, a smooth cooperation between the parties needs to be created, in order to guarantee a successful outcome of the event. As the LOC is responsible for providing a first class venue for the event, it is important that the venue management company is informed and accepts at a very early stage (starting from the candidature phase) the requirements and conditions that the venue must meet for the European Athletics event.

It needs to be emphasised that the venues do not mean only the competition area as many other venues are also required and need to be included in the planning process. Nevertheless the competition itself needs to remain the core activity and focus of the event.

It is important that the competition venue is effectively managed and that all services are delivered efficiently. The most important items to be considered are:

  • Identification of the respective responsibilities of the LOC and the owner/manager of the venue.
  • Time schedules for the hand-over and return of the venue.
  • Provision for the delivery of services that are the responsibility of the LOC.

Within the LOC team one person must be responsible for this Facilities & Venue Management (normally the Venue Manager) and needs to work closely with all official venues; to fulfil all space and infrastructure requirements needed by the respective operational areas of the organisation.

These duties include:

  • Venue management and relationships with the venue owners/managers
  • Delivery of operational facilities, including offices and storages
  • Delivery of permanent & temporary constructions, according to specific timelines
  • Delivery of power & cabling requirements
  • Delivery of lighting & sound requirements
  • Delivery of venue decoration & signage
  • Logistics of delivery and handling of materials
  • Cleaning services
  • Application of sustainability policies

The Venue Management team will have diverse tasks to be fulfilled. It is important, therefore, that this team includes sufficient staff members to cover all these tasks. When recruiting staff, particular importance must be attached to experience and expertise in: construction, electricity, logistics of materials, venue decoration and cleaning, etc.

It is important that all functional areas of the LOC filter their needs through the Venue Management department which will be responsible for liaising with the management of each official venue and other service providers to ensure that all needs (including those of European Athletics) are fulfilled.

Of all the operational areas of the LOC the Competition and Media areas are possibly the ones which will have the most requirements at the different venues. For more details please refer also to the Competition and the Media Chapters.

Venues

The LOC is responsible for providing facilities and spaces for the event in accordance with the specifications set out in the Organiser Agreement with European Athletics.

Appropriate facilities for the operational staff of the LOC & European Athletics, for media, partners and spectators are needed at all events.

The actual facilities needed depend on the type of event and are not restricted to the competition venues – indoor or outdoor stadium, out of stadium – road event courses, training and warm-up facilities – but also include working areas at other official venues such as airports, train stations and hotels.

It is important that, early in the planning, the LOC identifies where all the various activities of the event will take place and determines the sizes and locations of the facilities required for each activity.

The following chart gives an overview of all the groups to be considered when planning the spaces needed within each venue (with the exception of spectators who should only be considered for the competition venues).

An overview with the most important facility requirements for the different kinds of European Athletics events can be found in the Facility Requirement Document saved in the Appendices. For all competition related requirements a specific document can also be found in the Appendices).

Plans or Maps

Venue plans and maps are necessary for all European Athletics events. They serve as a tool during the planning stages to help calculate the capacity of and maximise the effectiveness of the venue.

Usually, existing venues already have maps and plans that can be provided to the LOC, although they will need to be adapted for the specific event. This must be done by a member of the Venue Management team with the necessary experience and expertise. Plans should be produced in digital format for easier distribution to European Athletics and within the LOC.

Venue layouts and designated areas often change during the planning stages and, therefore, the plans and maps need to be kept up-to-date.

The general plans or maps should include at least following:

  • Title of the map
  • Date of issuing it as well as dates of changes
  • A clear legend explaining the symbols and colours and in English (also in local language when needed internally)
  • The compass direction showing ‘North’
  • The scale
  • Points of access and exit (mark all points including those for emergency services, disabled access, etc.)
  • Services and utilities locations, e.g. toilets, first aid/ambulance
  • Information and meeting point(s), disabled platform(s), telephones, ATMs, drinking water, lost property, etc

Competition Venues

To guarantee the availability of the required facilities within a venue, written agreements with the owners or venue management company are needed, covering the period needed, including time for preparation work before the event, the event duration itself and the de-rigging after the event.

It must be remembered that, as stated in the Organiser Agreement, all venues need to be clean of any commercial signs before the event starts. This obligation must be fully respected by the Marketing department of the LOC. More details about the clean venue conditions can be found in the Marketing Section and the Organiser Agreement.

For those events that take place outside a stadium, organisers need to take into consideration special requirements (refer to the Competition Section).

Preparation work on the venue infrastructures could include new construction or the refurbishment of existing facilities and/or the installation of temporary facilities (see following chapters).

Non-Competition Venues

The staging of a European Athletics event also requires facilities away from the competition venues.

These facilities are required mainly at the official airport, train station (if applicable) and the hotels. Normally the agreements for the use of these facilities are negotiated and agreed by the specific LOC department: Transport and/or Accommodation.

It is important that the specific needs of these facilities are defined and collated with all other venue needs. This will help when planning the set up of each venue and liaison between the Logistics and Venue Management departments for the delivery of materials and equipment.

Offices, Designated Spaces & Storage Areas

Offices & Other Designated Spaces

For each European Athletics event, offices and other designated spaces are needed. These must be available and ready for use during varying periods of time (depending on their functions) and need to be secured and prepared in advance.

The LOC is responsible for providing all rooms/spaces required for its own organisational purposes and also for European Athletics. European Athletics and the LOC will plan the allocation of rooms/spaces together and they must be made available by the agreed dates.

Among the first spaces that need to be provided for the LOC are its own offices. These are needed to ensure an efficient organisation and must include a reliable IT system.

It is crucial to make a detailed plan of how many working spaces are needed within all official venues and when they will be required. A close cooperation with the Human Resources department should ensure that the needs of the employees are understood.

Storage Areas

Special attention needs to be given to storage spaces within the official venues. Nearly all operational departments will need storage space, as offices are not always big enough or the volume of material to be stored is large and needs suitable and secure storage space.

Planning for storage areas can be complicated and must take account of all relevant factors, including; when they will be needed? how big? can they be accessed easily? will special handling equipment such as fork lift trucks be needed? do they need air conditioning? how to cope with peak periods for deliveries (the period before the event needs special consideration)? etc.

Storage facilities will be needed not only for the LOC but also for European Athletics and its partners (see Technology Section /Technical Partner Guidelines) and all these needs must be included in the planning.

A separate and specific person should be responsible for the storage and management of competition equipment.

It is very important to keep records of all deliveries into and out of storage. As the start of the event approaches, the volume of materials that need to be stored and then distributed is very high, especially for major events. Ensure that all suppliers, including those engaged by European Athletics and its Partners, have clear and accurate delivery and collection instructions.

Utilities

Power

Electrical installations, particularly for outdoor events, can be complicated and extensive and need to be managed by qualified experts. 

All generators, including those needed at the venue by service suppliers (e.g. caterers), must be checked by the official electrician. They must be properly earthed and located away from public areas (or enclosed within barriers).

Some departments of the event organisation need to be specially considered when planning the electricity supply.

The greatest demand for electrical power comes from the media and, in particular, the TV broadcasters. For broadcasters the availability of adequate power is crucial as the production of their images depends on it.  The LOC must give special attention to this subject and share its planning with the representatives of the host broadcaster.

At most venues, the permanent power supply is usually not sufficient for TV production. A supplementary power source, as well as adequate back-up, will normally be required. 

It is strongly recommended that, especially for the major European Athletics events, the LOC seeks advice from the major power supply companies that are used to working and supplying generators to major sport events, often all over the world. Depending on the circumstances, additional power supply can be a costly matter for the LOC budget and it is important that this subject is faced well in advance so that the cost can be included in the budget.

Cableways

Once the overall electrical power needs are clear a separate “cabling plan” needs to be prepared to identify the routes for cables; not only electrical but also TV and data carrying cables.

Only electrical equipment designed for external use should be installed at outdoor events. The positioning of cables often causes problems where temporary infrastructures are used and, where cables have to cross pathways and/or roadways, they should ideally be buried to protect them from damage and avoid trip hazards. Where this is not possible, cables should be covered with suitable protective sheathing (especially where there is a risk of damage by vehicles) or routed and supported overhead.  Inappropriate or incorrectly installed electrical equipment is dangerous and may cause electric shock and/or overloading, which can lead to lighting/sound failure or result in a fire.

Most venues do not have sufficient permanent cableways to connect all the cables to the different locations at the venue. Most of the cables for TV need to run among others from the TV-Compound to the IBC, media-tribune, mixed zone, camera positions and vice-versa. Cabling a major event is very complex and it is important to include in the planning process the Host Broadcaster and other technical partners (such as timing, graphics and video recording). Please refer to the Technical Partners Guidelines for more detailed information. Internet data cabling will need to be installed in most of the working areas, including the Media Centre, if this is not already existing.

The Media Tribune will need to be supplied with several cables, including: power, internet, data for CIS monitors, and TV feed. These cableways need to be planned as part of the design of the Media Tribunes and are often organised in specific trays. For more details about the specifications of the media tribunes please refer to the Media Guidelines and the EBU Technical Annex.

As well as in the competition venue, the European Athletics Technical Partners and the Host Broadcaster need to install equipment at the warm up venues and cabling and cableways (agreed with the Partners and Host Broadcaster) will be needed there also.

Within the infield of the competition (and to achieve a clean arena) cables should be laid in channels or underground conduits and the LOC must check that these are operational and supplied with power sockets as necessary. For more details on these matters please consult the Technical Partners Guidelines and the EBU Technical Annex.

Lighting

If a venue is intended to be used outside daylight hours (even for training or warm-up), all parts of venue must be provided with suitable levels of artificial lighting to allow the spectators and others to enter, move around and leave the venue and its surroundings safely. There should be an adequate emergency lighting system should the normal system fail. Clear illumination of exits and directional signs, escape routes and exit ramps and stairways is essential.

The lighting system of the competition venue (outdoors and indoors) should be tested by an expert lighting engineer, with the involvement of the Host Broadcaster.

The lux levels and the directional focus of the competition venue lights need to be checked to ensure that the quality of light is good enough for the athletes, the officials, spectators and the Host Broadcaster. 

Adequate lighting is also required in the mixed-zone, announcer positions, media tribunes, studios and press conference rooms.

For more details refer to the EBU Technical Annex and consult European Athletics.

Venue Decoration & Signage

All official venues of the event have to be decorated with the look of the event and need to have clear and adequate signage. A specific plan needs to be prepared incorporating the needs of all departments.

Venue decoration and signage plans must be approved by European Athletics.

Further information on these matters can be found in the Marketing Section.

Venue Decoration

Venue decoration must be an integral part of the overall corporate image and message of the European Athletics event. The purpose of the venue decoration is not only to make it look nice, but also and especially to communicate the image of the event.

As the quantity of decorating materials Have an impact on sustainability, the plan should, as far as possible, utilise alternative materials and minimum quantities that are consistent with the desired result.

The venue decoration plan will involve the following:

  • Identify all requirements
  • Analyse and reduce where reasonable
  • Submit the plan for the approval of European Athletics
  • Whenever possible, use sustainable materials
  • Plan the installation of the venue decoration
  • Plan the removal of the venue decorations.
  • Consider ways to recycle the venue decoration materials

Signage

All areas of the official venues will need clear signage; which needs to be in accordance with the approved venue look. 

It is important that, in designing signs, they are clear and simple to understand. Without adequate signage, the efficiency of the venue is compromised and issues of crowd management and health and safety may arise.

A range of signage is required for all events, regardless of their size. The following categories should be considered:

  • Directional signage – to direct people to their seats, ticket office, nearest exit, toilet, bar, specific competition areas, media areas, etc.
  • Information signage – to tell people where they are in the venue, to identify facilities, the programme of the event, etc.
  • Welfare signage – meeting point, baby changing rooms, lost persons and property, drinking water, etc.
  • Safety signage – the locations of emergency exits, fire-fighting equipment, danger zones, first aid rooms, etc.

When preparing the signage plan the main matters to be considered are as follows:

  • Signage will be required for all areas of the event including: organisation, media areas, team areas, spectators, etc.
  • It is important to create a ‘signage plan’; to address how, where, when and who will erect the required signs and banners
  • Language and correct terminology on the signs
  • Locations of the signs to ensure they are easily visible
  • Correct dimensions and designs, following the overall event look
  • Materials (waterproof, wind permeable (as appropriate) and fastened securely)
  • Arrows pointing in the right direction
  • Ensure that the event venue is well signposted within the city
  • Ensure that the appropriate permissions have been obtained for the placement of the signs
  • Make a list of all signs needed and have it approved by all relevant departments

A basic list of signage is available in the Appendices but will have to be adapted to the requirements of each event.

Sustainability

All European Athletics events have the potential to contribute to sustainability by providing an ideal opportunity to think and act “green”.

Even for smaller events, the value of sustainability should not be underestimated. European Athletics events must incorporate social responsibility and plan and execute sustainable athletics events. Each event is different and will require different efforts.

The LOC should commit to sustainability at all the venues, both competition and elsewhere, and in all offices and working spaces. A designated person within the LOC must be responsible for delivering this objective. The first step should be to make all LOC staff members aware of the importance of sustainability and to design and then implement specific policies to achieve it.

Overall guidelines for the LOC team:

  • Commit to sustainability as a team and individually
  • Ensure easily accessible venues and services
  • Use electrical vehicles and equipment
  • Buy local, ethical and green where practical
  • Minimise waste – reduce, reuse, recycle
  • Reduce consumption of energy/lights when not needed
  • Leave a positive legacy
  • Celebrate and share the achievements

All these actions require good planning, dedication and need to be implemented from the very beginning of the creation of the LOC.

Refer to the European Athletics Sustainable Event quick Guide and online tool for more information.

Permanent & temporary Constructions

Both permanent and temporary constructions need to be well planned in advance so that they are available when required.

The size of the European Athletics event has a direct bearing on the level of production equipment, facilities, services, staff and time required.

Permanent Constructions

The LOC must carefully assess its proposed venues against the event requirements and international standards and then plan any construction or installation work required.

For those venues that need to construct permanent facilities, the involvement of an architect to advise and supervise the works on behalf of the LOC is strongly recommended. Expertise existing within the LOC and also European Athletics should be consulted in order to anticipate and avoid difficulties that might arise. 

All permanent construction works need to be planned within a clear timeframe that needs to be followed strictly and checked regularly with site inspections. A close collaboration with the contractor/provider is essential in order to achieve a satisfactory completion of the work by the target dates.

Temporary Constructions

Although not all venues will need permanent constructions in order to stage a European Athletics Event, all of them are likely to need temporary constructions. Examples of these could be; a catering tent, mixed zone area, media tribune desks, storage containers, a temporary bridge, fences, toilets, cableways and conduits, video walls and camera platforms.

Even when building temporary constructions, safety procedures and requirements according to the local laws and conditions must be followed. These can include emergency exiting routes during all phases of the event preparation, but especially during the event itself.

To manage this work effectively, especially for the major European Athletics events, the LOC must designate one person, leading a team, to be in charge. This team needs to analyse all requirements, liaise with the venues, agree all formalities, invite and negotiate offers from specialised constructors/providers, approve contracts for work and check its implementation.

More details concerning specific needs of the media can be found in the Media Guidelines and EBU Technical Annex.

Waste Management

Events can create a very large amount of litter and waste, all of which has to be collected, disposed of and recycled as appropriate. It is therefore important to prepare for and stay in control of this issue.

Create a waste management plan as this will help to identify areas of concern and how to address them.

The Venue Management department must ensure that rubbish and waste is disposed of correctly and a designated person in the LOC team should be responsible for this operational area, in close cooperation with the sustainability department.

The following matters need to be considered:

  • Waste generators: e.g. administration, catering, bars, general public, artists, pyrotechnics, toilets, showers, medical areas, etc.
  • Waste types: paper, plastic, wood, metal, fuel, food remnants, glass bottles, PVC material, etc.
  • Waste disposal bins (numbers, sizes and types)
  • Waste disposal locations
  • Waste disposal identification signs (in both local and English language, plus symbols)
  • Recycling opportunities (recycle and re-use whenever possible)
  • Waste management: i.e. what is going to be removed, when this will happen and by whom (before, during and after the event)
  • Waste management promotion: i.e. how to encourage waste minimisation and proper disposal.

In most countries, waste disposal is handled by the municipality. It is important that all relevant information about the waste management regulations is obtained well in advance and the necessary plans implemented. The venues may be subject to special requirements or regulations that may have an impact on the planning process.