Bidding for TWG 2025
Official Bid Application and Questionnaire
for The World Games 2025

January 2018

BIDDING PROCEDURESFOR THE WORLD GAMES 2025

This is the official Bid Application
Document and Questionnaire
for The World Games 2025. It
is published and circulated by
the International World Games
Association (IWGA).

3

January 2018

The IWGA wishes to acknowledge thesupport provided by the International
Olympic Committee (IOC) and otherorganizations in allowing the IWGA tobase much of this document as well as
the questionnaires on the contents of thecandidature documentation for their multisport games.
The IWGA nevertheless takes full responsibility for this Bid
Application document and for the questionnaires, all of which inno way reflect the views of the IOC and/or any other organization,
nor are they in any way endorsed by the IOC and/or otherorganizations.

© Copyright IWGA 2018

IWGA Publication Reference: BIDAPP2025
Official Bid Application Document and Questionnaire
for The World Games 2025
Version January 2018

4

January 2018

5

January 2018

Official Bid Application TWG2025

President's Message

TO THE APPLICANT HOST CITIES:The International World Games
Association (IWGA) seeks a Host
City for the Twelfth edition of The
World Games, scheduled to takeplace over eleven days in 2025.
This Bid Application document describes the nature,
scope and objectives of The World Games. It provides
valuable insights into how recent successful Host Cities
prepared and delivered these multi-sport games. In sodoing it serves as a planning blueprint for the future
Host City in 2025.
The document lists all the requirements a Candidate
Host City has to meet for a bid to be successful.
Applicant host cities are asked to address 18 themesin turn, answering questions and providing informationthat will serve as the basis for initial preparations for
The World Games 2025.
Finally, the document outlines relevant provisions in
the IWGA’s Constitution, By Laws, Rules of The WorldGames and technical manuals. These set out the terms
and conditions under which the IWGA would award,
supervise and control The World Games 2025.

6

My staff stands ready to answer any questions you

José Perurena

may have. We look forward to receiving your bids.

IWGA President

January 2018

Official Bid Application TWG2025

Contents

7

GENERAL INFORMATION

22

THE WORLD GAMES

22

Origin and Purpose

22

The Organization

22

The Objective

22

The Characteristics

22

The Principles

22

The Unique Traits

22

Evolution of The World Games

23

Partners in The World Games

23

The Bid Process for The World Games

23

Roles and Responsibilities

24

BID PROCESS FOR THE WORLD GAMES 2025

24

Bid Application

24

Themes24

Information

25

Requirements

25

Questionnaires

26

Response Formats

26

IWGA Symbol, Emblems and Designation of TWG 2025

26

Terms and Conditions of the Bidding for TWG 2025

27

Bid Fee27

Timeline

28

January 2018

Official Bid Application TWG2025

Contents8

1. VISION & CONCEPT30

GENERAL30

Introduction

30

Dates and Duration

30

Locations/Venues

30

Programs, Initiatives and Events

30

REQUIREMENTS

31

Motivation

31

Vision31

Concept

31

QUESTIONNAIRE

32

Motivation

32

Vision32

Concept

32

Additional

32

2. LOCAL ORGANIZING COMMITTEE (LOC)34

GENERAL

34

Introduction

34

LOC

34

LOC Mission

34

LOC Structure

35

Organizational Chart (Sample)

35

Coordination Committee

36

January 2018

Official Bid Application TWG2025

Contents

9

Volunteers

36

Consultants and Contractors

36

REQUIREMENTS

36

Host City Organizer Agreement

36

Local Organizing Committee

36

LOC Office37

Coordination Committee

37

Volunteers

37

Human Resource Planning

37

QUESTIONNAIRE

37

Host City Contract

37

Local Organizing Committee

38

Volunteers

38

Human Resource Planning

38

Additional

38

3. LOCAL & NATIONAL SUPPORT40

GENERAL40

Introduction

40

Public Authorities

40

Sporting Authorities

40

National Olympic Committee

41

Public Support

41

REQUIREMENTS

41

January 2018

Official Bid Application TWG2025

Contents

10

Local/Regional Public Authorities

41

National Public Authorities

41

Sporting Authorities

41

National Olympic Committee

41

Popular Acceptance and Support

41

QUESTIONNAIRE

41

Public Authorities

41

Sporting Authorities

42

National Olympic Committee

42

Popular Acceptance and Support

42

Additional

42

4. LEGAL ASPECTS

44

GENERAL

44

Introduction

44

City Authorities

44

Applicant/Candidate Host City Undertaking

44

The Covenant (Text)

45

IWGA Symbol

45

Symbols Created by the Applicant/Candidate Host City

45

Protection of “TWG 2025 [Host City]” Marks, Symbols and Designations

46

City Authorities

46

The Undertaking

46

The Covenants

47

January 2018

Official Bid Application TWG2025

Contents

11

Marks, Symbols and Designations

47

Domains47

QUESTIONNAIRE

47

City Authorities

47

The Undertaking

47

The Covenants

47

TWG 2025 Domains

47

Additional

47

5. FINANCE

49

GENERAL49

Introduction

49

Games Financial Arrangements

49

Games Budget

49

Games Budget Categories

50

LOC Revenues

50

LOC Expenditures

51

Transport

54

Other Budgets

56

Taxation

56

Cash Flow Projections

56

REQUIREMENTS

57

Agreement to Financial Arrangements

57

Financial Shortfall Guarantee

57

January 2018

Official Bid Application TWG2025

Contents

12Games Budget

57

Non-LOC Budget(s)57Taxation

57

Cash Flow Projections

57

QUESTIONNAIRE

58

Financial Conditions and Arrangements

58

Financial Shortfall Guarantees

58

Games Budget

58

Non-LOC Budget(s)58Taxation

58

Cash Flow

58

Additional

58

6. SPORTS & VENUES

60

GENERAL60

Introduction

60

Sports60

Venues68

REQUIREMENTS

69

Official Sports Program

69

Invitational Sports Program

69

Sports Experience

69

Venue List

70

Map of Venues

70

January 2018

Official Bid Application TWG2025

Contents

13

Venue Plans

70

Venue Use70

QUESTIONNAIRE

70Sports70

Venues71

7. CEREMONIES74

GENERAL74

Introduction

74

Opening Ceremony

74

Medal Ceremonies

74

Closing Ceremony

74

Other

75

REQUIREMENTS

75

Opening and Closing Ceremonies

75

Medal Ceremonies

75

Other

75

Opening and Closing Ceremonies

76

Medal Ceremonies

76

Other

76

Additional

76

8. ACCOMMODATION & CATERING

78

GENERAL

78

January 2018

Official Bid Application TWG2025

Contents

14

Introduction

78

Accommodation

78

Catering

79

REQUIREMENTS

79

Accommodation

79

Catering

80

QUESTIONNAIRE

80

Accommodations

80

Catering

80

Additional80

9. TRANSPORT

82

GENERAL82

Introduction

82

Scope, Costs and Duration

82

Transportation Scheduling

82

Vehicle Procurement

82

Arrivals

82

Departures

82

Ceremonies

82

REQUIREMENTS

82

Transport

82

QUESTIONNAIRE

82

Transport

82

January 2018

Official Bid Application TWG2025

Contents

15

Additional

83

10. SECURITY

85

GENERAL85

Introduction

85

Risk Assessment

85

Security Planning and Organization

85

REQUIREMENTS

85

Risk Assessment

85

Security Planning and Organization

85

Guarantees

85

QUESTIONNAIRE

86

Security

86

Additional

86

11. MEDICAL & HEALTH SERVICES

88

GENERAL88

Introduction

88

REQUIREMENTS

89

Provision of Medical and Health Services

89

QUESTIONNAIRE

89

Medical and Health Services

89

Additional

89

12. ANTI-DOPING

91

January 2018

Official Bid Application TWG2025

Contents

16

GENERAL91

Introduction

91

REQUIREMENTS

91

Anti-Doping Program of TWG 2025

91

QUESTIONNAIRE

92

Anti-Doping

92

Additional

92

13. MEDIA: BROADCAST & PRESS

94

GENERAL

94

Introduction

94

Games Host Broadcaster

94

Expertise

94

Press Operation – Facilities

94

Social Media95

REQUIREMENTS

95

Games Host Broadcaster

95

International Broadcast Centre

95

Collaboration with IWGA and its Media Distribution Partner

95

Main Media Centre

95

QUESTIONNAIRE

96

Broadcast

96

Press

96

Legal

96

January 2018

Official Bid Application TWG2025

Contents

17

Additional

96

14. COMMUNICATION & PROMOTION

98

GENERAL98

Introduction

98

Concepts

98

Communication Strategy/Plan

98

Corporate Identity

98

Designs

98

Joint Communicationand Promotion

99

REQUIREMENTS

99

Concepts

99

Strategy and Plans

99

Corporate Identity and Look of the Games

99

Designs

99

Joint Communication and Promotion

99

QUESTIONNAIRE

100

Existing Communicationand Promotion

100

Games Communicationand Promotion

100

Additional

100

15. MARKETING

102

GENERAL102

Introduction

102

January 2018

Official Bid Application TWG2025

Contents

18

Joint Marketing Program

102

Sponsorship Revenues

103

Ticketing Programme

103

Licensing103

Media Rights

104

REQUIREMENTS

104

General104

QUESTIONNAIRE

104

Marketing104

Additional

104

16. TECHNOLOGY

106

GENERAL

106

Introduction

106

Registration & Accreditation System

106

Timing, Scoring and Result Systems

106

Telecommunications

106

REQUIREMENTS

106

Technology

106

QUESTIONNAIRE

107

Technology

107

Additional

107

17. RISK MANAGEMENT & INSURANCE

109

January 2018

Official Bid Application TWG2025

Contents

19

GENERAL109

Introduction

109

Public/Product Liability Insurance

109

Professional Indemnity Insurance

109

Medical Insurance Cover109

Other Insurance

109

REQUIREMENTS

109

Risk Management Plans and Insurance Programs

109

QUESTIONNAIRE

110

Risk Management and Insurance

110

Additional

110

18. METEOROLOGY, ENVIRONMENT & SUSTAINABILITY

112

GENERAL

112

REQUIREMENTS

112

Meteorology

112

Environment

112

Sustainability

112

QUESTIONNAIRE

112

Meteorology

112

Environment

113

Sustainability

113

Additional

113

January 2018

Official Bid Application TWG2025

Contents

20

19. INSTRUCTIONS

115

BID APPLICATION PHASE

115

CANDIDATURE PHASE

116

ANNEXES

117

January 2018

21

January 2018

Official Bid Application TWG2025

General Information

GENERAL INFORMATION
THE WORLD GAMESORIGIN AND PURPOSE
A number of International Sports Federations (IFs) firstconsidered the option to provide their athletes with theopportunity to compete in elite multi-sport games of
their own in the 1970s. These IFs sought to popularize thesports under their governance further by improving theirprominence through excellent sporting achievements of
top-level athletes, by securing extensive international
exposure in the media for exploits of the athletes, and byconserving all the traditional values of sport.

THE ORGANIZATIONFounded in 1980, the International World Games
Association (IWGA) is a non-governmental and non-profit
international organization made up of 37 Member IFs.
The official language of the IWGA is English.
The IWGA is an associate member of GAISF, known as the
Global Association of International Sports Federations,and an organization recognized by the International
Olympic Committee (IOC) and in special relation with the
IOC according to the MoU signed in 2016.

THE OBJECTIVE
The objective of the IWGA is to stage a top-level and highprofile international multi-sport event, The World Games(TWG), at intervals of four years. With the program of TWG
based on the sports governed by the 37 IWGA MemberIFs, the popularity of the featured sports is developed
further – and IWGA as well as its Member IFs are able

THE CHARACTERISTICS
TWG are the pinnacle in the competition calendar for theworld’s best athletes in sports – or disciplines of sports– which are not currently on the program of the Gamesof the Olympiad. Recognizing that the multi-sport event
provides the athletes in these sports with the opportunity to compete at the highest level, to represent theircountries and to promote the Olympic ideals, the IOC
grants its patronage to TWG.

THE PRINCIPLES
In its Constitution and through its actions, the IWGA
explicitly upholds and promotes the principles andvalues that are defined in the Olympic Charter. The
commitment to fair play, the commitment to clean sportand others apply to TWG. The IWGA adopts the World
Anti-Doping Code and enforces its Anti-Doping Rules
in compliance with the norms and standards of theWorld Anti-Doping Agency (WADA). Consistent with thepractice of the Olympic Movement, it refers any conflictor dispute arising from TWG and/or its other activities tothe resolution through the Court of Arbitration in Sport.
The IWGA insists on the protection of the environment aswell as on the utmost respect for socio-cultural issues,
including all aspects of diversity and ethics in sports.

THE UNIQUE TRAITS
The concepts of viability and sustainability are held in
highest regard by the IWGA. Unlike for some of the othermulti-sport events, a Host City is not required to build
facilities or extend upon available infrastructure forthe sake of TWG. In fact, the Rules of The World Games
stipulate that the Games must be staged at existingvenues, or at venues that have been planned and built
regardless of the bid for TWG.

to secure additional resources and funding for continued

The composition of the Official Sports Program of TWG

promotion.

is consequently subject to the availability of suitable

22

January 2018

Official Bid Application TWG2025

General Information

venues and required infrastructure in the Host City.

Medal Ceremonies of TWG 2005 Duisburg, GER, with allHence, not every sport governed by an IWGA Member IF

athletes parading by nation, under their country’s flag,features necessarily in every edition of TWG.

and with the Medal Ceremonies and Tables reflecting the

For the past ten years the IWGA has kept the maximum

winners’ nationalities.

number of eligible Official Sports within manageable

As was intended and encouraged by the IOC President, thelimits through a moratorium on new membership.

significant change brought about the active involvement

On the other hand, and in order to accommodate local

of more National Olympic Committees (NOCs) in thecultural affinities and preferences, the IWGA allows

administration of the nationally representative delega-

the Host Cities to endorse a limited number of sports

tions to TWG.

(from the IWGA Member Federations that are not on
the program) of its choice to feature on the InvitationalSports Program.
For TWG 2025, the IWGA envisions again compact games
staged at appropriately sized venues, with an Official andInvitational Sports Program comprising a manageable
number of different events, and with particular emphasis
put on efforts to secure broad international exposure for

PARTNERS IN THE WORLD GAMESThe World Games are organized in a partnership between
the Host City and the IWGA. For this purpose, the twoparties conclude a Host City Organizer Agreement, whichclearly defines the roles and responsibilities of each party.
The IWGA is responsible for bringing the organization of
the Games, including ceremonies and competitions to

the featured sports.

the Host City, arranging – through its IFs – the partici-

EVOLUTION OF THE WORLD GAMES

most elite competitions in each sport of TWG.

TWG 2025 will be the Twelfth edition since the Games’

The Host City is responsible for the provision of accom-

inception in 1981. While the special character has beenmodation, meals and local transportation for thepreserved over three decades and ten editions, someparticipants. And it assumes the costs for the facilities,of the initial criteria have been updated and significant

equipment, staff, services – such as accreditation andamendments have been brought to the concept.

result systems, broadcasting and media services, doping

Following TWG 1997 Lahti, FIN, the IWGA strengthened
its cooperation with the IOC. It culminated in theappointment of Dr. Jacques Rogge, then a member of
IOC Executive Board, as an Official Observer to the IWGA
Executive Committee. Some of Dr. Rogge’s suggestions
for improvements to the existing concept were adopted
in time for TWG 2001 Akita, JPN. Others required changes
to the IWGA Constitution and to the Rules of The WorldGames.

pation of the world’s best athletes and for ensuring thecontrols – as well as the protocol of TWG. Both partners
are equally committed to ensure an optimal organization and delivery of TWG. Furthermore, the partners
acknowledge that their partnership could be expanded toinclude additional parties – such as patrons, institutionaland commercial sponsors, media partners and others –in order to attain their common objectives.

THE BID PROCESS FOR THE WORLD GAMESThe bid process for TWG is not only the first step for

The national representation of athletes and delegations

prospective hosts towards organizing a successful edition

in TWG, absent for 20 years, was the most fundamentalof TWG, it also provides the IWGA with the impartial andchange. It was first applied to the Opening, Closing andeffective structure to determine the best Host City and23

January 2018

Official Bid Application TWG2025

General Information

to select the partner best suited to organize and stage
the Games successfully. The determination process andthe procedure for awarding a respective edition of TWG
to a Candidate Host City consist of• The capture of comparable information, data andguarantees required to assess the initial feasibility of the bid project submitted by the candidates, and to thoroughly examine the candidates’
ability to meet the basic hosting requirements.
• The establishment and execution of a comprehensive and fair review and evaluation process.
• The pre-selection of the designated Candidate Host
Cities who met the basic hosting requirements.
• The exchange of views and the establishmentof dialogue between the stakeholders in TWG –Candidate Host Cities, IWGA and others – with theaim to improve the final version of the bid book.

TWG.
The IWGA Annual General Assembly ratifies the award of
TWG to a Host City.
The IWGA, through its Member International Sports
Federations and its Executive Officers, is responsible
for the technical delivery of the Games, using venues,
equipment and support personnel provided by the HostCity.

Candidate Host City
The bidding authority of a Candidate Host City is solely
responsible for all aspects of the bid application and for
all commitments entered into by it concerning the organization and the staging of the Games, and it shall assume
the entire financial responsibility for such organization.
The Host City Contract for TWG – covering all aspects oforganizing and staging the Games, and listing all obliga-• The site inspections (2-3 days) and the processtions and commitments of the partners – must be signedof conclusive review and evaluation of theby the authorized representatives of Host City and IWGA

final version of the bid by the IWGA Evaluation
Committee.
• The presentation of results and the negotiation of
the Host City Contract.
• The award of TWG to the Host City by the IWGA
Executive Committee.
• The ratification of the award through the IWGA
Annual General Assembly and the formalizationof the Host City Organizer Agreement.

ROLES AND RESPONSIBILITIES
IWGA

at the time of the city’s ratification as host of TWG.

BID PROCESS FOR THE WORLD GAMES2025
BID APPLICATIONIn January 2018, the IWGA made preliminary information
about TWG and about the bid process/procedure available
to all cities wishing to organize the Twelfth edition. The
IWGA circulates the Bid Application document to all thosecities that have expressed interest in submitting a bid
for hosting TWG 2025. The bid application and all related
documents will also be made available for downloadingfrom the IWGA website in January 2018.

The World Games are owned and governed by theInternational World Games Association.

THEMES

The IWGA Executive Committee selects the Host City for

The Bid Application document identifies 18 Themes.

24

January 2018

Official Bid Application TWG2025

General Information

Theme 1: Games Vision and Concept
Theme 2: Local Organizing Committee
Theme 3: Local and National Support

comprehensive information to each of the 18 themes.
This information is based on best practice standards andon the experiences gathered by organizers of previous
editions of TWG. Additional information is available fromother official IWGA documents and sources. In preparing

Theme 4: Legal Aspects

their files for the first phase of the bid process, applicant

Theme 5: Financedocuments listed below.

Theme 6: Sports and Venues
Theme 7: Ceremonies
Theme 8: Accommodation and Catering
Theme 9: Transport
Theme 10: Security
Theme 11: Medical and Health Services
Theme 12: Anti-Doping
Theme 13: Media (Broadcast and Press)
Theme 14: Communication and Promotion
Theme 15: Marketing
Theme 16: Technology
Theme 17: Risk Management and Insurance
Theme 18: Meteorology, Environment and Sustainability
Between them, the themes cover all elements that need
to be considered in the organization and delivery of TWG
2025. Addressing each of these themes in the context
of its specific situation, an applicant host city arrives atwhat will serve as the first blueprint for organizing TWG

host cities should also refer to the publications and• The IWGA Constitution establishes in conjunction
with the Regulations the overall objects, fundamental principles, functions, roles, policies andprocedures of the IWGA.
• The Rules of TWG govern all aspects of organizing andstaging TWG; they define the roles and responsibilities of the IWGA and the Host City in the partnershipentered into for the purpose of organizing and staging
TWG.
• The

Memorandumof

UnderstandingIOC–

IWGA defines the cooperation between the twoorganizations.
• The

document“Preliminary

Informationfor

Candidate Host Cities” provides prospective bidders
with background information on TWG in general, thelast and the upcoming edition, and on the bid process
for TWG 2025.
• IWGA Manuals providing guidance and directives tothe applicant host cities in various areas mentioned
under the corresponding themes.
• The IWGA website and particularly the site’s section
dedicated to the bid process for TWG 2025 are theonline source for information related to the IWGA,
TWG and the bid process.

2025 and as a valid bid project.

REQUIREMENTS

INFORMATIONThe IWGA lists – per theme – the requirements which the

In this Bid Application document the IWGA provides

to ensure that TWG 2025 are staged in a dignified manner

25

January 2018

applicant host cities must be able to meet and fulfill in orderOfficial Bid Application TWG2025

General Informationand that all objectives of the stakeholders in the event canbe attained.

• The bid application requires the applicant hostcity to provide a number of guarantees from itself

These requirements range from conceptual frameworks
to formal commitments and contracts with, or guarantees
from, third parties.

and third parties. These are specified clearly in thequestions in order to provide a reference list.
• All

representations,statements

and

other

commitments contained in the bid application,

QUESTIONNAIRES

and in other correspondence and documents

Questionnaires for the themes are the mainstay of therespective applicant host city is selected to hostbid application. The applicants are requested to complete
each questionnaire, providing clear and concise information to the extent that is appropriate for the firstphase of the bid process. The determination of the bid
project’s initial feasibility is based on the review of therelated to the bid, are binding in the event that the
TWG 2025 and will be included as internal part of
the Organizer Agreement.
• The bid application must be submitted inelectronic format by 31 July 2018. The electronicquestionnaires.

submissions should include a separate MS WordRESPONSE FORMATS

the bid application (Themes 1 to 18). Any attach-

The structures of the bid application and of the entire bid

should be provided as PDF files. Where templates

and PDF file of the responses for each theme inprocess have been thoroughly reviewed by the IWGA. The
aim of the format of responses is to save an applicant
host city unnecessary work, effort and expense, and also
to ensure that the information provided to the IWGA
can be easily and objectively analyzed and represented.
Therefore,are provided in the annexes to this Bid Application
document, an applicant is expected to make useof them.
• An applicant must provide three (3) hard copies of
the complete Bid Application, including all attachments, to the IWGA Headquarters by 31 July 2018.

• Responses must follow the questions specified
in the questionnaires of the bid application. The
questions provide a basis for technical analysisof the bid, and they cover all critical elements forassessing the concepts and technical elements
critical to the success of TWG 2025.
• Facts must be presented as clearly and concisely
as possible. Each theme also allows for additional
information to be provided outside the specificareas covered in the questions.

• All responses, additional information and othercorrespondence submitted to the IWGA must be
in English.

IWGA SYMBOL, EMBLEMS AND DESIGNATION
OF TWG 2025
Applicant host cities may be granted the right to use the
IWGA symbol and all other emblems – such as pictograms – in conjunction with their bid applications. Usageof these emblems for non-commercial promotional• The numbering for each question in the question-

purposes requires the prior approval of the IWGA andnaires has been made specific to the respective

the clear identification of the city as an "Applicant Hosttheme.

City for TWG 2025” or – if shortlisted – as a “CandidateThissimplifies

thereferencing

responses in the bid analysis process.

26

ments such as guarantees, pictures, plans, etc.

January 2018

of

Host City for TWG 2025” in all publications where theOfficial Bid Application TWG2025

General Information

IWGA emblems are reproduced. The emblems may only
be used until the IWGA executive awards TWG 2025, at
which time all distribution and use must cease.
The event shall only be designated as “The Twelfth (12th)
World Games 2025 name of the Candidate Host City”or, as an acronym, “TWG 2025 name of the Candidate
Host City”. No other designations and no deviations
from the official designation – other than the omissionof “Twelfth”/”12th” – or abbreviations are acceptable.

TERMS AND CONDITIONS OF THE BIDDING
FOR TWG 2025
In submitting its bid application, the applicant host city
accepts, and agrees to be bound by, the terms set forthin the IWGA Governing Documents and other relevant
manuals or documents – such as this Bid Application
document – and to refer any conflict or dispute arisingfrom the bid process to the Court of Arbitration for Sport(CAS) in Lausanne, Switzerland for resolution.
Furthermore, the applicant host city acknowledges –by submitting its bid application with the authorized
signatures affixed to the documents “Undertaking” and“Covenant” (Theme 5, Legal Aspects) – that the IWGA
retains the rights to all intellectual property developed
throughout the bid process for TWG 2025. This includes
all data, documents and information provided by the
IWGA and the bidders, including the bid application
documents and the completed responses.
All applicant host cities are bound to maintain theappropriate levels of confidentiality throughout the bid
process. However, the IWGA encourages an open andconstructive relationship between it and the bidders,inviting the latter to request further information or any
clarification on the bid process as it is described in this
Bid Application document.
For reasons of keeping the bid process as transparent
as possible, the IWGA will respond to specific requests

27

January 2018

for information and/or clarification with circular lettersto all bidders unless strictly specific to the bidder raising.
In such circular responses, the origin of the question will
not be disclosed.
All inquiries and other requests should be addressed to
the IWGA Chief Executive Officer, Mr. Joachim Gossow(office address: Av. de la Gare 12 ∙ CH-1003 Lausanne ∙SWITZERLAND ∙ TEL: +41 21 601 03 21 ∙ MOB: +49 175
581 14 92 ∙ ceo@theworldgames.org).

BID FEE
The IWGA requires the payment of a bid fee of 100.000
CHF (one hundred thousand Swiss Francs) from each of
the cities applying to stage TWG. It is due at the time ofsubmitting the bid application – deadline for that being
31 July 2018 – to the IWGA. A bid application will beassessed by the IWGA once the bid fee is received (bankinformation will be forwarded on request).
The IWGA will select from the applicant host cities theshort-list of the Candidate Host Cities. Applicant hostcities not selected for the short-list will have 80% of thebid fee refunded. The Candidate Host Cities that are notselected as the Host City for TWG 2025 will have 50% of
the bid fee refunded. The bid fee of the Host City – i.e. theCandidate Host City that is awarded TWG 2025 – is notrefundable.

Official Bid Application TWG2025

General Information

TIMELINE
2018
Jan, 15 		

Release and distribution of the Bid Application Document and Questionnaire to prospective 					bidders that have notified IWGA of their intention to bid for TWG 2025

Jul, 31 		

Deadline for submission of the Bid Application Questionnaires by applicant host cities

Aug - Sep

Study of submitted responses, follow-up with applicant host cities, selection of the Candidate 				

Host Cities for TWG 2025

Sep - OctIWGA Bid Evaluation Commission’s visits to the Candidate Host Cities, on-site inspections of 				

facilities, hotels, etc. and discussion of the finalized bid files

Nov 		

Evaluation of the commission’s reports on the visits, study of the finalized bid files and 					presentation of conclusions/results to the IWGA Executive Committee

2019
Jan 		

Presentation of the final Candidate Cities and announcement of the Host City for TWG 2025

Jan - Mar

Final negotiation of the Host City Contract between the IWGA and Host City representatives

Mar - Apr

Ratification of the award of TWG 2025 Host City by the 2019 IWGA General Assembly and 					signing of the Host City Contract

28

January 2018

29

January 2018

Official Bid Application TWG2025

Vision & Concept

1. VISION & CONCEPTthe Opening Ceremony or the Closing Ceremony. The

GENERALof their sport.

INTRODUCTION

LOCATIONS/VENUES

Hosting the Twelfth edition of TWG in 2025 is a major

The Host City provides the sites, locations and venues

undertaking. The parties involved in the Games’ organization and delivery must have an appropriate andcompatible motivation that can justify the efforts andexpenditure required to take on such a project – and tobring it to a successful conclusion. It is this motivation
which will serve to shape the planning, to set goals forthe hosting and to define the legacy of TWG 2025.
The IWGA states its principal motivation – the promotionof the sports governed by its Member IFs through TWG –in this and other documents. The applicant host city, too,must declare its motivation and describe the visions it
holds for hosting TWG in 2025. Knowing how TWG 2025
fit in with the development goals and long-term planningof the applicant host city allows the IWGA to assess all
merits of the bid project. And it serves as a solid basis fora well-functioning partnership between the IWGA andthe Host City.
From the applicant host city’s motivation and vision
derives the overall concept for TWG. This outlines theschedules, locations, venues, programs and initiatives
associated with TWG.

DATES AND DURATIONTWG extend over eleven days, generally during the period
from July through August. The Opening Ceremony isperiod of their stay depends on the competition schedule

for all competitions and for training. They are critical to
the success of TWG. The competition venues – including
all operational elements – must be in line with thecommitment to stage world-class competitions inall sports. Each venue must provide an extraordinary
experience for athletes and comfort for spectators.
The Host City provides accommodation for all participants of TWG 2025 – the athletes, officials and invited
guests – in appropriate lodgings. Provisions also need
to be made for media accommodations. A compact
layout of locations, where accommodations are withinwalking distance from sports venues, is desirable. Failingthat, a transportation infrastructure must connect thelocations.
The Host City provides the venues for the Opening andClosing Ceremonies. It selects these venues considering
above all the seating capacity and location. Selecting alocation other than a sports venue is an option if otheroutdoor venues exist and provide an even more appropriate setting for the ceremonies.
The Host City provides the venues for the media andbroadcast centre and the facilities required for all games
services.

PROGRAMS, INITIATIVES AND EVENTS

scheduled for a Thursday evening, the first day, whilst

Aside from the Official and the Invitational Sports Program,the Closing Ceremony takes place on the second Sunday

the Host City needs to associate additional programsnight, the final day. Competitions in the sports arewith TWG in order to enhance the appeal of the Games, tostaged over ten days, from Friday morning (day two), tobroaden their scope and to maximize their positive impact

the second Sunday afternoon/evening (final day).

and legacy.

Athletes and officials should be able to take part in either

Associated programs and initiatives range from civic

30

January 2018

Official Bid Application TWG2025

Vision & Concept

mobilization, educational, cultural and promotional initiatives – implemented prior to TWG – to specific projects
undertaken while the Games are in progress. Prominent
among the latter are:
The World Games Plaza: a central meeting point for citizens,
visitors and participants to socialize and take in the Games
atmosphere in a spirit of international solidarity and cultural
exchange.
The World Games Party: a social event, scheduled midway
through TWG (Tuesday or Wednesday evening), which
focuses on the athletes, providing them with the opportunity to meet and socialize with their colleagues fromother sports. This event is of particular importance if theathletes are not lodged together on a campus or in a games
village.

REQUIREMENTS
MOTIVATION
A good understanding of how the Host City could derive
specific benefits from hosting TWG 2025 is the basis: themotivation. These benefits should, in one way or another,
offset the many commitments and obligations required toorganize and stage TWG 2025. The Host City’s motivationmust be fully compatible with the principal aims of the IWGA
and the purpose of TWG. IWGA also needs to be convincedthat the local population is motivated to host the Games.

VISION
From the motivation evolves a general vision of how thecity goes about planning, preparing and delivering TWG
2025.

CONCEPT“Concept” under this theme refers to the general concept– the “… when, where, how and why?” – establishingwhat will be the distinguishing features of TWG 2025

31

January 2018

held in the Host City. The concept must guarantee thatTWG 2025 are staged in the most dignified manner, as
an independent event and not in connection with anyother international or national enterprise or event in ornear the Host City, such as fairs, exhibitions or sporting
competitions.
Note: Nearly all points that are addressed in the “Vision
and Concept” questionnaire are taken up again in theother questionnaires, under each separate theme.
In-depth information should be provided there, and only
summaries are required in this questionnaire to Theme 1“Vision and Concept.”

Official Bid Application TWG2025

Vision & Concept

QUESTIONNAIRE
MOTIVATION
VC 1 What is the applicant city’s principal motivation for
hosting TWG 2025?
VC 2 List the specific goals – benchmark targets andlegacy goals – the Host City pursues through the hostingof TWG 2025.
VC 3 Outline how the IWGA can help the Host City inachieving these targets and goals.
VC 4 Outline the impact of these goals on planning andoperations.

VISIONVC 5 Describe the vision the Host City holds for organizing and staging TWG 2025.
VC 6 How will the Host City ensure that its vision will
be integrated into all elements of the Games, including
sports, ceremonies, cultural and educational programs
as well as other initiatives associated with TWG 2025?
VC 7 Explain how this vision fits into the long-termplanning strategy of the Host City.

CONCEPT
VC 8 Confirm the dates the Host City proposes for TWG
2025 and specify the reasons for selecting them.
VC 9 Confirm that no other major events – of whatever
kind – will be held in or near the Host City during TWG
2025 or less than one month beforehand.
VC 9 Provide a map (Map A: no larger than A 3 – folded
or double page – with the graphic scale indicated) of
the Host City on which the locations and the venues of
TWG 2025 are superimposed, providing a visual overview

32

January 2018of the project for TWG 2025. Map A should include thefollowing:
Competition
venues;
Venuesforceremonies;
Accommodation (hotels, campus, other) for athletes,
officials, guests and media personnel; Main media andbroadcast centre; Hotels for visitors; Locations andvenues for associated programs and initiatives; Maintransportation infrastructure (incl. airport, train and bus
stations, etc.).
VC 10 Give the rationale behind the choice of locationsand venues for sports, ceremonies, games services plus
other programs and initiatives associated with TWG
2025.
VC 11 Briefly describe the Host City’s strategies forceremonies; the World Games Plaza/Party; community
mobilization programs; and educational, cultural andpromotional initiatives.

ADDITIONAL
VC 12 Provide any additional information the Host City
considers relevant in the context of motivation, visionand concept.

33

January 2018

Official Bid Application TWG2025

LOC

2. LOCAL ORGANIZING COMMITTEE(LOC)

The LOC could be constituted as a special purpose

GENERALor organizations involved in the hosting of the Games –INTRODUCTION

planning, preparing and delivering TWG 2025.

The IWGA awards TWG 2025 to the Host City with which it

In any case, the full LOC should be constituted no later

concludes the Host City Organizer Agreement. The Host
City Organizer Agreement covers all aspects relating tothe organization and delivery of TWG 2025, defining theduties and responsibilities of both signatories. Upon
the award and its formalization, the Host City sets up
the Local Organizing Committee (LOC), tasking the LOC
under an official mandate with the duties and responsibilities of planning, preparing and delivering TWG
2025 in partnership with the IWGA. For this purpose,the Host City develops the appropriate governance andorganizational structures for the LOC and appoints the
key officers. Even if the LOC is an independent body, itsorganizational structure should involve the stakeholders
who assume key roles in delivering TWG 2025. All thecompany, a joint venture between the Host City andother parties – such as regional, national authorities and/or as another legal entity which can be entrusted withthan March 2020. Prior to appointing the LOC Chief
Executive Officer (CEO) and his or her deputy, the Host
City must consult with the IWGA, providing the qualifications and the curriculum of the persons under consideration for the position. The CEO appoints – with theapproval of the Host City and other relevant authorities– additional officers with the required qualifications andexperience in the area to which they are assigned. Key
officers in the LOC are the sports director and the director
in charge of communication and media. They should also
be appointed by March 2020. IWGA will ensure that the2021 Birmingham organizers invite the principal officersof the LOC as observers to meetings and The WorldGames, so that they can gain invaluable insights.

local, regional and national governmental and sporting

To best prepare for the establishment of the LOC, theauthorities should be included in this structure, because

applicant host cities should start planning from theof the important role they play in investment, support

earliest bid stages. Consideration should be given to theservices and facilities.

persons who may be part of the LOC in the event thatIn the execution of its task, the LOC establishes thepermanent office – with adequate space and equipment– and employs staff according to the workload in therespective stages of project preparation and execution.

the city is selected to host TWG 2025. For two reasons: toguarantee the best possible cooperation between Host
City – together with other authorities/organizations
involved in the candidature – and the LOC, and to ensure
continuity between the bidding stage and the start ofthe project execution. The applicant host cities should

LOC

consider the establishment of a transitional team, for

The LOC must be able to manage TWG 2025 in a professional manner, reflecting the world-class status of theGames and maximizing the public and media awarenessassociated with them. The LOC must also be able toensure that all communication and the delivery of

the time between the award of TWG 2025 and the establishment of the LOC, as this will also help continuity andallow for planning work to continue without interruption.

LOC MISSION

the Games are conducted in English in addition to the

The Host City must grant the necessary powers and thelanguage of the host country.

authority to the LOC, enabling it to execute the relevant

34

January 2018

Official Bid Application TWG2025

LOC

planning and operational duties that are assigned to the
Host City in the Host City Organizer Agreement.
The Host City, as the signatory to the agreement with
the IWGA, remains legally and financially responsible forthe fulfillment of the Host City Organizer Agreement,
including all those duties it has mandated the LOC tocarry out.

LOC STRUCTURE
In addition to the overall governance structure, where
the LOC is linked to the Host City and other stakeholders
involved in TWG 2025, bidders should give also earlyconsideration to how their organization should be structured. The LOC assumes duties and responsibilities in awide range of areas. The following sample organizational
chart identifies the key divisions and division managers.
Further subdivisions will likely be required; duties andtasks could be assigned somewhat differently.

ORGANIZATIONAL CHART (SAMPLE)
CHIEF EXECUTIVE
Director

Director

Director

Director

Director

Director

Administration

SportsServices

MarketingCommunication andMedia

AssociatedPrograms

Finance

ProgramAccommodation

Sponsorship

Host BroadcasterCommunity
Mobilization

TenderFacilities

Transport

Sponsorship
Support

Image and Identity

Educational
Programs

IT

Equipment

Meals

Merchandising

Publications

Cultural Programs

Human Resources

MedicalSecurity

Advertising,Media Planning

Promotion

Protocol

Accreditation

Anti-Doping

Sales Promotion

Public Relations

Opening Ceremony

Result Service

Competition
Managers

TicketingMedia Relations

Closing Ceremony

Visas

Medal Ceremonies

Media and Broadcast Centres

The World Games
Plaza, Party

35

January 2018

Official Bid Application TWG2025

LOC

LOC OFFICE
Among the first duties of the LOC is the establishment

in the execution of the Games. Their early recruitment,
motivation and training are crucial to the success of TWG.

of the permanent and fulltime LOC Office. The LOC

The most recent editions of TWG deployed 3,000 (2005

Office must start operations – with a skeleton staff,

Duisburg), 5,000 (2009 Kaohsiung), 4,500 (2013 Cali) andlimited infrastructure, state-of-the-art information

2,500 (2017 Wroclaw) volunteers in a variety of capacities.

and communication technology – no later than January
2021. As the workload increases in subsequent stagesof organization, the scale and scope of operations will be
adjusted continuously.

COORDINATION COMMITTEEThe Coordination Committee (CoCom) is the body thatcoordinates the planning and provides the interface forcommunication between the IWGA and the LOC on all
matters related to the organization of TWG 2025. It is
made up of an equal number of IWGA board members
and LOC members/staffers. The IWGA President is thechairman of the CoCom, which meets at least twice percalendar year in the Host City in order to assess the
progress achieved by the LOC in the preparation of theGames.
During the early stages of planning, the primary task of
the CoCom is the finalizing of the Official and InvitationalSports Program for TWG 2025. In subsequent stages the
CoCom puts its emphasis on all areas requiring coordi-

CONSULTANTS AND CONTRACTORS
Project-related consultants/advisers to be contracted
for the planning of TWG 2025 should also be identified
early on.
The outsourcing of specific services to providers qualified
and able to offer them competitively is another importantelement in the preliminary human resource planning.

REQUIREMENTS
HOST CITY ORGANIZER AGREEMENTThe Host City Organizer Agreement is entered into by
the IWGA and the Host City upon award of TWG 2025.
It defines the relationship, roles and responsibilities
among the IWGA, the Host City and other stakeholders
in TWG 2025, such as regional or national authorities andorganizations as well as partners of the Host City andthe IWGA. It outlines all legal, commercial, organizational,

nation between the IWGA and the LOC.

financial and reporting obligations, and it establishes the

All CoCom meetings are minuted by LOC. An action

regard to these obligations. Together with the IWGA

list is established and updated at every meeting. The

Governing Documents it governs all aspects of how TWG

minutes and the action list will then be circulated to the2025 must be organized and conducted in fulfillment ofmembers of the CoCom for comments and approval.

these obligations.

primary financial and operational responsibilities with

Once agreement on accuracy is confirmed by the LOC
and the IWGA, both parties sign the minutes.

VOLUNTEERSLOCAL ORGANIZING COMMITTEE
The Host City is required to plan for the establishment
and empowerment of the LOC – as the latter is the body

Apart from the professional staff of the LOC, due consid-

responsible for organizing and delivering TWG 2025.

eration must also be given to the incorporation of volun-

To best prepare for the establishment of the LOC, it isteers in the different stages of preparation and, above all,essential that the necessary planning be completed

36

January 2018

Official Bid Application TWG2025

LOC

during the candidature phase. At the time of concluding

between the IWGA Executive Committee (5) and thethe Host City Organizer Agreement preliminary agree-

top-echelon management – as well as the parties inments should be in place between all parties involved incharge of oversight – of the LOC (5). Additional persons

the TWG 2025. They outline the roles, responsibilities andmay be invited by IWGA and/or LOC to attend specificfinancial obligations of each party prior to the signing of

meetings. The invitations are subject to the prior

the Host City Organizer Agreement.

approval of both parties.

The applicant host cities are required to describe the

The CoCom and its meetings are chaired by the IWGA

legal status as well as the governance and organiza-

President. Decisions taken by CoCom are binding

tional structure of the LOC in their bid project. They must

whether taken at CoCom meetings or otherwise.

define their concepts and policies for the establishment,
empowerment and supervision of the LOC, and theyshould be able to establish the scale and scope of LOC
operations in the different stages of planning, organizing
and executing TWG 2025.
Bidders must give early consideration to the appointmentof key officers. The LOC CEO and the directors of certain
divisions must be appointed in time for them to takepart in the Observers’ Program of The World Games 2021
Birmingham.

VOLUNTEERS
Appropriate programs for the involvement of volunteers in many pre-Games and Games-time activitiesof the LOC need to be developed. The first concepts
for recruitment, orientation, training and scheduling ofvolunteers involved in pre-Games activities of the LOC
and in the delivery of the Games should be included in
the bid application.

HUMAN RESOURCE PLANNINGLOC OFFICEIn the evolutionary life cycle of the LOC various stages

A permanent LOC Office with at least one full-timemust be considered and the staff/workforce must

employee must be established and operational fromJanuary 2021. The mission of the LOC Office is to provide
all members of the LOC staff with the operational
synergies and the infrastructure required to perform all
duties assigned to them, and to serve as the primary andbe adapted to the requirements of each stage. The
evolution commences with core teams planning for TWG
2025, culminates in the deployment of the workforce forGames-time operations and ends – after key staff have
performed all assigned reporting duties – with the disso-

central point of contact for TWG 2025 in general.

lution of the LOC. Aside from permanent or temporary

COORDINATION COMMITTEEin the various stages of the LOC life. Their appointment

staff, consultants and contractors may assume key roles
should be considered in the bid project too.

From the initial stages of planning and preparing TWG
2025, the LOC commits to coordinate all relevant aspectsof its work with the IWGA. It also agrees to periodically monitor the progress – and audit the milestonecompliance – in its work jointly with the IWGA. For thisQUESTIONNAIRE
HOST CITY CONTRACT

purpose, the IWGA and the LOC establish the CoCom.

LO 1 Designate and describe any party – other than the

The CoCom consists of up to 10 members, divided equallyorganization and execution of TWG 2025 would need to37

January 2018

Host City itself – whose role and involvement in theOfficial Bid Application TWG2025

LOC

be addressed in the Host City Organizer Agreement. Suchproviding a reasonably detailed organizational chart andparties could be local, regional or national authorities andspecifying key linkages to external entities.

project-related partners of the Host City.

LO 11 Outline the roles and responsibilities of key LOC

LO 2 Describe the role and the involvement of each such

personnel in the organization and the hosting of TWG

party in the organization and execution of TWG 2025.

2025.

LO 3 If selected as the Host City for TWG 2025, what

LO 12 Confirm that the LOC, in the performance of its

party – other than the Host City itself – would need to
be involved in the negotiation of the Host City Organizer
Agreement?

LOCAL ORGANIZING COMMITTEE
LO 4 Briefly describe the nature and the governancestructure of the LOC which the Host City would mandate
to plan, prepare and deliver TWG 2025.
LO 5 Designate and describe the different entities represented on the LOC, including all public authorities andproject-related partners of the Host City.
LO 6 Describe the timeline for the establishment of theLOC, from the award of TWG 2025 to the start of LOC
operations.
LO 7 If a special purpose company, joint venture or any
other form of corporation – involving public authorities,
statutory organizations and project-related partners –is proposed as the LOC, provide details of the proposed
governance structure.
LO 8 Would the proposed structure require any transfer
to other parties of the responsibilities assigned by the
IWGA to the Host City? If so, what is required to be transferred? How would this be managed and legally reflected?
How is the fulfilment of such responsibilities guaranteed
after the transfer?
LO 9 Provide the mission statement and task list for the
LOC.

IWGA through the Coordination Committee, the bodywhich it forms together with members of the IWGA
Executive Committee. Confirm that it will be this bodywhich assesses the milestone compliance by the LOC.
LO 13 Confirm that the LOC Office will be operational fromJanuary 2021.

VOLUNTEERS
LO 14 Outline the role that volunteers play in the organization and in the hosting of TWG 2025.
LO 15 Outline the Host City’s concept and plan for the
recruitment, motivation, training and scheduling of volunteers in pre-Games and Games-time activities of the LOC.

HUMAN RESOURCE PLANNING
LO 16 Describe the Host City’s preliminary plans for the
recruitment of fulltime/temporary LOC staff.
LO 17 Outline the Host City’s preliminary plans for thecontracting of consultants for the planning and/or for theoutsourcing of specific services at different operational
stages.

ADDITIONAL
LO 18 Provide any additional information the applicant
host city considers relevant in the context of the establishment and empowerment of the Local Organizing

LO 10 Outline the organizational structure of the LOC,

38

tasks and duties, will coordinate, at all times, with theJanuary 2018

Committee.

39

January 2018

Official Bid Application TWG2025

Local & National Support

3. LOCAL & NATIONAL SUPPORTThe public authorities at the local level are assumed to

GENERAL

guarantee, therefore, that the Host City is able to fulfill

INTRODUCTION

Organizer Agreement, that the Host City will comply with

Even though TWG 2025 will be awarded to a single Hostthe veracity of any and all information provided to theCity, it is understood that formal sanction and crucial
support of other entities are required in order for the city
to be able to stage them. The jurisdiction, responsibilities
and prerogatives of national, regional and local publicauthorities and of statutory bodies governing sports in
the host country affect the organization and the delivery

be the driving force behind the bid project. They have toall obligations which are stipulated in the Host City
the IWGA Governing Documents, and they must confirm
IWGA in the bid and other documents. Generally, suchguarantees need to be ratified by the executive and/or
the legislative branches of the local government.
At the very least, the national public authorities are
required to guarantee free and non-discriminatory accessof TWG 2025.

to – and free movement around – the host country for all

Without all of these authorities and bodies affirming

basis of a passport, with or without entry visa.

their sanction of – and their support to – the project ofhosting TWG 2025, starting with an endorsement of the
Host City’s bid project, it is impossible to stage them.
Extensive project support by the national, regional
and local population is equally important and must be
ascertained from the very outset to ensure the Games’
success.
Under this theme, the IWGA seeks to evaluate whether
the applicant host cities have been able to secure theformal sanction and appropriate levels of project support
from public authorities and sports governing bodies in thehost country. For a city to be eligible as Candidate Host
City, guarantees – financial or other – from all national,
regional and local authorities and bodies involved in thestaging of TWG 2025 must be obtained.
In order to ensure that the IWGA can properly assess theinformation provided by the applicant host city under
this theme, the bid project must include an outline of
the country’s legal framework and governance structurewith regards to sports and other areas relevant to thehosting of TWG 2025.

PUBLIC AUTHORITIES
40

January 2018

persons accredited for participation in TWG 2025 on the

National regulations, too, apply for the import and exportof equipment as well as products required by accredited
persons. These include – without limitation – sports
equipment, broadcasting, photographic and related
equipment, telecommunications equipment, medical
equipment, medicines, etc. Terms and conditions, which
national public authorities levy for their importation andexportation at the time of TWG 2025, must be definedand guaranteed.
The jurisdiction of national authorities in other areas– such as the anti-doping legislation, taxation, etc. – isbound to affect the staging of TWG 2025 too. However,and even more importantly, the Games’ global scope andtheir magnitude will require the national public authorities to commit to far more than just an endorsement andcertain covenants. For any Host City to be able to realize
its plans and deliver TWG 2025 in a dignified manner – asa world-class event – collaboration between it and publicauthorities at other levels will be a prerequisite.

SPORTING AUTHORITIES
While parliaments, ministries and/or other governmentlevel agencies establish the overriding policies for sports

Official Bid Application TWG2025

Local & National Support

at the national level, sports also fall under the authority
of dedicated statutory bodies. National sports confederations, federations and associations are empowered– generally by law – to exercise their authority and to
govern one or more sports with a certain autonomy.

NATIONAL OLYMPIC COMMITTEEThe International Olympic Committee encourages
all National Olympic Committees to assume the role
outlined in the Olympic Charter Paragraph 28, Articles 2
and 3, and to sanction the participation of the nationaldelegations in the multi-sport games held under its
patronage.

it assumes by concluding the Host City Organizer
Agreement with the IWGA

NATIONAL PUBLIC AUTHORITIES• Endorsement of the bid project• Covenant from the relevant public authority
guaranteeing free access to and free movement
around the host country for all participants
accredited for TWG 2025
• Covenants that guarantee the terms and conditions levied for the importation and exportation ofequipment and products at the time of TWG 2025

The involvement of the respective host country’s NOC in
the organization and delivery of TWG 2001 through TWG
2017 was decisive to their success. For TWG 2021, too,
the American Olympic Committee has assumed an activerole in the preparations, collaborating closely with the
Birmingham Organizing Committee.

SPORTING AUTHORITIESAn applicant host city is required to obtain formal
sanction and support for TWG 2025 from all relevant
sporting authorities and the NOC before it can becomea Candidate City.

NATIONAL OLYMPIC COMMITTEEPUBLIC SUPPORT
Additionally, the project of hosting TWG 2025 will need
acceptance and support among the population at
local, regional and national levels. Bidding cities will be
required to provide evidence that general public opinion
is favorable towards the project.

• Endorsement of the bid application• Pledge to support the applicant host city in theplanning, preparing and executing of TWG 2025 in
all matters concerning sports• Endorsement of the bid application• Pledge to support the applicant host city inplanning, preparing and executing TWG 2025
according to the mission and role of the NOC (asoutlined in the Olympic Charter, Paragraph 28,
Articles 2 and 3)

POPULAR ACCEPTANCE AND SUPPORT• Popular endorsement of the bid application

REQUIREMENTS

QUESTIONNAIRE

LOCAL/REGIONAL PUBLIC AUTHORITIESPUBLIC AUTHORITIES• Formal sanction and guaranteed support tothe project of hosting TWG 2025, allowing theapplicant host city to live up to all commitments

41

January 2018

LN 1 Describe the role that local, regional and national
public authorities will play in the support, preparationand hosting of TWG 2025. In addition to an outline of theOfficial Bid Application TWG2025

Local & National Supportrole of each authority, provide a description of the coordination between these bodies and the LOC and any othervehicle established to host the Games. In the case of thelocal public authorities specify in detail the confirmed

for and governed in the host country.
LN 8 Describe the role the national (regional, local)
sporting authorities will play in the support, preparationlevels of support from each authority.

and staging of TWG 2025.

LN 2 Provide any written guarantees obtained from the

LN 9 Provide any written guarantees obtained from thespecified local, regional and national public authorities
regarding their support and commitment – financial orother – towards the Games.
LN 3 List all relevant public elections scheduled in thehost country up until 2026 and indicate whether theoutcome of such elections could have any impact on thespecified sporting authorities regarding their support
and commitment towards the Games.

NATIONAL OLYMPIC COMMITTEE
LN 10 Describe the role the NOC will play in the support,
preparation and staging of TWG 2025 pursuant to its

preparation or staging of the Games.

mission and role.

LN 4 Describe the regulations in force in the host

LN 11 List any members of the NOC – and of the IOC –country regarding immigration and entry visas. Provide
a statement on the conditions imposed by the publicauthority responsible for immigration and entry visas toall Games accredited people.
LN 5 Specify any regulations concerning the import ofproducts, equipment, etc. required by Games accredited
people (athletes, team officials, media, etc). Provide astatement on the conditions imposed by the publicauthority responsible for the importation and exportation of these products, especially in relation to theduties or other taxes that may apply at the time of TWG
2025.

who will likely assume a role in the LOC.
LN 12 Provide an endorsement of the bid project for TWG
2025 by the NOC.

POPULAR ACCEPTANCE AND SUPPORTLN 13 Provide any evidence of the acceptance and supportof the local (regional, national) population towards the
project of hosting TWG 2025.
• Opinion polls – provide details of specific polls
carried out (dates, sample size, questions asked)

LN 6 Identify all potential obstacles arising from national
or international obligations binding the host country(e.g. national law, international treaties, European
Community rules and requirements) that may conflictwith the obligations of the Host City pursuant to the
Host City Organizer Agreement, the IWGA Constitution
and the Rules of The World Games, including obligationsof commercial, financial, fiscal or legal nature.

SPORTING AUTHORITIESLN 7 Provide a general overview of how sport is legislated

42

who are involved in the preparation of the bid project andJanuary 2018

• Statements by citizens• Track record (popular support to similar projects
in the past)• TWG 2025 pre-bidding awareness campaigns –provide details

ADDITIONAL
LN 14 Provide any additional information the applicant
host city considers relevant in the context of local andnational support to TWG 2025.

43January 2018

Official Bid Application TWG2025

Legal Aspects

4. LEGAL ASPECTS

IWGA as a condition of the validity of the award if the

GENERAL

Organizer Agreement being referred to herein as the

INTRODUCTION

sign the Host City Organizer Agreement without reserve

Theme 4 seeks to establish whether an applicant hostcity is selected for the organization of TWG 2025 (such“Host City Organizer Agreement”) and are prepared toor amendment.

city and the other public authorities at all levels under-

2. In consequence thereof, the city and the other publicstand and act in conformity with the IWGA Governing

authorities declare that – during the period of the candi-

Documents as well as the Host City Organizer Agreement.

dature of the city – they will refrain from becoming a

Theme 4 also addresses the issues of “The World Games[Host City] 2025” mark and symbol protection.

CITY AUTHORITIESA declaration from city authorities confirming that thepersons submitting the bid project are empowered torepresent the applicant host city is required. The names
and/or titles of persons who will – prior to the award of
TWG 2025 to a Host City – have the authority to negotiate
and sign contracts and other documents on behalf of thecity need to be provided.

APPLICANT/CANDIDATE HOST CITY
UNDERTAKING
Applicant/Candidate Host Cities are required to abideby the terms of the Candidate City Undertaking ("theparty to or approving or consenting to any act, contract,commitment or any other action contrary to or whichmight affect any of the obligations stipulated in the Host
City Organizer Agreement.
3. Should the city and other public authorities involvedin the bid application have already entered into or
approved or consented to a commitment which would bein conflict with, jeopardize, prevent or make impossible
the fulfilment of any provision of the Host City Organizer
Agreement, the city and the other public authorities shallbring to the attention of the IWGA Executive Committee allsuch commitments. The city and the other public authorities involved in the bid application declare that all suchcommitments shall be neither enforced nor enforceablevis-à-vis the IWGA and that such commitments shall bedeemed, as regards the IWGA and any party with which
the IWGA may enter into an agreement with respect toUndertaking").

the TWG 2025, to be null and void, unless approved in

Representatives of each applicant host city – and thethe city and/or the IWGA shall take all steps necessary

representatives of all other public authorities involved

to terminate or cause to be terminated all such commit-in the bid application – must duly sign and return thements which would be contrary to obligations stipulated

Undertaking (below) to the IWGA with the other bid

in the Host City Organizer Agreement.

documents, not later than 31 July 2018.
The Undertaking (Text)
1. [Name of the applicant host city] as well as all theother public authorities involved in the bid application
recognize and declare that they are aware of theOrganizer Agreement which shall be executed with the44

January 2018

writing by the IWGA Executive Committee. Furthermore,

4. The city and all other public authorities involved in thebid project undertake to abide by the IWGA Constitution
and Regulations and any directions of the IWGA Executive
Committee regarding the use of the marks and symbolsof TWG 2025.
5. The city and all other public authorities involved in theOfficial Bid Application TWG2025

Legal Aspects

bid project have ensured, or shall ensure, that symbols,
marks and other designations as determined by the
IWGA Executive Board for TWG 2025 are protected in thename of the IWGA and/or have obtained, or shall obtain,from their competent national authorities, adequate
and continuing legal protection to the satisfaction of the
IWGA and in the name of the IWGA. The city has brought
this provision to the attention of the competent authorities and confirms that these authorities have agreed, orshall agree, with its contents.
6. The city and all other public authorities involved inshall be binding on the city;
3. And guarantees that it will take all the necessary
measures in order that the city fulfils its obligations
completely.

IWGA SYMBOLApplicant host cities may be granted the right to use the
IWGA symbol (the “W” with the sphere, four symbolic orbitsand “INTERNATIONAL WORLD GAMES ASSOCIATION”
as text) in conjunction with another graphic device or

the bid project declare that any dispute arising duringlogo to create a single emblem for use in promotional

the period of the candidature of the city, in connection

material such as posters, brochures, video presenta-

with this Undertaking, shall be definitively settled by thetions and such other items (e.g. mascot or other graphic

Court of Arbitration for Sport in Lausanne, Switzerland,

design) as may be approved by the IWGA in advance of

pursuant to the Code of Sports-related arbitration. Swissany effective use. Such emblem (or other graphic design)

law shall be applicable to this Undertaking.

must contain terminology which stipulates that the city

7. This Undertaking shall remain in full force and effectuntil it is superseded by the provisions of the Host City
Organizer Agreement, which shall be executed on theis an "Applicant Host City for TWG 2025” or – if shortlisted– a “Candidate City for TWG 2025.”

date of the award of TWG 2025.

SYMBOLS CREATED BY THE APPLICANT/CANDIDATE HOST CITY

THE COVENANT (TEXT)

Candidate Host Cities may not use the IWGA symbol

Covenants from the authorities – local, regional andnational – concerned by the project of hosting TWG 2025
are required, to guarantee the following:[Name(s) of the duly authorised representative(s)]hereby confirm(s) that the government of [name of thehost country/regional authority of (name of the region)/
local authority of (name of the city)]
1. Guarantee(s) the respect of the IWGA Governing

even in conjunction with the specific emblem mentioned
above for any other purpose than presentation of thecandidature. They may, however, use their own emblem
or graphic device used without the IWGA symbol forcommercial purposes including merchandising sales
within the country in which the Candidate City is located,subject to the prior approval of the IWGA.
Notwithstanding the above, Candidate Host Cities may
not commercialize their own emblem or graphic device

Documents and the Host City Organizer Agreement;with respect to product or service categories forming the

2. Understand(s) that all representations, warranties

program during the period of candidacy, unless a priorand covenants contained in the applicant host city’s bid
documents, as well as all other commitments made,subject matter of the IWGA’s international marketing
approval of the IWGA is obtained.

either in writing or orally, by either the applicant host city

Subject to the prior approval of the IWGA, a Candidate

or other public authorities involved in the bid application

City may grant to its supporters the right to use the45

January 2018

Official Bid Application TWG2025

Legal Aspects

standard designation "Supporter of TWG 2025 [name of
the Candidate Host City] Candidature." This designation
may be used in conjunction with their own emblem orgraphic device or logo, without the IWGA symbol or withany design that is confusingly similar to the IWGA symbol.
All rights to the use of the Candidate Host City's graphic
device or logo or any candidacy-related designation
terminate on the date of the decision to award the
TWG 2025 for which the city is a candidate, without the
supporters having any automatic or binding residual
rights, options or other arrangements of any nature –expressed or implied – with respect to the TWG 2025 if the
Candidate Host City is successful.
If the Candidate Host City is awarded TWG 2025, the provisions of the Host City Organizer Agreement will apply
immediately and will henceforth govern all commercial

theworldgames2025.org
theworldgames2025.com
theworldgames2025.tv
theworldgames2025.info
theworldgames2025.mobi
theworldgames2025.net
worldgames2025.com
worldgames2025.com
worldgames2025.tv
worldgames2025.info

activities involving the marks and symbols of TWG 2025.

worldgames2025.mobi

The use of the Olympic rings, always together with the text

worldgames2025.net“Recognized by the International Olympic Committee” islimited to non-commercial activities only and governed byetc.

the norms specified in the IOC Corporate Identity Manual.

REQUIREMENTSPROTECTION OF “TWG 2025 [HOST CITY]”MARKS, SYMBOLS AND DESIGNATIONS
An applicant host city must confirm that appropriate
measures have been – and will be – taken to protect theword mark “TWG 2025 [Host City]” as well as the symbols,
emblems and designations related to TWG 2025 within thenational territory. A declaration by the relevant authorities must confirm that legal and legislative measuresare enforceable to protect marks, symbols, emblems anddesignations within the national territory.
An applicant host city needs to confirm that, in case it is

CITY AUTHORITIES• A declaration from the city authorities confirmingthat a bid committee or a similar entity is empowered
to represent the applicant host city and submit thebid project for TWG 2025 on its behalf;• List of the names of persons – and/or their titles –who have the authority to sign contracts and otherdocuments on behalf of the city.

THE UNDERTAKING

selected, it will assume the costs for registration of theRepresentatives of the applicant host city – as well as thedomains that have been registered by and are currently

representatives of other public authorities involved in thethe property of the IWGA, committing to use them as per

bid project – must sign and return the Undertaking not later

IWGA instructions:than 31 July 2018.

46

January 2018

Official Bid Application TWG2025

Legal Aspects

THE COVENANTS
Covenants from all authorities – local, regional andnational – concerned by the project of hosting TWG
2025 have to accompany the bid project at the time ofsubmission.

in agreements being in effect after the date of election of
the Host City? If so, please describe them.
Please confirm that these agreements would notjeopardize, prevent or make impossible the fulfilment ofany provision of the Host City Organizer Agreement.

MARKS, SYMBOLS AND DESIGNATIONSProvide copies of The Undertaking signed by each publicDocumentation indicating that appropriate measuresinvolved in the bid project and concerned by the project

have been – and will be – taken to protect the word
mark “TWG 2025 [Host City]” and all associated symbols,
emblems and marks/designations within the national
territory.

authority – national, regional and local authorities –of hosting TWG 2025.

THE COVENANTS
LA 4 Provide a covenant from each public authority –DOMAINSThe applicant city must commit to register and use
domains for TWG 2025 as per instructions of the IWGA.

QUESTIONNAIRE

national, regional and local authorities – concerned by
the project of hosting TWG 2025. Use the template The
Covenant or similar wording.
Protection of “TWG 2025 [Host City]” Marks, Symbols andDesignations

CITY AUTHORITIESLA 5 Describe the legal measures in force in the hostLA 1 If a bid committee has been constituted, name andplus all emblems, logos, marks and designations related

describe its legal entity.
LA 2 Provide a declaration from the city authorities
confirming that the bid committee or another entity isempowered to represent the applicant host city andindicate the names of the persons and/or their titles who
have the authority to sign contracts and other documents– such as the Undertaking – on behalf of the city.

THE UNDERTAKING
LA 3 Did the applicant host city, the bid committee or
any other entity involved in the bid project enter into
project-related agreements which would be in effectafter the date of election of the Host City for TWG 2025
and which have not been approved or agreed to by thecountry to protect the word mark “TWG 2025 [Host City]”
to TWG 2025.
LA 6 Provide documentation indicating that appropriate
measures have been – and will be – taken to protect
the word mark “TWG 2025 [Host City]” and all symbols,
emblems and marks/designations related to TWG 2025
within the national territory.

TWG 2025 DOMAINSLA 7 Commit to register and administrate all domains –worldgames2025; theworldgames2025; etc. – that the
IWGA has assigned for the online presence of TWG 2025.

ADDITIONAL

IWGA? Did anyone involved in the bid project grant any

LA 8 Provide any additional information the applicant host

options or rights of renewal to sponsors that would resultcity considers relevant in the context of the legal aspects.

47

January 2018

Official Bid Application TWG2025

Legal Aspects

48

January 2018

Official Bid Application TWG2025

Finance

5. FINANCE
GENERALINTRODUCTION

implementation – generated through sponsorships, which it acquires in consideration for rights
granted in connection with TWG 2025.
• Any financial shortfall resulting from the TWG
2025 project shall be assumed in its entirety by
the LOC.

Theme 5 seeks to establish the viability of the financial
plan and the budget developed for TWG 2025. Since the
Host City – and its LOC – are responsible for all commitments concerning the organization and staging of
TWG 2025 as described under these themes, they shallassume the entire financial responsibility for the organization and staging of TWG 2025.

GAMES BUDGET

The theme also lists the financial guarantees required to

An applicant host city must include in the bid application• Ensure the financing of all major capital investments required to deliver TWG 2025.
• Cover any potential economic shortfall of the LOC.

GAMES FINANCIAL ARRANGEMENTS• All costs of TWG 2025 shall be met directly or
indirectly by the Host City/LOC.
• The Host City/LOC shall make contributions
towards the operating costs of the IWGA andthe support in kind (Result and Timing service,
TV production, VIP and Sponsor Hospitality) that
it will provide to the event through four annual
payments of 4.500.000 CHF each. The firstpayment is due on 1 January 2022; the remaining
three payments are due on 1 January of eachsuccessive year until 2025.
• All income generated by the LOC through themarketing of commercial rights to TWG 2025 –such as sponsorships, merchandising, sale ofadmission tickets, etc. – shall be fully with the LOC.
• The IWGA will transfer to the LOC 60% of the net
income – i.e. after deduction of agency commissions or and other costs of acquisition or

49

January 2018

• Any financial surplus resulting for LOC from TWG
2025 will be shared between the LOC and the
IWGA based on a table dependent on the levels of
profit.

a detailed operating budget – revenues and expenses– related to the organizational arrangements for TWG
2025. It should be realistic and accurate, following fullconsideration of each line item. The Games Budget isprepared and managed by the Host City/LOC and mustbe formally approved by the IWGA. In order to obtain
verifiable and comparable data, budgets should be
prepared on the basis of economic conditions existing at
the time of the bid application. The possible inflationary
and currency effects will be analyzed by the IWGA. Allbudget figures must be provided both in local currency
and CHF, with the exchange rate specified and usedconsistently in all information.
The Games Budget is the operations budget for theorganization and the staging of TWG 2025. A separate
budget should be presented for infrastructure development costs for sports venues and other major infrastructure projects. These costs should not be included in
the Games Budget.
The IWGA confirms that the Host City is not required tobuild facilities or expand on available infrastructure forthe sake of TWG. If any major infrastructure project has
been undertaken by the public authorities or the private
sector this must be financed independently of the Games
Budget.

Official Bid Application TWG2025

FinanceGAMES BUDGET CATEGORIES

Licensing and merchandising

The description of each budgetary section listed below

Revenues generated through licensed product sales

provides applicant host cities with information on what

activities.

elements are to be taken into consideration in the preparation of their budgets.

LOC REVENUES
Broadcast and other media rights
Revenues arising from the sale of broadcast and othermedia rights will be marketed internationally by IWGA’s
service partner and belong to IWGA. Only national
broadcast and media revenues should be shown in LOC
budget.

Sponsorship
Revenues in both cash and value-in-kind (VIK) may
arise from the sale of sponsorship rights. A number ofcommercial arrangements with sponsors may contain

Lottery
Revenues arising from national and other lotteriesorganized in relation to TWG 2025.

Donations
Revenues in cash or VIK received from third parties
without any sponsorship or marketing rights attached.

Disposal of assets
Revenues arising from post-Games sales of capital
investments such as installations and equipment for
which the LOC or the Host City holds title of ownership.

Subsidieselements of VIK. In this case, the respective percentages

Subsidies received from city, regional or nationalin cash and in VIK should be specified. Only VIK that is

authorities.

budget effective i.e. reducing budgeted organizing costs
shall be taken into account. The budget must show
amounts corresponding to budgeted value of the VIKprovided in the expenditure column and a corresponding
value in the revenue column.

Official suppliers
Suppliers are granted specific rights, at levels ofinvestment lower than for sponsorships, with reduced
benefits and marketing opportunities. Typically, theofficial suppliers provide VIK to the LOC.

Ticket sales
Revenues generated through ticket sales to TWG 2025
events, Opening and Closing Ceremonies and otherprograms, including the cultural program.

50

January 2018

Other revenues
Other revenues not included in the above sections,
including• Interest income and exchange gains: interest
earned on invested cash, as demonstrated by
the cash flow model, and exchange gains fromhedging strategies for revenues and expenditures denominated in currencies other than thedomestic currency;• Interest expenses and exchange losses should bereflected as a financing cost in the expenditurebudget;• Commissions paid by hotels for clients who pay
for rooms in the hotel network of TWG 2025;

Official Bid Application TWG2025

Finance• Catering revenues or commissions on sale of foodand beverage sales at the venues;• Test event income: revenues from the conductof test events that accrue solely to the benefit of
the LOC, generally from sponsorship, media rights,
ticket sales or athlete participation fees;• Revenue from rate card services, that is income
generated by the LOC from the fee-based
provision of goods and services – in excess of theentitlements stipulated in the Host City Organizer
Agreement – to the participants in TWG 2025. The
rates for such goods and services are generally
subject to the approval of the IWGA.

Other miscellaneous revenue
Other miscellaneous revenue refers to revenues not
specifically categorized or mentioned above.

LOC EXPENDITURES
Capital investments
This section refers to the costs of upgrading existing
sports facilities incurred by the LOC – or to contributions
to other parties by the LOC for the cost of renovation. Ifsuch upgrading or renovation is not fully funded by the
LOC, it should not be included in the Games Budget.

Games Operations
This section includes the planning, implementation,
establishment and operating costs of all services to andall facilities of TWG 2025. Note that the staffing costs
for these operations are shown under section "Games
Workforce".
• For production of the national and international51

as VIK, whilst a corresponding expense shall bebooked. If such can reasonably be expected, theLOC may budget for a small income from nationalsales of media rights. This section includes thecosts of the planning and management contract
with the Games Host Broadcaster.
• Construction of temporary facilities for TWG 2025.
This category includes costs for facilities that are
temporary or temporary adaptations to existing
facilities such as seating, tents, portable buildings,
toilets, lighting, power and the costs to install,
operate, maintain, dismantle and restore the facilities to their permanent configuration.
• Furniture, fixtures and equipment required inrelation to these facilities (e.g. for sports events,
training venues and test events) that will bedisposed of after TWG 2025, including the costs
to deliver, install, maintain, recover and dispose of
the equipment.
• Rental costs for venues if the installations do notbelong to the Host City. The IWGA expects facilities owned by public authorities to be provided to
the LOC either at no cost, or at a rental cost.
• Electricity and other sources of energy.
• Facility logistics that cover the costs for thedelivery,

set-up,installation,

maintenance,

tracking, recovery and disposal of venue furniture,
fixtures and equipment.
• Cleaning and waste management services.
• Event services at the sports venues, including
costs for crowd control, bag search operations,ticket checking, ushering and spectator information, etc.

television signals of TWG 2025, IWGA will provide• Command, control and communications: commu-

services for an estimated amount of 6 million CHF

nication, coordination and decision-making struc-(net) which must be entered in the income column

tures for the Games-time operations. Includes

January 2018

Official Bid Application TWG2025

Financecosts for the headquarters operations centre,
venue communications centres and functionalcommand centres.

"Administration"

Technology• Information desk operations at the venues andTechnology covers information systems, telecommu-

at the places where the athletes and officials arenications and other technologies. LOC must be able toaccommodated.

demonstrate that cost estimates are consistent with the• Non-competition venues, including the MainMedia Centre (MMC) and the International
Broadcast Centre (IBC).
• Photographic and written press operations:operating costs of the Main Media Centre and of
the satellite (venue) media centres.
• Other

non-competition

venues:

VIK components of the sponsorship revenues. However,
it is likely that the LOC will also face significant cash
costs, above all for systems integration.

Information Systems
Typically, information systems consist of the following
functional components.

taking

into

consideration the level of services required, and• Timing and scoring systems

the complexity and duration of their operation.

• Results systems

Games Workforce
The workforce consists of LOC staff, volunteers,• Gamesmanagement

systems,suchasaccreditation

consultants and contractors. In year one of the cycle• Administrative systems, such as finance, humannumbers will be smaller and they will build progressively

resources, project management, procurement andduring the four-year cycle to reach a maximum during thelogistics

Games.
• Permanent staff of the LOC: salaried staff whose
employment is for duration greater than one year
• Temporary LOC staff: usually Games-time or
project-specific staff whose employment is for aduration of one year or less• Systems operations• Hardware and systems software• Printing and publishing
The timing, scoring, results and games management• Volunteers: primarily Games-time volunteers, butsystems – specifically designed to the requirements of

pre-Games volunteers should also be considered

TWG and fully integrated – will be provided by IWGA’s• Consultants: project-specific advisers during thelife of the LOC• Contractors: employees of contracted service
providers• Costs for the human resources administrative
function should be included under section

52• Integration of systems

January 2018service partner at a cost to IWGA of estimated 3 million(net) which must be entered in the income column as
VIK, whilst a corresponding expense shall be booked.

Telecommunications and other technologies
Typically,

they

components.

includethefollowing

functional

Official Bid Application TWG2025

Finance• Communications infrastructure• Landline communications• Other program initiatives and special events,
including pre-Games educational programs• Wireless communications

Medical services and doping control• Radio frequency communications

Even though the IWGA advises all participating athletes• Public address systems

insurance cover in the host country for the duration of• CCTV and cabling• Televisions and recorders• Imaging• Video boards

Internet
Internet comprises pre-Games and Games-time websites,
streaming channels, social networks, etc. The developmentof applications and other services for smartphones also
fall under the subsection.

and officials to arrange for adequate personal health
TWG 2025. The LOC is responsible for the costs of thefollowing medical services/facilities which should bebudgeted in this section.
• First aid, medical care for athletes/officials atcompetition and training venues• Emergency medical services and hospital facilities
for athletes/officials in the Host City
• Medical transport facilities• Doping controls, even if the anti-doping legislation
in a host country could lead to the associated costs
being assumed by third parties

Ceremonies and culture

Accommodation and Catering

Costs incurred for the ceremonial, artistic, celebratory andCosts incurred to meet accommodation, food andcultural aspects of TWG 2025. The area provides the LOC
with the opportunity to showcase the artistic and cultural
heritage of the Host City, the host region and country.
While some of it is based on a level of investment decisionby the LOC, the highest standards need to be maintained
throughout. The following need to be considered.
• Opening Ceremony• Closing Ceremony• IWGA Flag hand-over ceremony at TWG 2021
Birmingham Closing Ceremony• Medal Award ceremonies• Cultural programs• The World Games Plaza and Party

53

January 2018

beverage requirements of the accredited athletes,
officials and guests of the IWGA, including but not limited
to the constituents and cost categories listed here.
• Accommodation for athletes, officials and guestsof the IWGA in hotels of the category appropriate
for each constituent group (and/or in university
campus student apartment). The Host City
provides free accommodation for all participants,
to the agreed maximum number of persons. An
indication for their total number is 4,200, including
the coaches and technical officials. The capped
number of 800 participants in the InvitationalSports Program of TWG 2025 athletes, coaches
and technical officials are not reflected in thisnumber as their accommodation goes to theirown account. The number of VIP guests invited

Official Bid Application TWG2025

Financeby the IWGA will not exceed 250/day (including

participants in TWG 2025 as well as the visitors and

IF Presidents, Secretary Generals and IOC/NOC

residents of the Host City. Security includes physicalmembers) for the Games period.

security, asset protection, access control, public safety,• Games-timeaccommodationfor

non-local

workforce and volunteers• Full-board catering for the different constituent
groups includes• Athletes and officials: on a cost-per-meal basis
projected for 2025
• Guest catering and VIP hospitality• Meals for staff and volunteers

TRANSPORT
Costs incurred to provide all participants in TWG 2025with reliable, secure and efficient transport between thevarious sites and venues. If the sites and venues are all
close together or grouped in clusters transport costs will
be lower. Different groups of participants are entitled todifferent forms of transport, including car, bus, tram andrail. A city’s existing transport systems can be enhanced
effectively by adding services such as dedicated routes,
additional bus services, etc. The following groups are to
be considered in the planning.
• Athletes’ and officials’ transport from nearest
airport to/from accommodation sites and to/from venues

protection of VIPs, etc. at sports venues, in hotels andat all other sites of TWG 2025, and during transport
between the venues and sites. The following costs willneed to be considered.
• Private security contractors• Additional services rendered by law enforcement
agencies – according to their jurisdictional
responsibilities• Equipment• Planning, coordination and training

Advertising and Promotion
Costs incurred for the advertising and promotion of TWG
2025. Costs will include• Advertising and promotion through internationaland domestic media• Communications (international and domestic)• Media relations (international and domestic)• Community relations• Promotional events and programs (internationaland domestic)• Anti-doping officials’ transport• Marketing and sales programs• Guests’ transport (VIP)• Sponsorship sales and servicing• Media transport• Licensing and merchandising programs• Workforce transport• Looks of the Games (visual image)• Spectator transport• Decoration of the Host City

Security• Print and electronic publications

Costs incurred to provide the necessary security for the• Audio-visual productions

54

January 2018

Official Bid Application TWG2025

Finance• Ticket marketing• Environment: environmental policy and implementation of initiatives• Ticket sales and order processing• Post-Games dissolution: settlement of accounts,

Administration

final financial results and audit, post-Games

Administration includes the costs incurred for theeffective management and coordination of all operational activities and to provide administrative support to
the LOC in the different areas.
• Executive

Office:the• Language services: translation and interpreting• Procurement and supply chain: requirements
definition and scoping, value engineering andtop-level

executive

management, generally the top three to fourmanagement levels of the LOC, including the Chief
Executive Officer, the Sports Director, the Division
Directors and the Area Managers• Corporate administrative services: headquarters
administrative costs, including: headquarters
rental, fit-out and operating costs, office furnitureand equipment• Finance: operations of the LOC finance department
responsible for financial accounting, financial
planning, accounts payable and receivable, internaland external audit, and treasury management• Risk management: insurance and operationalsafety costs, including premiums for insurance
coverage, brokerage• Legal services: contract negotiation, legislation,
obligations management, brand protection andlitigation• Games Workforce: human resources administrative function for all staff categories (paid,
volunteer, contractors), including recruitment,
remuneration and benefits, staff requirements
planning, workforce relations and recognition, anduniforms

55

reportingresource

rationalization,tenderingprocess,

supplier selection, contract administration• Rate card services: order processing and fulfillment
for the fee-based provision of goods and services– which are in excess of the Host City Organizer
Agreement entitlements – to the participants in
TWG 2025• Logistics:

material

logistics,

warehousemanagement, delivery, installation, asset tracking,
maintenance and removal of goods, disposal of
assets• Accommodation: establishing and managing thehotel network and other accommodations for
TWG 2025, including establishing contracts withthe properties and administering reservations• Accreditation: establishing and administering
accreditation policies and operations in cooperation with IWGA’s service partner• Government services and coordination: liaison andcoordination of the LOC's relationship with related
public agencies

Test events and coordination meetings
Includes the costs of organizing events to test LOC
functions and venues for TWG 2025. Costs relating to the• Planning and project management: masterpermanent liaison and coordination between the LOC

planning, strategic planning, operational planningand the IWGA (including the IFs), as well as costs for theand integration, timelines and milestones

LOC’s participation in TWG 2021 Birmingham Observers’

January 2018

Official Bid Application TWG2025

Finance

Program and travel to observe other games and events,
should also be included in this section.
• Test Events• TWG 2021 Birmingham Observers’ Program• Other observation programs• IWGA Executive Committee Meetings

Non-LOC facilities budgets
Capital investment budgets of the city, regional or
national authorities and/or the private sector for thecreation of new infrastructures – or the updating ofexisting infrastructures – which will be used for TWG
2025 should be disclosed, even if such investments havebeen integrated into long-term urban development plan.

• TWG 2025 Coordination Committee Meetings

Non-LOC operating budgets• IWGA Annual General Meetings

Budgets for the financing of support operations to TWG• IF Competition Manager Meetings

2025 provided by the different levels of government and/or others should also be disclosed.

• Presentations and reports

Other
Operating costs not included in the above sections.

Contingency
Establishment and management of financial contingencies against financial risks and uncertainties is an
important component of the budget. The contingency
is designed to provide a financial cushion against shortfalls in revenues and over-runs in expenses. It should
be substantial early in the planning process and then

TAXATION
A critical element of the financial management of theGames is the identification and minimization of the
impact of taxation on the Games and their organization.
The regime of taxation applicable for TWG 2025 needs
to be analyzed early and thoroughly. The details of all
forms of taxation and their impact on the budget, on the
LOC legal structure, and on the general organizational
planning and operations need to be taken into account.
• Corporate taxes

decline as uncertainties become clarified.

• Capital taxes

Net financial result• Income taxes

The division of any surplus is laid down in the Host City

• Value-added taxes

Organizer Agreement. Any financial shortfall of the• Withholding taxes

LOC shall be borne in its entirety by the LOC (and/or
underwriters).

• Tax exemptions

OTHER BUDGETS

CASH FLOW PROJECTIONS

Independent budgets would need to be presented for all

Expected annual cash flows and financing lines frommajor infrastructure development projects and support

the award of TWG 2025 (TWG-5 years) through the fulloperations that benefit TWG 2025 but cannot be included

dismantling of the LOC must be provided and updated onin the Games Budget.

a regular basis, at least each semester.

56

January 2018

Official Bid Application TWG2025

Finance

REQUIREMENTS

TAXATION

AGREEMENT TO FINANCIAL ARRANGEMENTS

Outline of the tax regime the LOC will be subject to,including any structure established for the purpose ofplanning and organizing TWG 2025.

Confirmation that the applicant host city agrees to thefinancial conditions of organizing and hosting TWG
2025 and that it accepts the financial arrangements
as described above, and is prepared to deposit for theentirety of the 18.000.000 CHF (eighteen million Swiss
Francs) due to IWGA in the form of four annual contributions of 4.500.000 CHF (four million five-hundredthousand Swiss Francs).

FINANCIAL SHORTFALL GUARANTEE
Details of how and by whom any financial shortfall would
be absorbed plus guarantee(s) from all entities that
underwrite such shortfalls must be submitted.

GAMES BUDGET
Proposed Games Budget as per template and guidanceon budgetary sections provided above. In addition to thestandard structure of the Games Budget included in the
Candidature File, comprehensive data supporting thebuild-up of each budgetary section must be submitted
prior to the Evaluation Commission’s visit to the
Candidate Host City. Subsidiary schedules that demonstrate the levels of service, the quantification and thedetailed pricing used for the cost estimates are required.

NON-LOC BUDGET(S)Details and budget(s) for any capital investment in major
infrastructure development projects by a local, regionaland national authority, or by a private entity, that will be
used for TWG 2025.
Details and budgets for the financing of support operations to TWG 2025 provided by the different levels ofgovernment and/or others, including official confirmation of such support.

57

January 2018

CASH FLOW PROJECTIONSCash flow forecasts, disclosing expected annual cash
flows and financing lines from the award of TWG 2025
through the full dismantling of the LOC.

Official Bid Application TWG2025

Finance

QUESTIONNAIRE

government and/or other entities.

FINANCIAL CONDITIONS AND
ARRANGEMENTS

Provide official confirmation of such support.

FI 1 Provide a letter confirming that the applicant hostcity agrees to the financial conditions of organizing
and hosting TWG 2025 and that it accepts the financial
arrangements.

FINANCIAL SHORTFALL GUARANTEESFI 2 Provide details on how and by whom a potential
economic shortfall would be absorbed. Provide afinancial guarantee from the competent authorities
and/or entities covering a financial shortfall of the LOC.

GAMES BUDGET
FI 3 Complete the Games Budget as per the Games
Budget Template and the guidance on budgetary sections
provided in chapter 5. In order to obtain verifiable andcomparable data, the Games Budget should be preparedon the basis of economic conditions existing at the timeof the preparation of the Candidature File. Possible
inflationary and currency effects will be analysed by
the IWGA. All budget figures must be provided both inlocal currency and Swiss Francs with the exchange rate
specified and used consistently. For budgeting purposes,
applicant host cities should use the amounts communicated by the IWGA by circular letter for the broadcast/
media rights as well as other arrangements controlled by
the IWGA’s service partners.

TAXATION
FI 5 Describe the various types of taxes which are
currently levied in the host country and which may havean impact should TWG 2025 be staged there.
FI 6 Describe the impact of local and international
taxation for the participants in TWG 2025 and for
accredited media, broadcasters, etc.
FI 7 Outline the tax regime the LOC – including any
structure established for the purposes of planning andorganizing TWG 2025 – will be subject to.
FI 8 Describe the impact the tax status of such structure– whether fully taxable or tax exempt – will have on theoperations of the LOC and TWG 2025 in the various fieldsof taxation.
FI 9 Provide confirmation on how the tax authorities treat
tangible and intangible rights: in particular fees payable
by the LOC to the IWGA as well as broadcasting/media
and marketing rights.

CASH FLOWFI 10 Provide cash flow forecasts, disclosing expectedannual cash flows and financing lines from the award of
TWG 2025 (G -5 years) through the full dismantling of the
LOC by using the Cash Flow Forecast Template.

NON-LOC BUDGET(S)ADDITIONAL

FI 4 Provide details and budgets on capital investments
in major infrastructure development projects from which
TWG 2025 will benefit, but that are made by authorities
or entities other than the LOC.

LN 11 Provide any additional information the applicant
host city considers relevant in the context of finance.

Provide details and budgets for the financing of support
operations to TWG 2025 by the different levels of58

January 2018

Official Bid Application TWG2025

Finance

59

January 2018

Official Bid Application TWG2025

Sports & Venues

6. SPORTS & VENUES
GENERALINTRODUCTION
This chapter seeks to establish an applicant host city’splans for sport and venues, including elements such as
the sports programs, the collaboration with national
sports organizations and the venue identification. Allplanning for this particular theme requires the closest
collaboration between the IWGA, its Member IFs and the
Host City. And as stipulated in the Host City Organizer
Agreement, TWG 2025 can only be effectively organizedand delivered through a well-functioning partnership
involving all of the stakeholders.
Since sports are the mainstay of TWG 2025, their impeccable organization and presentation are crucial to theGames. The IWGA, as well as its Member International
Federations (IFs) and partners, will provide the LOC withguidance and assistance – as required – to ensure proper
planning and organization of the competitions at TWG
2025. It is only with the knowledge gained from previous
games that a host city will be successful and avoid
unnecessary expenditure.
The local national sports associations affiliated with the
IWGA Member IFs and other national sports organizations – such as the NOC – should also be requested toprovide the LOC with assistance and support in the fieldof sports. An applicant host city should ensure theiractive involvement from the earliest bid stages andestablish the formula for their full integration into the
LOC structure after the award.

SPORTS
Official Sports Program
The IWGA undertakes to establish the Official Sports
Program in consultation with the Host City. Eligible to60

January 2018

be included in the Official Sports Program are all those
sports – or disciplines of sports – governed by the IWGA
Member IFs that fulfill the participation criteria set out
in the Rules of The World Games and which have applied
to participate. A sport’s inclusion in the Official Sports
Program depends on the availability of suitable venues
and facilities in the Host City. The final decision on thecontent of the Official Sports Program lies with the IWGA.
The IWGA Member International Sports Federations aswell as the sports, disciplines and events eligible to be on
the Official Sports Program are listed on the next page.

Official Bid Application TWG2025

Sports & Venues

Sport

International Federation

Acronym

AikidoInternational Aikido Federation

IAF

Air Sports

The World Air Sports Federation

FAI

Archery

World ArcheryWA

Baseball/Softball

World Baseball Softball Confederation

WBSC

Billiards Sports

World Confederation of Billiards Sports

WCBS

Bodybuilding

International Federation of Bodybuilding & Fitness

IFBB

Boules Sports

Confédération Mondiale Sports Boules

CMSB

Bowling

World Bowling

WB

Canoe

International Canoe Federation

ICF

Casting Sport

International Casting Federation

ICSF

DanceSport

World DanceSport Federation

WDSF

FistballInternational Fistball Association

IFA

FloorballInternational Floorball Federation

IFF

Flying DiscWorld Flying Disc Federation

WFDF

Gymnastics

Fédération Internationale Gymnastique

FIG

HandballInternational Handball Federation

IHF

HockeyFédération Internationale de Hockey

FIH

Ju-Jitsu

Ju-Jitsu International Federation

JJIF

KarateWorld Karate Federation

WKF

Kickboxing

World Association of Kickboxing Organizations

WAKO

61

January 2018

Official Bid Application TWG2025

Sports & Venues

Sport

International Federation

Acronym

KorfballInternational Korfball Federation

IKF

Lacrosse

Federation of International Lacrosse

FIL

Lifesaving

International Life Saving Federation

ILS

MuaythaiInternational Federation of Muaythai Amateur

IFMA

NetballInternational Netball Federation

INF

Orienteering

International Orienteering Federation

IOF

Powerlifting

International Powerlifting Federation

IPF

Racquetball

International Racquetball Federation

IRF

Roller Sports

World Skate

FIRS

Rugby

World Rugby

WR

Sport Climbing

International Federation of Sport Climbing

IFSC

SquashWorld Squash Federation

WSF

Sumo

International Sumo Federation

ISF

Surfing

International Surfing Association

ISA

Tug of War

Tug of War International Federation

TWIF

Underwater Sports

Confédération Mondiale des Activités Subaquatiques

CMAS

Waterski & Wakeboard

International Waterski & Wakeboard Federation

IWWF

For TWG 2025 Sports, Disciplines and Events will be confirmed soon after completion of TWG 2021. For preliminary

planning purposes, you may use the following list of sports, disciplines and events from TWG 2017 Competition Program:
62

January 2018

Official Bid Application TWG2025

Sports & Venues

Sport

Discipline

Event

Venue

Air Sports

Paragliding

Landing Accuracy

OutdoorPowergliding

Glider Aerobatics

OutdoorParamotor

SlalomOutdoor

Field

Barebow

OutdoorCompoundOutdoorRecurve

OutdoorSnooker – Men

Indoor

Pool

Indoor

Carom - Men

IndoorRaffa

OutdoorPrecision

OutdoorLyonnaise

Tir Progressif

OutdoorTen PinSingleIndoor

DoubleIndoor

Canoe

Canoe Polo

Outdoor/Pool

DanceSport

Standard

IndoorLatin

IndoorRock’n’Roll

IndoorTeam – Men

OutdoorArchery

Billiards Sports

Boules Sports

Bowling

Fistball63

January 2018

Pétanque

Official Bid Application TWG2025

Sports & Venues

Sport

Event

Venue

Floorball

Men’s

IndoorFlying Disc

Ultimate

OutdoorClubs – Women

IndoorHoop – Women

IndoorBall – Women

IndoorRibbon – Women

IndoorPairs

IndoorGroup

IndoorIndividual

IndoorPairs

IndoorTrios

IndoorSynchronizedIndoor

Double Mini

IndoorGymnastics

Discipline

Rhythmic

Sport Acrobatics

Sport Aerobics

Trampoline

Tumbling
HandballTeam – Men and Women

OutdoorDuo System

IndoorFighting System

IndoorKarateVarious Weight Categories

IndoorKickboxing

Various Weight Categories

Indoor

KorfballTeam

IndoorLacrosse

Women

OutdoorLifesaving

Various Distances

Pool

Ju-Jitsu

64

January 2018

Beach

IndoorOfficial Bid Application TWG2025

Sports & Venues
Sport

Discipline

Event

Venue

Muaythai

Various Weight Categories

IndoorOrienteering

Team Relay

OutdoorIndividual

OutdoorVarious Weight Categories

IndoorFreeskating

IndoorDance

IndoorPair

IndoorSpeed

Various Distances

Outdoor

Inline Roller Hockey

Team – Men

IndoorLead

SingleOutdoor/Indoor

BoulderSingleOutdoor/Indoor

Speed

SingleOutdoor/Indoor

SquashSingleSquash Court

Sumo

Various Weight Categories

IndoorTug of War

Outdoor – Men

OutdoorIndoor – Women

IndoorPowerlifting
Roller Sports

Sport Climbing

Artistic

Underwater Sports

Finswimming

Various Events

Pool

Waterski & Wakeboard

Waterski Classic

Jump

OutdoorTrick

Outdoor

SlalomOutdoorFreestyle

Outdoor

Wakeboard

65

January 2018

Official Bid Application TWG2025

Sports & Venues

The composition of the Official Sports Program – detailed

the Official Sport Program may be proposed by the Hostwith all the sports, disciplines and events of TWG 2025 –City to feature on the Invitational Sports Program. The

is dependent on theselection of an Invitational Sport is subject to approval• Availability of existing facilities in the Host City,• Outcome of discussions within the Coordination
Committee and• Decisions of the IWGA Executive Committee,
taking account of the total number of participating
athletes and officials agreed upon in the Host City
Organizer Agreement.

by the IWGA, and the total number of participants in theInvitational Sports Program is capped (max. 800).
An IF governing an Invitational Sport must be compliant
with the World Anti-Doping Code and agree that doping
controls – as per IWGA instructions – are carried out at
its own or at LOC expense. Invitational Sport Events shallbe conducted on the course of all the governing rules
issued by the IWGA.

IF Participation

No instructions will be issued by the IWGA for Invitational

Based on the decisions taken by the IWGA Executiveor the conclusion of contracts with the IFs governing

Committee, instructions are issued by the IWGA CEO toInvitational Sports. The Host City concludes separate

each IF. These instructions govern the participation ofagreements with the respective IFs regarding the terms

the IF in TWG 2025, reflecting theand conditions for their participation in TWG 2025. The• Sports, disciplines, events

Sports. The IWGA will not be involved in the negotiation

IF of an Invitational Sport, if not a member of IWGA, shall
pay annually 4.000 CHF to the IWGA as a contribution• Number of medals

towards the IWGA’s operating costs. The first payment• Number of athletes (male, female)January 2025 (16.000 CHF in total).

• Number of technical and team officials (judges,

is due on 1 January 2022 and the final payment on 1

referees, delegates, technicians, Competition

Technical Control and Direction

Manager (CM), IT)

The IWGA – through participating IFs – monitors the• Arrival and departure dates• Number of bed nights• Allocated venues• Competition schedules.

technical control and direction of the sports program on
at TWG 2025.
It ensures the appointment by each International
Federation of a
• Competition Manager (CM) who will advise theInvitational Sports Program

Host City regarding the choice of venue – which

The IWGA undertakes to establish the Invitational Sports

will brief the LOC on all sport-specific require-

Program jointly with the Host City. In order to accom-ments for facilities, equipment and services

modate local cultural affinities and preferences, up to

throughout the planning and preparation process,five sport disciplines, that are not governed by an IWGA

and who will be the guarantor that competitions

Member IF or have not been selected for inclusion on

will be staged in accordance with the rules and66

January 2018

will then have to be approved by the IF – and whoOfficial Bid Application TWG2025

Sports & Venues

regulations of the respective sport.

The IWGA – through its Member IFs – guarantees that• International Federation’s Contact Person (IFC)
who is an official of the IF and fully up-to-date withthe rules and regulations of the respective sport
and those of the IWGA, and who will serve as liaison
point between the IWGA, the CM and the LOC.
• Information

andCommunication

Technology

Person (ICT) who is an official of the IF, who is fully
up-to-date with the technical communications
requirements and who liaises between the CM,
the LOC, the IWGA’s service partners and otherpartners in this field.
• Technical Officials for each sport – within the limitsof the total number agreed to in the Host City
Organizer Agreement and instructions to IFs – inorder to ensure that the rules and regulations of
the respective sports are followed.

Sports Presentation
The IWGA develops – in cooperation with the IFs and the
LOC – a comprehensive sports presentation concept andstrategy for each individual event.
The IWGA ensures that the final results and rankings
for individual events at TWG 2025 are established by therespective IFs.
The IWGA ensures that the final results, medal tables andrecord lists are archived by the IWGA – in cooperation withthe respective IFs and its service partner – beyond TWG
2025.
The IWGA ensures that each IF will establish – jointly with
the IWGA and the LOC – the competition schedule, competition and training facility requirements, sports equipment
requirements, technical installations and services toCompetition Managers and other officials.

Athletes’ Selection and Qualification
67

January 2018

all individual events of the Official Sports Program will
be of the highest (world class) standards.

It definesand enforces the criteria for eligibility, qualification andselection of athletes competing for medals in the Official
Sports at TWG 2025.

Sporting Jurisdiction
The IWGA Member IFs – as the world governing bodies –hold the jurisdiction over their sports and are responsible
jointly with the IWGA for all technical sporting mattersand for applying competition sanctions. Typically, theCompetition Manager and the IWGA CEO will oversee thedelivery by LOC of each sports’ technical requirements,
including but not limited to• Competition and Training Schedules• Competition and Training Venue Requirements• Sports Equipment• Results and Information Services• Competition Management• Games Officials
The IWGA Member IFs are bound by the Rules of The
World Games to• Ensure their full compliance with the World
Anti-Doping Code and the IWGA Anti-Doping Rules.
• Keep to the total number of athletes and officials
as stated in the IWGA ‘s Instructions to IFs.
• Seek approval from the IWGA for extra IF officials
required to run their competitions, and to pay the
LOC for the costs of such officials.
• Provide the LOC with the names of the qualified
and/or selected athletes immediately after 1
January 2025 and no later than eight (8) weeks
prior to the start of TWG.

Official Bid Application TWG2025

Sports & Venues• Provide

informationonathletes,

includingTV-footage, photos and pictures, for promotional

to each sport contested there.

purposes on an ongoing basis.

Training venues have also become an important element

The IWGA Member IFs are all committed topreparation of athletes. Each training venue should be• Provide biographical information on qualified/selected athletes as well as rights-free video
footage and photos for media and promotional
purposes in the lead-up to TWG 2025.

of the Games, as they provide the platform for theadequately staffed and include the required medical
services. The LOC shall ensure that appropriate security
measures are in place in training venues and that athletes
preparations will not be disturbed.

• Promote TWG 2025 to their communities.

Venue List

• Assist

A list should be compiled with all

the

IWGA

and

LOC

Communication

Departments and the Games Host Broadcasterwith know-how and expertise in the production• Proposed competition venues

and broadcasting of their sports.

• Proposed training venues

Sports Experience
Like the IWGA and its Member IFs, the applicant host

For the competition venues, gross spectator and seating
capacities should be indicated.

cities should exploit their own experience and know-how

Although the applicant host cities are requested to (provi-

related to major sports events and their organization forsionally) allocate specific sports to specific venues under

TWG 2025. The bid project should include a list of all major

Theme 8, the IWGA reserves the right to work with the LOC

international sports events hosted in the past, as well as

to modify this allocation if necessary.

events scheduled during the lead-up to TWG 2025, andprovide background on their organization.

Venue Location

Additionally, an applicant host city should outline its plans

A compact and clustered layout of all competition andfor full cooperation with national sports federations affil-

training venues – to the extent that this is achievable – isiated with the IWGA Member IFs and other national sports

preferred. Fast and efficient public transport infrastructure,organizations in the area of sports.

connecting the venues with accommodations and othersites of TWG 2025, could compensate for distance. Most

VENUES

proposed competition venues will have hosted top-level

Minimum Venues Standards

for access to the venues by participants and general public

All competition venues, and all venue operational
elements, must be in line with the commitment to stage
world class competitions. All venues should be safely
and efficiently operated, keeping a central focus on an
extraordinary athlete experience and spectator comfort –in terms of seating and facilities – and comply with theprovisions set out in the technical requirements specific68

January 2018

sporting events prior to TWG 2025 and proven formulas
should exist. The location of the competition and training
venues must be indicated on a map together with the
key transport infrastructure, including rail systems andarterial roads.

Venue Plans
Detailed plans of each of the proposed competition

Official Bid Application TWG2025

Sports & Venues

venues and its surrounding environment up to 200
meters must be presented. These plans must identify
the public areas within a 200-meter radius and provide
information on whether such areas can or cannot bedelivered clean, i.e. without any signage and commercial
rights held by parties not involved in the commercial andlicensing programs of TWG 2025, during the period of theGames.

Venue Use
The ownership of each venue must be stated and awritten guarantee submitted from all current and future
owners, granting use and control of the venue to the LOC
for the period of TWG 2025, including exclusive accessperiods and non-exclusive access periods for set-up anddismantling.

Clean Venue
For the period of TWG 2025, the venues are to be provided
clean of commercial rights and all signage that are notdirectly supporting commercial and licensing programsof TWG 2025. The competition venues cannot be encumbered, during the period of the Games, by commercial
agreements that would conflict with the provisions
outlined in the Host City Organizer Agreement.

Guarantee of Venue Use and Commercial
Rights“The undersigned, on behalf of … [venue owner], hereby
guarantees that, with respect to the venue/s of TWG
2025 identified below, which is/are owned by … [venue
owner], the Local Organizing Committee for TWG 2025
(LOC) will have
Exclusive use of the venue; andAll rights with respect to commercial rights, including but

Signage and advertising rights,
Retailing and concession rights,
Ticketing and hospitality rights,
During the period … (the period the LOC has control ofthe venue) for the
Games venue name/s … (Venue A, B, C …).
The undersigned also agrees to abide by the terms of
Host City Organizer Agreement throughout the durationof the agreement with the LOC and to assist the LOC tocombat attempts at ambush marketing.”

REQUIREMENTS
OFFICIAL SPORTS PROGRAM
Official Sports Program of TWG 2025 made up of alleligible sports, disciplines and events governed by IWGA
Member IFs – listed above – for which suitable facilities
and conditions can be guaranteed in the Host City.

INVITATIONAL SPORTS PROGRAM
Proposal of maximum five sport disciplines to feature on
the Invitational Sports Program. The number of athletes
and officials is capped at 800 and IFs for the sport disciplines concerned must make annual contributions to the
IWGA. The proposed sports should be selected primarily
to accommodate cultural affinities and preferences in
the host country.

SPORTS EXPERIENCE
List of – and information on – all major international
sports events staged since the 01 January 2017 andof all events scheduled through 2025, in the Host City.

not limited toPlans and preliminary agreements for cooperation withSponsorship and media rights,

Member IFs, with other national sports organizations

69

January 2018

all national sports associations belonging to the IWGA

Official Bid Application TWG2025

Sports & Venues

such as the NOC, and with IFs governing the proposed
Invitational Sports shall be presented.

Invitational Sports Program
SV 2 If desired, propose up to five sport disciplines (max.

VENUE LIST

800 participants) that the Host City endorses to feature

A list of all competition and training venues for the sports

their IFs will sanction and finance their participation as

on the Official and Invitational Sports Program must be

Invitational Sports in TWG 2025.

on the Invitational Sports Program and confirm thatprovided, with each sport allocated to its specific venue.
Gross spectator and seating capacities for the competition venues should be indicated.

MAP OF VENUES
The location of the competition and training venues must
be indicated on a map together with the key transport
infrastructure, including rail systems and arterial roads.

Technical Control, Direction and Sports
Jurisdiction
SV 3 Confirm that the applicant host city – and the LOC– understands and accepts the principles set forth under• “Technical Control and Direction”• “Sports Presentation”

VENUE PLANS• “Athletes’ Selection and Qualification”

Detailed plans for the proposed competition venues and• “Sporting Jurisdiction”

their surroundings must be submitted.

VENUE USE

with regards to the matters relating to the technicalcontrol, the direction and the jurisdiction over the
sports featured in TWG 2025. This explicitly includes

Written guarantees from all current and future owners,

all Invitational Sports, for which their world governing

granting use and control of the venues – clean of

bodies are to assume a role identical to that of an IWGA

commercial rights and all signage – to the LOC for theMember IF.

period of TWG 2025, must be submitted.

QUESTIONNAIRE

Sports Experience
SV 4 Provide a list of – and information on – all major

SPORTS

international sports events staged since 01 January

Official Sports Program

2020 through 2025, in the Host City.

SV1 List the sports, disciplines and events that can be

SV 5 State whether the applicant host city has applied for

2017, and of all major sporting events scheduled fromaccommodated in the Host City: all those eligible toand obtained the support of all national sports associa-

feature in TWG 2025 and for which suitable venues,

tions affiliated to the IWGA Member IFs and/or otherfacilities and conditions exist in the Host City and/or its

national sports organizations. Describe briefly to what

immediate surroundings. If sports are included for which

extent these national bodies have been involved in thea new venue – temporary or permanent – will need topreparation of the bid project, and outline the plans forbe constructed, specify that in the list and provide allincorporating them in the LOC structures and drawing

additional under “Venues”.

from their sport-specific expertise after the award of70

January 2018

Official Bid Application TWG2025

Sports & Venues

TWG 2025.

• Current usage

SV 6 List the national sports associations affiliated to• List of major national or international competi-

the IWGA Member IFs, provide addresses and phone
numbers of contact persons with whom the applicant
host city has coordinated during the preparation of thebid project.

VENUES

tions hosted at the venue• List of possible restrictions on noise, lighting orscheduling during the period of TWG 2025

Venue Location
SV 8 Indicate on Map B, no larger than A3 – folded or

Venue List

double page – and giving the graphic scale used, theSV 7 Provide lists of all competition and training venues

the non-competition venues listed.

for the sports on the Official and Invitational Sports
Program, with each sport allocated to its venue. Specify
whether:
The venue exists and requires only minor adaptation foruse during TWG 2025.
The venue exists but requires major renovation and/or adaptation for use during TWG 2025 with a budget
dependent on the LOC.
The venue will be set up temporarily.
The venue is planned and will be constructed in time forlocation of all competition and training venues, as well as• Accommodation sites (hotels, university campus,
etc.)• LOC/Games Headquarters• Main Media Centre• International Broadcast Centre
Map B should also indicate key transport infrastructure,including rail/bus systems and arterial roads.

Venue Plans

the Games, irrespective of the Host City being awarded

SV 9 Provide location plans (Plan LP 1, LP 2, LP 3 …), no

TWG 2025 and with budgets independent from thelarger than A3 and with the graphic scale indicated, forGames Budget.

every competition venue, including the zone surrounding

For all competition venues, provide an overview of
construction, capacity and current usage including well
relevant• Date of construction• Dates of major refurbishment

areas within this zone, and confirming whether the areas
can or cannot be delivered clean of commercial rights.
SV 10 Provide a plan (Plan VP 1, VP 2, VP 3, …), no larger
than A3, for each level (a, b, c …) of every competition
venue, indicating the• Total spectator capacity• Field of play

• Total seating capacity• Scoreboards/video boards• Planned redevelopment (including status of• Operational areas (e.g. first aid, call rooms, officerelevant approvals required and timelines)71

it within a radius of 200 meters, identifying all public

January 2018

space, storage)

Official Bid Application TWG2025

Sports & Venues• Wardrobes, toilets and showers• Seating blocks (including VIP seating areas)• Hospitality areas (boxes, function rooms andassociated seating), Concession points, merchandising and catering facilities
SV 11 Provide some information on the features and an
overview of dedicated facilities – existing or planned – thatare expected at every competition venue.
• Field of play: Confirm the surface type and its
compliance with the technical requirements for the
sport(s) contested at the venue.
• Facilities for athletes and technical officials: changing
rooms, warm-up areas, working areas for officials, etc.
• Scoreboards, video boards, lighting: technical specifications, date of installation, etc.
• Broadcast and media facilities: power supply andback-up, camera and commentator positions,broadcast compound, working areas for media, mixed
zone, IT infrastructure, photographer positions andworking facilities, plans to establish a satellite media
centre at the venue, etc.
• Hospitality: capacity for hospitality areas or marquees,
facilities for corporate hospitality, etc.
• Signage: spaces available to put up signage indoors
and outdoors, existing supports for overlays, etc.
• Public access: distance from city centre, estimatedtravel time from city centre (per mode of transport),parking capacities, distance between venue andpublic transport, etc.

Venue Use
SV 12 Provide written guarantees from all current andfuture venue owners, granting use and control of thevenues – clean of commercial rights and all signage – tothe LOC for the period of TWG 2025. Use the template

72

January 2018

Guarantee of Venue Use and Commercial Rights (Annex)
or similar wording.

Additional
CE 11 Provide any additional information the applicant
host city considers relevant in the context of sports andvenues.

Official Bid Application TWG2025

Ceremonies

73

January 2018

Official Bid Application TWG2025

Ceremonies

7. CEREMONIESGENERALINTRODUCTION
Theme 7 seeks to establish an applicant host city’splans for the ceremonies of TWG 2025. Throughthese ceremonies, the LOC has a unique opportunity
to showcase the artistic and cultural heritage of the
Host City as well as the host region and country. The
highest standards must be maintained in order that theceremonies to make for an unforgettable experiencefor participating athletes and officials as well as forspectators. The Opening and Closing Ceremonies canonly be broadcast internationally if their content – interms of pageantry – is of the highest caliber.

OPENING CEREMONYThe LOC proposes the venue for the Opening Ceremonytaking into account its seating capacity and location. A
sports venue such as the main stadium is the preferred
option. If other outdoor venues exist that provide aneven more appropriate setting, the IWGA is prepared toconsider them.
The detailed program of the Opening Ceremony will bedecided upon in agreement between the IWGA and theLOC. Elements of pageantry, including the artistic andcultural elements that will be presented as part of the
program, should be developed by their creative director
to the stage of a draft script, or storyboard, before
they are submitted for approval by the IWGA Executive
Committee.
The protocol elements of the Opening Ceremony aregoverned by the Rules of The World Games and therelevant manual. Between them, they address• Language: that of the host country and English• Presentation of the IWGA Member IFs: parade of74

January 2018

IF flags and placards• Athletes’ Parade: with athletes parading by nation
under their national flags• Hoisting of the flags: IWGA, IOC, host country andhost city flag
• Speeches: IWGA President, IOC President, LOC
President• Opening Declaration: Head of State, highest
political authority of the host country

MEDAL CEREMONIESThe Host City provides all medals – gold, silver, andbronze. Their design shall be approved by the IWGA
Executive Committee.
At each standardized Medal Ceremony, the nationalflags of the three medalists are hoisted and the national
anthem of the gold medal winner must be played. The
flags and national anthems used in all ceremonies will bethose recognized by the IOC for the country, or territory,
which the athletes represent. Medal Ceremonies forthe different sports, disciplines and events shall follow
a standardized procedure laid down by IWGA. The LOC
and the IWGA will coordinate with the IF regarding the
involvement of officials (IWGA, IOC, IF, LOC) in the Medal
Ceremonies.

CLOSING CEREMONYThe Closing Ceremony is held at a location that is agreed
upon between the IWGA and the LOC. The members of
the IWGA Executive Committee and delegations of theIFs participate together with members of the LOC, thestaff and the volunteers of The World Games.
Appropriate elements of pageantry and culture areincluded in the program of the Closing Ceremony. They
are also subject to approval by the IWGA Executive
Committee and the LOC.

Official Bid Application TWG2025

Ceremonies

Representatives of the Host City of the following editionof The World Games are expected to attend and toreceive the IWGA flag in a symbolic hand-over between
the highest authorities of the current and future Host
Cities and the IWGA President.
The IWGA President delivers the address of thanks andfarewell on behalf of the IWGA. The highest authority of
the Host City, as the Official Host of the Closing Ceremony,declares The World Games as closed.
A social gathering involving athletes, officials and organizers follows the Closing Ceremony.

OTHER
The World Games Plaza and the World Games Party –which are both briefly described above – will require an
approach to be taken by the LOC which is similar to thatfor the ceremonies in terms of budgeting and planning.
• Choosing an optimal location and setting• Considering the inclusion of appropriate creativeand cultural elements, and deciding on the levelof investment

REQUIREMENTS
OPENING AND CLOSING CEREMONIESPreliminary plans and approximate budgetary allocation
for the Opening and Closing Ceremonies

MEDAL CEREMONIESPreliminary plans and approximate budgetary allocation

OTHER
Preliminary plans and approximate budgetary allocation

75

January 2018

Official Bid Application TWG2025

Ceremonies

QUESTIONNAIRE

ADDITIONALOPENING AND CLOSING CEREMONIESCE 11 Provide any additional information the applicant
host city considers relevant in the context of ceremonies.

CE 1 Describe the strategy and plans of the applicant
host city for the Opening and the Closing Ceremonies of
TWG 2025.
CE 2 Describe what is planned to enhance the broadcast
appeal of the Opening and the Closing Ceremonies.
CE 3 Which venue(s) is/are proposed for the Opening andClosing Ceremonies of TWG 2025? Indicate whether thesevenues exist or have yet to be built. Provide informationon the venues’ seating capacity for the ceremonies.
CE 4 If the ceremonies are taking place in a venue otherthan a competition venue already described, include thelocation of the venue(s) on Maps A and B and provide thevenue plans (LP, VP).
CE 5 Provide an indication of the level of investment for
the Opening and the Closing Ceremonies.

MEDAL CEREMONIESCE 6 Describe the strategy and plans of the applicant
host city for the Medal Ceremonies of TWG 2025.
CE 7 Provide an indication of the level of investment for
the Medal Ceremonies of TWG 2025.

OTHER
CE 8 Describe the strategy and plans of the applicant
host city for the World Games Plaza and the WorldGames Party.
CE 9 Describe the proposed locations for the WorldGames Plaza and the World Games Party.
CE 10 Provide an indication of the level of investment for
the World Games Plaza and the World Games Party.

76

January 2018

Official Bid Application TWG2025

Ceremonies

77

January 2018

Official Bid Application TWG2025

Accomodation & Catering

8. ACCOMMODATION & CATERING
GENERALINTRODUCTION
For the duration of TWG 2025 and at the expense of the
Host City, accommodation and full board catering areprovided for• Athletes and officials – as per IF Allocations – ofthe Official Sports Program• IWGA Executive Committee and the IWGA staff• Presidents and General Secretaries of the IWGA
Member IFs• Representatives of future host cities• Invited VIP guests of the IWGA
The total number of persons entitled to free accommodation and catering is the one agreed in the Host
City Organizer Agreement. For the purpose of this Bid
Application document the approximate numbers per
constituent group are• Athletes and officials: 4,200• IWGA Executive Committee members and IWGA
staff, Presidents and the General Secretaries of
the IWGA Member IFs, representatives of future
host cities and invited guests of the IWGA, notexceeding a total of 250 persons/day (including
IOC and NOC officials)
Every IWGA Member IF may request approval from IWGA
for a certain number of additional persons to support theathletes – such as coaches, physicians, physiotherapists,
etc.
These “Extra Team Officials” – though accredited for TWG
2025 – are not included in the IF Allocation, and eachIF has to assume the costs for their accommodation,

78

January 2018

catering and local transport. The LOC shall provide
accreditation and accommodation for these extra team
officials in the place assigned to the main contingent in
the IF Allocation, charging the IF and establishing procedures for registration and reservation of accommodation.
Similar provisions and arrangements as for the “Extra
Team Officials” need to be made in the case of a National
Olympic Committee (NOC) that sends athletes andofficials to TWG 2025 for periods longer than the numberof days specified in the instructions to IFs, and thatwishes to add NOC staff to its delegation.

ACCOMMODATIONThe LOC must secure appropriate accommodation facilities for the different constituent groups, considering
the type, quality and location. When selecting theseaccommodations, the LOC must adhere to the following
conditions:• Athletes, officials, IWGA/IF/future host cities’
representatives as well as guests should beaccommodated as close as possible to one
another for the duration of TWG 2025.
• The facilities must be close to the competition
venues and certainly no more than 45 minutes
away at peak traffic times.
• Accommodation facilities for athletes and officials
must be equivalent to at least a three-star quality
hotel (according to the internationally acceptedstar rating system) and occupancy may not exceed
two people per room.
• The LOC must secure one or more hotels of five/four-star quality (according to the internationallyaccepted star rating system) – with rooms in single
occupancy, and offering breakfast, lunch anddinner at the premises – for the other constituent
groups (IWGA/IF/future host cities’ representatives as well as VIP guests).

Official Bid Application TWG2025

Accomodation & Catering• The LOC must secure additional accommodation
in hotels (three to four-star quality according to
the internationally accepted star rating system)with reasonable room rates for accredited media
representatives. The media representatives cover
the costs of such accommodation themselves.

The LOC could provide accommodation in a “games
village” set-up for athletes and officials. This could be
on a university campus, or in other facilities, as long as
the standard of accommodation corresponds to that ofa three-star quality hotel. Bedrooms must be provided
for a maximum of two (2) people per room, with one (1)bathroom for maximum four (4) people.

CATERING
The LOC must cover the cost of catering services for all
constituent groups accredited for TWG 2025, including its
own staff, volunteers, contractors, etc.
The catering service plan must ensure that
• An adequate variety of food is available.
• It complies with the specific needs of athletescompeting in the sport.
• It takes into account cultural diversity and religious
sensitivity.
It is critical that
• A variety of ethnically diverse meals that incor-

and training venues for the athletes and officials.
Catering services at each competition venue for IWGA/IF/
future host cities’ representatives as well as guests must
be provided in a designated VIP area.

REQUIREMENTS
ACCOMMODATION
Appropriate accommodation facilities of the standard
specified• For the different TWG 2025 constituent groups,
and up to the numbers specified in the Host City
Organizer Agreement• For the other accredited persons – such as participants in the Invitational Sports Program, extra
team officials, contractors, etc. – up to the numbers
specified at the time of concluding the Host City
Organizer Agreement• For the visitors to TWG 2025, up to the numbers
anticipated by the applicant host cities must be
available in and around the Host City at the timeof TWG 2025.
The hotel network and all other facilities used to accommodate the persons accredited for TWG 2025 must comply
with the requirement of maximum travel distances/times
between sports venues, accommodations and other sites.

porate special nutritional and religious require-

A statement from the national tourist board describing

ments are offered for athletes.

the host country’s hotel rating system must be provided.

• Meal services are provided in facilities close tovenues and accommodations.
• Meal services are offered at optimal times forathletes and officials to eat appropriately prior toand after competitions.
Sufficient bottled beverages – in particular water and79

isotonic beverages – must be provided at all competition

January 2018

The detailed hotel room inventory of the applicant hostcity must be submitted, indicating the room capacities per
hotel and the total hotel room capacity. The national tourist
board should confirm the veracity of this information.
If facilities other than hotels are to be used to accommodate the athletes and officials, a comprehensive
description, including photographs, must be submitted

Official Bid Application TWG2025

Accomodation & Cateringwith the bid project.

CATERING
The catering service plan – for breakfast, lunch, dinner,
VIP hospitality at the venues, beverages/snacks forathletes/officials at the venues – must comply withthe standards set out on page 79 for the TWG 2025
constituent groups, up to the numbers specified in the
Host City Organizer Agreement.
Additional provisions have to be made and presented aspart of the bid project for catering services to LOC staff,
volunteers and contractors.

corresponds to that of a 3-star quality hotel and submit
documentary photographs of the facilities.
AC 4 Provide an overview of the proposed hotels for theaccommodation of the media, stating the cost per night,
including breakfast and taxes.
AC 5 Provide a map indicating the location of all existing
hotels (5-star to 3-star categories) – within a 45 min
travel time radius of the point of reference – which areproposed to accommodate the constituent groups of
TWG 2025. All athletes and officials, including extra team
officials, of one IF must be assigned to the same hotel.
This hotel must be located as close as possible to the

QUESTIONNAIRE

sports venue that is assigned to the IF.

ACCOMMODATIONSAC 6 Provide a map indicating the location of otherAC 1 Some of the questions under Theme 8 require theor university campus – if they are proposed to accom-

categorizing of hotels according to the internationallyaccepted star rating system (5-star, 4-star, 3-star). An
official statement from the national tourist board should
be provided, giving the equivalent rating used in the hostcountry and a description of the standard of hotel in eachcategory.
AC 2 Provide an inventory of the hotel rooms available in
the applicant host city, detailing the room capacity per
hotel and the total hotel room capacity in and arounda point of reference selected within the Host City. The
main stadium for TWG 2025, a central hotel – the oneused to accommodate IWGA/IF/future host cities’
representatives and VIP guests – or any other central
location of relevance to TWG 2025 could serve as such
point of reference. Templates for this inventory are madeavailable in the annex.
AC 3 Provide a comprehensive description of any otherfacilities – such as a games village, a condominium park
modate the athletes and officials of TWG 2025.
AC 7 Provide a map indicating the location of hotels to beconstructed within 45 min travelling time of the point ofreference, if such hotels are proposed to accommodate
the constituent groups of TWG 2025.

CATERING
SE 8 Describe the proposed meal services and facilities
to be made available for the following constituent groups• Athletes and officials• IWGA/IF/future host cities’ representatives and
VIP guests

ADDITIONAL

concept – games village, university campuses, etc. –AC 9 Provide any additional information the applicant

used to accommodate the athletes and officials of TWG

host city considers relevant in the context of accommo-

2025. Confirm that the standard of such accommodation

dation and catering.

80

January 2018

81

January 2018

Official Bid Application TWG2025

Transport

9. TRANSPORT

Identifying the timeliness and general level of service

GENERAL

officials, IWGA/IF/future host cities’ representatives and

INTRODUCTION

immigration, baggage claim and customs, on to accredi-

Another key to successful games is an efficient, safeand reliable transportation system between the designated ports of entry, the accommodation locations,the catering facilities and the competition and training

provided for each constituent group – athletes and
VIP guests – from arrival at the port of entry, throughtation and then accommodation locations, ensuring thatsport equipment is transported too.

DEPARTURES

venues. The LOC is required – at its expense – to provide

Identifying the timeliness and general level of service

transport between all official venues of TWG 2025 – asprovided for each constituent group from the accom-

well as from the designated ports of entry/departure,modation location to the port of departure, through thegenerally airports, for all accredited persons. There arecheck-in procedure.

certain critical elements the LOC needs to identify inestablishing its transport plan.

CEREMONIESSCOPE, COSTS AND DURATION

Identifying the transportation resources required for the

The LOC is responsible for the cost of local transportation

the Opening, Closing Ceremony and TWG Party in a swift

for athletes and officials, IWGA/IF/future host cities’

and timely manner.

transport of the various constituent groups to and from

representatives and VIP guests, and for the accredited
media personnel, at the appropriate levels of service forthe duration of TWG 2025.

TRANSPORTATION SCHEDULING
Identifying an accurate schedule of arrival and departure
times between the various competition venues, considering venue locations (distance and time between),vehicle types and numbers available, load and unload
times.

REQUIREMENTS
TRANSPORTThe dedicated TWG transport provisions and all operational plans to transport the different constituent
groups – from arrival at the designated port of entry totheir departure – in an efficient, safe and reliable manner
between all venues, locations and sites of TWG 2025.
The public transportation infrastructure, strategy and

VEHICLE PROCUREMENT
Identifying what types and numbers of vehicles (car/coach pools) need to be procured for the transport ofthe different constituent groups – including equipment –between various venues in an efficient, safe and reliable
manner.

ARRIVALS
82

January 2018

management capable of providing all participants – andall spectators – with good access to and good mobility
around the venues, locations and sites of TWG 2025.

QUESTIONNAIRE
TRANSPORT
TR 1 Provide information on the main international

Official Bid Application TWG2025

Transport

airport and any other international airport that could
be used as the designated port of entry/departure for
TWG 2025. Provide information on airport capacity(passengers per hour, aircraft movements per hour, etc.)
and list the destinations served to/from (national andinternational) on a regular basis (daily/weekly).
TR 2 Are there other major ports of entry (seaports, train
stations, bus terminals, etc.)?
TR 3 Indicate the distances and travel times between
the designated ports of entry/departure, all competition
and training venues, and all accommodation and otherlocations/sites of TWG 2025, specifying the mode oftransport used to determine the time estimates.
TR 4 Provide a summary of the type of transport and its
level of service – such as operating times, frequency, etc.
– projected for• Athletes and officials• Anti-doping officials• IWGA/IF/future host cities’ representatives and
VIP guests• Media• Spectators
TR 5 Provide an overview of the vehicle procurement
plan and its scope, indicating the approximate numbersof vehicles available in each of the following categories:• Buses• Cars• VIP vehicles• Vans• OtherTR 6 Describe procedures at the arrival and departure forall constituent groups at major ports of entry.

83

January 2018

TR 7 Provide guarantees from parties supporting the
success of the plans above (including governmental,
airport/train station authorities and vehicle providers).
TR 8 Provide an overview of existing transport infrastructure (motorways, major urban arterial network,
suburban rail, subway, light rail public transport systems
with significant capacity) and describe any new transport
infrastructure planned, which may have a direct impact
on TWG 2025.

ADDITIONAL
TR 9 Provide any additional information the applicant
host city considers relevant in the context of transport.

84

January 2018

Official Bid Application TWG2025

Security

10. SECURITYREQUIREMENTS

GENERAL

RISK ASSESSMENT

INTRODUCTION
Theme 10 seeks to establish whether an applicant
host city possesses the necessary infrastructure toguarantee total security – discreetly but efficiently – andto guarantee the safest possible environment for TWG
2025 to take place.
The LOC will be required to take all necessary security
measures in order to guarantee the safe and peacefulconduct of TWG 2025. To do so, the LOC must undertake
thorough risk assessments in the lead-up and implement
appropriate Games-time security provisions jointly withthe relevant national and local authorities.

RISK ASSESSMENT
An in-depth analysis of all potential risks to TWG 2025staged in the Host City and the host country should
be commissioned by the LOC from national and local
authorities.

SECURITY PLANNING AND ORGANIZATION
Planning and organizing the Games-time security isdone between the LOC and the relevant authorities, withthe highest government authority of the host country
guaranteeing the safety and peaceful conduct of TWG
2025.
In the event that the regional and/or local government(s)has (have) authority over public security, emergencies or
any other aspect of security, the highest authority of theregional and/or local government(s) must provide (a)similar guarantee(s).
The LOC shall ensure that public and private organizations work side-by-side, within an integrated structure,
during security planning and operations.

85

January 2018

Assessment of general risks connected with theapplicant host city and the host country to be carried out
jointly by the responsible authorities.

SECURITY PLANNING AND ORGANIZATION
Planning, organization and implementation ofGames-time security provisions between the authorities
and the LOC.

GUARANTEES
Obtain guarantees from national, regional and/or local
governments that they will do the upmost to ensure thesafety and peaceful conduct of TWG 2025.

Official Bid Application TWG2025

Security

QUESTIONNAIRE
SECURITY
SE 1 Provide an analysis of the general risks and threatsto TWG 2025 held in the Host City/country.
SE 2 Provide an analysis by competent authorities
regarding risks posed by activist minorities (religious,
political, ethnic, etc.) or terrorist groups in the country or
region.
SE 3 Identify the public and private security organizations that will be involved during TWG 2025, and describe
their respective responsibilities.
SE 4 Identify how the public and private organizations will be integrated and coordinated, both amongst
themselves and with the LOC, throughout planning andoperations.
SE 5 Provide organizational charts of games security forthe planning phases and the implementation phase.
SE 6 Provide the numbers of the total police andemergency services human resources currently available
in the city/region and estimate for TWG 2025.
SE 7 Provide an estimate of the total human resourcesthat would be deployed in the operational implementation of security during TWG 2025, specifying staff
type (police, emergency services, military/intelligence
personnel, contract security, volunteers) and capacity.

ADDITIONAL
SE 8 Provide any additional information the applicant
host city considers relevant in the context of security.

86

January 2018

Official Bid Application TWG2025

Security

87

January 2018

Official Bid Application TWG2025

Medical & Health Services

11. MEDICAL & HEALTH SERVICES

be responsible for first aid and emergency treatment

GENERALat sports venues (during the entire period of hours of

INTRODUCTION

all accredited persons.

Theme 11 seeks to establish an applicant host city’s

A complete list of hospitals and clinics located in theability to provide a health system suited to the needs ofHost City (or region) is to be submitted together with the

TWG 2025 without affecting the normal health provisions.

bid project, listing the hospitals’ names, patient capac-– including the medical evacuation – to be available
operation of the venues) and other sites of TWG 2025 for

Accredited athletes and officials are required to obtainadequate insurance cover on their own – or through the
LOC – for medical treatment in the host country duringities, medical specialties and key diagnostic equipment.
The distance between each hospital and the point ofreference selected for Theme 8 needs to be indicated too.

TWG 2025. However, the LOC must assume the cost and

Hospital name

Number of beds

Departments by
specialty

UVW

1,000

Sport Medicine, Burn
Unit, Cardiology

XYZ

100

Ophthalmology

Prior to TWG 2025, the LOC provides the Competition
Manager of each IWGA Member IF with a detailed
location plan of all medical facilities in the Host City and7-day, 24-hour emergency telephone numbers for physicians, dentists and hospitals.
The LOC makes adequate facilities (rooms for physiotherapists, physicians, etc.) available at the competition and training venues for the medical staff of the IFs.
Additionally, the LOC needs to provide IWGA’s partnerorganization FICS (International Federation of Sport
Chiropractors) with suitable locations, uniforms andequipment for their work during TWG 2025. FICS is apartner organization of the IWGA and has been providing
the participants of TWG with free treatment since 2005.

88

January 2018

Diagnostic equipment

Distance frompoint of reference

CT Scan

10 km
15 km

The LOC is obliged to inform IWGA on any restrictions
or regulations in place that could have an impact on thework of the IWGA Medical Commission and inform on theprocedures in place for Team Medical staff to performtheir duties during the Games.

Official Bid Application TWG2025

Medical & Health Services

REQUIREMENTS

emergency services in the applicant host city and region.

PROVISION OF MEDICAL AND HEALTHSERVICES

MH 5 Explain how TWG 2025 will fit in with first aid,
medical evacuation and emergency services in the Host
City and region.

All accredited persons are responsible for the costof medical/health treatment required during TWG
2025, except for emergency and first aid treatment(including medical evacuation). Athletes and officials
will be informed by the IWGA Member IFs of the needfor medical insurance that covers treatment in the hostcountry of TWG 2025.
The LOC is responsible for the implementation of all
appropriate on-site emergency and first aid services,
including medical evacuation services, and it assumes
the costs for those directly or through its insurance.
The LOC is required to make medical insurance available
to accredited persons who are unable to obtain adequate
cover on their own.

QUESTIONNAIRE
MEDICAL AND HEALTH SERVICES
MH 1 Specify what legislation is in force in the hostcountry concerning the practice of medicine andChiropractic and describe the organization of the healthservices. Specify the legislation in force concerning thepractice of medicine by foreign practitioners. In particular
describe if any restrictions exist on sharing of statistical
data with the IWGA medical commission.
MH 2 Describe the social system for managing medical
expenses. Explain the arrangements for foreign nationals
visiting the host country.
MH 3 Give a general outline of the health care systemcurrently in operation in the applicant host city andregion.
MH 4 Describe the operational procedures of the current

89

January 2018

MH 6 Describe existing plans for medical assistance andevacuation in the event of natural or other disasters,
specifying the chains of command and transfer of
responsibilities. Explain how these plans will be affectedby TWG 2025.
MH 7 Describe the resources and procedures in theapplicant host city, region and country to counter epidemiological risks.
MH 8 Provide a list of all hospitals and clinics located in
the Host City and region, specifying patient capacities,
medical specialties, key diagnostic equipment as well as
distance from point of reference.

ADDITIONAL
MH 9 Provide any additional information the applicant
host city considers relevant in the context of medical andhealth services as well as the costs thereof.

90

January 2018

Official Bid Application TWG2025

Anti-Doping

12. ANTI-DOPINGREQUIREMENTS

GENERAL

ANTI-DOPING PROGRAM OF TWG 2025

INTRODUCTION
The IWGA is a signatory to the World Anti-Doping Code(the Code). Consistent with article 20.6 of the Code thatoutlines the role and the responsibilities of the IWGA as a
Major Event Organizer, it will undertake to do everything
possible to award TWG 2025 only to a country where thegovernment is a state party to the UNESCO International
Convention against Doping in Sport, and where nationalorganizations responsible for carrying out anti-doping
activities are deemed to be in full compliance with the

The relevant national authorities must guarantee that:• The national government will comply withthe provisions of the UNESCO International
Convention against Doping in Sport and if not astate party to that convention will take steps to
become one.
• The organizations that are responsible for carryingout anti-doping activities in the host country, suchas a National Anti-Doping Agency (NADO), have-- Signed the WADA Code Acceptance form andsent it to WADA,

World Anti-Doping Agency’s (WADA) Code.

-- Adopted Code-compliant anti-doping rules
and regulations

Prior to and during TWG 2025, the IWGA will ensure that-- Implemented and enforced the rules in a
Code-compliant way,

the LOC complies with the IWGA Anti-Doping Rules, andwith all regulations of the Code, while carrying out the-- Completed the online WADA Questionnaire,

IWGA approved doping control plan.

-- Are in compliance with the WADA Code.

This plan requires the LOC to implement a comprehensive anti-doping program for the TWG 2025 byappointing a testing agency and a WADA accredited
laboratory, by providing suitable and secure anti-doping
facilities within each competition venue, and by granting
logistical and operational support to enable the effective
implementation of the program.
The LOC will be required to finance testing by an approved
sample collection authority, at its own expense, on up
to 10% of the athletes competing in TWG 2025 in strict
compliance with the WADA Code and Standard including
the Sport Specific Analysis. The number of tests are to be• The WADA Code in force as of 2025 will apply to
The World Games.
The applicant host city must provide information on how
it will procure the• Testing agency (NADO, NOC, etc.) unless the
Independent Testing Agency will be mandated to
conduct the testing• WADA accredited laboratory• Anti-doping facilities at sports venues• Logistical and operational support to theAnti-Doping Program (including all the transport
associated with it)

agreed upon between the IWGA and the Host City at the

The applicant host city must confirm that the LOC will
arrange and pay for doping controls to be conducted ontime of finalising the sports program.

up to 10% of the athletes competing in TWG 2025.

91

January 2018

Official Bid Application TWG2025

Anti-Doping

QUESTIONNAIRE
ANTI-DOPING
AD 1 Does the host country have any legislation on
doping? If so, explain and provide a copy of such laws.
AD 2 Confirm that the national government is a stateparty to the UNESCO International Convention against
Doping in Sport or if not will comply with it and takes
steps to become one.
AD 3 Have the relevant authorities in the host country
signed an agreement with WADA to adopt and implement
the WADA Code?
AD 4 Has your NADO have been declared non compliant
by WADA? ? And if yes, which year and for what reason?
AD 5 Is there a WADA accredited laboratory in theapplicant host city? If not, where is the nearest WADA
accredited laboratory located? Indicate the distance/
travel time between the accredited laboratory and theselected point of reference (as in Themes 8 and 11).
AD 6 Give details and a schedule for procurement of antidoping equipment, facilities, personnel, etc.
AD 7 Give an indication of the procedures envisaged forsample transportation between venues and laboratory.

ADDITIONALAD 8 Provide any additional information the applicant
host city considers relevant in the context of the antidoping program of TWG 2025.

92

January 2018

Official Bid Application TWG2025

Anti-Doping

93

January 2018

Official Bid Application TWG2025

Media

13. MEDIA: BROADCAST & PRESSGENERALINTRODUCTION

for their work from the International Broadcast Centre in
the host city.
Under the terms of its contract with the LOC, the GHB
produces the international television signal in picture andsound – for live or delayed transmission – in the state-

One of the main objectives of the IWGA is to secureof-the-art technical format in the year of the Games. The

comprehensive media coverage for TWG as well as

production plan will in principle include all aspects of thethe participating sports and athletes. The LOC must

Games and will be agreed in detail by IWGA and the Hostacknowledge the important role first-rate media opera-

City.

tions play in transmitting a positive image and inproviding for a clear understanding of the Games by
global audiences. Wide exposure through the media –and through television and new media in particular – isalso the prerequisite for securing successful sponsorship

The international signal must be objective and impartial,
and will not be focused on specific athletes or countries.
It will cover the contests for a global audience. The international signal includes slow-motion replays, basic TV

programs.

graphics, timings and with editorial support.

The LOC must assign the highest priority to efforts that

This signal will also be used for an internet live stream

aim at securing media coverage. It must guarantee
the audio-visual broadcasting of TWG to audiences
worldwide and provide all facilities for the Games media
services in general. The LOC can count on approximately
1,000 accredited media representatives involved in
producing coverage on TWG.

GAMES HOST BROADCASTER
The Games Host Broadcaster (GHB) will be IWGA’s
official TV production company. IWGA assumes all risks
in connection with the delivery of these services. The
Host City pays for them through the annual contribution detailed in Chapter 5. The GHB is responsible fordelivering the full range of broadcasting services, fromthe production of the footage to making it available
for worldwide transmission. The GHB produces thisfootage and the international signals in adherence tothe standards and the scope outlined in the broadcast
requirements for each of the sports on the Official Sports
Program.
The LOC provides the GHB – as well as the rights-holding
broadcasters producing unilateral and digital coverageon TWG – with the basic facilities and services required

94

January 2018

and for video screens at different venues and facilities.

EXPERTISE
IWGA works with its media distribution partner company
to ensure optimum international distribution of thesignal. For national distribution, the Host City may also
use the services of this company or may make alternative arrangements.

PRESS OPERATION – FACILITIES
Press coverage is the other key to successful Games. The
LOC is required to plan and provide a Main Media Centre(MMC). It serves as the primary working place for media
personnel covering TWG. Depending on the location andthe facilities which are available, the MMC can either be
set up at or near the competition venues or, alternatively,at other suitable locations which are well connected to
the latter by an appropriate transport system for media
personnel.
The facilities must include work stations, press conference
rooms, press catering, strong wifi network and all otherfacilities required for the implementation of the Games

Official Bid Application TWG2025

Media

press services stipulated by the IWGA Communication
Department in a separate document.
The LOC is required to plan and provide Sub-Media
Centres at each venue (SMC). The SMC provides allnecessary facilities appropriate working conditions forpress representatives on site. This includes press seats,
a separated wifi for media for uploading pictures andshort videos, mixed zones and photographer areas.

SOCIAL MEDIAThe host organization is expected to promote its WorldGames event extensively through social media (forexample Facebook, Twitter, Instagram and other popular
platforms that may emerge). The IWGA will determine
which platforms are to be used by 31 December 2022
at the latest, so as to reflect current trends in the social
media world. Promotions on all these platforms must be
linked with the IWGA's, and coordinated with the IWGA
Communication Officer.
Three months after the Games, control over these social
media platforms will revert to IWGA, since they would
in any case be of no further use to the host city. The
platforms will be implemented permanently into the
IWGA's overall on-line presence.

95

January 2018

REQUIREMENTSGAMES HOST BROADCASTER
Accept as Games Host Broadcaster IWGA’s official TV
production partner which will produce the international
television signal to the highest standard.

INTERNATIONAL BROADCAST CENTRE
Provision of suitable facilities for the GHB and otherrights-holding broadcasters to be able to carry out their
work.

COLLABORATION WITH IWGA AND ITS MEDIA
DISTRIBUTION PARTNER
Collaboration with IWGA and its Media Distribution
Partner on definition of the international media strategy.

MAIN MEDIA CENTRE
Provision of a centralized venue and of comprehensive
facilities for all media personnel, including IWGA
Communication team, to be able to carry out their work.
Provision of facilities and wifi at competition and othervenues for media personnel to work (Sub-Media Centres).

Official Bid Application TWG2025

Media

QUESTIONNAIRE

ADDITIONAL

BROADCASTBP 7 Provide any additional information the applicant
host city considers relevant in the context of Games
media services, broadcast and press operations, etc.

BP 1 Describe the plans of the applicant host city for thenational broadcasting of TWG 2025.
BP 2 Provide information on the entities that theapplicant host city is considering contracting the GHB,
and that could guarantee the production and transmission of the national/international (global) signal.
Specify their production/broadcast experience and theircredentials as host broadcaster of major sporting eventsin the past.
BP 3 Describe the plans of the applicant host city toprovide the GHB and other broadcasters with the facilities
required for their work. Describe the location, size andinfrastructure of what could serve as the International
Broadcast Centre during the Games. Explain the choice.

PRESS
BP 4 Describe the concept of the applicant host city for
the Main Media Centre. Provide information on location,size, internet access and infrastructure – explain the
choice.
BP 5 Describe the concept of the applicant host city for
the Sub-Media Centres and provide information on thefacilities to be provided there, including internet access.

LEGAL
BP 6 Would foreign broadcast and media organizations
and their personnel be subject to labour and union laws?
If so, please explain.
Would foreign broadcast and media organizations be
subject to specific taxes related to their work and/or
equipment? If so, please explain.

96

January 2018

97

January 2018

Official Bid Application TWG2025

Communication

14. COMMUNICATION & PROMOTIONCOMMUNICATION STRATEGY/PLAN

GENERALThe LOC must define the comprehensive strategy and

INTRODUCTION

the above concepts at national and international levels.

Communication and promotion are crucial in transmitting

to and during the Games. To do so, the LOC should develop

strong and positive messages regarding TWG. To ensure

plans for the full range of media as well as for activities.

that these messages are articulated with consistency

Creativity and innovation are two key elements.

develop the plans for communication and promotion of
The principal aim is to cultivate support and interest priorbetween the principal stakeholders in TWG, close collaboration as well as an open and congenial partnership
between IWGA and LOC are of high importance.

CORPORATE IDENTITY
The IWGA logos, icons and pictograms for the sports and

CONCEPTS

ceremonies of The World Games are listed in the current

The LOC is requested to briefly outline its vision andand the norms for reproduction of the logo and icons.

IWGA Corporate Identity Manual. This governs the use

propose preliminary concepts for these areas• Values of TWG: planning and implementing
campaigns to promote moral and social values– such as “Excellence, Friendship and Respect” –through TWG

2025, the LOC is bound to respect the norms, instructions and restrictions contained in this manual.

DESIGNS• Sports of TWG: planning and implementing
campaigns which contribute to the promotion andpopularization of the sports featured in TWG both
before and during the Games

The LOC will be required to design a great numberof graphic, visual, artistic and intellectual works andcreations for communication and promotion of TWG
2025 including for example:• Awareness of TWG: planning and implementing
programs and campaigns that aim to increaseawareness of TWG in general (educational, social,
cultural, etc.)• Emblems• Medals• Mascots• Ceremonies of TWG: planning and implementing
ceremonial

In developing its own marks for the distinct look of TWG

activities(Opening

Ceremony,

Athletes’ Night, Closing Ceremony and Medal
Ceremonies) with a distinct local, regional andnational character.
• Look of TWG: planning and implementing the“Look of the Games”• Information icons (e.g. pictograms)• Visuals• Decorations• Slogans• Publications• Audio-visual productions (e.g. promo reels)

98

January 2018

Official Bid Application TWG2025

Communication• Websites• Social Media• Etc.

In developing these – and other – designs, the LOC must
only proceed in consultation with the IWGA from theearliest stages. All of the finalized designs are subject toformal approval by IWGA.

REQUIREMENTS
CONCEPTS
Establish the first concepts for communication andpromotion of TWG 2025 – as described above – consistently with the vision of the LOC and that of the IWGA.

STRATEGY AND PLANSJOINT COMMUNICATION AND PROMOTION

Define the overall strategy and development of plans for
effective communication and promotion of TWG.

The IWGA commits to bringing its expertise and specificknow-how to the production of materials required toconvey concise and consistent messages concerning
TWG 2025 to key audiences.

CORPORATE IDENTITY AND LOOK OF THE
GAMESWorking with the LOCs of previous editions of TWG, theIWGA Communication and Media Departments havebeen able to establish well-proven formulas in the
production of materials in the following areas:• Print and electronic publications• Audio-visual productions• Social Media platforms• Websites• Both Departments of the IWGA have provided
crucial assistance to the organizers of the previous
editions in:• Promotional events at the international level• Media relations at the international level
The communication and media teams of the LOC and the
IWGA will collaborate once more in joint communication,
promotion and related media projects in the lead-up to
and during TWG 2025. The Coordination Commission for
TWG 2025 will assume the supervisory function overthese projects. All publications must be approved by the
IWGA before publishing.

99

January 2018

Develop the distinct corporate identity and the look of
the Games respecting the norms and instructions set
forth in the corresponding manuals of the IWGA.

DESIGNS
Design items such as those listed above in consultancy
with IWGA.

JOINT COMMUNICATION AND PROMOTION
Commit to work jointly with the IWGA in the productionof materials for international communication andpromotion in the lead-up to and during the Games.

Official Bid Application TWG2025

Communication

QUESTIONNAIRE
EXISTING COMMUNICATION AND PROMOTION
CP 1 Describe existing communication and promotional
activities for the sports of TWG in the host country.
CP 2 Provide a summary of the key media outlets in thehost country, including the main newspapers, televisionand radio stations.

GAMES COMMUNICATION AND PROMOTION
CP 3 Outline briefly the vision that the applicant host city
holds for effective communication and promotion of TWG
2025. Provide the first draft concepts addressing• Look of TWG• Values of TWG• Sports of TWG• Awareness of TWG
CP 4 Where will the applicant host city put the emphasis
in communicating and promoting TWG 2025 locally andnationally? Provide an overview of the media the applicant
host city is planning to use.
CP 5 Briefly outline the promotional campaigns theapplicant host city plans to embark on in order to raiseawareness for TWG locally/nationally. Describe thecommunication programs the applicant host city intends
to set up locally/nationally during the years leading up to
the Games.
CP 6 Describe how the applicant host city proposes tocollaborate with the IWGA in joint communication andpromotion at the international level.

ADDITIONAL
CP 7 Provide any additional information the applicant hostcity considers relevant in the context of communication

100

January 2018

and promotion.

Official Bid Application TWG2025

Communication

101

January 2018

Official Bid Application TWG2025

Marketing

15. MARKETING
GENERALINTRODUCTION
Theme 15 seeks to establish an applicant host city’s understanding of the development of successful marketing
programs jointly with the IWGA and its marketing partner.
The priorities in this context include• Reaching an agreement with the IWGA and its
marketing partner to develop successful marketing
programs jointly within the future host territory
and worldwide.
• Obtaining commitments from the relevant public
and private entities within the future host territory
to protect the image of TWG 2025 and to prevent
ambush marketing.

of virtual graphics and eSports activations of The
World Games sports• The right to revenues generated by advertising in
official publications• The right to revenues generated from the sale oftickets or other revenue connected to such tickets• The right to revenues generated by the sale of any
merchandise produced by or on behalf of the LOC
bearing any of the marks of TWG 2025
• The right to revenues generated by the sale of any
and all media rights associated with TWG 2025
• The right to all other revenues generated by anyother form of exploitation, marketing or commercial
activity involving the TWG 2025, subject to theapproval of IWGA

• Projecting and substantiating conservative prelim-

The IWGA, its marketing partner and the Host City will

inary revenue forecasts from marketing sources

develop an integrated and consolidated strategy forwithin the future host territory.

seeking corporate sponsors, as well as a comprehensive• Developing a strategic and tactical understandingof how to leverage the brand of TWG 2025, andof how to exploit all commercial opportunities
associated with the brand.

JOINT MARKETING PROGRAM
The IWGA, its marketing partner, and the LOC undertake
to exploit all commercial and media rights associated with
TWG 2025 jointly in order to maximize revenues and to

strategy for marketing and selling all sponsorship rights,
so as to optimize the exploitation of sponsorship rights
and maximize sponsorship revenues. This strategy
should include event sponsors of The World Games 2021
and permanent sponsors for IWGA digital platforms.
Therefore, once the IWGA receives a detailed budget fromthe Host City, including projected revenues below, ananalysis will be carried out and negotiations conducted on
how revenues from the joint sponsorship program should

ensure an optimal organization, staging and financing ofbe split, so as to ensure proper funding of the Games for

the Games.

the Host City.

The commercial rights to TWG 2025 include

The LOC may not propose any form of commercial• The right to revenues generated by the marketingof stadia advertising• The right to revenues generated by implementation

102

January 2018

arrangement with companies that may be considered
competitors of any long-term partner of the IWGA without
having first offered that opportunity on identical terms tosuch IWGA partner.

Official Bid Application TWG2025

Marketing

Level of sponsorship at national level

Product category

Projected gross revenues
by level of sponsorship(local currency/CHF at the time)First level(highest level of domestic
sponsorships)

Second level

Third level

Category X

Projected revenues X

Category Y

Projected revenues Y

Category Z

Projected revenues Z

Category XX

Projected revenues XX

Category YY

Projected revenues YY

Category ZZ

Projected revenues ZZ

Category XXX - ZZZ

Projected revenues XXX - ZZZSPONSORSHIP REVENUES• To promote TWG 2025 as an event that has value

Every applicant host city should be able to project and• To ensure capacity crowds at the venues for as

substantiate preliminary and conservative revenue
forecasts from sponsorship.
The applicant host cities are required to disclose revenue
targets for a sponsorship program that they suggest
should be implemented by the LOC at the national level.
Host Cities will be entitled to retain one hundred percent
of any domestic sponsorship revenue. Any revenue fromsponsors brought to the Host City by IWGA will be shared

many sessions as possible• To generate revenue for the LOC• To establish a suitable timeline for the ticket sales
program
The applicant host cities are required to disclose arevenue target for the ticket programs during TWG 2025.

between the Host City and IWGA on agreed terms.

TICKETING PROGRAMME
A well-managed ticketing program is essential to the

LICENSING
The applicant host cities are required to disclose revenue

success of the TWG 2025. The objectives of the LOC andtargets for the licensing/merchandising programs for

the IWGA in the context of ticketing are

TWG 2025.

103

January 2018

Official Bid Application TWG2025

Marketing
Category type

Projected net revenues

Category X
Category Y
Category Z
TOTALMEDIA RIGHTS
Revenue from international sales of media rights tolinear TV and digital media companies for TWG 2025 isreserved for IWGA. Sales revenue generated within the
Host City country will be reserved for the LOC. The LOC
is obliged to develop a state-of-the-art TV production
concept including global signal distribution.

REQUIREMENTS
GENERAL
The applicant host city must confirm its commitment
to develop successful marketing programs for TWG
2025, and to develop its own strategies and programs
to promote the brand of TWG 2025 and all commercial
opportunities associated with the brand.
The applicant host city must pledge to exploit sports' allcommercial and media rights associated with TWG 2025with the aim of ensuring an optimal organization, staging
and financing of the Games.

QUESTIONNAIRE
MARKETING
MA 1 Confirm that the applicant host city recognizes andMA 2 Confirm that the applicant host city has notentered into any agreements with third parties, granting
any rights or options that could jeopardize, prevent or
impinge upon the fulfilment of the Host City Contract
and the constraints, as stipulated on pages above,concerning the marketing of rights to TWG 2025.
MA 3 Confirm that legislation to sanction ambush
marketing will be enforced during TWG 2025.
MA 4 Indicate projected revenues from multiple-tiersponsorship programs.
MA 5 Provide an outline of the ticket sales strategy andindicate projected revenues from ticket sales.
MA 6 Indicate projected revenues from licensing/merchandising.
MA 7 Outline the concept for hospitality programs andindicate projected revenues.
MA 8 Describe the current legislation in the host country
regarding lotteries in general and sports lotteries specifically. Indicate projected revenues from such lotteries.

ADDITIONAL

accepts the obligations and constraints concerning theMA 9 Provide any additional information the applicant

marketing of any and all rights to TWG 2025 as stipulated

host city considers relevant in the context of marketingon pages above.

rights to TWG 2025.

104

January 2018

105

January 2018

Official Bid Application TWG2025

Technology

16. TECHNOLOGY
GENERALINTRODUCTION
Theme 16 seeks to establish an applicant host city’s
ability to deploy and support state-of-the-art technology
in all areas that are vital to TWG 2025.
As previously described the IWGA will, through its partnerorganizations for timing, scoring, results service andaccreditation, and for TV production enable the LOC to
deploy the requisite technological means necessary forstaging successful Games and for running the competitions in accordance with the sport-specific provisions set
forth by the IWGA Member IFs. The LOC is responsible
for cooperation with these IWGA partner organizations
and for planning and implementing, at its expense, othertechnological means necessary for the preparation andthe running of TWG 2025. All plans regarding technology
must be submitted to the IWGA for approval in consultation with its technology partners.

REGISTRATION & ACCREDITATION SYSTEMThe IWGA partner will provide the system for registration
and accreditation of athletes and officials in TWG 2025.
Through its annual contribution to IWGA, the LOC covers
the costs associated with the provision of the registration and accreditation system by the IWGA partner.
The IWGA ensures that registration and accreditation
policies and procedures are in accordance with international standards.

TIMING, SCORING AND RESULT SYSTEMSThe IWGA partner will provide the systems for timing,scoring and results of all competitions staged during
TWG 2025. Through its annual contribution to IWGA,
the LOC covers the costs associated with the provisionof these systems by the IWGA partner. The IWGA and

106

January 2018

its Member IFs ensure that the data generated by thesystems comply with international standards.

TELECOMMUNICATIONS
The telecommunications infrastructure for fixed andmobile networks is expected to meet the highest
demands during TWG 2025. Networks linking all venues
are required to support heavy traffic (phone and data
networks, radio networks, audio and video circuits)
generated by the staging of the Games in the Host City.
Cell phones must be provided to the members of the
IWGA Executive Committee, the IWGA Medical Committee
and the Anti-doping officials at the expense of the LOC.

REQUIREMENTSTECHNOLOGY
An applicant host city is required to plan for the fullrange of technological means necessary in the preparation and the running of TWG 2025, taking into accountthe services that will be provided by the IWGA partnerorganizations. Technology in the context of major multisport games covers accreditation, timing, scoring, result
and information systems, telecommunications and othertechnologies, and Internet.
The applicant host city plans for the deployment oftechnology must be submitted to the IWGA for commentand approval.

Official Bid Application TWG2025

Technology

QUESTIONNAIRETECHNOLOGYTE 1 Confirm that the applicant host city is prepared toaccept the services of IWGA’s technology partners forthe deployment of resources for timing, scoring, result
services and TV production.
TE 2 Indicate whether a regulatory body exists for thetelecommunications market in the host country, whether
this body is tied to government authorities, and whether
this body awards licenses.
TE 3 Indicate how many providers for fixed phone
networks and for mobile phone services exist in the hostcountry.
TE 4 Describe the existing infrastructure and technology
networks linking all venues that will support the highvolume of traffic (phone networks, data networks, audio
and video circuits) during TWG 2025.
TE 5 If additional infrastructure for fixed and mobile
networks is required, describe it and indicate which
carriers are prepared to supply it.
TE 6 Indicate which body is responsible for controlling
and allocating the frequencies necessary for radio transmissions in the host country.
TE 7 Is this body prepared to allocate the frequencies
necessary for the organization of TWG 2025?

ADDITIONALTE 8 Provide any additional information the applicant
host city considers relevant in the context of technology.

107

January 2018

108

January 2018

Official Bid Application TWG2025

Risk Management & Insurance

17. RISK MANAGEMENT &INSURANCE
GENERAL

indemnify, hold harmless and exempt the IWGA and its
officials from all payment in respect to any damages
resulting from the hosting of TWG 2025, not applying towillful misconduct or negligence.

INTRODUCTION

MEDICAL INSURANCE COVER

Under Theme 17 an applicant host city is required tooutline the risk management plans and the insurance
programs that the LOC is expected to have in placethroughout TWG 2025.

The LOC is strongly advised to ensure that adequate
medical insurance coverage is in place for all costs
incurred by the LOC for any emergency and first aid
services provided during the Games. Furthermore, the
LOC is expected to make medical insurance available toComprehensive risk management and insurance
programs are critical elements of the organization of
TWG 2025. The IWGA will ensure that the LOC securesand maintains – at its own expense – adequate insurance
coverage (including personal and institutional liability,
errors and omissions and third party insurance) inrespect of all risks associated with the organization andthe staging of TWG 2025. The insurance program must
name the LOC and the IWGA as joint assured parties inrespect of their respective potential liability to any third
parties.

accredited persons – at their expense – who are unable
to obtain cover for medical treatment in the host country
on their own.

PUBLIC/PRODUCT LIABILITY INSURANCEThe LOC is expected to have appropriate public/productliability for all competition events in place throughout theGames. This insurance would cover legal liability for lossof, or damage to, property and death of, or injury/disease
to persons, occurring in connection with TWG 2025. The
IWGA will advise in detail on the precise cover required.

PROFESSIONAL INDEMNITY INSURANCEThe LOC is expected to have adequate professional
indemnity insurance in place to indemnify the IWGA andits own employees, consultants and officers in respectof the Games for any neglect, error or omission occurredor committed by employees of the LOC and IWGA or any
other person, firm or company acting jointly with theLOC. The IWGA will ensure that the LOC undertakes to109

January 2018

OTHER INSURANCEThe LOC is expected to have in place other generalinsurance cover for its normal activities.

REQUIREMENTSRISK MANAGEMENT PLANS AND INSURANCEPROGRAMS
The applicant host city is required to address the issueof comprehensive risk management from the bid stages
and to outline the insurance programs the LOC will havein place to cover general and specific risks to TWG 2025
and their organizers.

Official Bid Application TWG2025

Risk Management & Insurance

QUESTIONNAIRERISK MANAGEMENT AND INSURANCE
IN 1 Outline the public/product liability insurance to be
put in place for TWG 2025.
IN 2 Outline the professional indemnity insurance to be
put in place for TWG 2025.
IN 3 Outline the contingency insurance to be put inplace for TWG 2025 that will adequately cover financial
losses caused by contingencies due to circumstances
beyond the control of the LOC. Such sports contingency
insurance covers risks such as adverse weather, cancellation or interruption of the Games, etc.
IN 4 Outline the medical insurance to be put in place tocover costs arising to LOC from medical emergency andfirst aid services during TWG 2025.
IN 5 Describe the medical insurance which could be madeavailable to athletes and officials accredited for TWG
2025 but unable to get their own coverage for medical
treatment in the host country. Provide an estimate of
the premium an accredited person would be charged, in
2025, for adequate coverage during the Games.
IN 6 Outline other insurances to be put in place for normal
activities of the LOC prior to and during TWG 2025.

ADDITIONAL
IN 7 Provide any additional information the applicant
host city considers relevant in the context of risk
management and insurance.

110

January 2018

111

January 2018

Official Bid Application TWG2025

Meteorology

18. METEOROLOGY, ENVIRONMENT& SUSTAINABILITY
GENERAL
Theme 18 seeks to assess the general meteorologicaland environmental features of the applicant host city andits surroundings. The theme also seeks to establish anunderstanding of the environmental protection priorities
and the legacy objectives that are pursued by the LOC in
its delivery of eco-friendly and sustainable Games.

environmentally-sensitive areas are identified• A report on the ambient air quality• A report on the quality of drinking water• A comprehensive outline of the environmental
protection priorities and targets that the LOC
would be tasked to pursue (prevention/reductionof adverse impact to environment and natural
resources, environmental awareness campaigns,
etc.)

In cases where an applicant host city has planned the

SUSTAINABILITY

construction of new sports or other venues – or the major

An applicant host city must provide a brief description

renovation of existing venues – prior to the award of TWG
2025, IWGA requires that this be done in compliance withthe city’s long-term development strategy, and that thevenues’ post-Games use be fully clear.

of how it envisions TWG 2025 fitting into its long-termplanning/development strategy, stating its concepts
for planned venue construction/renovation projects aslegacy of the Games.

REQUIREMENTS

QUESTIONNAIREMETEOROLOGYMETEOROLOGY

Information and data concerning the meteorological

ME 1 Indicate the elevation of the Host City in metersconditions in the applicant host city must be submitted
forbetween the city and the competition venues.
• The dates that are proposed for TWG 2025
• The areas where TWG 2025 would be held,
including a radius of 50 km from the applicant hostcity where conditions are significantly different• The past ten years prior to the year of the bid
application’s submission

ENVIRONMENTInformation concerning the environment in and aroundthe applicant host city must be submitted through• A map of the geographical features of the cityand its surroundings in which protected and112

ASL. Specify any significant differences in elevation

January 2018

ME 2 Complete the table in the annex to this document,
indicating for the proposed dates and the geographicalarea of TWG 2025
• Temperature in °C (maximum, average, minimum)at 9 a.m. / 12 noon / 3 p.m. / 6 p.m. / 9 p.m.
• Humidity in % (maximum, average, minimum) at 9a.m. / 12 noon / 3 p.m. / 6 p.m. / 9 p.m.
ME 3 Complete the table in the annex to this document,
indicating• Number of precipitation days per year
• Number of precipitation days for the proposed

Official Bid Application TWG2025

Meteorology
dates of TWG 2025

• Average volume of precipitation (in l/square
meter) per year
• Average volume of precipitation (in l/square
meter) for the proposed dates of TWG 2025
Precipitation days = more than 0.1 ml per 24 hours!
ME 4 For all outdoor competition venues, complete tablein the annex to this document, indicating• Average wind direction• Average wind strength (km/h)

ENVIRONMENT
ME 5 Provide a map (Map C: no larger than A 3 – folded
or double page – with the graphic scale indicated) of theapplicant host city and its surroundings, indicating

ME 9 Describe how the LOC will incorporate an
eco-friendly and environmentally sound policy into its
procurement procedures and contracts.
ME10 Provide details of the environmental management
tools and compliance standards that the LOC will use toachieve the environmental objectives.

SUSTAINABILITY
ME11 Describe how the applicant host city’s vision of the
TWG 2025 fits in with the city/region’s long-term development and planning strategy.
ME12 Provide information on the applicant host city’s
legacy plans involving the construction of new sports orother venues – or major renovation of an existing venue– for TWG 2025.

• Geographical features

ADDITIONAL• Protected and environmentally-sensitive areas

ME13 Provide any additional information the applicant
host city considers relevant in the context of meteorology, environment and sustainability.

ME 6 Provide information – according to the standardsof the World Health Organization – on the ambient air
quality during the proposed dates for TWG 2025 over the
past five years.
ME 7 Provide information – according to the standardsof the World Health Organization – on the quality of thedrinking water in the applicant host city.
ME 8 Describe the measures that the LOC will take toprevent and reduce adverse impact on the environment
through TWG 2025. This information should cover• Transport• Air and noise pollution• Energy supply and conservation, renewableenergy use and management

113• Environmental awareness-raising

January 2018

114

January 2018

Official Bid Application TWG2025

Instructions

19. INSTRUCTIONS

inclusion of graphics and other illustrations is encouraged

BID APPLICATION PHASE

to provide information on venues and infrastructure.

In this phase applicant host cities will prepare the initial

All of these aspects are essential for the proper analysis

bid application. To assist them in this process, theIWGA provides precise instructions on how they must
submit both their bid application and the corresponding
guarantees.
The bid application shall be submitted in the form ofanswers to specific questions put forward by the IWGAin this document.
All answers should be concise and concrete, and theyshould address the substance of the question put
forward.
All answers must respect the specific format stipulated
for each question. There are three formats/types ofanswers:• Explanatory: textual explanations. Comprehensive
answers are expected so that the IWGA canproperly analyze the current status and potentialof the bid.
• Visual: concrete information allowing rapid visualgrasp and objective analysis of the context (tables,graphics, lists, maps and plans). When an answer
has to be given in one of these formats, any
additional textual explanation should be complementary and brief.
• Guarantees: replies that require representations,
undertakings, covenants and/or agreements on
the part of the applicant host city or third parties.
Under the corresponding theme and in reply tothe question, indicate whether or not an applicant
host city has obtained such a guarantee and who
gave it.
All bid application documents must be in English. The

115

January 2018

to present technical information. Photos should be usedof the bid application by the IWGA.
Applicant host cities are required to submit their initial
bid applications and any update in two formats.
• In electronic format, with all electronic submissions including a separate MS Word file and
PDF file of the application. Attachments such as
diagrams, tables, pictures, maps, plans, etc. should
be provided as PDF files and in the size indicated.
Where templates are provided, an applicant is
expected to make use of them. Guarantees mustbe scanned and attached as PDF files.
• As hard copy, submitting three (3) copies with asimple spiral wire binding or loose leaves in a ringbinder.
Applicant host cities should show moderation withregard to expenditure on the presentation of their bid
project. The form and presentation of the bid project are
not evaluation criteria. While the IWGA expects comprehensive answers so that it can analyze the current
status and the potential of a bid, it strongly advises theapplicants to refrain from a costly presentation of theinformation.
Applicants are strongly urged to enter into a dialogue
with the national sports associations/federations thatare in membership with the IWGA Member IFs, and tosecure their collaboration in compiling all the sportspecific technical information of the bid project. The
IWGA and its Member IFs will help all applicant hostcities to establish contact with their national sports
associations/federations.
At this stage already, the sports eligible to be included in
TWG 2025 will need to be tentatively assigned to a venue

Official Bid Application TWG2025

Instructions

in or around the city. To do this – and to get a grasp of
all technical requirements for the staging of competitions in a particular sport – the applicant host city will
have to rely considerably on the expertise of national
sports associations/federations. Furthermore, thisinitial collaboration will allow the applicants to assess
to what extent national sports associations/federations
are able and willing to assist them in the organization of
the Games.
During the Bid Application Phase, all cities are considered
as “Applicant Host Cities”. The phase extends until theapplications are assessed by the IWGA. In concluding theacceptance procedure, the Executive Committee determines which cities are to be accepted as “Candidate Host
Cities”.

CANDIDATURE PHASE
Those cities accepted as “Candidate Host Cities” by the
IWGA Executive Committee will go through to a second
phase, during which they will be required to ensure that
their applications are complete, specifically with regards
to each and every one of the required guarantees.
At this point, each Candidate Host City will receive a draftof the Host City Organizer Agreement for TWG 2025 andan original Host City Organizer Agreement undertaking.
The latter will need to be signed by representatives ofeach city and the IWGA.
An Evaluation Commission, composed of members of
the IWGA Executive Committee, members of the IWGA
staff and experts will then examine the applications –including all guarantees – once more, visit the Candidate
Host Cities and prepare an evaluation report, based on
which the IWGA Executive Committee will select the Host
City for TWG 2025.

116

January 2018

Official Bid Application TWG2025

Annexes

ANNEXESThe templates and tables mentioned under the different
themes of this Bid Application document are all available
for downloading from the section dedicated to the bid
process for TWG 2025 on the IWGA website:
https://www.theworldgames.org/files/Governing_
Documents/Bidding-for-2025.zip

117

January 2018

STAY IN TOUCH
www.theworldgames.org
channel.theworldgames.org
www.facebook.com/iwga.theworldgames
twitter.com/theWorldGames#twg2021

International World Games Association (IWGA)
IWGA HEADQUARTERS Avenue de la Gare 12 - CH-1003 Lausanne, Switzerland · CHE-100.602.518 VAT
Tel.: +41 21 601 03 21 · Mobile: +41 79 352 03 19 · office@theworldgames.org