IFAF
TOURNAMENT MANUAL
for Flag Football World Championships
2015-2016
Content
1 CONCEPT........................................................................................................................................................................ 4
1.1 Definitions and Abbreviations ................................................................................................................................ 4
1.2 Use of the Manual .................................................................................................................................................. 4
1.3 Purpose................................................................................................................................................................... 4
1.4 Responsibilities ....................................................................................................................................................... 4
1.5 Financial Provisions ................................................................................................................................................ 5
1.6 Commercial Concept .............................................................................................................................................. 5
1.7 The IFAF Flag Football World Championship Brand Identity ................................................................................. 6
1.8 The Competition ..................................................................................................................................................... 6
2 GENERAL ORGANISATION ............................................................................................................................................. 7
2.1 IFAF Representatives .............................................................................................................................................. 7
2.2 The LOC................................................................................................................................................................... 7
2.3 Site Visits ................................................................................................................................................................ 9
2.4 Distances .............................................................................................................................................................. 10
2.5 Accommodation ................................................................................................................................................... 10
2.6 Transport .............................................................................................................................................................. 14
2.7 Practice ................................................................................................................................................................. 15
2.8 Social Events ......................................................................................................................................................... 16
2.9 Medical Matters and Doping Controls ................................................................................................................. 16
2.10 Security ............................................................................................................................................................... 17
2.11 Insurance ............................................................................................................................................................ 18
3 STADIUM ..................................................................................................................................................................... 18
3.1 General Facilities .................................................................................................................................................. 18
3.2 Advertising and Dressing ...................................................................................................................................... 20
3.3 Media Facilities ..................................................................................................................................................... 21
4 GAMEDAY ORGANISATION .......................................................................................................................................... 23
4.1 Schedule for Tournaments ................................................................................................................................... 23
4.2 Tournament Meeting ........................................................................................................................................... 23
4.3 Game Organization ............................................................................................................................................... 24
4.4 Countdown ........................................................................................................................................................... 25
4.5 Handshake Procedure .......................................................................................................................................... 25
4.6 Game Day Papers ................................................................................................................................................. 25
4.7 Accreditation System............................................................................................................................................ 26
5 MEDIA .......................................................................................................................................................................... 26
5.1 Media Activities .................................................................................................................................................... 26
5.2 Co-operation with Media ..................................................................................................................................... 28
6 SPONSORSHIP AND MARKETING ................................................................................................................................. 29
6.1 Sponsorship Packages .......................................................................................................................................... 29
6.2 Promotion............................................................................................................................................................. 30
7 IFAF CHAMPIONSHIP BRAND IDENTITY ....................................................................................................................... 32
7.1 General Guidelines ............................................................................................................................................... 32
7.2 Use of Logo ........................................................................................................................................................... 32
7.3 Recommended Artwork Templates ..................................................................................................................... 34
8 COMMUNICATION OF INFORMATION ........................................................................................................................ 37
8.1 Host to IFAF .......................................................................................................................................................... 37
8.2 All Participating Teams to IFAF ............................................................................................................................. 37
8.3 Host to the Visiting Team(s) ................................................................................................................................. 38
8.4 Visiting Team(s) to the Host ................................................................................................................................. 38
9 IFAF CONTACT INFORMATION .................................................................................................................................... 40
9.1 Main Address ........................................................................................................................................................ 40
9.2 IFAF Championship Contact Persons .................................................................................................................... 40
10 ORGANISATIONAL TEMPLATES ................................................................................................................................. 41
10.1 Telephone Contact Sheet ................................................................................................................................... 41
10.2 Invitation to Technical Meeting ......................................................................................................................... 41
10.3 Technical Meeting Agenda ................................................................................................................................. 41
10.4 Tournament Meeting Agenda ............................................................................................................................ 42
10.5 Local Venue Manager Checklist ......................................................................................................................... 43
10.6 Roster Sheet ....................................................................................................................................................... 47
10.7 Announcements in the Stadium ......................................................................................................................... 47
10.8 Tournament Standings ....................................................................................................................................... 48
10.9 Tournament All Star team and MVP .................................................................................................................. 49
1 CONCEPT
1.1 Definitions and Abbreviations
The following words shall have the following meanings:
Manual: means this IFAF Tournament Manual for Flag Football World Championship.
National Federation: means the national associations/federations participating in the IFAF World Championship.
Host: means the host federation of the tournament.
Hosting contract: means the contract between IFAF and host to organize the tournament.
LOC: means the Local Organizing Committee appointed by the host to organize the tournament.
LTC: mean the Local Tournament Coordinator appointed by the host to head the LOC.
Logo: means the IFAF World Championship Logo.
IFAF World Championship Materials: means all the applications developed by IFAF as part of the Brand Identity.
Tournament Regulations: means IFAF's Regulations of the IFAF World Championship.
Tournament Committee: means the IFAF committee in charge of the tournament.
1.2 Use of the Manual
The Manual is directly linked to the IFAF tournament Regulations and contains further information and guidelines for host, LOC
and participating national teams in the competition. This Manual should be used in conjunction with the IFAF Tournament
Regulations governing the tournament in question, which shall always prevail in the event of conflict with the content of the
Manual. Additionally, it should be noted that while sections of the Manual contain extracts from the Tournament Regulations,
the tournament regulations contain matters which are not covered by this Manual (for example, competition system, player
eligibility, disciplinary law and procedures, etc). Whenever reference is made to qualification games the same principles may be
applied to the organization of a single game, with the appropriate adjustments.
1.3 Purpose
The Manual is intended as a tool to assist hosting National Federations in the competition to:
o Organize high-level game/tournaments.
o Provide the visiting teams, officials and IFAF representatives with the highest possible level of service so that they
can fully concentrate on their games and duties.
o Provide the participating teams with the best possible conditions to ensure they can play high-quality flag
football.
o Provide modern and adequate infrastructure that meet the expectation of the players.
o Ensure that the same level of organization can be found through-out the world.
o Promote the games and, consequently, realize maximum stadium attendances and media coverage.
o Realize their commercial potential.
1.4 Responsibilities
In hosting a tournament or games in this competition, the Host is responsible for organizing this event according to the
Tournament Regulations, hosting contract and for implementing the guidelines contained in this Manual.
The Host is requested to assist the visiting teams and the IFAF representatives in any matters related to the tournament or
games and their travel arrangements including but not limited to visa and customs formalities, delayed arrival and departure,
force majeure events.
Moreover, the Host is responsible for ensuring a safe and secure environment for the participating teams, officials, referees,
IFAF representatives and the spectators.
The Host must observe any deadlines set and respect any decisions taken by the IFAF.
Furthermore, the Host must observe the provisions as stipulated in section 7 of this Manual.
1.5 Financial Provisions
1.5.1 Tournaments
In principle, tournament hosts retain their receipts and bear all organizational costs.
The Host must cover the costs for the provision of the facilities and services specified in the Tournament Regulations.
The Host bears the costs of board, lodging and travel of game officials and the official IFAF representatives in host country. The
travel costs of game officials and IFAF representatives to host country are covered according to host contract and Tournament
Regulations of each tournament.
The Host bears usually the following costs for the visiting teams: (full detailed list in each tournament manual)
o Board and lodging in a hotel of at least medium standard for a maximum of 15 persons per team
(If other type of accommodations is wished to be used, it needs to be approved by IFAF tournament committee).
o All local transport
o Laundry service for competing teams and game officials
o The Host’s obligations commence one/two day before the first game day and end one day after the last game day of
the tournament.
Fees from the Visiting National Teams
To cover the costs of the tournament, the Host may receive a fee from the participating national teams if hosting is granted
including this policy.
Officiating Fees from the Visiting National Teams
To cover the costs of the officiating in the tournament, the IFAF may require a fee from the participating national teams for
officiating if this is included in the tournament regulations. Note, this includes also the hosting national team.
International Travel Expenses
In general the visiting national teams cover their international travel expenses to and from the closest international airport from
tournament venue.
IFAF Representatives’ Costs
Host is to cover the costs of board and lodging of the game officials, IFAF Officials Supervisor and Tournament Committee as
well as any costs incurred due to a possible preliminary site visits.
1.6 Commercial Concept
1.6.1 Tournaments
IFAF holds the commercial rights of all games in the respective tournament. Host must observe the IFAF Media regulations, as
well as any other instructions or guidelines issued by IFAF from time to time.
All member federations participating in the competition shall take all legal and other measures that IFAF deems appropriate, at
its sole discretion, to prohibit, prevent and stop any unauthorized exploitation of the commercial rights to the competition and
to protect the ownership thereof.
The commercial rights of any game in the competition may not be sold unless the sale is documented in a written agreement
that provides for the payment of an appropriate fee to the IFAF. Any such fee remains with the IFAF.
All agreements relating to the exploitation of commercial rights of any game in the competition must be presented to the IFAF
upon request. The withholding of any such agreements will be referred to the IFAF Disciplinary Committee and may result in
disciplinary sanctions.
All agreements relating to the exploitation of commercial rights of any game in the competition must include (as an integral part
thereof), and be subject to IFAF media regulations and the regulations governing its implementation.
Furthermore, any such agreement must provide that if any amendment is made to such regulations, the agreement shall be
amended as necessary to conform to the relevant amendment within 30 days of such amendments coming into force.
For any game in the competition where TV production is foreseen, the host federations shall provide IFAF – free of charge and at
two days prior to kick-off – with access to the television frequency information for receiving the broadcast signal at a location of
IFAF’s choice. If a member association chooses to broadcast live audio-visual, video or audio coverage of any competition game
on the Internet, the feed of such coverage must also be provided live to IFAF free of charge to a location of IFAF’s choice. These
broadcasts can be recorded by IFAF for monitoring and editorial purposes and IFAF may publish extracts thereof on an official
IFAF media platform (such as the official IFAF website).
Notwithstanding the above paragraphs, IFAF's right to publish extracts on an official IFAF website is subject to any restriction
included in any agreement relating to the exploitation of commercial rights that is concluded as of the date of publication of
these regulations. IFAF shall make such recordings available to the relevant host federations upon request. If so required by
IFAF, the Host shall provide IFAF, free of charge, with a recording of the entire game (in the best format available) to be sent to a
destination determined by IFAF within seven days of the relevant game.
1.7 The IFAF Flag Football World Championship Brand Identity
Important to the profile and impact of the IFAF World Championship is the implementation of its Logo which should be applied
consistently across all visual and sound media so that football fans recognize the IFAF Flag Football World Championship
message in the written press and in the stadia where the games are played.
1.7.1 IFAF Flag Football World Championship Logo
The Logo for each championship may be designed by the host, but it may not be used until approved by IFAF.
Logo must include the following:
o Original IFAF logo in original color and measurements.
o Official name of the tournament in question.
o Host city (ies) and country.
o Tournament dates and year.
1.7.2 Use of IFAF Flag Football World Championship Logo
IFAF Flag Football World championship logo must be used in all material available for press or public.
Prior approval from IFAF must be obtained for all uses of the IFAF Flag Football World Championship Logo.
1.8 The Competition
1.8.1 Introduction
The IFAF Flag Football World Championships may have a qualifying competition and a final tournament.
The qualifying competition where needed may consists of:
o A preliminary round.
o A group stage.
o Play-off games.
The number of teams in the qualification path to the final tournament will depend on the number of entries in the competition.
For further information, please refer to the Tournament regulations of the IFAF Flag Football World Championship in question.
1.8.2 Qualification
Qualifications must be organized according to the schedule of IFAF for the tournament in question.
In Qualification games separate IFAF qualification regulations may be used, however it is advised one follows protocols from this
tournament manual.
2 GENERAL ORGANISATION
2.1 IFAF Representatives
Every game involves the following persons from IFAF, who are on site to liaise with the National federations:
IFAF Tournament director (Chairman of Tournament Committee)
The Tournament director together with Tournament Committee, has full overall authority for all aspects of game and
tournament organization. The LOC as well as all participating national teams are welcome to raise any issues regarding game
organization with the IFAF Tournament director, who will revert to the IFAF Administration, if necessary.
IFAF Officiating supervisor
The IFAF Officiating supervisor deals with all matters related to officiating.
IFAF game officials
IFAF appoints all officials to all tournaments and international games.
Tournament Administrator
If appointed to tournament she/he is to provide support to the Host, visiting teams, officials and the IFAF game supervisor as
well as also assist the Host with the tournament organization. The Tournament Administrator is not appointed to take over
responsibility for the game/tournament organization, which responsibility remains with the Host.
2.2 The LOC
To facilitate the co-operation between the Host and IFAF, the Host must appoint local organizing committee (LOC) and local
tournament coordinator (LTC) responsible for administrative and organizational matters, who is fluent in English. The LTC needs
to have the full authority to decide upon operational issues in connection with the tournament and games organization from the
host side.
Preferably, the organization of a tournament or game should be undertaken by a Local Organizing Committee (LOC), which is
headed by the LTC. The LOC should consist of the National Association media officer, the stadium authorities, the city as well
as any other public authorities’ representative(s) required (police and the fire brigade etc).
Volunteers to assist with the tournament/game organization may be recruited for example from amongst current or former
football players, current or former national or international game officials, youth players, retired persons, federation members,
regional football federation members, students, other organizations etc.
In some tournaments volunteers may need to supply information for background checks were relevant national or local
authorities so require as well as sign waivers to IFAF.
An example of possible LOC organizational chart:
The LOC should be set up in good time before the start of the tournament and must be comprised of at least the following
persons, who have the authority to fulfill their various tasks:
1 Local Tournament Coordinator who:
o Has total control over the entire event from the hosts’ side.
o Is available 24 hours per day during the entire event.
o Must have a good knowledge of English.
o Should not have a leading role with her/his own team.
1 Manager for Accommodation and Transport who is responsible for:
o The hotel reservations and ensures that all teams and IFAF representatives are provided with the appropriate rooms,
facilities (equipment room, massage room, meeting room, etc.) and services ensuring that the necessary vehicles are
provided to the teams and IFAF representatives as described in section 2.6.
1 Manager for Sports Facilities and Game Organization who is responsible for:
o Ensuring that the facilities and services are provided in accordance with the stadium and training ground sections of
this Manual. Ensuring that the necessary measures are taken and requested facilities are provided for the medical
arrangements and doping controls as described in section 2.9.
o Informing the competent local authorities about the staging of the tournament or game.
o The implementation of all directives given by the local authorities and IFAF regarding safety and security (no sales of
alcohol in youth events, removal of dangerous materials at the venue, racist behavior, prevention of field invasion and
securing the technical zone, etc).
o Ensuring that an adequate number of ground staff and police are present at each game to guarantee safety and
security in the stadium.
o Ensuring that all necessary measures are implemented in a way that teams, officials, spectators, etc. are
accommodated in a safe, comfortable and friendly environment.
1 Manager for Human Resources who is responsible for:
o Recruiting and coordinating volunteers.
o Coordinating the team liaison officers.
1 Manager for PR, Promotion and ticketing who is responsible for:
o Ensuring an appropriate promotion of the tournament/game.
o Preparing and implementing a ticketing strategy as outlined in section 6.3.
1 Manager for TV/Media, Sponsors, Concessions and VIP Hospitality who is responsible for:
o Ensuring that the local and international media are provided with the necessary facilities at the stadiums as described
in section 3.3.
o Coordinating all media activities and ensuring a high level of media.
o Servicing as outlined in section 5.1.
o Exploiting the commercial rights to the match(es) taking place under their supervision
o Coordinating the game day concessions.
o Ensuring the necessary measures are taken for the VIP hospitality on gameday as outlined in section 3.1.11.
I would propose that we split the task of TV/media into one since that’s a huge responsibility and that the others which seems
to be of the same nature is another task. I agree completely with splitting these up.
Provided the work volume permits, and if deemed appropriate, a person within the LOC may occupy several positions and
assume responsibility for various tasks.
Game Officials host
The Host is responsible for appointing a host to game officials who must be actively involved in officiating matters. This host
must speak fluent English and be familiar with the region where the tournament is taking place. She/he is responsible for
transports of the game officials and official observer(s) throughout their stay, including making provisions for vehicle(s) for this
purpose.
Team hosts
The Host should do their best to ensure that the visiting teams are satisfied with the facilities and services provided. For this
purpose, and in order to assist the participating teams in all matters during their stay in the host country, team host should be
reachable 24 hours a day and available daily 8am to 10pm (from breakfast until last scheduled activity) from their arrival at the
airport until their departure.
The LOC should organize a briefing with the team hosts before the tournament, during which all the necessary information
should be provided and detailed explanations given regarding their tasks.
Team hosts should meet the following requirements:
o Good knowledge of the English language and the language of the team for which she/he will act as team liaison
officer.
o Good knowledge of the region where the tournament/game is taking place.
o Knowledge of Flag football.
o Service-minded.
Provided that the team host lives near the team’s hotel, there is no need to accommodate her/him together with the
delegation. However, the team host must be reachable 24 hours per day. In addition, the team host must be available during
the entire event and should not be involved in other business, school or other time-consuming activities during this period.
The main duties of a team hosts are:
o
o
o
o
o
o
To act as contact person between the team and LOC.
To attend daily meetings with the LOC to discuss all practical details to accompany the team to any event including
practices, games, special events, etc.
To ensure that any material or services promised by the LOC are delivered.
To attend any official meetings.
To act as interpreter.
To provide useful information on the life-style and tradition of the regions where the tournament takes place.
The team host will be contacted first when something goes wrong or complaints are lodged. The team host should be in a
position to solve any problems or contact responsible person in LOC immediately. For this purpose, the team host should be
given certain responsibilities to act accordingly. If the problems encountered exceed the team hosts competence, she/he must
contact the LOC or IFAF Tournament committee for help.
2.3 Site Visits
IFAF may carry out site visits to the game/tournament Hosts in order to assess the facilities and services proposed. Site visit
typically is 1-3 days depending on hosting concept.
The outcome of the site visit may be that IFAF requests the Host to provide alternative facilities of a higher standard than those
originally proposed.
The costs of transport, board and lodging of the IFAF representative must be assumed by the National Federation of the Host
during site visits as set in the hosting contract.
Site visits will be conducted latest three (3) months prior to tournament start. However if there are unforeseen circumstances
these may be conducted at later date as well.
Site Visit Schedule
Host Federation meeting
Participants: IFAF/LOC
Host Association Meeting Agenda
o Site Visit Schedule
o Game Organization and Countdown
o Accommodations
o Transports
o Officiating
o Medical Matters
o Promotion
o Social Events
o Participating Teams
o Others
Inspection of:
o Hotels
o Stadiums
o Training Grounds/Practice Facilities
o Meeting Space
o Others
The Host will be asked to make the necessary arrangements.
2.4 Distances
The Host must ensure that all hotels used for the tournament/games are easily accessible and that the travelling conditions are
favorable for the visiting team(s). Unless the Tournament Committee gives their approval, no hotel may be situated more than a
two-hour bus drive from the nearest international airport unless approval by the IFAF is issued for venues located on islands or
in other places which have few international flights or which necessitate internal flights. Unless the IFAF Tournament Committee
approves otherwise, no game venue should be located more than a one-hour bus drive from all hotels.
The Host must ensure that the following requirements are met:
Airport – Team Hotel
The maximum driving time from the arrival airport to the team’s accommodation must not exceed more than two-hours by bus.
Team Hotel – Stadium
The maximum driving time from a team hotel to a game venue must not exceed one hour by bus.
Team Hotel – Training Ground
The maximum driving time from a team hotel to a training field must not exceed more than 30 minutes by bus.
2.5 Accommodation
2.5.1 General Remarks
Note that this section specifically refers to accommodation for tournament participants, for which the responsibility lies with the
tournament host.
The delegations must be accommodated in a hotel of at least medium standard (3-star) unless otherwise agreed in the hosting
contract and/or tournament regulations. Hotel should include internet or wifi connection for free or with minimal charge.
The use of one accommodation for all tournament participants is the ideal solution for logistical reasons as well as to ensure a
tournament atmosphere. In this case each teams should not be mixed with rooms, but rather one team occupying one floor,
wing, corridor or area.
If this is not possible, number of hotels in the immediate vicinity and in the same city should be chosen to accommodate the
teams, referees and IFAF representatives.
If more than one hotel is used, the IFAF Officiating Supervisor should be accommodated at the officials’ hotel and the IFAF
Tournament Committee should be accommodated separate from teams. Note that the officials should not be accommodated
together with one single team and IFAF Tournament Committee must be accommodated to at least medium standard hotel
fulfilling the requirements set in hosting contract and tournament regulations. If two or more places of accommodation are
used, both must offer the same standard of facilities and service.
At the technical and tournament meetings, the Host must provide the delegations with clear information on the safety
regulations and procedures applicable in case of an emergency, rules regarding telephone and mini-bars in the rooms, as well as
the code of conduct in the hotel.
A room occupancy plan should be prepared by the host and distributed to the IFAF representatives.
The Host should ensure that the teams can prepare for their games in a comfortable, safe, quiet and undisturbed environment.
2.5.2 Rooms for the Teams
The Host is responsible for providing the following facilities for a maximum of 57 persons per delegation unless otherwise stated
in tournament regulations/hosting contract:
o Twin bed rooms for the players (12 players= 6 twin bed rooms). Individual beds must be provided in these rooms (one
large bed for two persons is not acceptable).
o Double rooms for the coaches and other team personnel in the same place of accommodation as their team.
o One room for medical treatment
o One room for equipment storage preferably located on the ground floor for easy access from the car park (unless
requested otherwise by the team concerned).
If possible, each delegation should be accommodated on a different floor, corridor, wing or area.
Additional members of the delegation may be accommodated, at the expense of their own National Federations, either at the
same hotel or at a nearby hotel. Same applies if teams want to have more single, double or special rooms.
Unless otherwise indicated by the visiting team’s head of delegation, in the players’ rooms:
o The mini-bar should be emptied.
o Pay TV should be blocked.
o International telephone lines should be blocked.
If rooms are equipped with easily breakable objects, artifacts these may be vise to move from rooms to avoid accidental damage
during the tournament.
Unless the Host and the visiting team concerned agree otherwise, a visiting team shall in principle arrive the day before its first
game of the tournament/game when travelling in the same continent and two nights before when travelling intercontinental. If
this is not possible for reasons of force majeure, the team concerned may arrive 3/2 days prior to its first game. The costs
caused by this early arrival (i.e. overnight costs, coach rental, additional meals, etc.) must be borne by the team concerned.
In the event that the visiting team wishes to arrive earlier or to depart later, all costs must be borne by the team concerned in
full.
2.5.3 Rooms for the Game officials and IFAF Representatives
The Host is responsible for providing board and lodging (single rooms unless otherwise agreed on hosting contract) for:
o The game officials (number of rooms determined per tournament in hosting contract/tournament regulations).
o The IFAF Tournament Committee, Officiating supervisor and Tournament administrator (number of rooms determined
per tournament in hosting contract/tournament regulations).
Hotel must have internet and/or wifi access free of charge in rooms.
If possible, the game officials and all IFAF representatives should be accommodated in the same hotel as the participating
teams, but on a different floor or wing of the hotel.
The game officials and IFAF representatives are not to pay any hotel bills except to settle extras (phone calls, faxes, mini-bar, Pay
TV, etc.).
2.5.4 General Room Requirements
All hotel rooms must have bathroom and toilet facilities which meet standard hygiene requirements.
All rooms should have an adequate number of wardrobes in which to keep clothing.
All rooms should, in principle, be equipped with a heating and/or air conditioning unit.
Rooms must be cleaned daily.
For tournament committee minimum requirements, see tournament regulations.
2.5.5 Laundry
A 24-hour laundry service for the game and practice jerseys, pants and socks of the participating teams and uniform of game
officials (which has been worn for games not including tracksuits and other clothing) must be provided and paid for by the Host.
A Laundry service for other items must be provided by the host, but the costs can be asked to be paid by those teams and
officials needing to use this service.
2.5.6 Meeting Room
The Host must provide one meeting room for a minimum of 20 persons per team for minimum of 2 hours per day for the entire
duration of the tournament and one meeting room for game officials for a minimum of 40 persons for 24 hour usage. A meeting
schedule should be established in cooperation with the teams during and maximum of 2 weeks before the tournament.
All meeting rooms should be equipped with seating for 20 persons, a table with 2-3 chairs, TV/DVD set, overhead projector and
whiteboard with markers or flipchart and have internet or wifi access for free usage of team.
2.5.7 Dining Room
If meals are served in one larger area, the Host must provide a spacious dining room split into different areas: areas for each
teams, one area for the officials, and LOC. The officials should, in principle, take their meals in the same dining room as the
delegations, at a separate table.
If separate accommodation and dining is used, the splitting to areas is not needed.
2.5.8 Common Recreational Facilities
Preferably, the hotel/accommodation area should have a recreational area where teams can meet during their leisure time.
Facilities could include fitness rooms, swimming pool, sauna, billiards, etc.
If possible, an area set up with computers with Internet access should also be available.
2.5.9 Tournament Office
A tournament office must be installed in the game stadium, hotel or one of the hotels where the teams are staying. This should
become the tournament’s central point where:
o
o
The IFAF representatives can carry out administrative work.
Information can be obtained on the tournament itself.
Consequently, the tournament office should be centrally located and easily accessible. It should be equipped with a
photocopier, a fax machine with an international line and an internet connection should also be available in the tournament
office for laptop connection. In case the office is situated elsewhere from the accommodations, host should have a help desk
together with schedule/information boards in accommodation hotel. If multiple hotels are used minimum of
schedule/information board should be met.
2.5.10 Meals
Three meals per day must be served to the tournament participants, based on the game and training schedules of the parties in
question.
Menus should follow sports nutritional guidelines as well as taking national teams eating habits of participating teams into
account.
A detailed menu plan must be submitted to the participating teams latest at the technical meeting of the tournament. Should a
delegation have any special dietary requests, these must be submitted to the Host three weeks before the start of the
tournament. Any cost difference between the proposed and requested menus must be borne by the requesting association.
The hotel should be flexible when it comes to catering for special requests and the teams should have the possibility to bring
their own food and drink. The meal times are set in the tournament schedule and are not flexible.
A good variety of food in sufficient quantities must be provided. All meals should be served buffet style and the food must be
kept at an appropriate temperature.
Examples of menus suitable for athletes follow:
Breakfast
Toast & jam
Cereals with skim milk
Fresh fruit salad & yoghurt
Poached or scrambled egg
Lean ham
Grilled tomato & grilled/boiled mushrooms
Fruit juices – orange/pineapple/apple
Lunch
Starter Soup & bread rolls
Main course Grilled chicken/turkey/beef strips/fish
Rice/pasta/potatoes
Steamed or boiled vegetables
Salads
Dessert Fruit salad
Fresh fruit
Cake
Dinner
Starter Soup & bread rolls
Salads
Main course Fish/chicken/turkey/lean steak /pork fillet
Rice/pasta/potatoes
Steamed or boiled vegetables
Salads
Dessert Fruit salad
Fresh fruit
Cake and/or pudding
Drinks
A sufficient supply of drinks should be made available for the participants at meals as follows:
Water
Tea, coffee
Additional drinks requested should be paid by the requesting team itself.
At all training sessions and games a sufficient amount of still water must be provided to the teams. In addition, still water should
also be provided in the players’ rooms.
NB: The Host should provide each team with a minimum of 1 liters of water per player per day with the distribution system
being agreed between the Host and Tournament Committee. Ideally, the water should be provided in half-liter bottles. If tap
water is deemed drinkable according IFAF standards that may be used.
Snacks, Light meals
Snacks or light meals requested in addition to the three meals provided by the Host must be made available to the requesting
team, who will be responsible for assuming the cost. However, if the snack replaces an ordinary meal, the Host must bear the
costs. Teams who ask for meal bag should always remember that a meal bag is seldom equal to a buffet meal.
2.6 Transport
2.6.1 General Remarks
Note that this section specifically refers to transport for tournament participants, for which the responsibility lies with the
tournament host.
2.6.2 Airport Pick-up
The teams, game officials and IFAF representatives must be welcomed upon their arrival in the host country and transported
from their arrival place to the hotel. They must also be provided with transport from their accommodation to the place from
where they will leave the host country on the day of their departure. Ideally LOC should set up a info desk at the airport arrival
section to assist also delegates from IFAF member countries and to give general information about the tournament.
The Host should indicate to the tournament participants the most suitable IFAF tournament committee approved international
arrival airport. Should the most suitable airport be located in a neighboring country - distance to the tournament headquarters
being considerably nearer than from an airport within the territory of the host country - the Host must assume the cost of the
airport transfers.
Should the nearest arrival airport be an airport with few international flights or which necessitate internal flights, special
approval by the IFAF is required. If such approval is given, and in the case where a bus transfer from the international airport
would be timelier than an internal flight, the Host should make the arrangements for a transfer from the international airport
and should assume the corresponding costs.
2.6.3 Vehicle Fleet
The Host is responsible for providing the vehicles for the different parties as follows:
Teams
Each team must be provided with a modern air-conditioned bus with driver for the entire duration of the tournament for
scheduled travels. Each team bus should display a clearly-marked sign with the name of the team when team is travelling. The
bus does also have to be suitable for luggage transportation on arrival and departure days between their place of
arrival/departure and their hotel, at the cost of the host. This also applies to days where teams need to change accommodation
during tournament.
Special requests from teams
Any special requests from the visiting teams (e.g. vans for the entire duration of the tournament, VIP limousines, additional
dedicated vehicles, etc.) should be arranged by the host, but paid for by the team in question.
Individual cars
Tournament committee
The Host provides one car with driver accessible 24-hours a day for the official use of tournament committee. The car shall be of
comparable standard of a middle class rental car from Hertz or Avis. In case tournament committee is split to different cities in
tournament, one car per city is required.
The IFAF representatives
IFAF recommends that the Host provides two cars with drivers for the entire duration of the tournament for transport of official
members of delegations for reasonable requests (e.g. to see games involving opponents or in the case of emergency)
Officials
The Host is responsible for providing the transport for the officials group. Two spacious and comfortable people carriers
(capacity for 6 – 8 persons) with drivers must be provided for the entire duration of the tournament for scheduled events.
2.6.4 Transport Manager
Transport is a key element for a successful organization of a tournament. An experienced transport manager should be
appointed well in advance of the tournament. She/he should be accommodated at the tournament headquarters and should be
reachable 24 hours a day. Her/his main responsibilities are:
o Organization of the car fleet.
o Selection, briefing and management of drivers.
o Preparation of a transport concept.
o Running an efficient reservation system.
o Conclusion of insurance for all cars and drivers.
The transport manager must also ensure the following:
o She/he has a contact sheet with the mobile phone numbers of all drivers.
o Maps indicating the tournament hotels and stadiums, plus route.
o Descriptions for all venues, are given to each driver and team liaison officer.
o The drivers are familiar with the region where the games are played.
o The drivers are punctual and do not leave the tournament participants waiting.
o There are sufficient parking places at the venues and the necessary number of VIP parking passes must be provided.
The transport manager should present the transport concept at the technical meeting including services offered and services to
be paid.
2.7 Practice
2.7.1 Practice Fields
Teams should be allocated a practice field for the entire duration of the tournament.
Preferably, the teams should be given the possibility to use these grounds at any time and as often as requested but minimum
of two (2) hours a days of each team, not applying to days after teams last game.
The training field should be:
o According to the dimensions laid down in the game regulations for International games
o In good condition
o Field Turf or similar artificial turf or if grass freshly mown
o Fully marked
The training ground facilities should include dressing rooms suitable for 15 persons with showers and seated toilets.
The training grounds must be located near the team accommodation and travel time by bus should not exceed 30 minutes.
2.7.2 Practice Balls
The Host shall provide a sufficient number (minimum 3 per team) of training balls to all participating teams. The balls provided
for training should be the same type as will be used for the games.
2.7.3 Practice time in the game stadium
If the prevailing weather conditions and state of the playing field so allow, the teams are entitled to hold a training session of up
to one hour before their first game in the stadium where the game will be played.
In case of any uncertainty as to the use of the game stadium for practices, the IFAF Tournament Committee in cooperation with
the Host will take the final decision taking into account the following criteria:
o Field availability for all teams at the tournament
o Current state of the playing field
o Number of games to be played on the field
o Weather forecast
o Recommendation of the ground keeper
o Time of the training session
o Other circumstances which may limit the possibility to use game stadium
Number of Teams Permitted to Hold a Training Session (only in grass fields)
Not more than two teams may use the game stadium for a practice session on any one day.
Maintenance
The Host is responsible for maintenance of the playing fields immediately following the practice sessions.
General Remarks
It is in the interest of all participating teams that the playing fields used for games are in perfect condition. Consequently, the
teams must respect a negative decision taken with regard to the use of the game stadium for practice sessions, based on the
above criteria. A decision may be reversed during the tournament if the conditions have negatively or positively changed.
2.7.4 Game Officials Training
The game officials must have the possibility to use practice facilities. These facilities should be located nearby the game officials’
accommodation, with travel time not exceeding 30 minutes.
2.8 Social Events
While participating teams are ultimately playing to win, the tournament is also a means of fostering good relations between the
countries and their national teams.
In tournaments, a Host can create a good tournament atmosphere by organizing events such as the following:
o An informal gathering immediately following the organizational meeting, if this takes place in the evening prior to the
first game day.
o An official dinner with guests including the IFAF delegates and at least two persons per delegation.
o A small-scale excursion to visit regional attractions for all tournament participants (including players)
o A farewell dinner/party for all tournament participants (including players, volunteers etc) in the teams’ hotel or other
location on the evening of the last game day.
2.9 Medical Matters and Doping Controls
2.9.1 General Remarks
The Host should outline the medical arrangements at the organizational meeting.
Twenty-four hour medical care for tournament participants must be guaranteed by a Host. For tournaments, IFAF requires the
appointment of an official Tournament Doctor who should be available for participants throughout the duration of the event. In
addition, arrangements must be made for emergency medical services to be present at all games.
Each participant is required to have a valid insurance for treatment and doctor visits. It is strongly recommended by
IFAF that the participating federations make sure the participants are covered also for non-game related injuries or
sickness to avoid large medical costs. IFAF and LOC are not responsible for treatment costs.
2.9.2 Hospitals
There should be a hospital located in close proximity to the game stadium which offers a comprehensive medical service
(including 24-hour emergency treatment) on a priority basis for all designated persons.
2.9.3 Doctors
Minimum of one doctor should be present at every IFAF Championship stadium. LOC must provide access to doctors for
participants during the whole tournament also on non-game treatment. This should include also possible doctor visits for
sickness, allergies and dental care.
2.9.4 First-Aid Teams
A first-aid service should be arranged for each game with the number of first aid staff to be recruited based on the expected
number of spectators (one first aid team consists of four persons). There must be at least one stretcher per game stadium with
one first aid team being assigned per stretcher. The stretcher must be positioned in one corner of the game stadium. One first
aid team should be in charge of the stadium first-aid room.
2.9.5 Ambulance
At least one ambulance must be present at the stadium for each game.
2.9.6 Doping Controls
IFAF may conduct doping controls at the games. Consequently, the Host must ensure that the game stadium is equipped with a
doping control station which meets the requirements of the IFAF Anti-Doping Regulations. All necessary material must be
provided for by LOC for a potential doping control.
For In-Competition Testing, at game facilities, the Doping Control Station shall at a minimum ensure the Athlete’s privacy and
should meet the following criteria:
o
o
o
o
o
o
o
o
o
o
Be solely reserved for Doping Control purposes.
Maintain Athlete privacy and confidentiality.
Be accessible only to authorized personnel.
Be secure enough to store Sample Collection Equipment.
Be comprised of a waiting area with chairs and a separate administration area with a table and chairs for completion
of paperwork.
There should be adjacent toilet facilities for Sample provision, which should ideally consist of cubicles large enough for
the Athlete and athlete representative.
Include facilities to allow the Athlete to wash his/her hands.
Be large enough to accommodate the number of Athletes, athlete representative and Sample Collection Personnel
who will occupy the area
Be suitably located in relation to the field of play or other location where Athletes will be notified.
Contain a selection of sealed, non-alcoholic drinks for Athletes.
For every game, the Host must appoint a Doping Control Liaison Officer. If requested by IFAF, the Host will be asked to appoint
four Chaperones to assist the IFAF Doping Control Officer.
2.10 Security
The Host is solely responsible for guaranteeing the safety and security of all persons attending and participating in the
tournament and must ensure that the relevant local authorities and the owners and/or operators of the stadiums take all the
necessary measures to this end.
The requirements of the Tournament Regulations as well as the general IFAF safety and security instructions must be complied
with. The Host should elaborate a security strategy in co-operation with the local or national security authorities and should
present this concept at the organizational meeting.
Given that a considerable number of visiting supporters may attend the games, the security and ticketing strategies should
include a concept to deal with such situations. Such strategies may include a segregation area for the visiting supporters, as well
as a car/bus parking concept.
Any special requests from the participating teams should be taken into consideration and discussed with the local or national
security authorities. To guarantee safety and security in the stadium, the Host must ensure:
o An adequate number of ground staff and police are present.
o No spectators are allowed in the area between the stands and the sidelines.
o There is access to the game field that guarantees the safe entry and exit of the players and game officials.
o The dressing room area is safeguarded to ensure that no spectators, journalists, media representatives, scouts, etc
may enter.
An accreditation system should be implemented in order to guarantee the security of the tournament participants (refer to
section 4.7).
If deemed appropriate and following consultation with the local security authorities, the Host may:
o Organize security personnel in the teams’ hotel.
o Organize police escorts on game days.
2.11 Insurance
All persons involved in the competition are responsible for their own insurance coverage.
The participating teams are responsible for all necessary and adequate insurance coverage for their delegation, including players
and officials, at their own expense.
The Host is responsible for ensuring that the stadium owner and/or tenant in question conclude a fully comprehensive
insurance policy. If appropriate insurance policies are not provided by the stadium owner and/or tenant in due time, the host
association concludes the necessary additional insurance cover at its own cost, failing which it may be concluded by IFAF at the
host association’s expense.
Claims for damages against IFAF are expressly excluded and all persons involved shall hold IFAF harmless from any and all claims
for liability arising in relation with the competition.
In any case, IFAF may request anyone involved to provide, free of charge, written releases of liability and/or confirmation or
copies of the policies concerned in one of IFAF’s official languages.
Hosts must conclude – with reputable insurers and at their own cost – all necessary insurance in connection with staging and
organizing tournaments and/or games, including, but not limited to, third-party liability coverage (including force majeure), and
are responsible for including IFAF as a coinsured party.
The third-party liability policy must include an appropriate guaranteed sum for damage to persons, objects and property, as well
as for purely economic losses corresponding to the specific circumstances of the associations concerned.
3 STADIUM
3.1 General Facilities
3.1.1 General Stadium Conditions
Stadiums must be in good condition in terms of both their playing surface and facilities, fully comply with the IFAF Game rules
and tournament regulations and conform to the safety and security regulations of the competent civil authorities.
In tournaments, the Host shall select a sufficient number of stadiums in order to ensure that all games are played on good
playing surfaces.
Game stadiums must be located within a one-hour bus drive of the team accommodation.
To ensure that the game stadiums are in top condition for the tournament, the Host must ensure that the playing fields are not
used during the event itself for other than tournament use and, if deemed necessary, three days before the first game day. The
playing field must be freshly mowed.
The field of play must be according game regulations. Exceptions may be granted by the IFAF Tournament Committee only at
the written request of the National Federation concerned.
The stadium should have at least 500 individual seats. At least 100 of these seats should be covered
Temporary stands have to be built by an authorized company, and certification has to be provided to IFAF Tournament
committee before the first game.
Seated toilets for all spectators of both sexes, as well as urinals, must be made available in the stadium, with a ratio of one
seated toilet for women and one seated toilet for men per 200 spectators and one urinal per 125 spectators.
The stadium must have adequate and fully-equipped first-aid treatment facilities for the public.
Television cameras and advertising boards around the playing field are positioned in such a way that they do not create a danger
for the players and must respect the minimum distances as laid down in game regulations
3.1.2 Technical Rooms
Team Dressing Rooms
The team dressing rooms should be of equal size, style and comfort. A dressing room should provide the following minimum
installations
o At least 15 seats
o Clothes hanging facilities or lockers for 15 persons
o One white boards or similar for writing
o At least three (3) showers
o Seated toilets
In case teams share locker rooms the host must provide a schedule at latest at the technical meeting.
Additional Dressing Rooms
At least one separate dressing-room for coaches should be available in tournaments if possible
Officials’ Dressing Room
The Officials’ dressing room should be equipped with the following items:
o At least three (3) seats and a desk
o Clothes hanging facilities or lockers for three persons
o At least one shower
o A seated toilet
Doping Control Station
The stadium must have available a doping control station meeting the requirements of the IFAF Anti-Doping Regulations.
3.1.3 Sideline Benches, Tables and Tents
The field must be equipped with two (2) benches at field level, each with seating room for at least 5 people and positioned at
least five meters from the sideline for the player’s technicians and staff of each team.
Two tables for each sideline (height 80-110cm, width minimum 60cm), not including game administration.
Tents are allowed in sidelines during the game unless not already provided by LOC or approved by the Tournament committee.
Tents for game seceritariat are not for teams to use.
3.1.4 Stadium Questionnaire and Safety Certificate
For each stadium used in the IFAF Championship, the Host must submit to the IFAF Tournament committee a completed
stadium questionnaire and safety certificate at least 60 days prior to the tournament.
3.1.5 Playing surface
Games may be played on artificial turf, provided that such artificial turf meets all of the following conditions:
o
o
o
o
o
The artificial turf meets the applicable IFAF quality standards for artificial turf, as well as all requirements under the
applicable national laws and regulations.
The artificial turf has passed all the necessary tests (laboratory and field tests).
The artificial turf has passed all the necessary yearly tests confirming that it still meets the applicable.
The surface of the artificial turf must be of a green color.
The use of artificial turf meets any other requirements set out in these regulations with regard to the field of play and
the stadium.
The owner of the artificial turf and the Host are fully responsible for meeting the above requirements, in particular those related
to:
o Maintenance work and ongoing improvement measures.
o Safety and environment measures.
The owner of the artificial turf and the Host must obtain sufficient warranties and/or guarantees related to the material and the
installation from the manufacturer and the installer of the artificial turf.
IFAF cannot be held responsible for any damages to third parties resulting from the use of the playing surface.
3.1.8 Field Markings
Game field needs to be marked with IFAF minimum field markings. IFAF logo and/or tournament logo in mid field are preferred.
Other on field markings (including but not limited to sponsor logos, country flags and/or names) are prohibited. Exceptions to
these can be granted by tournament committee.
3.1.9 Floodlights
If the games are to be played in the evening, please ensure that the lighting for the field of play according to the following
specifications:
o Average of EV (lux) 800 towards the main camera(s) (in televised games).
o Minimum of EV (lux) 300 towards areas of secondary interest.
Emergency lighting system must be available, ensuring that a game can be completed even in the event of a power failure.
Exceptions may be granted by the IFAF Tournament committee.
3.2 Advertising and Dressing
For all tournaments hosts and participants must comply with the tournament regulations rules on advertising. For host the
hosting contract and obtained licenses from IFAF will also limit the advertisement opportunities.
3.2.1 Advertising Boards
If the Host installs advertising boards at the game stadium, the minimum distances of 5 meters from sideline, must be
respected. Any variation to the minimum distance shall be authorized only by IFAF. A board configuration plan template may be
found in section 10.11
3.2.2 IFAF Championship Competition Board
The Host may decide to produce and install, at its own cost, the IFAF Championship competition board at the game stadium for
all IFAF Championship games.
If the IFAF Championship competition board is displayed, it must comply with the IFAF guidelines for use which include the
following:
o In central position on the main side.
o Regular size of 6 m x 90 cm or special long version of 12 m x 1 m (unless otherwise approved by IFAF to fit in with the
existing boards).
o The artwork for the IFAF Championship competition board may be asked from IFAF office.
3.2.3 Directional Signage
The association should also install directional signage in the stadium to guide the VIPs and guests to seats and hospitality areas,
media to their seats and working areas (media working area, press conference room) and teams to their dressing rooms, etc.
3.3 Media Facilities
3.3.1 Access
Ideally, there should be a specific media entrance with reception desk where accreditation/media information packs can be
collected.
3.3.2 Press Seats
An adequate number of seats – covered and where possible at least half of which equipped with desks and internet access must be put at the disposal of both local and visiting media representatives.
3.3.3 Press Conference Room
A press conference room must be available in the stadium for the press conference.
The Host is responsible for providing the necessary infrastructure (interpreters, interpreting and technical equipment, podium
with tables and chairs). The podium should be large enough to accommodate the team media officer, the head coach, one
player and, if necessary, the IFAF Media Officer, as well as the interpreter. In the case of TV coverage, a platform for crews
should be considered and proper lighting provided.
The IFAF Championship backdrop should be installed on the podium behind the table.
3.3.4 Media Working Area
A media working area should be provided. If space allows, this area can be included in the press conference room. The media
working area should be equipped with tables and chairs, power points and internet access. Hospitality should also be available
for the media (i.e. refreshments at reasonable prices).
3.3.5 Mixed Zone
At each stadium, a mixed zone – preferably covered – should be set up for the media on the way from the dressing rooms to the
team transport area. This area should only be accessible to coaches, players and media representatives to offer reporters
additional opportunities to conduct interviews. If deemed necessary, it should be divided into four areas: one for the TV
rights-holders, one for written press, one for radio reporters and one for TV non-rights holders.
3.3.6 Television/Internet Broadcast
In principle, at least three (3) camera positions should be available in the stadium, agreed between the host and the host
broadcaster. One main camera position must be provided in the grandstand which must be centrally situated and at a height
above the field which guarantees optimum picture quality. The main camera platform must be exactly in line with the halfway
line and be at a height which forms an angle of 15-20° from the horizontal plane to the center spot.
If the game will be broadcast on television, the Host should discuss the necessary requirements with the host broadcaster
including satellite link.
3.3.7 Media Positioning at Games
No media representatives are allowed on the field of play before, during or after the game, with the exception of the hand-held
host broadcaster camera crew covering the team line-ups before the game and the activities after the final whistle, if this has
been previously approved IFAF media officer, if appointed.
The host broadcaster may use a camera on the field to cover the following pre-game on-field activities:
o Team line-ups – as teams stand facing tribune of honor.
o The coin toss – when the game officials and team captains come together after.
o A sound operator carrying a microphone may also join at this point.
The following guidelines for the pre-game on-field camera will apply:
o Only one camera, belonging to the host broadcaster, is allowed on the field. The on-field camera should preferably be
a radio frequency camera. If not, a cabled camera can be used providing a cable assistant manages the cable.
At the end of the game, the cameras may follow the players off the field.
Unauthorized media representatives are not allowed on the playing area or the area between the boundaries of the field and
the spectators. Only media representatives who have been granted permission as agreed by the press officer of the host
association (and/or the visiting team) are allowed to carry out their work in the specific locations assigned to them.
No media representatives are allowed in the players’ tunnel or the dressing room area, with the exception of flash interviews in
the pre-defined positions and a host broadcaster camera in a fixed position covering the teams during line up before they enter
the field.
The dressing rooms are off limits to media representatives before, during and after the game.
3.3.8 Flash Interview Positions
If applicable, space should be provided for a position of approximately 3m x 3m x 2.5m (high) to conduct flash interview with
players and coaches after the game. This position should be located between the team areas and the dressing rooms.
The IFAF Championship backdrop should be installed at the Flash Interview Position.
3.3.9 Television & Radio Commentary Positions
Upon request of the host broadcaster, television and radio commentary positions should be prepared in the press box area at a
location to be designated by the host broadcaster, ideally on the same side as the main camera. Each position includes a desk
(dimensions: 1.8m wide, 0.7m deep, 0.7m high), power points, internet access and, potentially, TV monitor. Note that each
position takes up nine normal spectator seats - three for the desk, three for the seats and three for access.
3.3.10 Television Studio
Upon request of the host broadcaster, a television studio should be prepared. Standard dimensions are 5 meters long by 5
meters wide by 2.3 meters high.
If the stadium does not have the necessary space for the preparation of a television studio, studios can be constructed on
platforms or a container may be used as a temporary solution.
3.3.11 OB (Outside Broadcast) Van Area
The OB van area is an area which offers sufficient parking space for the trucks used by TV companies for their outside broadcasts
of games. The area should be located as close as possible to the main camera and offer stable ground (tarmac or similar)
suitable for heavy vehicles.
4 GAMEDAY ORGANISATION
4.1 Schedule for Tournaments
The tournament schedule will be provided by IFAF Tournament committee no later than one (1) month before the tournament
starts.
4.2 Tournament Meeting
In principle, the organizational meeting should take place as follows:
o The day before the first game day at the tournament headquarters.
The time of this meeting must be determined according to the arrival of the delegations, game officials and IFAF
representatives, but it should start latest at 8pm.
If this meeting cannot take place the day before the start of the tournament, it should be organized on the morning of the first
game day.
For the purpose of this meeting, a room with a capacity for a minimum of 70 persons must be reserved.
The organizational meeting will be chaired by the official IFAF tournament director and will be held in English.
This meeting should be attended by the following persons:
IFAF
IFAF Tournament Director
IFAF Tournament committee members
IFAF Officials supervisor
Head Referees
IFAF Tournament Administrator, if applicable
Delegations (note; participants cannot participate with more than 2 persons)
Chef-de-Missions (heads of Delegations)
Head Coaches of teams
LOC
IFAF Championship Coordinator
Manager for Sports Facilities and Game Organization
Accommodation and Transport Manager
Manager for Human Resources
Team Liaison Officers (accompanying their team’s head of delegation)
Referee Liaison Officer
Manager for PR, Promotion and Ticketing
Manager for TV/Media
Manager for Sponsors, Concessions and VIP Hospitality
Medical Director
For a tournament, the standard meeting agenda will be adapted in order to cover several games and in order to take into
consideration additional items specific to tournament organization.
A technical meeting will be organized every evening in order to review the day and to discuss the program of the following day.
In addition, any complaints or suggestions can be raised in the presence of the IFAF tournament director. This meeting should
be attended by the Local Tournament Coordinator, the heads of delegations, the IFAF tournament committee and the IFAF
Tournament Administrator, if applicable.
The following documents may be found in section 10 of this Manual:
o Invitation to Organizational Meeting
o Organizational Meeting Agenda
o Team Colors Summary
4.3 Game Organization
4.3.1 Host Responsibilities
It is important that the Host ensures that the games are organized in conformity with the Tournament Regulations and following
the guidelines in this Manual as far as possible. The Host must appoint a person who is able to fulfill the necessary tasks (Local
Tournament Coordinator – see section 2.2). A checklist with an overview of the various tasks and duties to be fulfilled by a Host
prior to a game can be found in section 10.6 (Local Venue Manager Checklist).
4.3.2 Flags, Music and Announcements
If flag arrangements are taking place the IFAF flags, as well as the flags of the teams taking part in the tournament, must be
flown in the stadium at all games. The flag protocol for IFAF events is looking from front (main stance):
1st from left Host country
2nd.8th from left Participating countries in alphabetic order in French language
9th from left IFAF Flag
If there are multiple flags for each country the above should be repeated around the stadium.
If flags are used in streets or similar gateways to stadiums the international protocol should be followed also.
Music may be played when the teams enter the field, at half time, and at end of game. Music chosen should be appropriate and
must not be offensive to any race or religion. Music during the game must be turned off as offensive team breaks their huddle
or if no-huddle offense is used music cannot be played after players assume their positions.
Any proposed pre or post -game or -tournament ceremonies must be discussed in advance at the organizational meeting and
require the approval of the IFAF tournament committee before adding this into meeting agenda.
Game announcements with relevant information may be made before, during and after the game. Some examples of
announcements can be found in the manual.
4.3.3 Game secretariat, down box and Ball persons
Host needs to appoint minimum 2 persons to work game secretariat and 1 person for the down box operation of each game.
Down box operator needs to be dressed in officiating outfit but with a black shirt and vest. Minimum of 18 years old.
To limit the time the ball is out of play 1 to 2 ball persons should be appointed who should be:
o Dressed in different colors than the two teams in neutral clothing.
o Capable of performing the task (i.e. not too young, minimum of 18 years old).
o Instructed beforehand to the task.
Note that sponsor advertising on kit used by ball persons and chain crew is prohibited unless specifically allowed in hosting
contract or license from IFAF.
4.3.4 Sales of Beverages in the Stadium
No public sale or distribution of alcohol is permitted in youth tournaments within the stadium or its private environs.
In adult tournaments public sale or distribution of alcohol is permitted according to the national laws within the stadium and its
private environs.
All drinks which are sold or distributed must be dispensed in paper or open plastic containers which could not be used in any
dangerous manner.
4.4 Countdown
The tournament and/or game day countdown should be distributed to the teams, game officials, stadium speaker and IFAF
representatives in order to provide all parties with the game details and the exact timing of activities. This document should not
be distributed to the public.
4.5 Handshake Procedure
At the end of the game both teams line up facing each other across the midfield.
Player lined up closest to the sideline of main stance start to walk towards midline and sideline intersection. If no stance is
available player lined up closest to the home team start to walk. Team members follow inline and as the two lines meet at the
midline continue to walk and shake hands until they have shook the whole opposing team. After finishing handshakes both
teams leave the field unless tournament directives allow for short coaches talk on field.
Game MVP awards or other procedures will be presented in the tournament schedule (art. 4.1)
4.6 Game Day Papers
The IFAF tournament committee hands the roster pages to the teams for completion latest before game day starts.
4.6.1 Preparation of the Game Day Papers
Following the identity check performed by the IFAF tournament committee, which takes place after the organizational meeting,
the Host produces the Game Day Papers by listing the full names of the players as well as their jersey numbers (replace the
pre-printed numbers 1 to 12 in the template with the actual shirt numbers). This list should then be double-checked by the IFAF
tournament committee against the official list of 15 players. Once the Game Day Papers for the first game day have been
produced, the jersey numbers must remain the same throughout the tournament unless number change is approved by IFAF
tournament committee. The names of the team staff each game day must also be included. On game day, minimum before first
game day, the papers and player ID's must be checked by the IFAF tournament committee.
4.6.2 Completion of the Game Day Papers
Before each game day each team should return it to the game supervisor at the identity check. The players injured/not playing
are permitted to be on the sidelines, but must wear official team apparel (not game uniform) and named on the game day
roster. The team captains must be clearly indicated on the Game Day Papers. The Game Day Papers must be signed by the CDM
and head coach.
4.6.3 Photocopying
Ideally, the two squads should be listed on the same game paper for press and others. This is possible by copying the away team
onto the home team Game Sheet. Alternatively, the two sheets can be folded in the middle and photocopied side-by-side
ensuring that both squads can be read clearly. Use of internet is recommended also for press purposes.
4.6.4 Distribution
The Host must decide on the number of copies to be produced taking into account the number of media representatives and
VIPs expected at the game. As a minimum, the following persons should be provided with the Game Day Papers:
o Head referee (1 copy).
o IFAF tournament committee (3 copies).
o IFAF officials supervisor (1 copy).
o IFAF Tournament Administrator, if applicable (1 copy).
o Media (minimum 1 copy per person).
o VIPs, if applicable (1 copy per person).
4.6.5 Original Game Day Papers
Whichever form of Game Day Papers is chosen, the originals, properly completed and duly signed, must be handed over to the
IFAF tournament committee.
4.6.6 Responsibility
The IFAF tournament committee is ultimately responsible for the Game Day Papers procedure.
The Host (Local Venue Manager or Media Officer), assisted by the IFAF Tournament Administrator, if applicable, is asked to
produce these papers and assist the IFAF tournament committee in the collection of the documents and are responsible for the
production and distribution of the copies.
4.7 Accreditation System
As well as ensuring the security of tournament participants, an accreditation system ensures the consistency of access for the
tournament participants. In principle, an accreditation card (without a ticket) will allow the holder entrance into and access
within the stadium, in specified areas. However, accreditation passes do not normally allow access to a seat in the stadium.
Posters illustrating the accreditation system should be affixed at defined places throughout the stadium and should be marked
accordingly.
More information for the accreditation system which follows the IFAF Championship Brand Identity may be found in section
7.3.9 of this Manual.
4.7.1 Accreditations for participants
Host will provide maximum of 20 accreditations to each participating team. Those will be divided into 15 player accreditations
and 5 staff accreditation. Accreditations are for personal use of the team member and may not be given forward to anyone.
Media members may not use staff accreditation as they must register for media accreditation.
Any attempt to misuse the accreditation given to a participant may lead to disqualification from the tournament.
4.7.2 Accreditations for National federations
National federation delegates who are not part of the team, should register for VIP accreditation.
4.7.3 IFAF accreditations
The IFAF tournament committee, IFAF president, and Officials supervisor must be given all-access accreditation and host must
provide access to every area at all event venues.
Host must provide VIP accreditations for all IFAF Executive committee members.
5 MEDIA
5.1 Media Activities
Adequate pre-game or pre-tournament media servicing is an important tool to attract more spectators to the games and for
promoting football in general.
Interviews and presentations may be scheduled before, during and after each IFAF Championship day.
5.1.1 Teams’ Press Officers
Each National Federation must appoint a press officer to coordinate cooperation between the team and the media in
accordance with IFAF regulations and guidelines.
Where requested, the press officer assists IFAF in compiling editorial features and statistics to help promote the competition.
The press officer must attend all home games as well as travel with the team to away games in order to coordinate all media
arrangements, cooperate with the press officer of the host association and, if appointed, the IFAF media officer.
The visiting team’s press officer must send a full list of media accreditation requests at least five working days before the game
to the press officer of the host association. Both press officers must ensure that all accreditation requests come from bona fide
media representatives covering football and/or related subjects.
5.1.2 Host’s Press Officer
In addition to the tasks mentioned above, the Host’s press officer is responsible for:
o Coordinating all media activities surrounding the tournament including fulfilling the duties outlined in the media
section below.
o Undertaking activities in order to promote the event in the region before and during the event, including providing the
media with information on training sessions, games, press conferences, etc.
She/he should also co-operate with the visiting team(s) in order to provide information to the relevant foreign media facilitating
media access and ensuring a high level of media servicing distributing copies of the official game sheets to media
representatives and VIP area before first game starts.
In addition, at a tournament, the Host’s press officer is responsible for the production of statistical material and the running of
an information desk at the tournament office, which is located in the hotel or one of the hotels where the teams are staying
(see section 2.5.9).
5.1.3 Scheduled Training Sessions
If the teams arrange to hold official training sessions on the day before a game in the stadium where the game will take place,
they must be open to media representatives (TV and radio representatives, written press, website journalists and
photographers) for at least 15 minutes. The Host, together with the visiting team’s press officer or, if appointed, the IFAF media
officer, is responsible for ensuring that the stadium is clear of media after 15 minutes and that all cameras are turned off.
5.1.4 Press Conferences
Each team must be attending any pre-or post-game press conference the day before the game, ideally in the stadium but, in any
case, in the city where the game is to be played. The press conferences of both teams must be arranged so that media
representatives can attend both, and so that media deadlines in the countries concerned can be met. Each press conference
must be attended by at least the head coach of the team plus two players. The Host is responsible for providing a qualified
interpreter and any technical facilities necessary.
The post-game press conference at the venue must start no later than 20 minutes after the final whistle. The Host is responsible
for providing a qualified interpreter and any technical facilities necessary. Both teams are obliged to make their team
manager/coach, as well as a player, available for this press conference. The two press officers (or, if appointed, the IFAF media
officer) decide on the order in which the coaches attend the press conference, taking into consideration the broadcasters’
interviews.
If the press conference is held in other locations, the travel time cannot exceed 30 minutes from the accommodation.
Timelines for post-game press conference unless otherwise decided for the tournament
o 0 min: End of hand shakes.
o 5 min: Losing team coach and 2 players to press conference.
o 8 min: Winning team coach and 2 players at press conference.
5.1.5 Interviews on Game Day
All interview requests have to be coordinated with and approved by the IFAF media officer, if appointed.
All interview locations must be pre-determined by the IFAF media officer, if appointed.
All interviews require the prior consent of the interviewees.
Interviews are not permitted before, during or after the game on the field of play itself or in its immediate vicinity. However,
“upon arrival”, “halftime” and “flash” interviews can take place under the following conditions:
“Upon arrival” interviews are allowed with coaches and players upon their arrival at the stadium, at a pre-determined location
where a fixed camera can be positioned before entry to the dressing-rooms. At games where an IFAF media officer is present,
such interview requests must be coordinated and approved by her/him. Once the coaches and players have entered the
dressing-rooms, no further interviews are permitted.
A “half-time” interview may only be conducted in a designated area outside the technical zone. If appointed, the IFAF media
officer, together with the press officer of the home association, may, upon request, designate an area between the substitutes’
benches and dressing-rooms. Team, if they agree, may make only one of their listed team officials available for this purpose. No
players, including those on the sidelines, may be interviewed at half-time.
“Flash” interviews may last a maximum of 90 seconds and take place immediately after the final whistle in an area between the
sidelines and the dressing-rooms which is predetermined by the IFAF media officers, if appointed. Both teams must make their
team manager/head coach plus at least one key player available.
Players who have been ejected may not be interviewed.
5.1.6 Mixed Zone
After the game, a mixed zone must be set up for the media on the way from the dressing rooms to the team transport area. This
area – accessible only to coaches, players and media representatives – must be divided into four areas (if applicable):
One for the TV rights-holders, one for written press, one for radio reporters and one for TV non-rights holders.
The Host must ensure that the area is safe and not accessible by the general public and any other unauthorized persons.
Players of both teams are obliged to pass through the mixed zone but they are not obliged to give interviews.
5.2 Co-operation with Media
5.2.1 Pre-Season Procedure
Provision of Information to IFAF
In order to promote and raise the level of exposure of the IFAF Championship, as well as to give interested parties more
information on the participating teams, all National Federations are requested to send the following information to IFAF no later
than 1 month prior to the tournament. This information will be used for promotional purposes including posting on the IFAF
Championship pages and IFAF homepage.
National Federation History
Individual player statistics:
o Full name of player (including shirt name).
o Date of birth.
o Playing position.
o Current club.
o Year of international debut
o Number of national team games played.
National Team details:
o Head Coach (full name – date of birth – nationality – career as a player and as a coach – honors).
o Press Officer.
o History of flag football in the country – key events and milestones.
As the official website of IFAF and the IFAF Championship will keep followers of the competition up-to-date with all the latest
reports and news, it would be appreciated if your media officer could mail with any interesting news/quotes/features which
would be appropriate for the website. The better the information sent, the better the coverage of this flagship event.
Photographs
The National Associations are requested to provide IFAF with the following photographs (on a memory stick of jump drive) by
the same deadline:
o Individual player photographs
o Team group photograph
o Coach/Manager photograph
o Assistant Coach photograph
o Home and away team uniforms
5.2.2 Game day Procedures
Press-kit
Prior to a tournament in the IFAF Championship, and in order to service the media, IFAF recommends that the Host prepares a
press-kit which includes the following information:
o Latest news from the teams participating in the tournament.
o Updated player list for each National Federation (if applicable).
o Head to head results of the National Federations (if applicable).
o Record for the National Federations (if applicable).
o Disciplinary and injury situation in IFAF Championship.
o Information about the game officials.
The media officer of the Host should cooperate with the media officer of the visiting National Federations for the preparation of
the press-kit.
6 SPONSORSHIP AND MARKETING
6.1 Sponsorship Packages
IFAF hold the commercial rights of all games in the respective tournament unless by contract assigned to the host. See section
1.6 of this Manual.
Following are some examples of rights that may be sold to sponsors in relation to the IFAF Championship competition games.
Sponsorship opportunities include:
o Exclusivity
o Broadcast rights: Broadcast sponsorship, commercial airtime, on-screen credits, etc.
o Event rights: Boards, other advertising (backdrops, magazine, etc.) tickets
o Hospitality
o Promotional rights: On-site, sole and exclusive promotion (priceless moments), sponsor
o Recognition Program
Sponsorship opportunities should be fine-tuned with potential partners and be delivered in a professional way. More details on
some of these opportunities follow.
6.1.1 Exposure on Print Material
The sponsor logo may be shown on all printed material. Standard artwork for the following print materials following the IFAF
Championship Brand Identity may be found in Section 7 Artwork Templates.
Tournament Program:
o Sponsor logos on back cover.
o One page, half-page or quarter-page advertisements in the program (depending on the level of sponsorship/supply).
o Official Posters, Flyers and Banners.
Ticket:
o
Sponsor logos on back of ticket if applicable.
Media Backdrops
Press Kit Folders
Press Paper
6.1.2 Exposure in the Game Stadium
If there are fixed boards, IFAF would recommend a minimum of two or maximum of four advertising boards in the game
stadium to be offered to sponsors or suppliers. Standard board dimensions are: 6m length x 0.9m height.
The number of boards offered to a sponsor or supplier would depend on the level of sponsorship/supply.
To ensure quality standards, boards should be made from a rigid material; PVC boards (banners) should not be used.
6.1.3 Television Exposure
Television rights may be exploited as follows:
o International rights (outside of the host country).
o National rights (throughout the host country).
o Regional rights (regional television).
Rights may be sold on an exclusive or non-exclusive basis to one or more of the above categories.
6.1.4 Services
VIP Package
Based on the level of sponsorship or supply, a partner may be offered a certain number of VIP packages including a game ticket,
hospitality access and parking pass.
Invitations
A partner may be invited to official functions and social events organized by the Host.
Product Sales
Provided that the stadium infrastructure allows, and the corresponding local laws are respected, a partner may expose and sell
its products in the game stadium.
Other items
The Host may also offer some souvenir items to a partner. For example, IFAF Championship merchandising articles (approved by
IFAF – see section 7.2.4).
6.1.5 Promotional Material
In addition to the exposure on print material, the sponsor logo may also be shown on the following promotional material or
communicated through the following tools:
o Advertisements in newspapers
o Radio advertising
o Television advertising
o Giant City Television Screen
o Public address system in the stadiums
o Internet (National Federation website, social media sites including but not limited to facebook, youtube etc)
6.2 Promotion
The success of a Host's promotional activities may be measured by the attendance figures in the stadiums.
The Host should formulate a promotional strategy with the aim of realizing maximum stadium attendances and media coverage.
Possible promotional activities include the following:
o Radio/TV spots
o Banners and billboards throughout the host city/cities
o Posters throughout the host city/cities
o Distribution of flyers
o Cooperation with newspapers
o Cooperation with schools (adopt a team, cultural activities related to the countries of the participating National
Federations)
o Cooperation with regional football association
o Advertising page in national team game program
o Promotional activities at domestic league games, such as:
o
o
o
o
information stand
announcements at half-time
video board
Promotion on the National Federation n’s website
Ticket competitions
Activities linked to the tournament/games, e.g. youth teams
Active approach towards sponsors, inviting sponsors, employees and their children; providing a special sponsor promotion
program
A game day/tournament program, which is intended primarily for supporters, is another important means of promotion which
the Host may decide to use. The program can be sold to the general public or be distributed free of charge. In addition, the
program should be distributed free of charge to media representatives, the competing teams and VIP guests.
The Host should take an active approach towards the local and national media by providing news and comments on the
competition including results of the other groups, possible opponents for the next round, information on the final tournament,
etc.
7 IFAF CHAMPIONSHIP BRAND IDENTITY
7.1 General Guidelines
7.1.1 Intellectual Property Rights
The IFAF name, the IFAF Championship Logo and the IFAF Championship Materials are intellectual property of IFAF and are
protected by national and international laws on copyright and/or trademark.
Any and all copyright and other intellectual property rights for all purposes throughout the world, which are created, developed
and/or used in relation to the IFAF Championship Materials and/or the Logo shall remain vested in IFAF or, as the case may be,
become the sole and exclusive property of IFAF. The federations shall not claim any right, title or interest in relation thereto. All
uses of the above will accrue for the sole benefit of IFAF. Should any right, title or interest in any of the above become vested in
the team (by operation of law or otherwise), the federations shall hold the same in trust for IFAF and shall, at the request of
IFAF, forthwith unconditionally assign free of charge all such right, title or interest to IFAF and execute any documents necessary
in connection therewith.
7.1.2 Use of IFAF Championship Logo and IFAF Championship Materials by the National Federations
The National Federations shall not use the IFAF Championship name, the Logo or the IFAF Championship Materials in any way
which:
o may damage the distinctiveness or value of the IFAF Championship name or the Logo; or
o may be deceptive or misleading. The National Federations undertake that they will not use any name or Logo which is
an imitation of or which is confusingly similar to the IFAF championship name, the Logo and/or any IFAF Championship
Materials.
All uses of the Logo and the IFAF Championship Materials by the National Federations must be in full accordance with the
guidelines contained in this Manual and other instructions issued by IFAF from time to time. All uses of the Logo and the IFAF
Championship Materials by the federations shall faithfully and accurately reproduce the colour, language, design and
appearance of the Logo/IFAF Championship Material as transmitted to them by IFAF (including, without limitation, any copyright
or trade mark notices).
If requested to do so by IFAF, the National Federations will immediately remove the IFAF Championship name, the IFAF
Championship Logo and/or the IFAF Championship Materials from any material if the use thereof is in the reasonable opinion of
IFAF in breach of the guidelines provided in the Manual.
7.1.3 Approvals
All proposed uses of the IFAF Championship Logo and IFAF Championship Materials that the National Federations wish to make,
must be submitted to IFAF for written approval.
Unless approval is received in writing, National Federations may not proceed with their proposed use.
Approval requests shall be made to IFAF Brand Management by sending a PDF of the artwork or by sending representative
samples or accurate photographic representations of the intended use. IFAF should have ten working days to send its
comments/final approval back to the National Federations.
7.2 Use of Logo
The IFAF Logo is protected by IFAF and all reproduction and any use of these materials without prior written permission from
IFAF will be strictly monitored.
This section sets out the conditions under which the National Federations may use the IFAF Championship Logo. The National
Federations must not use any other marks, devices, symbols, and Logos to identify the event.
The National Federations may only use the IFAF Championship Logo as provided in the pre-defined templates for the purpose of
promoting their participation in the IFAF Championship competition to the exclusion of any commercial or advertising use or
association, in accordance with the conditions set out below. These conditions apply to all National Federations.
IFAF requires that all the materials produced by the National federations, contain the IFAF Championship Logo including but not
limited to:
o Advertisements in the newspaper
o Official posters, flyers and banners to promote the IFAF Championship games
o Game day/tournament programs
o Game tickets and VIP passes
o Press kit folders
o Press paper
o Accreditation pass
o Parking pass
o Car and bus signage
o Media backdrops for press conferences and flash interviews
o Welcome backdrop
o Event giveaways (e.g. pennants)
IFAF would appreciate receiving, for its files, hard copies of any promotional materials produced (posters, programs, etc.). These
should be addressed for the attention of the IFAF office.
7.2.1 Conditions
o
o
o
o
o
o
o
No composite or combined Logo is permitted to be created using the IFAF Championship Logo and the Logo or any
other device of the National federations.
The relevant copyright and trademark notice must always be used on the Logo: ®
All elements of the design of the IFAF Championship Logo must appear together in the exact configuration provided
and may not be used in part, or adapted or modified in any way.
The Logo must always be used in the exact forms shown in this section and may not be adapted or modified in any
way.
The National federations may not authorize or attempt to authorize anyone else to use or associate themselves with
the IFAF Championship Logo.
If at any time it appears to IFAF that the IFAF Championship Logo is not being used by the National federations in the
manner approved by IFAF, the National federations will be notified accordingly and shall immediately stop such usage.
The National federations can use the IFAF Championship Logo only as presented in the templates or for pure editorial
use, to illustrate an article about the IFAF Championship competition.
7.2.2 Logo Versions
Please contact IFAF office for logo versions.
7.2.3 Merchandising
The IFAF Logo may be used on a nonexclusive basis by participating federations on a limited number of items of merchandise,
namely T-shirts, scarves and caps for sale to the public. The distribution of such items should be limited to a merchandising
shop, official outlet or official mail order/Internet site.
Such opportunity is subject to:
o the prior written approval of IFAF for each use of the IFAF Championship Logo; pre-production sample requested for
final approval.
o there being no third party branding appearing on such items;
o the manufacture of such products should cease when the National federations is eliminated from the competition.
Should a federations want to use the Logo of its opponent federations, it should liaise directly with the relevant federations.
7.2.4 Promotional Items
If the National federations wishes to use the IFAF Championship Logo on promotional items bearing their own Logo, it may do
so subject to:
o the prior written permission of IFAF;
o there being no third party branding appearing on such items; and such items may only be used as gifts and may not be
sold, nor used in any other commercial manner – including, but not limited to, promotions run by Sponsors of National
federations.
7.3 Recommended Artwork Templates
Below is a list of different Artworks which can be used in a tournament.
7.3.1 Poster
Size of artwork recommended: A3
o layout can be modified to fit with your poster requirements
o text can be put in your language
o sponsor logos can be added on the bottom
o images may be changed to illustrate your national team players and colors
o IFAF Championship logo must be included
Material Recommendation: Coated, SK 3, 175gm2
7.3.2 Flyer
Size of artwork recommended: A4 folded in 3
o layout can be modified to fit with your flyer requirements
o text can be put in your language
o sponsor logos can be added on the back
o Images may be changed to illustrate your national team players and colours
o IFAF Championship logo must be included
Material Recommendation: Coated, SK 3, 150gm2
7.3.3 City Banner
Size of artwork recommended: portrait 1m x 4m
o layout can be modified to fit with your banner requirements
o IFAF Championship logo must be included
Material Recommendation: Fabric or PVC
7.3.4 Entrance Banner
Size of artwork recommended: landscape 7m x 1m
o size can be modified to fit with your banner requirements
o text can be put in your language
o IFAF Championship logo must be included
Material Recommendation: PVC
7.3.5 Pennant
Size of artwork recommended: portrait 15cm x 20.5cm
o shape can be adapted to your requirements
o text can be put in your language
o IFAF Championship logo must be included
Material Recommendation: Textile or PVC
7.3.6 Tournament Program
Program Specifications
There are no restrictions on the publication size or the paper weight of the program.
Program Language
Programs may be printed in the local language of the country; however, the IFAF Championship Logo shall always be used in its
entirety and be written in English.
Program Design
The use of the IFAF Championship name and/or Logo requires that the National federations follows the proper usage outlined in
section 7.2. There are no other design restrictions for the program.
On any page where the IFAF Championship name and/or Logo are included, third party federations (advertisement
orsponsorship) is not permitted.
Program Content
There are no restrictions on the program contents (should we not have restrictions? Ads for pornography, doping or other
inappropriate material should not be allowed. Neither content of the same nature. . Information about the IFAF Championship,
such as results tables, are available on ifaf.info or from IFAF upon request.
The contents may include:
o Welcome messages from the hosting National federations/city
o All relevant information on the participating teams including rosters (if available)
o Game schedule
o Information on the hosting city
o Results of previous competitions
o Player or coach interviews
o Feature articles
o Historic data
Pages in the souvenir program may be sold to sponsors or suppliers of the Hosts as follows (see also section 6.1.1):
o Sponsor logos on back cover
o One page, half-page or quarter-page advertisements in the program (depending on the level of sponsorship/supply)
Size of artwork recommentaded: programme A3 folded in 2 => A4
Material Recommendation: Cover 250gm2, laminated
Inside pages: 100gm2, coated
7.3.7 Tickets
The design may need to be amended in order to fit the exact size of the ticket to be used.
Guidelines for ticket design
Front of ticket should include in the main section:
o IFAF Championship Logo
o Game date and time
o Venue details (name of stadium)
o Seating information
o Ticket price
o Security feature, i.e. hologram (optional)
Back of ticket should include:
o IFAF Championship Logo
o Official partners
o Stadium information – drawing (optional)
o Legal information (optional)
Size of artwork recommended: landscape 16cm x 8cm
o Layout can be modified to fit with your ticket requirements
o The idea is to have one IFAF Championship Logo per part of the ticket, i.e. If you have only 2 parts, 2 Logos are enough.
o On the back, if there isn’t any legal text, please keep a grey line for clear delineation between the IFAF Championship
Logo and the National Team’s Sponsors.
o Images may be changed to illustrate your team, players and colours
Material Recommendation: Will depend on the printers production set-up
7.3.8 VIP Passes
Size of artwork recommendation: 8.5cm x 9.5cm
o Layout can be modified to fit with your pass requirements
o IFAF Championship logo must be included
Material Recommendation: Paper SK 3, 250gm2, Coated, laminated
7.3.9 Accreditation Pass
Size of artwork recommendation: 10.5 x 14.85 (4 accreditations per A4 page)
o Layout can be modified to fit with your accreditation requirements
o IFAF Championship logo must be included
o National federations Logos can be added if necessary
o More colors can be used if needed
o Team accreditation and player passes must include date of birth and national team, photo and access level? (for all
accreditation passes.)
Material Recommendation: different options are possible: Paper coated and laminated, plastic or rigid PVC
7.3.10 Parking Pass
Size of artwork recommendation: A5
o Layout can be modified to fit with your requirements
o Text can be put in your language
o IFAF Championship logo must be included
Material Recommendation: Paper SK 3, 250gm2, coated, laminated
7.3.11 Competition Board
Size of artwork recommendation: The regular size is 6m x 0.9m
o Size can be modified to fit with your board requirements
o IFAF Championship logo must be included
Material Recommendation: Wood 6mm Exterior Plywood
7.3.12 Press Paper
Size of artwork recommendation: A4
o Layout can be modified to fit with your requirements
o IFAF Championship logo must be included
o National federations Logo can be added
Material Recommendation: Paper 80-100gm2, uncoated
7.3.13 Clipboard
Size of artwork recommendation:
o Landscape 23.5cm x 34cm
o Size can be adapted to fit with your requirements
o IFAF Championship logo must be included
7.3.14 Media Backdrops
Size of artwork recommended: 3m x 2.3m
o Layout can be modified to fit with your requirements, Shouldn’t sponsor logos be included?
o Must include IFAF and championship logo
o National federations Logo can be added
Material Recommendation: Correx 4/6mm or Foamex 5mm with supporting structure
7.3.15 Welcome Backdrop
Size of artwork recommendation: 2m x 2.3m
o Layout can be modified to fit with your requirements
o National federations Logo can be added
Material Recommendation: Correx 4/6mm or Foamex 5mm with supporting structure
8 COMMUNICATION OF INFORMATION
8.1 Host to IFAF
For the competition, the Host must provide the IFAF Administration with the information by the deadlines indicated in hosting
application and contract:
Visa requirements, Hotel details (for all participants), Game venue (stadium name, city) and playing surface: (turf/grass) must be
always included in application.
8.2 All Participating Teams to IFAF
All participating teams must provide the IFAF Administration with the information by the deadlines indicated in tournament
regulations:
8.3 Host to the Visiting Team(s)
In order to facilitate the co-operation between the teams concerned the Host should provide the visiting team(s) with the
following information latest three (3) months prior to tournament.
o If requested, a standard invitation letter to fulfill visa formalities.
o Information on any special procedures regarding visas, customs clearance, passport controls, etc health information
(e.g. recommended vaccinations, suitability of tap water for drinking, etc).
o Information on the nearest international or domestic airport to the tournament headquarters/hotels. Note: the Host
may also propose an airport in a neighboring country if the journey from this airport to the venue is considerably
shorter (see also section 2.6.2).
o Information on the vehicles which will transport the teams and their luggage (see also section 2.6.3).
o Information on the LOC including names, functions and contact details the names and contact details of the Team
hosts of each team full details of the tournament accommodation information on the room reservations (singles for
the officials, twin rooms for the players, equipment room, massage room, meeting room, separate floor, etc.) details
on the room rates to be settled at the hotel before departure for any additional delegation member or for extended
stay.
o Names of the game stadiums.
o Names of the practice fields
o Distances from the hotel to the airport, stadiums and training grounds (in km and minutes) – ideally a map should be
provided (see also section 2.4).
o Proposed menu plan.
o Information on any official receptions/events.
A copy of other the relevant correspondence should be sent to the IFAF Administration.
8.4 Visiting Team(s) to the Host
In order to ensure that the appropriate reservations and arrangements are made, a visiting team should provide the Host with
the following information/requests, as applicable, well in advance of the tournament, latest one (1) month prior to the
tournament:
o Flight details.
o Exact number of delegation members.
o Special wishes regarding hotel room categories (roommates etc.).
o Rules with regard to mini-bar, Pay TV, telephone lines in the players’ rooms, etc.
o Information on any special equipment (television camera, computer equipment, etc.) to be brought into the country.
Issues which visiting teams need to sort out with the Host prior to the tournament:
o Practice schedule.
o Meeting schedule.
o Menu plan and any special dietary requests.
o Eating times (including pre-game snacks).
o Information on the luggage to be collected at the airport (number of pieces, type of luggage, approximate weight,
etc.).
o Colors of the home and away team uniforms.
Special requests:
Teams may ask special requests from host at the technical meeting or earlier, but must keep in mind that all additional requests
are to be paid by the teams themselves. These request may include following;
o
o
o
o
Requests regarding equipment/services to be provided at the accommodation, game stadiums or training grounds
(additional massage tables, tactical board, number of balls, specific quantity of water, tea, fruits, etc.).
Requests for additional vehicles.
Requests for additional programs.
Other requests.
Host will prepare information as to how the visiting team will settle its extras, including the expenses of additional delegation
members or additional day’s requests. IFAF advices host to prepare a menu with prices to be sent out for all teams no later than
three (3) months before the tournament of possible common requests that host can provide. Participants must bear in mind
that it is not an obligation for host to provide all extra wishes teams may have.
Ideally, a small folder or tournament guide should be produced and handed over to the visiting teams and IFAF representatives
at least 2 weeks prior to the tournament. This document may include for example the following items:
o Information as outlined above.
o A welcome message.
o The printed souvenir program.
o The names and nationalities of the IFAF Delegate and officials.
o A list of important numbers (LOC members, hospital, police, embassy, etc.).
o A hotel brochure.
o Photos of the game venues.
o Important information on the game venues (name, city, capacity, lighting, dimensions of the playing field, etc.).
o A list of interesting places to visit / a proposal regarding excursions.
o A day-to-day program (including the activities of each team).
o Training schedule.
o Meeting schedule.
o Information on television coverage.
o Information on any pre-game activities.
o Tournament countdown.
o Host’s expectations regarding the conduct of a visiting team during the tournament.
o Information on any special habits in the Host’s country.
o Pre-tournament press releases.
o Information on the ticketing procedure, accreditation, etc.
o Information on any security issues at the hotel, training grounds or games venues (police escort, etc.).
o Information on the expected spectator attendance at the games.
o Information on any special activity during the tournament (national holiday, grassroots events before the games, etc.).
o Feedback form, on which a visiting team can provide the Host with its feedback and suggestions.
9 IFAF CONTACT INFORMATION
9.1 Main Address
INTERNATIONAL FEDERATION OF AMERICAN FOOTBALL
79, rue Rateau – 93120 La Courneuve, France
Tel: +33 (0) 1 43 11 14 70
Media Desk Tel:
Fax: +33 (0) 1 43 11 14 71
Homepage: www.ifaf.org
President
Mr Tommy Wiking
[email protected]
Managing Director
Mr Michael Ryan
[email protected]
Senior Advisor of IFAF Competitions
Mr Roope Noronen (IFAF Vice President)
[email protected]
Chairman of Competition Committee
Mr Shige Watanabe
[email protected]
Competition committee, Flag Football
Mr Mikael Roos
[email protected]
9.2 IFAF Championship Contact Persons
The following persons may be contacted in case of specific queries or for general assistance or advice with regard to the
organization of a tournament or games of the IFAF Championship:
Tournament Committee
To be named into each competition separate
Press/Media Matters
Announced separately to each tournament
o Media matters
o Use of IFAF Championship Logo and Artwork
o Templates
o Approval of designs
10 ORGANISATIONAL TEMPLATES
10.1 Telephone Contact Sheet
Name Telephone Fax Mobile Private Telephone Function
IFAF Championship Coordinator
Accommodation/Transport Manager
X Team Liaison Officer
X Team Liaison Officer
X Team Liaison Officer
X Team Liaison Officer
IFAF Delegate etc
Telephone Contact List
IFAF Championship
10.2 Invitation to Technical Meeting
Technical meeting is being held the day before the tournament starts and invitation is sent out by the IFAF Tournament
committee.
Tournament meeting is a in-tournament meeting being held each game day (exception final day).
10.3 Technical Meeting Agenda
1.
2.
3.
4.
5.
6.
Welcome and introduction of all those present by Chairman (IFAF Tournament Committee Chairman)
Welcome by the Host
Tournament schedule
Game / Officiating Matters
a. Transport for the officials / delegates / teams
b. Technical stadium facilities
c. Team paperwork
d. Colors of the playing uniforms
e. Passport/ ID control
f. Floodlighting
g. Matters relating to television and the press
h. Head referee’s report form
i.
Countdown
j.
Sidelines
k. Game Field
l.
Game filming
m. Weather conditions
n. Instructions from the officials
Disciplinary Matters
Safety/Security Matters
a. Stadium capacities: number of seated/standing places
b. Expected attendance
c. Security measures for the visiting teams
d. Information and measures with regard to the supporters of the visiting teams
e. Security measures in the stadiums
f. Television surveillance system in the stadiums
g. Information on public sale of alcohol
h. Entry control procedures
i.
Public address announcers
j.
Stadium exit doors and emergency gates
7.
8.
Liaison group
Administrative Matters
a. Doping Controls
b. Eligibility of players
9. Seats for the IFAF Delegate, Officials
10. Flags in the stadium
11. Accreditation and stadium passes
12.
13.
14.
15.
16.
17.
18.
supervisor (where applicable) and Doping Control Officer
Medical matters
Media Matters
Hotel Arrangements
Transport Arrangements
Social Events
Athletes Commission
Others
10.4 Tournament Meeting Agenda
1.
2.
3.
4.
5.
Welcome and introduction of all those present by Chairman (IFAF Tournament Committee Chairman)
Welcome by the Host
Tournament regulations
Game day schedule
Game / officials Matters
a. Transport for the officials / delegates / teams
b. Technical stadium facilities
c. Team paperwork
d. Colors of the playing kits
e. Passport/ control ID
f. Floodlighting
g. Matters relating to television and the press
h. Head referee’s report form
i.
Countdown
j.
Sidelines
k. Game Field
l.
Instructions from the head referee
m. Weather conditions
6.
7.
Disciplinary Matters
Safety/Security Matters
n. Stadium capacities: number of seated/standing places
o. Expected attendance
p. Security measures for the visiting teams
q. Information and measures with regard to the supporters of the
r. visiting teams
s. Security measures in the stadiums
t. Television surveillance system in the stadiums
u. No public sale of alcohol
v. Entry control procedures
w. Public address announcers
x. Stadium exit doors and emergency gates
y. Liaison group
8.
Administrative Matters
z. Doping Controls
aa. Eligibility of players
bb. Seats for the IFAF Delegate, officials
cc. Flags in the stadium
supervisor Observer (where applicable) and Doping Control Officer
dd. Accreditation and stadium passes
9.
10.
11.
12.
13.
14.
15.
Medical matters
Media Matters
Hotel Arrangements
Transport Arrangements
Social Events
Confirmation of Team Colors
Others
10.5 Local Venue Manager Checklist
The following checklist gives an overview of the various tasks and duties which should be fulfilled by a Host prior to a game.
10.5.1 Preparatory Phase
Stadium/Training Ground Matters
o Supervise any possible renovation and construction work at game stadium to ensure venue ready for
tournament.
o Supervise preparation and maintenance of the fields and training grounds.
o Check for road works or other potential problems that may hinder access to the stadiums.
o Check all goalposts in conformity with the Laws of the Game (see section 3.1.4).
o Check all training fields ready from arrival of teams until their departure (watering and grass cutting, field
markings, goals, temporary goals, dressing rooms open and cleaned, still bottled mineral water available).
Protocol Matters
o Prepare list of local VIPs that may attend the games.
o Prepare seating plan for team staff, VIPs, guests, sponsors, etc.
o Define VIP hospitality areas in the stadium and planned level of service.
o Check public address system.
o Check national anthems.
o Arrange the necessary numbers of flags.
o Define entrance ceremony for the teams (music, players’ escorts, flag carriers, etc.).
Accreditation Matters
o Define the accreditation policy.
o Prepare instructions for stewards/security/police on all matters related to security, accreditation, etc.
Media Matters
o Preparation of media infrastructure (press seats, electricity, modem plugs, mixed zone, press conference room, etc –
see section 3.3) In case of TV coverage, provision of necessary facilities (camera positions, electricity, OB-van area,
up-links, etc – see section 3.3).
Team Matters
o Dressing rooms equipped with massage benches and tactical boards.
o Dressing rooms cleaned and sanitary facilities restocked.
Officiating Matters
o Dressing rooms cleaned and sanitary facilities restocked.
o Dressing rooms equipped with table and chairs.
Ball Persons and chain crew
o Appoint and instruct 4 – 5 chain crew members and 3-5 ball persons per game.
o Uniform and neutral clothing.
Signage
o Signage of key areas in the stadium (dressing rooms, benches, medical room, doping control room, media rooms, VIP
facilities, toilets, parking, etc.).
Delegate’s Room
o Delegate’s room equipped with photocopy machine and, if appropriate, a fax.
o Check correct functioning of equipment.
o Check sufficient paper is available for copies.
10.5.2 One day before the game (GD-1)
Stadium
o In case of doubt, check with officials and IFAF tournament director on use of playing field for training sessions. If
negative, IFAF tournament committee to inform teams concerned.
o Check field quality (watering and grass cutting).
o Check dressing rooms clean and keys available to open/lock doors.
o If applicable, check functioning of floodlights and time lights switched on.
o Check availability of flag poles and flags.
o Check PA system functioning.
o Check scoreboard
Protocol
o Update VIP list.
o Check sufficient staff available for hospitality area.
o Check hospitality areas are ready and food/drinks ordered.
Accreditation
o Ensure all persons have received accreditation cards.
o Ensure stewards/security staff/police are briefed on tasks, timings and meeting point.
o Define last-minute pick-up point for accreditation cards and tickets.
Commercial Matters
o Check correct installation of advertising boards.
Media
o
o
Check all media facilities are installed and functioning.
Check broadcasting arrangements (in case of TV coverage).
Teams
o
o
Check teams are aware of their departure time (in co-operation with transport manager and Team Liaison Officer).
Double-check the kit colors and remind teams to bring their second choice kit.
Officiating matters
o Check with officiating liaison officer
o Refreshments ordered for officials.
Equipment
o Prepare 3 game balls to be handed over to the head referee for measuring the pressure.
o Check availability of ball pump in stadium.
Down box and Ball persons
o Confirm availability of ball persons.
o Check neutral equipment not clashing with team colors.
Players Escorts
o Confirm availability of players’ escorts.
Signage
o Installation of signage.
o Briefing of staff to guide the teams, guests, etc.
Delegates Room
o Check correct functioning of equipment.
o Check sufficient paper is available for copies.
10.5.3 Game Day
Morning (Check items that were not ready during previous check):
o Check with ground keeper watering schedule (if necessary).
o Check availability of the following material at the stadium.
o Minimum 3 game balls per field
o Flags (IFAF, IFAF Championship).
o Sufficient still bottled mineral water for the teams.
o Massage tables for the teams.
o Tactical boards for the teams.
o Signage.
Arrival at the Stadium (3 hours before first game)
Carry out the necessary briefings and check the following:
o Sufficient number of balls available in the official room.
o Ball pump functioning.
o Photocopier and fax functioning (turn on, sufficient paper).
o Seat labels for VIP seating – officials of the participating teams, representatives of other teams not involved in the
game, National federations and National federations representatives, guests, etc.
o Arrival time of ambulance, fire-brigade, security and chain crew and ball persons.
o Stretchers and carriers.
o
o
o
o
o
o
o
o
Flag protocol.
Position of advertising boards and cameras (distances to the sidelines line and goal line, security).
Signage in place.
Accreditation system.
Dressing rooms (clean, equipped with and a tactical board; still bottled mineral water provided).
Technical equipment for music and announcements.
Brief announcer and provide announcement text.
Check hospitality area open.
Arrival IFAF tournament committee (3 hours before first game):
o Welcome.
o Field inspection.
o Briefing on game arrangements.
Arrival of game officials
o Welcome.
o Field inspection.
o Briefing on game arrangements.
o Check with head referee; balls, time, countdown.
o Handover of balls to person responsible for game officials.
Arrival of Teams (2 hours before first game):
o Welcome
o Briefing on game arrangements
o Guidance and assistance whenever needed
10.5.4 Potential Problems and Solutions
Below is a list of potential problems that may occur before a game and the action to be taken by the persons responsible.
Game Abandoned
o Only the tournament committee can decide if a game must be postponed, abandoned or cancelled. Head referee can
only interrupt a game.
o For cases beyond control (weather conditions, floodlight failure), the LOC and head referee may provide the
tournament committee with their opinion and relevant information (e.g. weather forecast).
o The LOC is responsible for ensuring that any other problems that could affect the games are avoided (security
problems, uniform problems, etc.).
o LOC to inform the spectators and teams of decisions taken.
Late Arrival of Teams or officials
o First priority: the game must be played.
o LOC to find a solution with IFAF tournament committee, teams and officials (e.g. delay game start).
o IFAF tournament committee to prepare a resolution which must be signed by both teams. The resolution should
include a stipulation that protests following the game will not be accepted.
o LOC to inform the spectators of decisions taken.
Team brings incorrect uniforms
o First priority: the game must be played.
o Away team official requested to bring the correct kit – LOC to organize this transport.
o If not possible, LOC to check if teams have replacement kits.
o Team with wrong uniform may be charged for the costs occurred due to replacement of uniforms.
o If the procedure causes a delayed game start, LOC to inform the spectators of the problem and decision.
Set-up of Advertising Boards
o Check all boards correctly placed around the playing field with correct distances to the field. If the boards are too close
to the field, arrange to have them moved backwards immediately (to avoid head referee refusing to start game).
Position of Teams / Defined Areas / Protocol
o In principle, home team sideline is in front of main stance.
o LOC to decide allocation of dressing rooms to teams but the allocation needs to be approved by tournament
committee.
o If flags are flown (IFAF and the flags of the teams taking part in the game). The standard flag protocol is, from left to
right: Away team, IFAF – Home Team.
o
o
o
o
The media is not allowed on the field at any time (except for handheld cameras of the host broadcaster during
line-up).
The media is not allowed in the dressing room area at any time.
Interviews of players, substitutes or officials are not allowed during the game.
Photographers may approach the sideline during the introductions. During the game, they must be positioned
according to the media officer’s instructions (normally behind endzones and sidelines up to 25 yard line).
Distribution of Game Day Papers
o LOC to distribute copies of the papers to: officials (4), IFAF tournament committee, announcer, VIPs and scouts (if
applicable).
o Host Media Officer to distribute copies of the team sheets to host broadcaster, if applicable, (10) and the media.
Pre-game activities
o As a rule, there should be no activities on the field during the warm-up (except in the mid field if announced
beforehand).
o Activities should not disrupt the warm-up or delay the game start (e.g. no landing of parachutes on field between
warm-up and kick-off).
Game start on time
o LOC must ensure that the game starts on time. LOC should calculate the time needed to walk from the dressing rooms
to the field and adjust the departure time from the dressing rooms before the game and after half time accordingly.
o LOC to assist the head referee to call the two teams on time.
Teams should be informed upon arrival of official time
Camera positions
o LOC together with head referee and IFAF tournament committee to check camera positions on the playing field.
o 1st priority: no safety risk for the players.
o 2nd priority: no view obstruction for the sidelines.
o 3rd priority: visibility of field boards.
10.6 Roster Sheet
IFAF Roster sheets will be distributed to host and participants latest at the technical meeting.
10.7 Announcements in the Stadium
Announcements in the stadiums must always be neutral and not exiting fans bad behavior towards teams, officials or others at
the stadium.
10.7.1 before the Game
o
o
In the local language and, if appropriate and possible, in the language of the visiting team
Welcome to the (stadium name) here in (name of townt/city) for the IFAF Championship (preliminary round/group
phase) game between (name of away team) and (name of home team).
Introducing today's game officials:
o Head referee, name and country
o Head linesman name and country
o Linesman name and country
o Field judge name and country, if applicable
Please welcome today's away team the national team of COUNTRY NAME
o Introducing the starting defense
o Position, followed by the number, first name and surname of 5 players
o head coach of COUNTRY first name last name
Please welcome today's home team the national team of COUNTRY NAME
o Introducing the starting offense
o position, followed by the number, first name and surname of 5 players
o head coach of COUNTRY first name last name
(Information on the current ranking of the tournament)
(Possible introduction of singer/artist)
Ladies and Gentlemen please stand up for the national anthem of COUNTRY (away team)
(Possible introduction of singer/artist)
Ladies and Gentlemen please stand up for the national anthem of COUNTRY (home team)
We hope that you will enjoy the game, and wish good luck for both teams
10.7.2 During Game
The announcer may communicate the following information as appropriate immediately after these actions have taken place:
Note: no announcing is allowed during live ball.
All statistical information after each down.
Advertising is allowed, but must comply with time allowance for music during huddle breaks.
Note: the announcer must not comment penalties and may not excite spectators to rally against teams or officials.
10.7.3 At Half-Time
In order to provide the spectators with some information on the tournament
the following information should be announced:
o Number of spectators at the game
o Half-time score of the other games, if relevant
o Information on the next games in the tournament
o Information on any forthcoming domestic league games
o Security announcements
10.7.4 After the Game
The following details should be announced to the spectators:
o Final score of the other games, if relevant
o Information on the next games in the tournament
o Farewell message
10.8 Tournament Standings
10.8.1 Table format
The announcer may communicate the following information as appropriate immediately after these actions have taken place:
Tournament standings will be updated after each game. Standings must be made as follows and teams are ranked in order of
tournament points.
Team name
Games played
Wins
Losses
Points forward
Points against
Tournament points
10.8.2 Standing system
In each game the winner is awarded two (2) points and the loser zero (0) points. In group format the game may end in a tie. In
that case both teams are awarded with one (1) point.
10.8.3 Tie break system
In knockout games game may not end in a tie. If the score is tied after regulation time overtime will be played as per IFAF game
regulations.
In group tables in case of tie in tournament points the following criteria will be usually used for ranking of teams unless
otherwise on the tournament regulations.
o Head to head win-loss difference
o Head to head net points
o Net points overall
o Most touchdowns scored
o coin toss
10.9 Tournament All Star team and MVP
In each IFAF tournament there will be selection of All Star team, tournament MVP and fair-play .team. Each coach is obligated to
vote for an all-star team but may not vote players from his own team. Tournament director will have the right to cast votes as
well and in case of tie his vote will determine the selected players.
In tournaments with six or more teams participating also 2nd team all stars will be selected.
Selected positions are:
QB (1), RB (1), C/WR (3) and head coach