Book C – C6.1

EVENT BIDDING RULES(Approved by Council on 13 July 2022 and effective immediately)

Book C – C6.1

World Athletics Event Bidding Rules (Approved by Council on 13 July 2022 and effective immediately)2

Book C – C6.1

Specific Definitions
The words and phrases used in these Rules that are defined terms (denoted by initial capitalletters) shall have the meanings specified in the Constitution and the General Definitions, or(in respect of the following words and phrases) the following meanings:“Application Form” means the form and all documents and commercial agreements
specified by World Athletics to be completed on behalf of the Candidate City including the
Bid Evaluation Criteria.
“Bid Committee” means any group or body organised for the purpose of promoting the bidof a Candidate City to Host a World Athletics Series Event, (including the Relevant Member
Federation) officials, staff employees, advisors, agents, representatives and all other persons
acting on behalf of the Bid Committee.
“Bid Documents” means the Application Form, Event Guide and Event Organisation
Agreement.
“Bid Evaluation Criteria” means the criteria set out in the Application Form on which anassessment of a Candidate City’s application to Host a WAS Event will be based and inaccordance with the evaluation methodology notified to Candidate Cities.
“Bid Evaluation Panel” means the panel appointed in accordance with Rule 4.
“Bid Guide” means the initial information guide to WAS Events.
“Bid Process” means the application process established by World Athletics for a Candidate
City to Host a WAS Event, and includes deadlines for submission of Candidate City Informationor action by World Athletics or the Candidate City during that application process.
“Candidate City” means any city (or any group of cities which can be cities from different
Member Federations) which is seeking the right to Host a World Athletics Series Event withthe support of the Relevant Member Federation, and any persons acting or entitled to act on
its behalf (including the Bid Committee and officials, staff employees, advisors, agents orother representatives of the Candidate City) who have expressed an interest to do so inaccordance with either Rule 4 or Rule 5.
"Candidate City Information” means all material submitted to World Athletics (including but
not limited to the Pre-Qualification Form and the Application Form), as well as website andsocial network content and oral statements published or made by or on behalf of a Candidate
City in connection with its bid to Host a World Athletics Series Event.
“Circular” means the formal communication, described as such, issued from time to time byWorld Athletics to Member Federations and Area Associations.
“Dentsu” means World Athletics' appointed marketing agency, Dentsu Inc. of 1-8-1, Higashi
Shimbashi Minato-ku Tokyo 105-7001 Japan.
“Event Guide” means the overview of the main requirements and quality standards issued
to Candidate Cities as part of the Bid Process.
“Event Organisation Agreement” means the contract to be entered into between World
Athletics, Dentsu, the Relevant Member Federation and/or the Host Institution, appointing
the Relevant Member Federation and/or the Host Institution as Host.

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“Event Year” means the year in which the WAS Event is scheduled to be held.
“Host” means the right to organise, manage and deliver the WAS Event in the Candidate
City in accordance with the Event Organisation Agreement; and where applicable, means the
Host Institution and/or Relevant Member Federation granted such right.
“Host Institution” means the institution acceptable to World Athletics supporting the bid of
the Relevant Member Federation and the Candidate City to host the WAS Event.
“Pre-Qualification Form” means the form issued by World Athletics for each Bid Processcontaining general information, major risk factors and guarantees which Candidate Cities
must complete and return to World Athletics by the notified deadline date.
“Qualified Bidders” means any Candidate City that passes the pre-qualification stage of
the Bid Process.
“Relevant Member Federation” means the Member Federation of World Athletics
supporting the bid of a Candidate City located within the Member Federation Country.
“Risk Assessment” means the assessment conducted by World Athletics during the Bid
Process in relation to Hosting of a WAS Event in a Candidate City.
“Terms of Reference” mean the terms of reference set out in Appendix 1 of these Rules asamended from time to time.
“Staff” has the same meaning as defined in the Constitution.
“World Athletics Series Event” or “WAS Event” means the World Athletics
Championships, the World Athletics Indoor Championships, the World Athletics Relays, theWorld Athletics U20 Championships, the World Athletics Road Running Championships, theWorld Athletics Race Walking Team Championships and World Athletics Cross Country
Championships.

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1.

Overview

1.1

It is an object of World Athletics to organise and promote World Championships andother Athletics championships, competitions, or events the Congress considers would
be desirable (Article 4.1 of the Constitution).

1.2

In accordance with this object, World Athletics has established and owns various
International Competitions, including those known as the World Athletics Series Events
comprising the following events (as may be amended or replaced by World Athletics
from time to time) each being a WAS Event:
1.2.1

World Athletics Championships (‘WCH’);

1.2.2

World Athletics Indoor Championships (‘WIC’);

1.2.3

World Athletics U20 Championships (‘WU20’);

1.2.4

World Athletics Relays (‘WRE’);

1.2.5

World Athletics Road Running Championships (‘WRRC’);1

1.2.6

World Athletics Race Walking Championships (‘WRW’);

1.2.7

World Athletics Cross Country Championships (‘WXC’).

1.3

For each WAS Event, World Athletics appoints a Member Federation and a Host
Institution to Host the WAS Event in a Candidate City.

1.4

It is also an object of World Athletics to safeguard the authenticity and integrity ofAthletics and to take all possible measures to eliminate corrupt conduct which mightplace the authenticity or integrity of Athletics at risk (Article 4.9 of the Constitution).

1.5

The Integrity Code of Conduct, adopted as a means of promoting and supporting of
this object, provides that Applicable Persons must conduct their candidacy for any bid
or proposal to Host any International Competitions with honesty, fairness, and respect
for others (Rule 3.3.13 of the Integrity Code of Conduct).

1.6

These Bidding Rules (“Rules”) seek to implement these objects by establishing theprocedures by which Member Federations and Candidate Cities may bid and be
selected to Host International Competitions, including establishing special procedures
for WAS Events.

1.7

For other International Competitions (i.e. non-WAS Events) there is not a specificbidding process that applies to these events. The Bid Evaluation Panel may develop
the procedure, criteria and timelines covering the selection of a Host of other
International Competitions. Accordingly, except for Rules 1.5, 2.2.3 and 9, these Rules
do not apply to other International Competitions (i.e. non-WAS Events) but Council
reserves its power and authority to do so at any point after, pursuant to Rule 1.2, thedate these Rules come into effect.

1

Previously World Athletics Half Marathon Championships.

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2.

Purpose2.1

The purpose of these Rules is to set out the requirements for the conduct of bidding
and selection of Hosts in respect of WAS Events.

2.2

The Rules are designed to:
2.2.1

establish a transparent, objective, honest, simple, feasible, and fair bidding
procedure for all Relevant Member Federations and Candidate Cities;

2.2.2

identify the actions, timescales, criteria, and the application and decisionmaking processes and procedures, for selecting a Host for a WAS Event;
and

2.2.3

ensure that persons and entities involved in the bidding and selection
process for all International Competitions, including WAS Events, comply
with the applicable provisions of the Integrity Code of Conduct.

3.

Application

3.1

These Rules apply to:

3.2

3.1.1

all Relevant Member Federations, Host Institutions and Candidate Cities
during the Bid Process;3.1.2

all officials, staff, employees, advisors, agents, representatives, and all otherpersons acting on behalf of Relevant Member Federations, Host Institutions
and/or Candidate Cities during the Bid Process; and3.1.3

all Applicable Persons, including World Athletics Officials, Area Officials, andStaff.

Without limiting the foregoing:
3.2.1

Candidate Cities, Host Institutions and Relevant Member Federations shallcomply with these Rules and ensure these Rules are respected throughout
the Bid Process; and3.2.2

each Relevant Member Federation is responsible for the activities andconduct of its Candidate City throughout the Bid Process.

4.

Bid Evaluation Panel

4.1

A Bid Evaluation Panel shall be appointed by Council to recommend to Council a Hostfor each WAS Event.

4.2

The composition of the Bid Evaluation Panel shall comprise:
4.2.1

Three (3) Council Members (one of whom must be a member of theCompetition Commission) together with a further two (2) Council Members
appointed to act as substitutes in case of recusal under paragraph 9.11 of
the Terms of Reference;

4.2.2

Director of Competitions and Events (ex-officio); andWorld Athletics Event Bidding Rules (Approved by Council on 13 July 2022 and effective immediately)

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4.2.3

Compliance and Risk Officer (ex-officio).

In case of a conflict of interest of an ex-officio member of the Bid Evaluation Panel
identified by the Chief Executive Officer, the Chief Executive Officer will appoint analternative member of Staff to take the place of the conflicted ex-officio member on the
Bid Evaluation Panel.
4.3

Each Council Member on the Bid Evaluation Panel shall be appointed for a term of 3
years and may be re-appointed for further subsequent terms without limitation.

4.4

Subject to these Rules and its Terms of Reference, the Bid Evaluation Panel shall havethe following powers and authority:
4.4.1

To oversee the Bid Process and grant approvals pursuant to Rules 9.11.4
and 9.11.7 below;

4.4.2

To evaluate bids (including conducting a site visit) against the evaluation
criteria and conducting bid Risk Assessments;

4.4.3

To develop the schedule for presentations from Candidate Cities to Council
pursuant to Rule 5.7.6 below;

4.4.4

To present its evaluation findings to Council; and

4.4.5

To:
a.

recommend one Qualified Bidder for selection to Host the WAS Eventin consideration; orb.

recommend more than one Qualified Bidder for selection to Host the
WAS Event in consideration, in which case the Council will vote on
which Qualified Bidder to select; orc.

recommend two or three sequential editions of the WAS Event beawarded in which case the Council will vote which Qualified Bidder toselect for each edition; ord.

not to make a recommendation.

4.5

In carrying out its role the Bid Evaluation Panel shall operate in accordance with theTerms of Reference set out at Appendix 1.

5.

Bidding Process

5.1

The Event Years in which a WAS Event shall be held will be as published on the World
Athletics website and may be amended from time to time. The dates of the Bid Process(as determined by the Chief Executive Officer or their nominee) will also be publishedon the World Athletics website and may be amended from time to time.

5.2

The Bid Process shall be conducted in two stages:
5.2.1

a pre-qualification stage; and5.2.2

a qualified bidding stage.

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5.3

The date of issue of the Bid Guide, Circular and Pre-Qualification Form shall mark thestart of the Bid Process and the pre-qualification stage. The Bid Process at this prequalification stage is open to any Candidate City in any Country or Territory of a
Member Federation.

5.4

In order to proceed in the Bid Process to the qualified bidding stage and receive theBid Documents Candidate, Cities must submit their completed Pre-Qualification Formsby the notified date and have passed the pre-qualification stage.

5.5

After receipt of a Pre-Qualification Form from a Candidate City, the Bid Evaluation
Panel will review the Pre-Qualification Form and any major risks related to the
Candidate City and confirm if the Candidate City has passed or failed the prequalification stage. Candidate Cities who pass the pre-qualification stage are referred
to as a Qualified Bidder. Qualified Bidders will be sent the Bid Documents.

5.6

World Athletics will conduct a Risk Assessment of the Qualified Bidders. The Bid
Evaluation Panel may require Qualified Bidders to commit to mitigating relevant risks
identified during the Risk Assessment and as required by the Bid Evaluation Panel inorder for a Bid to be recommended to Council.

5.7

Following issue of the Bid Documents:
5.7.1

Qualified Bidders will be invited to a workshop concerning the WAS Event;

5.7.2

Qualified Bidders must submit their completed and signed Application Formby the notified date;

5.7.3

for the WCH, the Bid Evaluation Panel will determine which of its
representatives shall conduct a visit to the Candidate Cities and assess the
Application Form in accordance with the Bid Evaluation Criteria andevaluation methodology, amended from time to time and notified to
Candidate Cities. For all other WAS Events, a visit may be conducted by
and at the discretion of the Director of Competitions and Events or theirdesignate who shall provide a report to the Bid Evaluation Panel. The
Director of Competitions and Events may in any case delegate the visit tobe conducted by a World Athletics member of Staff;

5.7.4

Qualified Bidders must submit by the notified date, the Event Organisation
Agreement and any required commercial agreements duly signed by the
Relevant Member Federation and Host Institution (or, if agreed by World
Athletics, an undertaking in a form satisfactory to World Athletics to provide
these documents duly signed within a time period set by World Athletics
following the award of the right to Host the WAS Event);

5.7.5

signatures of all documents must be completed by the authorised
representatives of the Host Institution and Relevant Member Federation;

5.7.6

the Bid Evaluation Panel may organise an opportunity, in a format decided
by the Bid Evaluation Panel, for some or all of the Qualified Bidders topresent their bid to Council either at a Council meeting or at an Information
Session and, if applicable, answer questions;

5.7.7

Selection of a Qualified Bidder to Host a WAS Event will be made by theCouncil in accordance with Rule 8.

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5.8

If the Bid Evaluation Panel does not make a recommendation to Council this shall beconsidered as an inability to select a Host and will be addressed by Council inaccordance with Rule 7 below.

6.

Withdrawals

6.1

A Candidate City may withdraw its Pre-Qualification Form or Application Form at any
time during the Bid Process before voting on its selection by Council, on giving written
notice (which can be submitted by email) to the Chief Executive Officer or theirnominee.

6.2

Upon receipt of such written notice Staff will inform the Bid Evaluation Panel.

7.

Re-allocation, Extenuating Circumstances and Inability to Select

7.1

Where:
7.1.1

a sole Candidate City either withdraws their bid or is disqualified by World
Athletics from the Bid Process; or

7.1.2

an awarded WAS Event is withdrawn by World Athletics from an appointed
Candidate City; or

7.1.3

an awarded WAS Event is cancelled by either World Athletics or by theappointed Candidate City;

7.1.4

Council makes a referral to the Bid Evaluation Panel pursuant to Rule 8.7;

the Bid Evaluation Panel may, in its absolute discretion:
7.1.5

start a new Bid Process and amend the procedure and/or the time limits
within the Bid Process if necessary; or

7.1.6

directly seek potential Candidate Cities to Host the relevant WAS Event
without a Bid Process; or

7.1.7

adopt such other practical measures to identify and recommend a Candidate
City as is appropriate in the circumstances.

7.2

For avoidance doubt, any new Candidate City will be appointed to Host the relevant
WAS Event in accordance with Rule 8.

8.

Council Voting

8.1

The Bid Evaluation Panel will present its final recommendations to Council on theselection of the Host for the WAS Event in accordance with Rule 4 and the Terms ofReference. Council will then debate and vote on whether to approve therecommendation of the Bid Evaluation Panel or not.

8.2

All Council voting on the selection of Candidate Cities shall be conducted inaccordance with the relevant provisions of the Constitution and Rules.

8.3

An Absolute Majority shall decide the result of the vote on the selection of thesuccessful Candidate City.

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8.4

In voting, Council Members must also comply with the applicable provisions of theIntegrity Code of Conduct, including the Integrity Standards.

8.5

Council Members are not permitted to vote, and must recuse themselves from thevoting process for selecting Hosts, where the Council Member is from the Country inwhich the Candidate City bidding to host a WAS Event is located.

8.6

Unless twenty-five per cent (25%) of Council Members eligible to vote at the Council
meeting request a secret ballot and the request is carried by a decision of an Absolute
Majority, voting shall be undertaken by show of hands, so it is open and transparent,with all Council Members eligible to vote identified as voting for, against, or abstaining
from voting.

8.7

If Council does not make or reach a decision on a Candidate City presented to it for
selection, then Council may decide, either to reschedule the vote on selection; or refer
the bid for the relevant WAS Event to the Bid Evaluation Panel to seek further
clarification and information from the Candidate City or take action in accordance with
Rule 7.1.

9.

Conduct of Candidate Cities

9.1

It is essential to the integrity, image and reputation of World Athletics and International
Competitions that the conduct of all Candidate Cities at all times complies with theseRules and the Integrity Code of Conduct.

9.2

In particular, Candidate Cities shall conduct themselves in accordance with theIntegrity Standards set out in Rule 3.3 of the Integrity Code of Conduct paying specificattention to, without limitation, the rules and standards on honesty, disclosure ofinterests, minimal gifts and benefits, fair bidding and protecting reputation.

Candidate Information
9.3

All Candidate Information shall be truthful and complete and not misleading andpresented in a respectful and dignified way.

9.4

Candidate Information shall be final as of the date provided for submission of final
Application Forms.

9.5

Facts or information that arise or become known following the giving, issuance or
submission of a bid that result in the Candidate Information no longer being truthful orcomplete must immediately be disclosed and corrected by the Candidate Cities, bycommunication to the Bid Evaluation Panel (where applicable) or World Athletics.

9.6

Each of the Candidate City, Host Institution and the Relevant Member Federation are
jointly and severally responsible for ensuring that all Candidate Information strictly
complies with these Rules.

9.7

Candidate Information shall not seek to draw or otherwise purport to include
comparisons with bids from other Candidate Cities and shall not disparage or demean
other bids or other Candidate Cities.

9.8

Candidate Information shall not be shared with members of other Candidate Cities
unless the Candidate Cities are submitting a joint bid.

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Relations Between Bid Teams
9.9

Candidate Cities shall not:9.9.1

commit any act or make any comment in any promotion or bid that is likely
to tarnish the image or prejudice the reputation of other Candidate Cities;

9.9.2

take part in any debate with other Candidate Cities concerning theirrespective bids; or

9.9.3

enter into an agreement, arrangement, coalition or collusion aimed at
influencing the result of the relevant Bid Process.

9.10

All Candidate Cities, shall, when promoting their bids, respect the other Candidate
Cities and World Athletics.

9.11

Subject to these Rules, Candidate Cities may promote their candidacies at any time
during the Bid Process on any media and in any way provided that:
9.11.1they are responsible for all forms of promotion conducted on their behalf,
whether or not conducted by them directly;

9.11.2

they comply with any requirements on promotion contained within theseRules or in guidance (including guidance on branding) issued by either the
Bid Evaluation Panel (where applicable) or World Athletics;

9.11.3such promotion must list all third parties (including private donors andfunding raised from government bodies, public donations or appeals)
providing financial support to them;

9.11.4

no World Athletics partner, supplier or other marketing partner may promote,or provide any funding or support to any Candidate City or Bid Committee,
and no Candidate City or Bid Committee may solicit or accept any fundingor support from, or be provided with services by, any World Athletics partner,
supplier or other marketing partner other than with the prior written approvalof the Bid Evaluation Panel given after full disclosure of any such proposed
funding, support or the provision of services has been made to World
Athletics;

9.11.5no promotion or advertising is permitted in any World Athletics publicationor the World Athletics website;

9.11.6

no promotion by a Candidate City or Bid Committee may take place in theCountry or Territory hosting the Council meeting at which Council will voteon the selection of the Candidate City during the three weeks before and on
the date of the vote;

9.11.7the sale or distribution of promotional items and services by any Candidate
City, Relevant Member Federation and/or Host Institution must be inaccordance with the Conflicts, Disclosures and Gift Rules and have the priorwritten approval of the Bid Evaluation Panel.

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Dealings with Council Members and Officials
9.12

During the Bid Process Candidate Cities may, subject to Rule 9.13, directly contact
Council Members in order to provide information to promote their bids at World
Athletics events (including International Competitions) and may send written
documentation to all Council Members, provided the opportunity to do so has been
given to all other Candidate Cities.

9.13

Except for the circumstances described in Rule 9.16, a Candidate City, Relevant
Member Federation and a Host Institution shall not engage in any other form of
promotion with Council Members who are not from their Country or Territory and may
not:9.13.1

invite such other Council Members, and such other Council Members shallnot accept any invitation, to any form of reception linked to the promotion of
the Candidate City;9.13.2

arrange for the Ambassador/Consul or Embassy/Consulate of the Countryor Territory of the Candidate City, to invite such other Council Member(s) tomeet in order to promote the Candidate City’s bid, and such other Council
Member(s) shall not accept such an invitation; or

9.13.3

arrange for an honorary diploma, official decoration or award from a
Candidate City or the government or an institution of the Country or Territoryof the Candidate City to be offered to such other Council Member(s), andsuch other Council Member(s) shall not accept such an award.

9.14

Candidate Cities, Relevant Member Federations and Host Institutions must not solicit,
encourage or induce any World Athletics marketing partner into making any publicdeclaration or opinion of their bid versus any other bids.

9.15

Candidate Cities, Relevant Member Federations and Host Institutions shall not lobby
any World Athletics Officials, Area Officials, other Member Federation Officials, andStaff to promote a Candidate City during the Bid Process.

9.16

For the avoidance of doubt, Candidate Cities may:
9.16.1(i) receive visits from the Bid Evaluation Panel or from the Director ofCompetitions and Events or Staff (as appropriate); (ii) make presentations
to the Bid Evaluation Panel; (iii) engage in other activities as requested or
directed by the Bid Evaluation Panel; and as applicable (iv) to attend aquestion-and-answer session as part of an information session with theCouncil as set out in these Rules;

9.16.2

meet with a Council Member who is from the Relevant Member Federation,
but solely for purposes of compliance with these Rules;

9.16.3contact or send information to Council Members in the circumstances
described under Rules 9.12, 9.17 and 9.18; and9.16.4

correspond with Staff on day-to-day business of World Athletics' work andCandidate Cities receive technical explanations, clarifications and guidance
and visits in respect of their bids (including completion of their Application
Forms) from Staff.

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9.17

Candidate Cities may, by invitation, attend World Athletics events (includingInternational Competitions) or other third-party events, and undertake promotional
activities at those events including contacting Council Members whilst at the events,
provided always that the same invitation has been extended to all other Candidate
Cities.

9.18

Nothing in these Rules prohibits World Athletics making public comments about
Candidate Cities, including which Candidate Cities are being considered, provided that
all Candidate Cities are commented on equally.

10.

Breaches and Sanctions

10.1

Any breach of these Rules by Applicable Persons amounts to a breach of the Integrity
Code of Conduct and will accordingly be subject to investigation and prosecution by
the Athletics Integrity Unit under the Athletics Integrity Unit Reporting, Investigation andProsecution Rules (Non-Doping) and possible proceedings under the Disciplinary
Tribunal Rules.

10.2

The Council, the Chair of a Bid Evaluation Panel or the Compliance and Risk Officer
shall refer any potential breach of these Rules by an Applicable Person forinvestigation by the Athletics Integrity Unit under the Athletics Integrity Unit Reporting,
Investigation and Prosecution Rules (Non-Doping) and possible proceedings forbreach pursuant to the Disciplinary Tribunal Rules.

11.

Disputes

11.1

Any dispute arising between World Athletics and a Relevant Member Federation inconnection with these Rules will be submitted to arbitration before CAS, to the
exclusion of any other court or forum. The validity, legality and/or proper interpretation
or application of the Rules may only be challenged (a) by way of ordinary proceedings
filed before the CAS; and/or (b) as part of an appeal to CAS.

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APPENDIX 1
BID EVALUATION PANEL
Terms of Reference
1.

Status and Role

1.1

World Athletics Bid Evaluation Panel (“Panel”) is established pursuant to Rule 4 ofthe ‘Bidding Rules’ and is appointed by, and reports to, Council.

1.2

The role of the Panel is to evaluate bids and make recommendations to Council
regarding preferred host cities for World Athletics Series Events based on processestablished by the Bidding Rules.

2.

Commencement_____________________________________________________

2.1

These Terms of Reference were approved by Council on 13 July 2022 and are
effective from that date.

2.2

The Panel’s work in respect of a World Athletics Series Events shall commence at the
beginning of the Bid Process for such World Athletics Series Events and shallconclude on the day Council makes a decision and may arrange debrief meetings
with unsuccessful Qualified Bidders.

3.

Composition________________________________________________________

3.1

Size: The Panel shall have five members, together referred to as Panel Members.

3.2

Membership: The Panel shall comprise persons with recognised expertise in various
areas of event planning and organisation. The members shall comprise:
3.2.1 three (3) Council Members (one of whom must be a member of theCompetition Commission) together with a further two (2) Council Members
appointed to act as substitutes in case of recusal under paragraph 9.11 ofthese Terms of Reference;
3.2.2 the Director of Competitions and Events (ex-officio); and3.2.3 the Compliance and Risk Officer (ex-officio).

3.3

Appointment: except for ex-officio members of the Panel the remaining Panel
Members shall be appointed by Council on the recommendation of the Executive
Board. In case of a conflict of interest of an ex-officio member of the Bid Evaluation
Panel identified by the Chief Executive Officer, the Chief Executive Officer will appointan alternative member of Staff to take the place of the conflicted ex-officio member
on the Bid Evaluation Panel.

3.4

Chair: the Chair of the Panel shall be one of the three (3) Council Members.

3.5

Eligibility: Members of the Panel are World Athletics Officials and must be
determined to be Eligible in accordance with the Vetting Rules.

3.6

Experts: To assist the Panel in the evaluation and assessment of the bids submitted,
the Panel:

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3.6.1 must include a representative from Dentsu Inc. so long as it continues to be
the appointed marketing agency of World Athletics to participate in theevaluation and discussion and assist the Panel; and3.6.2 may include the participation of one expert in the organisation ofinternational sports events.
For the avoidance of doubt, the Dentsu Inc. representative and, if appointed, theinternational sports events expert may be present for all discussions and attend all meetingsof the Panel but are not voting members of the Panel.
4.

Term______________________________________________________________

4.1

Term: The term of office for a Council Member on the Panel is three (3) years.
Council Members on the Panel may be re- appointed for further subsequent termsof office without limitation.

5.

Resignation, Removal, Vacancies______________________________________

5.1

Except for any ex-officio members of the Panel, a Panel Member may resign from thePanel prior to the expiry of their term of office by giving not less than one (1) month’s
notice in writing to the Chief Executive Officer.

5.2

A Panel Member shall be removed from the Panel prior to the expiry of their term ofoffice upon a determination by the Vetting Panel that the Panel Member is no longer
Eligible.

5.3

If any position on the Panel is vacant, whether by resignation, removal or otherwise at
any time Council shall appoint a replacement member for the balance of the term ofoffice of the vacated position.

6.

Powers, Authority & Responsibilities___________________________________A Panel Member shall:
6.1

act only in accordance with the powers and authority provided these Terms ofReference and the Bidding Rules;

6.2

act at all times for the sole purpose of conducting a full and fair assessment of every
bid submitted;

6.3

safeguard confidential information in accordance with strict confidentiality procedures;

6.4

report to the Council in all fairness and transparency based on the bid evaluation
criteria developed pursuant to the Bidding Rules.

7.

Duties of Panel Members

7.1

Interests: In undertaking any work in connection with the Panel, each Panel
Member shall act in the interests of World Athletics.

7.2

Participation: Panel Members shall attend each meeting of the Panel (in person
or using technology) unless excused by the Chair. Each Panel Member shallactively participate in Panel meetings and in matters undertaken by the Panel

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between meetings. Each Panel Member must be adequately prepared for each
Panel meeting in order to participate effectively and constructively.
7.3

Integrity Code of Conduct: Each Panel Member and any person appointed as anexpert to assist the Panel pursuant to paragraph 3.6 above, shall agree to be boundby the Integrity Code of Conduct and the Rules.

7.4

No advantage or promise of any kind of advantage may be made to or acceptedby the Panel Members in connection with a bid.

8.

Reporting

8.1

Reports to Council: The Panel shall report its evaluation and recommendations toCouncil.

8.2

Council Meetings: The Chair of the Panel shall attend Council meetings to present
the Panel’s evaluations and recommendations.

9.

Panel Meetings and Procedure

9.1

Work: The Panel shall undertake its work at meetings and/or visits of the Panel andin between meetings as is necessary to fulfil its responsibilities.

9.2

Meetings: The Panel shall meet as necessary to respond to the need to evaluate thebids submitted. The dates of scheduled meetings and/or visits are to be agreed by the
Chair. As much notice as possible will be given to all Panel Members of the date,time and venue for any meeting and/or visit.

9.3

Agenda: The Chair shall prepare an agenda for each meeting and/or visits. The
agenda, together with relevant papers, will be distributed by email to all Panel
Members prior to a Panel meeting and/or visit.

9.4

Chair: The Chair will chair all meetings and/or visits.

9.5

Attendees: A member of staff from World Athletics will be appointed to co-ordinate
the activities of the Panel and will attend all meetings and/or visits. Other persons
may be invited by the Chairperson to attend meetings and/or visits to provide
information or advice on a specific item of business at a meeting and/or visit.

9.6

Meetings using Technology: Panel meetings may be held by telephone, throughvideo conference facilities or by other means of electronic communication (other thanelectronic mail (e-mail) communication) provided that:
9.6.1

prior notice of the meeting is given to all Panel Members; and all persons
participating in the meeting are able to hear each other effectively andsimultaneously. Participation by any Panel Member in this manner at a
meeting shall constitute the presence of that member at that meeting.

9.7

Quorum: The quorum for meetings of the Panel shall be at least 4 members of the
Panel one of whom must be the Chair, (unless the Chair is recused pursuant toparagraph 9.11).

9.8

Decisions: With the exception of recommending a preferred bidder which shall bedecided under paragraph 9.9, decisions of the Panel shall generally be made byconsensus. If a consensus cannot be reached and a vote is required, each Panel

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Book C – C6.1

Member (including the Chair) shall have one (1) vote. Voting by proxy is not
permitted. Except to the extent specified in these Terms of Reference, a majority of
votes in favour of an action by those Panel Members present at a meeting, is required
for a decision. In the event of an equality of votes, the Chair is entitled to have acasting vote.
9.9

Recommending the preferred bidder: The Panel shall recommend to the Council
the preferred Candidate City (or present Candidate Cities) based on the procedure
set out in the Bidding Rules.

9.10 Minutes: A bid evaluation report shall be produced for the Panel and shall act as arecord of its assessment of bids. The bid evaluation report will be finalised inconsultation with the Chair and sent to Panel Members. Any amendments to a bid
evaluation assessment report will be agreed by the Panel Members.
9.11 Recusal: No Council Member may serve as a member of the Panel if the Council
Member:9.11.1is of the same nationality or resides in the same country, or is an official of
the Member Federation of the Candidate;

9.11.2has or previously had a personal connection or direct interest in any
dealings with or matters involving the Candidate; andif any of the circumstances in paragraphs 9.11.1 and 9.11.2 exist, the member
concerned shall immediately notify the Chairperson and the other members of the
Panel of such circumstances.
9.12 Confidentiality: All meetings and/or visits and the work of the Panel are confidential.
No documents, information, discussion and determinations made at a Panel meetingand / or visit or otherwise exchanged or agreed in connection with the work of the
Panel, shall be disclosed to any other person unless:

10.

a.

the Panel Chair authorises such disclosure;b.

the Panel agrees that such disclosure is necessary or desirable to advance its
work;

c.

the matter is in the public domain; ord.

such disclosure is required under these Rules, or by law or any applicable
authority, including the Disciplinary Tribunal.

Administration_____________________________________________________

10.1 Expenses: For each Panel Member, World Athletics will reimburse expenses, andprovide any other allowances or service fees, in accordance with World Athletics
policy.
10.2 Administration: World Athletics will arrange travel, accommodation and insurance
for Panel meetings in accordance with World Athletics policy. In respect of Candidate
City visits under paragraph 9.2, travel and accommodation, will be provided by the
Candidate Cities, and be provided at an appropriate and reasonable cost.

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Book C – C6.1

10.3 Documents: World Athletics will provide the Panel with all documents held by World
Athletics relevant to the Panel’s work.
10.4 Indemnification: The Panel Members will be indemnified by World Athletics and/or
covered by insurance provided by World Athletics, against claims brought againstthem for actions properly taken in course of their responsibilities and duties.

World Athletics Event Bidding Rules (Approved by Council on 13 July 2022 and effective immediately)16