International Table Tennis Federation
2016 ITTF WORLD TOUR
General Contract / Directives for Organizers
2016 ITTF WORLD TOUR
General Contract / Directives for Organizers
1.1
GENERAL TERMS
The parties agree that the following terms and conditions will apply for the 2016 ITTF World Tour
events:
The ITTF identifies the following tiers on the 2016 World Tour:
1.1.1
1.1.1.1 Super Series with a minimum prize money of US$ 120,000
1.1.1.2 Major Series with a minimum prize money of US$ 70,000
1.1.1.3 Challenge Series with a minimum prize money of US$ 35,000
The ITTF World Tour will include the following events:
1.1.2
1.1.2.1 Men’s and Women’s Singles – mandatory in all Series
1.1.2.2 Men’s and Women’s Doubles – mandatory in all Series
1.1.2.3 Under 21 Men´s Singles and U21 Women´s Singles events (born in 1995 or later) –
optional in the Super Series, mandatory in the Major Series and Challenge Series
1.1.2.4 In case U-21 event is organized at Super Series, only Main Draw is played on the first
2 competition days, without qualification. The top 31 (+1 Host) entered players are accepted
according to the World Ranking position (and with limitation of maximum 6 players per
association).
1.1.2.5 In Super Series only Main Draw is played in the Doubles events without qualification.
The top 15 (+1 Host) entered pairs are accepted according to the Doubles ranking (and with
limitation of maximum 2 Doubles or 4 players per association).
1.1.2.6 Major Series organizers can choose to play qualification in Singles and U21 events
with knock-out system instead or round robin group system in order to accept more entries.
1.1.2.7 Men’s and Women’s Singles are played best of 7 games in all stages of the
competition.
1.1.2.8 Doubles are played best of 5 games in all stages of the competition.
1.1.2.9 Under 21 events are played best of 5 games in all stages of the competition.
1.1.3 If other events are offered, approval must be received from the ITTF. Scheduling must be
arranged so that the extra events are concluded before ITTF World Tour events start. Also
matches must not be held at the same time as the quarterfinals, semi-finals or finals of the
main ITTF World Tour events. It is required that a separate control desk be responsible for
any extra events and that the ITTF World Tour events are staged separately as the main
focus of your Open Championships. The OC cannot offer any additional events at Super and
Major Series tournaments.
1.1.4 The ITTF and TMS have several “Directives” and “Guidelines” that will be the basis of the
organizational standards that your World Tour event should implement. All these documents
can be found and printed out directly from the ITTF’s web-site ITTF.com, under the « World
Tour (Pro Tour) / Official Documents » section:
-
World Tour Directives
Sport Specific Information
Ranking Default Policy for no-shows
Sponsorship Implementation Guidelines
Drawings of the playing courts
TV/itTV Production Guidelines
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-
TV Graphics
Racket Control requirements
Press Information
1.1.5 Your association must name a Tournament Director for your event to be the liaison between
the ITTF Competition Department, TMS and your association for all matters concerning your
event as part of the ITTF World Tour. In particular, the Tournament Director has to maintain
contact with:
1.1.5.1 The ITTF Competition Department through the ITTF Director of Competitions or the
Competition Manager on duty, to implement the event on-site and all matters relating
to draws, seeding, time schedules and any matter regarding the « Field of Play »
inside the venue. The final time schedule of the World Tour event needs approval of
the ITTF Director of Competitions or the Competition Manager on duty before it can be
published.
1.1.5.2 The ITTF Umpires/Referees Committee on the nomination of Referee and Deputy
Referees and to open invitation for foreign International Umpires.
1.1.5.3 TMS personnel to implement the sponsorship and TV-rights related to the event. TMS
is running and operating the World Tour on behalf of the ITTF, a series of Open
Championships being the qualifying part towards the Grand Finals.
1.1.6 Your association as the organiser of the ITTF event mentioned in the specific agreement
signed undertake to take care of the following directives. Any failure to meet the
requirements and to fulfil the points of the general contract/directives might have financial
consequences in the form of deduction from the ITTF contribution.
1.1.7
In case that the event is not held or cancelled, for whatever reason, the host association will
be responsible for all consequences, including but not limited to, financial and logistical claims
made by the participating associations and the ITTF.
1.1.8
If the event were cancelled at any time before the event start date, the host association
would not be awarded a World Tour event for the next calendar year. If the event is cancelled
within 4 months before the event start date, the host association would be fined US$20,000
plus any loss of income from television rights or sponsorship suffered by the ITTF or costs
incurred by the ITTF or national associations beside suspension from organization for the next
calendar year.
TECHNICAL IMPLEMENTATION OF THE EVENT
1.2 INVITATIONS
The information regarding the event is presented in the “Prospectus”.
This document is prepared in advance by the ITTF with the specific information related to each
event like dates, location, prize money, accommodation fee for accompanying people,
deadlines for entries, etc.…
The Prospectus should be completed and approved by the ITTF Director of Competitions.
Once it is completed, please send it to him.
Once approved, the Prospectus is posted online in the World Tour section with all the forms to
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General Contract / Directives for Organizers
be completed by the national associations. The forms are prepared by the ITTF with a
common file for all the events.
1.3 ENTRY FORMS
1.3.1 Final entries: The deadline for the final entries for singles, doubles AND U21 is automatically
set 30 days before the starting date of the event in the Prospectus. NO LATE ENTRIES
WILL BE ACCEPTED
1.3.2 The deadline for fixing the final entries for doubles is automatically set 10 days after the
deadline for the singles in the Prospectus.
Both associations shall confirm entry of doubles partners when different associations are
involved. After the deadline doubles combinations may not be created and all players
indicated as “Partner Wanted” will be removed from the Doubles entry list. Only the
Competition Manager may complete re-allocation of new doubles pairs, involving players from
different associations after the deadline. Also only if the cancellation or replacement of one of
the players is advised no later than 12:00 noon local time, two (2) days before the start of
the tournament; thus if the tournament commences on Wednesday, the deadline is 12.00
noon on the previous Monday; if the tournament starts on Thursday the deadline is 12.00
noon on the previous Tuesday.
1.3.2.1 No additional doubles pairs may be added after the entry deadline but an association may
amend the pairing no later than 12:00 noon local time, two (2) days before the start of the
tournament; thus if the tournament commences on Wednesday, the deadline is 12.00 noon
on the previous Monday; if the tournament starts on Thursday the deadline is 12.00 noon on
the previous Tuesday. The ITTF Ranking Consultant will make the seeding in both doubles
competition.
For each event in the Super Series a maximum number of entries is accepted according to the
chart below:
Number of days for
qualifications
2 days
2 days
2 days
2 days
2 days
Number of tables
Maximum entries
8 tables
10 tables
12 tables
14 tables
16 tables
180
210
240
270
300
Number of days for
qualifications
3 days
3 days
3 days
3 days
3 days
Number of tables
Maximum entries
8 tables
10 tables
12 tables
14 tables
16 tables
230
260
290
320
350
It is mandatory to have a minimum of 2 days of qualification (5-day event). But the OC can
decide to have 3 qualification days in Super Series events.
For each event in the Major Series and Challenge Series, a maximum number of entries is
accepted according to the chart below:
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Number of tables
8 tables
10 tables
12 tables
14 tables
16 tables
Maximum entries
200
240
280
320
360
1.3.3 The deadline for entry cancellations is automatically set 2 days before the start of the
qualifications groups at 12:00 local time. After this deadline, the penalty for no-show
policy will be applied.
1.3.4 There will be a charge of 150 EUR or US$ 160 cancellation fee for each player cancelled after
the entry deadline (120 EUR or US$ 130 in the Challenge Series). This period starts as soon
as the final entries are closed, one month before the event.
1.3.5 The deadline for room cancellations is set 7 days before the competition starts.
1.3.6 In addition to the charge mentioned in point No.5 there will be a charge of one-night costs
(official hospitality package, Option No.2, single room rate) for each person cancelled after
the room cancellation deadline.
1.4 PLAYING FACILITIES
The section has three (3) different parts:
Practice facilities
Qualification facilities
Main event facilities
1.4.1 Practice facilities
Each Open Championship will need a separate practice facility, which ideally will:
- Be walking distance from the main arena, preferably within the same building.
- Have SIMILAR playing conditions as the tournament itself.
- Have the same equipment (brand, type and colour) as the equipment used in the
tournament.
- Have playing conditions as close as possible to the conditions of the tournament (floor, light,
temperature, etc.)
- Have not less than 8 tables for use during the tournament exclusively for practice.
Practice in competition arena
Normally the arena is under preparation and organizers should give the participants a chance
to practice the day before the Qualification Groups starts.
Have the same type of tables (brand, thickness and colour of the tabletop) as the equipment
used in the tournament. It is very important that all tables have the same thickness. Different
nets are not relevant.
Once the competition starts, practice in the competition hall is possible only before the start of
the competition day except unless the Competition Manager on site prepares practice
schedule for other period(s) in case of special circumstances.
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1.4.2 Qualifications facilities
All qualifications (singles & doubles) have to be completed before the main event starts
(the earlier the better)
Following are the Rules & Regulations regarding the Qualification Groups:
1.4.2.1 The entire qualification segment has to be time scheduled and approved by the ITTF
Competition Manager 15 days prior to the start of the event when the number of entries is
already known.
1.4.2.2 Each court size has to be at least 7 x 14 meters.
1.4.2.3 Each table must have the lighting conditions for World and Olympic title competitions, which
is 1000 lux uniformed over the table (regulation 3.2.3.3). See further details in the Sport
Presentation guidelines.
1.4.2.4 The temperature in the main hall CANNOT be below 16°
General standards for qualifications
The organizer should provide the qualifiers excellent conditions as similar as possible to the
playing conditions in the main events.
Qualification Groups and rounds are ideally staged inside the main arena or in an annex to
the main hall within the same building. But, in order to manage a large entry of qualifiers,
the ITTF may allow a separate arena for the qualification always keeping in mind “to
provide the qualifiers with as good and similar conditions as the playing
conditions in the main event”.
1.4.3 Main events facilities
The main events are the “show case” of our sport.
Following are the Rules & Regulations for the main events on the World Tour in addition
to the rules and regulations of the ITTF Handbook.
1.4.3.1 TV-Court
- At least one (1) “TV-Court” has to be set up for the event with specially designed table
and surrounds (36) and corners (4) by the organizers with specially designed table and
pyramid surrounds, the A-boards printed with the ITTF sponsors as indicated in the Specific
Contract.
- Size of such a show-court is 9,80 m x 18,20 m with 36 pyramid surrounds and 4 corners.
- From two (2) to four (4) show-courts have to be installed at particular events based on
case-by-case agreement with ITTF/TMS.
-
Four (4) show-courts have to be installed at Super Series events.
- In the Super Series and in the Major Series the set-up of TV-court(s) (show-courts) is
obligatory from the start of the main draw matches.
- In the Challenge Series the set-up of the TV-court (show-court) is obligatory for the last
two (2) days.
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- Costs related for one (1) show–court (except printing of surrounds for Organising
Committee) will be borne by ITTF/TMS International. Additional show-courts are at the
costs of the Organizers.
- The show-court table(s) has to be provided by the table equipment supplier and it is not
allowed to display additional logo or name of the equipment supplier on the undercarriage.
- The show court(s) will be provided with specially designed surrounds, umpires table and
umpires chair by DHS in the Super Series and in the Major Series. Each organiser is
responsible to inform ITTF about delivery address and contact person for shipment at least
3 months in advance.
- It is agreed that the color of all the printed Advertisement boards (A-boards) around the
TV-Court / Show Court should be uniformed and that the color GREY pantone # 415C
should be used.
1.4.3.2 MINIMUM eight (8) courts can be used for the matches when the Main event starts.
1.4.3.3 Each court has to be at least 7x14 meters and set-up with surrounds of 1,40 m length (30
surrounds per court), 2,00 m length (22 surrounds per court) or 2,33 m length (18
surrounds per court). The preferred size is 8x16 meters, which has to be adopted when the
number of tables is reduced to four (4) or less.
1.4.3.4 Use of ITTF approved sports flooring is mandatory. Use of ITTF approved court mats,
laid down on a sports floor or with a wooden sub-floor, is mandatory (Concrete under our
thin mats is not good for the players therefore NOT allowed.)
1.4.3.5 Each match in the main draw has to be conducted by at least two officials, an umpire and an
assistant umpire.
1.4.3.6 The earliest start of matches is 10:00 am during all days of the main events. During the
qualification stage it may be necessary to start matches earlier; the earliest time will be
8:30 am (for Challenge Series) and 9:00 am (for Major and Super Series).
1.4.3.7 The ITTF Competition Manager will propose a Time schedule for your event based on TVcoverage obtained and based on local customs and conditions. The final time schedule for
your event has to be agreed upon between your Association and the ITTF Competition
Manager in whereas the ITTF Competition Manager has ruling authority.
1.4.3.8 Players or pairs who finish among the top two (2) positions have an obligation to attend
the prize ceremony in sports clothing including sports shoes.
Players or pairs who do not fulfil this obligation will lose the prize money.
1.4.3.9 Players must have their names printed on the back of their shirts starting from the main
draw matches in Super Series and Major Series. Players or pairs who do not fulfill this
obligation will be disqualified. There is no warning or sanction imposed for clothing failure
as of January 2016. In Challenge Series the printed name on the back of the shirts is
recommended. In doubles events players from the same association can wear shirts from
different brand on condition that the basic color of the shirt has to be the same.
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1.4.3.10 However and only if an organizer has secured a sponsor for this purpose, back numbers
can be used from the beginning of the event till the TV production starts. As soon as the
TV production starts, back numbers are NO longer allowed.
1.4.4 Equipment – brand and color
1.4.4.1 The competition floor has to be synthetic or wooden covered with ITTF approved sports
flooring.
For the Main events, at least 8 ITTF approved Blue tables with Blue surrounds and White
DHS Balls will be used.
1.4.4.2 DHS is the Official Ball Supplier of the 2016 ITTF World Tour for all Series. The right to
allocate the table supplier also belongs to the ITTF. This right is transferred to the
organizers, so they should secure the table supplier/sponsor. The same applies to the
sports floor.
1.4.4.3 Any other additional, secondary row of surrounds must be either blank or printed with the
logos of the show court and the same percentage.
1.5 MATCH OFFICIALS
One International Referee and two Deputy Referees have to be proposed by the host
organizers. One of the three should be from a foreign association.
Nomination of the Referee and the Deputy Referees has to be approved by the ITTF
Umpires & Referees Committee and has to be according to the ITTF Directives for Match
Officials (ITTF Handbook 2014-15).
Umpires’ invitation has to be open according to the ITTF Directives for Match Officials.
Sufficient umpires have to be available based on the number of tables used. All matches in
the qualification event have to be officiated by at least one International Umpire, and as of
the start of the main event, each match must be officiated by 2 umpires of which at least
one is an International Umpire.
At least 25% of the umpires shall be International Umpires from foreign associations.
The host Association has to provide free hospitality to all invited foreign umpires and
Referees and they shall get daily allowance according to the Directives for Match Officials
(ITTF Handbook 2016).
The host Association has to pay the lowest cost reasonable economy airfare of the referee
and deputy referees according to the Directives for Match Officials (ITTF Handbook 2016).
1.6 ITTF OFFICIALS
1.6.1 The ITTF have a full time working Competition Manager whose main responsibility is to
implement the ITTF directives on how to run our World Tour events.
The ITTF Competition Manager is the official representative of the ITTF Executive Committee
and has the final authority in all matters relating to the agreement. In cases of disputes, the
Competition Manager may over-rule the Referee and/or the Tournament Director. However, in
matters regarding the interpretation of the rules and racket control outcome the Referee's
decision will be final.
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The ITTF Competition Manager will work closely with the Referee in the tournament, in all
“technical” matters of the event such as:
- Entries, seeding and draw.
- Time schedule (in both structure and detail).
- Table number allocation for each round.
- Advertisement banners.
- TV-production and coordination of matches for the same.
The Competition Manager has no authority to over-rule the Referee in rules matters such
as interpretation of rules, disqualification of player etc. The referee also has full authority in
terms of umpires and other assistant personnel.
1.6.2 Hospitality
The host Association of the Open Championships has to provide free hospitality in at least 4star Hotel (full board including accommodation and 3 meals) to the ITTF Competition Manager
(or a designated official), who will arrive two (2) days before the start of the event.
The ITTF Competition Manager will prepare an evaluation report of the event. This report will
form the basis of the decision to be included in future World Tour years.
Each organiser has to provide free hospitality to the ITTF President or his appointee during the
whole event. Invitations must be sent early to the ITTF office in order to provide confirmations
in due time.
Each organiser will charge a special hospitality rate (maximum 75% of the official charge) to
ITTF officials/partners/staff attending the event up to maximum 10 persons.
1.7 RACKET CONTROL FUNCTION
Your association agrees to provide the facilities and facilitate the conduct of Racket Testing
(including VOC tests) during the World Tour event according to the ITTF Racket Control
requirement document. VOC tests have to be done with equipment provided and delivered by
the ITTF.
The coordination and organization of the racket testing is delegated by the referee, preferably
to one of the Deputy Referees who will also arrive two (2) days before the start of the event.
1.8 DOPING CONTROL
Doping Control may be conducted at your event. The ITTF will be responsible for the coordination of any doping control test in co-operation with your National Doping Control
agencies and authorities.
Min.12 doping controls shall be carried out by the organisers at their own costs at particular
events, based on case-by-case agreement with ITTF/TMS.
1.9 MEDICAL SERVICES
The organizers have to provide a minimum medical service to the players included a doctor
and a physiotherapist (attending the whole tournament).
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2. ARRIVAL & DEPARTURE SERVICES, HOTEL, MEALS, TRANSPORT…
2.1 ARRIVAL SERVICE
2.1.1 Arrival service is provided only for delegations/persons requesting the Official Hospitality
Package (and the ITTF officials/staff/guests, Match Officials).
2.1.2 The initial Prospectus should specify the type of “Arrival & Departure” service, name and
standard of hotels, type of accommodation, meal service and transportation that you will
provide to the participants during your event. To avoid any misunderstandings the following is
expected:
The teams are to be met, welcomed and picked-up at the nearest international airport or
train station that you have specified in the Prospectus sent to the Associations.
The invitation should have a “reply form” attached to be completed by each Association
specifying date and time of arrival, flight number, airline, etc. so that you know exactly
when each Association (or individual players) arrives.
2.1.3 Associations who are not providing you the information lose their right to arrival service.
2.1.4 Ideally you have mini vans (or buses) to pick-up the delegations or individuals in order to
provide a smooth arrival service for each delegation. This service is free of charge.
It is important to minimize waiting time for delegations upon arrival. Ideally, each Association
will be picked-up separately and taken directly to their hotel.
Use courtesy cars or limousines for the best or specially invited players upon arrival.
2.1.5 For those Associations who insist on a pick-up service from a destination that you have not
specified in the Prospectus (another airport, or another nearby city) you could:
Assist in best possible way but there is no obligation to the organizers to provide that
service free of charge. You may make all the arrangements at a fee.
Recommend transport options from the destination at their cost.
2.1.6 The official hotel(s) should not be away more than 90 minutes by bus from an international
airport. The distance between the official hotel(s) and the venue should be maximum 30
minutes by bus.
2.2 DEPARTURE SERVICE
2.2.1 Departure service is provided only for those delegations/persons requesting the Official
Hospitality Package (and the ITTF officials/staff/guests, Match Officials).
2.2.2 This service is provided free of charge in a similar fashion as the arrival service. A form has to
be filled out by each Association during the event indicating departure times, flight
numbers, airport, train time, etc. If this information was already provided in the “Travel
form”, you must reconfirm it in case of late changes.
2.2.3 The organizers have to provide a departure service other than on the day after the
conclusion of the event. It will be recommended to provide a departure service during the
event for those players or delegations that may have been eliminated early from the
competition.
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2.3 HOTEL AND MEAL SERVICES
2.3.1 The prospectus must include the name, phone and fax numbers of the hotels to be used
during the competition. The hotel’s categories must also be indicated.
2.3.2 Your Open Championships should offer as main option the payment of accreditation fee
including accreditation and information, but excluding accommodation, meals and transport
service.
Furthermore you may offer two (2) options and levels of meals and accommodation packages
at a reasonable rate. It is understood that one of the levels has to be at the highest level
possible in the city.
Option 1. Accreditation fee payment without hospitality – mandatory
Option 2. Full board accommodation in the highest level category hotel – optional
Option 3. Full board accommodation in a lower category level hotel – optional
2.3.3 It is strongly recommended to have all hotels within walking distance to the venue
because that will take care of another huge task, which is the transportation between each
hotel and the playing venues. This task requires a lot of human resources (manpower) in
order to run smoothly.
2.3.4 The participants from different associations can be accommodated together to share the costs.
Hospitality charge has to be fixed in USD or EUR.
2.3.5 Meals should be available for as long as possible, but definitely for as long as the schedule
obliges the players to be playing. The following meal times are recommended. Adjustments
may be necessary to be suitable with the playing schedule. The following example suits the
attached match schedule:
Breakfast: 07.00 - 10.30
Lunch: 11.30 - 15.30
Dinner: 18.30 - 23.00 (or 30 minutes after the last match has finished)
If the hotel is more than 20 minutes away from the venue, the organizers have to
provide the lunch in the venue.
2.4 ACCREDITATION AND PARTICIPATION FEES
2.4.1 For 2016, the Accreditation Fee is fixed to US$ 160 (150 EUR) per participant in the
Super Series and in the Major Series.
2.4.2 The Accreditation Fee is fixed to US$ 130 (120 EUR) in the Challenge Series.
2.4.3 The Accreditation fee must be waived for those participants that choose to take the full
board package (Option 2 and 3).
The accreditation fee must be paid for those participants that choose to NOT take any
package (Option 1).
There is no obligation for your Association to provide free hospitality to any of your event's
participants. However, your association directly to the National Association or player(s) of
your choice to enhance your event could offer special privileges or hospitality.
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2.4.4 A participation fee of US$ 16 (15 EUR) is fixed for each player in the Super Series and in
the Major Series to be paid to the ITTF, but collected by the organiser before or upon
accreditation.
2.4.5 A participation fee of US$ 13 (12 EUR) is fixed for each player in the Challenge Series to
be paid to the ITTF, but collected by the organiser before or upon accreditation.
2.5 TRANSPORTATION
2.5.1 Shuttle transport service is provided only for delegations/persons requesting the Official
Hospitality Package.
2.5.2 If the distance between the hotels and the stadium requires transportation, this has to be
provided as frequently as possible, in order to best serve the participants.
Following are the rules & regulations regarding transportation requirements:
From each hotel (non-stop direct service) a shuttle service has to be provided to the
venue.
A minimum of two (2) transports per hour to and from the hotel and stadium are required
and mandatory. In other words a bus (transport) has to leave each hotel every 30 minutes
and leave from the venue every 30 minutes.
Shuttles are best carried out by courtesy cars (for best and specially invited players), minivans and buses.
The first transport of the day to the venue must be scheduled to leave the hotel 2 hours
prior to first scheduled match start of the day.
The last transport service should be immediately after the competition is completed every
day.
You have to expect a large number of players for the first and last transport of the day. You
should plan the number of vehicles accordingly.
The transport service will have different demands during different hours during the day.
“Peak” hours will be in the morning, when a lot of players either will go to the venue to
prepare for their matches or for practice. In late afternoon, when the same pattern will start
again with many players preparing for the evening session and some for practice.
If your “transport fleet” of vehicles consists of cars, mini buses and buses, you can plan the
number of vehicles and the frequency according to the time schedule of the matches.
2.5.3 The proposed transport schedule has to be sent in advance to the Competition Manager for
approval.
2.6 ANCILLARY SERVICES
2.6.1 Changing Rooms for men and women should be available with showers and toilets. This is
normal in Sports Complexes, but may not be available in Convention Centre or other type of
buildings. In this case a shower facility in close proximity should be made available.
2.6.2 A first aid medical service must be provided. In addition, access to a medical service for
serious injuries or illness should be available and all participants should know the name and
location of the person to refer to in case of a medical emergency.
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2.6.3 An additional car or van should always be available in cases of emergency (hospitalisation, last
minute pick-ups or deliveries, emergency contact between hotel and venue, etc.)
2.7 PLAYER’S LOUNGE AND VIP LOUNGE
2.7.1 The “Player’s Lounge” is mandatory at least for the last 3 days and should include the
following:
Access for players and coaches only by accreditation. Snacks, sandwiches and fruits should be
available, as well as drinks and water at no charges. Chairs (sofas and comfortable chairs)
and tables should be available. TV and possible music should be offered.
2.7.2 VIP Lounge is mandatory at least for the last 2 days with at least snack and refreshment
service for sponsors and guests. Finalists of all events (including U-21) have to get access to
the VIP Lounge on the final competition day.
2.7.3 VIP boxes or VIP seats have to be provided around the court or on the spectator seats, based
on case by case agreement with ITTF/TMS.
3. MEDIA, RESULTS, WEBSITE, SPECTATORS
3.1 MEDIA
3.1.1 Press Officer
Your Open Championships has to appoint a Press officer to communicate with the
International Press and to have a working relationship with the ITTF Promotions Manager and
with the ITTF Publication Editor.
Your Open Championships “Press Officer” should communicate with the ITTF in regards to the
facilities your Open Championships has to offer and what kind of facilities the International
Press will request.
Name and contact of the Press Officer has to be communicated with the ITTF 3 months before
the event.
3.1.2 Press accreditation
In order to have a good idea of how many journalists will attend your event, the Press
Officer (with the sole responsibility to look after the press) have to send out a Press
Accreditation form to the domestic and International Press.
The ITTF can assist your Press Officer with a name list of International journalists who attends
table tennis events.
Such Press accreditation information should include information regarding:
- Accommodation
- Venue
- Event time schedule
- List of participants
- Any other relevant information about the event
The response will give you a good idea on how many journalists will attend the tournament.
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3.1.3 Build-up – Press releases & Media Kit
Promotion of the event has to be coordinated with the ITTF Promotion and Media Manager.
Continuous news releases starting at least six month prior to the event are highly
recommended.
For the local and international media that is not familiar with table tennis, a press kit is very
helpful. The organizing committee should create the press kit in the local language and
English.
Recommended content:
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•
•
•
•
•
•
•
•
•
•
•
Basic overview of the ITTF, table tennis and the ITTF World Tour (provided by the ITTF)
Schedule of the event
Bios of the top local and international players
Players list
Results from all the years World Tour events
Organization information (list of key organizational contacts)
Sponsor information about all global (sent by the ITTF) and local sponsors
General city/region information (more if expecting international media)
General media information (media center, press conferences, media events,
Accreditation, media zones)
Accommodation (if expecting international media)
Transportation/parking
The press kit has to be approved before publishing and distributing by the ITTF Media team.
In some cases journalists (especially for news coverage) arrive unexpectedly. Day passes
should be made available with full access to the Press Centre. The Press Officer should be
available to receive them upon arrival and give them a press kit.
3.1.4 Press Facilities and Press Service during the event
Press facilities and service during the event has to be run according to the ITTF Media
requirement (separate document).
3.2 RESULTS SERVICE
The events results service is essential in order to have the attention from the “world” from
just your event.
There are two (2) different categories of people which needs a working results service from
your event:
1. Attending Press, spectators, players and coaches at the event.
2. Non-attending Press, which follows your Open Championships via some news agencies.
3.2.1 Attending Press, spectators, players and coaches at the event
A result service has to be provided regularly and frequently to the attending press so they are
able to follow the event properly. Ideally detailed result sheets should be provided after every
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round, or at least after each block of matches is played. Before to be printed and distributed,
the results sheets have to be checked by the ITTF Competition Manager.
3.2.2 Results service to the non-attending press
This function is equally important as the service to the attending press and the ITTF
recommends that service should be given to all major news agencies and newspapers
within your country as well as to international news agencies such as Reuters, AP, UPI and
others. Detailed results should be provided on a daily basis.
3.2.3 ITTF staff
Attending ITTF Staff, i.e. Competition Manager, ITTF Promotion and Media Manager (when on
site), ITTF Publications Editor (when on site), the ITTF photographer (when on site) and the
people in charge of the ITTF Result Management System have to be provided with a dedicated
high-speed internet connection with a LAN connection.
Those who are not on site, have to be provided with the requested information and service.
3.3 PHOTO SERVICES
Your association must ensure that a professional photographer covers the event with
photos being provided to the ITTF during the event. The rights of these photos will be owned
by the ITTF. The photos may be used by the ITTF free of charge for any further agreements
between ITTF and other agencies (for example Reuters). Furthermore a set of high-resolution
photos (min. 300 dpi) be provided free of charge to the ITTF immediately following the event
but not later than 21 days after the conclusion of the event.
Photos from the event have to be given also to ITTF Publications Editor when he’s on site on a
round by round basis to illustrate the articles on the ITTF website. When he’s not on site,
photos have to be sent to him with the same timelines or upload to the ITTF server. The
organizers should provide the photographer exclusively available for ITTF in order that the
Promotion Manager or Publications Editor (when on site) receives sufficient number of photos.
Failure to do so will obligate the ITTF to withhold the ITTF financial contribution for this
item.
3.4 ITTF WEBSITE
The organisers have to provide at least 2 volunteers equipped with laptops and mouse with
high-speed internet connection (LAN connection) to enter the results for the ITTF website
under the control of the Competition Manager.
3.5 SPECTATORS
The spectators are coming to the event to be entertained. Today’s spectators of sports
events need to be looked after in various areas why information and results towards the
spectators are very important but also services and pure entertainment are important parts to
have included being able to deliver a “product” which is attractive.
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3.6 OFFICIAL PROGRAMME
An Official program has to be printed and distributed (if sold, this could generate good income
for the organizers) for the spectators so they are able to follow the tournament. Such program
needs to have following contents:
- Players name list and country.
- Starting times for each round of the tournament (schedule).
- ITTF World Tour standings.
- ITTF World Ranking list.
- Player profiles.
- Statistics.
3.7 SCOREBOARDS
Large and visible scoreboards with the complete draw and updated results have to be placed
visible to the spectators. Results have to be updated after each match (or at least after each
round).
3.8 ELECTRONIC SCOREBOARDS
If Scoreboards inside the stadium exist, they should be used as follows
- Announcement of matches.
- Results boards.
- Information board.
- Internal TV-feed.
- Sponsors presentations.
The electronic scoreboard (or jumbo screen) is very useful why we highly recommend to use
such a scoreboard for the event, if it does not exists it might be worth while looking into
renting such a screen. See further details in the Sport Presentation guidelines.
3.9 PUBLIC ANNOUNCER
The tournament should have a professional announcer informing the spectators on what is
going on during the tournament.
- Announcing final results after matches.
- Provide player profiles
- Give significance of the match
- Provide excitement to the spectators through statistical information, or special information
about the players (previous encounters, matches won to reach this round, etc.). The
Competition Manager, Promotion Manager and Publications Editor can assist with providing
information.
An announcer could be used in many ways. Announcing the sponsor’s names, the presence
of V.I.P.’s, future events, and much more.
A good announcer knows when to announce and when to be quiet. This function is important
to give the spectators valid information and gives them a better “overall” experience of the
event. See further details in the Sport Presentation guidelines.
3.10 ENTERTAINMENT
Event entertainment and other public activities have to be planned and organised during the
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tournament. Especially important during the breaks between matches.
“Lottery draws”, artists, other sports athletes, the list can be very long of what just your
event and your spectators will enjoy. Since World Tour events are organised around the
world, we would see it as each organiser will know best what kind of entertainment your
spectators like.
3.11 MUSIC
Music will not give the spectators any information, but music should be used when it is
appropriate in order to give the spectators a “good time” and to fill the void when there are no
announcements to be made. It is also a good way to keep spectators interest during the
breaks. Some type of music is particularly engaging to the spectators and may raise the level
of enthusiasm.
This function is especially important on the day of the Finals when the tournament is
conducted on only one table, music will add a special flavour to the event. See further details
in the Sport Presentation guidelines.
3.12 SPORTS PRESENTATION
The Super Series will have a special presentation from the Main Draw onwards. It requires
special lighting set up and special sound set up. These arrangements will be discussed in
case-by-case with ITTF/TMS and the organizing committee of Super Series tournaments. See
further details in the Sport Presentation guidelines.
3.13 PRIZE MONEY
It is OBLIGATORY that the prize money has to be paid on site by the organizers with the
national tax deductions if any.
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Contact names and numbers
Mrs. Judit Farago
ITTF CEO
Tel. 36 1 325 8898
[email protected]
Mr. Didier Leroy
Mr. Karl Jindrak
ITTF Competition Manager
ITTF Competition Director /Competition Manager
Tel. 32 477 68 15 91
[email protected]
Tel. 43 699 124 17 193
Fax : 43 1 925 3190
[email protected]
Mr. Matt Pound
Mr. Mohamed Dawlatly
ITTF Promotion and Media Manager
ITTF Competition Manager and IT Consultant
Tel. 65 64 738022
Fax: 65 64 738033
[email protected]
Tel. 20 11 11 11 72 75
[email protected]
Mr. Ian Marshall
Mr. Steve Dainton
ITTF Publications Editor
ITTF Marketing Director
Phone: +44-1743-718739
Fax:+44-1743-719120
E-mail: [email protected]
Tel. 65 64 738022
Fax: 65 64 738033
[email protected]
Mr. Anders Thunstrom
TMS Managing Director
Tel. +46-72-212 9668
[email protected]
Ms Kimberly Koh
TMS Business Development Manager
Tel. 65 64 738022
Fax: 65 64 738033
[email protected]
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