HOST CITY CONTRACTOPERATIONAL REQUIREMENTS
DECEMBER 2016

This page has been left blank intentionallyHost City Contract - Operational Requirements
December 2016

Host City Contract Operational Requirements
December 2016

NOTE: minor modifications were made to this document in August 2017, mainly to take into account the decisionby the 130th IOC Session to enable the simultaneous election of the Host Cities of the Olympic Games 2024 andOlympic Games 2028 by the 131st IOC Session in Lima in September 2017.
© 2017 – International Olympic Committee – all rights reserved
Cover: © 2016 – International Olympic Committee – John Huet – all rights reservedHost City Contract - Operational Requirements
December 2016

This page has been left blank intentionallyHost City Contract - Operational Requirements
December 2016

Table of content
Acronyms and IOC Functional Area (FA) Codes.................................................................................7
Foreword ...............................................................................................................................................13
Cross-reference matrix .......................................................................................................................17
1.

Product and Experience ...............................................................................................................19
1.1.

Sport (including IF Services) ......................................................................................................... 20

1.3.

City Activities and Live Sites......................................................................................................... 39

1.2.
1.4.
1.5.
1.6.
1.7.

2.

Olympic Torch Relay ..................................................................................................................... 47

Engagement ................................................................................................................................... 52

Marketing Partner Services ........................................................................................................... 55

2.3.

NOC Services .................................................................................................................................. 65

2.5.

Media............................................................................................................................................... 58
Olympic Family and Dignitary Services ....................................................................................... 69

People Management ...................................................................................................................... 75

Venues and Infrastructure...........................................................................................................77
3.1.

Energy ............................................................................................................................................. 78

3.3.

Villages Management .................................................................................................................... 89

3.2.
3.4.

Venues ............................................................................................................................................ 81
Wayfinding Signage ..................................................................................................................... 100

Games Services ...........................................................................................................................102
4.1.

Accommodation ........................................................................................................................... 103

4.3.

Arrivals and Departures .............................................................................................................. 119

4.2.
4.4.
4.5.
4.6.
4.7.
4.8.

5.

Education ........................................................................................................................................ 45

2.1.

2.4.

4.

Culture ............................................................................................................................................ 42

Stakeholder Services ....................................................................................................................54
2.2.

3.

Ceremonies .................................................................................................................................... 31

Accreditation ................................................................................................................................ 117
Food and Beverage ...................................................................................................................... 122
Language Services ....................................................................................................................... 124
Medical Services ........................................................................................................................... 125
Technology ................................................................................................................................... 131

Transport ...................................................................................................................................... 135

Governance..................................................................................................................................151
5.1.

City Operations ............................................................................................................................ 152

5.3.

Games Management .................................................................................................................... 157

5.2.
5.4.
5.5.
5.6.

Finance .......................................................................................................................................... 153
Information and Knowledge Management ............................................................................... 162

Protocol ......................................................................................................................................... 165
Sustainability and Olympic Legacy ............................................................................................ 171

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6.

Commercial and Engagement...................................................................................................175
6.1.

Brand, Identity and Look of the Games .................................................................................... 176

6.3.

Communications .......................................................................................................................... 185

6.2.
6.4.
6.5.
6.6.

Business Development ................................................................................................................ 181
Digital Media ................................................................................................................................ 188

Rights Protection ......................................................................................................................... 193
Ticketing ....................................................................................................................................... 202

Annexes ...............................................................................................................................................207

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Acronyms and IOC Functional Area (FA) Codes
Acronyms
AcronymDefinition

AAA

Accommodation Allocation Agreement

AHU

Air Handling Unit

AIOWF

Association of International Olympic Winter Sports Federations

ANOC

Association of National Olympic Committees

ASOIF

Association of Summer Olympic International Federations

ATM

Automated Teller Machine

ATR

Authorised Ticket Reseller

ATV

All Terrain Vehicle

AV

Audio-visual

BI

Background Instrumental

BIO

Broadcast Information Office

BMS

Building Management System

BOH

Back of House

BV

Background Vocal

CAD

Computer-aided Design

CAIDI

Customer Average Interruption Duration Index

CAS

Court of Arbitration for SportCATV

Cable Television

CCR

Commentary Control Room

CCTV

Closed Circuit Television

CD

Compact DiscCEO

Chief Executive Officer

CIE

Commission internationale de l’éclairage/International Commission on Illumination

CIS

Commentator Information System

CRI

Colour Rendering Index

CRM

Customer Relationship Management

CT

Computed Tomography

CV

Coefficient of Variation

D&O

Directors and Officers

DCAS

Detailed Competition Activity ScheduleDD

Detailed Design

DDP

Domestic Dignitary Programme

DDS

Direct and Dedicated Services

DOS

Directory of Services

DRM

Delegation Registration Meeting

DSLA

Detailed Service Level Agreement

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AcronymDefinition

DVD

Digital Video DiscEB

Executive Board

EBU

European Broadcasting Union

EMR

Electronic Medical Record

ENG

Electronic News GathererET

End Title

EU

European Union

FAOP

Functional Area Operating Plan

FFE

Furniture, Fixtures and Equipment

FOH

Front of House

FOP

Field of PlayFX

Foreign Exchange

GDP

Games Delivery Plan

GFPGames Foundation Plan

GMS

Games Management System

GR

Glare Rating

HCC

Host City Contract

HLD

High Level Design

HOG

Head of Government

HOS

Head of StateHSSMHigh Speed Slow Motion

HVAC

Heating, Ventilation and Air Conditioning

IBC

International Broadcast Centre

IDP

International Dignitary Programme

IEC

International Engineering Consortium

IESNA

Illuminating Engineering Society of North America

IF

International Federation

INFO

Games Information System

IOC

International Olympic Committee

IOPP

International Olympic Photo Pool

IOSDInternational Organisations of Sport for the Disabled

IPIntellectual Property

IPC

International Paralympic Committee

IPP

Internationally Protected Person

ISOInternational Organisation for Standardization

IT

Information Technology

ITO

International Technical Official

ITVR

International Television and Radio

JMPA

Joint Marketing Plan Agreement

JOOG

Joint Operators Olympic GroupKPI

Key Performance Indicator

LED

Light Emitting Diode

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AcronymDefinition

LOC

Local Organising Committee

LOLP

Loss of Load Probability

MBC

Mountain Broadcast Centre

MHE

Materials Handling Equipment

MMC

Mountain Media Centre

MOC

Main Operations Centre

MOU

Memorandum of Understanding

MPA

Marketing Plan Agreement

MPC

Main Press Centre

MPCP

Marketing Partner Coach Programme

MRI

Magnetic Resonance Imaging

MT

Main Title

NF

National Federation

NOC

National Olympic Committee

NPC

National Paralympic Committee

NTO

National Technical Official

OB

Outside Broadcast

OBO

Olympic Broadcast Organisation

OBS

Olympic Broadcasting Services

OCOG

Organising Committee for the Olympic GamesOCS

Olympic Channel Services SA

ODF

Olympic Data Feed

OFA

Olympic Family Assistant

OFH

Olympic Family Hotel

OGKM

Olympic Games Knowledge Management

OGLM

Olympic Games Learning Model

OHC

Olympic Hospitality Centre

OHR

Olympic Hotel Rate

OIAC

Olympic Identity and Accreditation Card

OIS

Olympic Information Service

OLC

The Olympic ClubOPP

Occasional Presentation Position

ORIS

Olympic Results and Information Services

OSC

Olympic Studies Centre

OTR

Olympic Torch Relay

OVEP

Olympic Values Education Programme

OVP

Olympic Village PlazaOZ

Operational Zone

PCC

Protocol Coordination Centre

PEQ

Paralympic Entries and Qualification

PF

Paralympic Family

PFA

Paralympic Family Assistants

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AcronymDefinition

PFH

Paralympic Family Hotel

PHC

Paralympic Hospitality Centre

PNS

Paralympic News Services

PMPA

Paralympic Marketing Plan Agreement

POE

Port of Entry

PRIS

Paralympic Results and Information Services

PSLA

Principle Service Level Agreement

PTR

Paralympic Torch Relay

RF

Radio Frequency

RGB

Red/Green/Blue

RHB

Rights-Holding Broadcaster

RTDS

Real-time Data System

RZ

Residential Zone

SAIDI

System Average Interruption Duration Index

SAIFI

System Average Interruption Frequency Index

SDPSport Delivery Plan

SEO

Search Engine Optimisation

SEQ

Sport Entries and Qualification

SGH

Stakeholder Group Hotel

SHR

Stakholder Hotel Rate

SIC

Sports Information Centre

SLA

Service Level Agreement

SMP

Sustainability Management PlanSRS

Ski Racing Suppliers Association

SSM

Super Slow Motion

TER

Telecommunications Equipment Room

TLCI

Television Lighting Consistency Index

TOC

Technical Operations Centre

TOKTransfer of Knowledge

TOP

The Olympic Programme

TUE

Therapeutic Use Exemption

UG

Uniform GradientUK

United Kingdom

UN

United Nations

UPS

Uninterrupted Power Supply

USA

United States of America

VAPP

Vehicle Access and/or Parking Permit

VAPPS

Vehicle Access and/or Parking Permit Scheme

VCP

Vendor Certification Programme

VD

Visual Dance

VLAN

Virtual Local Area Network

VMC

Venue Media Centre

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AcronymDefinition

VOP

Venue Operating Plan

VS

Visual Source

VSA

Vehicle Screening Area

VTOK

Visual Transfer of Knowledge

VUA

Venue Use Agreement

VV

Visual Vocal

WADA

World Anti-Doping Agency

WBB

World Broadcaster Briefing

WBM

World Broadcaster Meeting

WFSGIWorld Federation of the Sporting Goods Industry

WHO

World Health Organisation

YOGOC

Youth Olympic Games Organising Committee

IOC Functional Area (FA) codes
Functional Area name

Functional Area code

Accommodation

ACM

Accreditation

ACR

Arrivals & Departures

AND

Brand, Identity & Look of the Games

BIL

Broadcast Services

BRS

Business Development

BUS

Ceremonies

CER

City Activities & Live Sites

LIV

City Operations

CTY

Cleaning & Waste

CNW

Communications (including Digital Media and Publications)

COM (including DIG and PUB)

Communications, Command & Control

CCC

CultureCUL

Doping Control

DOP

Education

EDU

EnergyNRG

Event Services

EVS

Finance (including Rate Card)

FIN (including RTC)

Food & Beverage

FNB

Government Relations

GOV

Information & Knowledge Management

IKM

Language Services

LAN

Legacy

LGY

Legal

LGL

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Functional Area name

Functional Area code

Licensing

LIC

Logistics

LOG

Marketing Partner Services

MPS

Medical Services

MED

NOC Services

NCS

Olympic Family Services (including Dignitary Programme and Protocol)

OFS (including DIP and PRT)

Olympic Torch Relay

OTR

Operational Readiness

OPR

People Management

PEM

Planning & Coordination

PNC

Press Operations

PRS

Procurement

PRC

Rights Protection

RPP

Risk Management

RSK

Security

SEC

Spectator Experience

SPX

Sport (including International Federation Services)

SPT (including INS)

Sustainability

SUS

Technology

TEC

Test Events Management

TEM

Ticketing

TKTTransport

TRA

Venue Management

VEM

Venues & Infrastructure (including Venue Development and General
Infrastructure)

VNI (including VED and INF)

Villages Management

VIL

Wayfinding Signage

SIG

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Foreworda) Purpose
Hosting an Olympic Games is the pre-eminent opportunity for a city to promote its image on the worldstage. The IOC selects the Host City based on a number of criteria, including the city’s ability to use
the Games as a transformative legacy for its citizens for generations to come. The Host City Contract(the “HCC”) is designed to ensure that all parties understand and agree to a specific set of
responsibilities that guarantee successful Olympic Games and, create a beneficial legacy for the Host
City and the Olympic Movement.
The Host City Contract - Operational Requirements (the “HCC - Operational Requirements”) is an
important part of the HCC. It details a set of core elements for the project that provide Olympic-quality
conditions for the athletes and all participants, while at the same time allowing potential Host Cities to
responsibly match their Games concepts to their own sport, economic, social and environmental longterm planning needs.

b) Host City Contracts for the Games of the XXXIII Olympiad 2024 and for the
Games of the XXXIV Olympiad 2028
This HCC - Operational Requirements has been drafted to apply to both the Games of the XXXIII
Olympiad 2024 (the “2024 Games”) and the Games of the XXXIV Olympiad 2028 (the “2028 Games”,
collectively with the 2024 Games the “Games”).
This HCC – Operational Requirements forms an integral part of both (1) the HCC for the 2024 Games
entered into by and between, on the one part, the International Olympic Committee (the “IOC”) and, on
the other part, the Host City and the National Olympic Committee of the Host Country of the 2024
Games and (2) the HCC for the 2028 Games entered into by and between, on the one part the IOC
and, on the other part, the Host City and the National Olympic Committee of the Host Country of the2028 Games at the 131st IOC Session in Lima in September 2017.
All terms used in this HCC – Operational Requirements, which do not refer to a specific edition of theGames, are to be interpreted so as to refer to both the 2024 Games and the 2028 Games. In particularand as examples references in this HCC - Operational Requirements to the “Games”, the “HCC”, the“HCC Principles”, the “Host City”, or the “Host NOC” are to be understood as applying, either, in thecontext of the organisation of the 2024 Games, to the HCC of the 2024 Games, the HCC Principles ofthe 2024 Games, the Host City of the 2024 Games and the Host NOC of the 2024 Games; or, in thecontext of the organisation of the 2028 Games, to the 2028 Games, the HCC of the 2028 Games, the
HCC Principles of the 2028 Games, the Host City of the 2028 Games and the Host NOC of the 2028
Games.
In accordance with the documents HCC – Principles applying to the 2024 Games and to the 2028
Games, respectively (the “HCC - Principles”) the HCC consists of the following documents andcommitments, which are all fully binding on the Parties and which, in case of any conflict or
discrepancy, will apply in the following order of precedence:•

HCC - Principles, including all appendices thereto;•

HCC - Operational Requirements, including all annexes thereto;•

Games Delivery Plan (as defined in the HCC - Principles); and•Candidature Commitments (as defined in the HCC - Principles).

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The HCC - Principles sets forth the general principles governing the relationship between the IOC, theHost City, the Host NOC and the Organising Committee for the Olympic Games (the “OCOG”), as wellas their respective financial and contractual responsibilities. It also provides the details of the IOC’scontribution to the success of the Games and the key elements necessary for the preparation anddelivery of the Olympic Games.
All provisions of the HCC - Principles apply to the HCC - Operational Requirements. It is therefore
important to read this document in parallel with the HCC - Principles as all requirements anddeliverables described herein shall be performed in compliance with the terms and conditions of the
HCC - Principles.
The HCC - Operational Requirements lists key requirements applicable to the planning, organising,financing and staging of the Games, as they are known by the Parties at the time of execution of the
HCC. However, these requirements may be amended or completed as a result of policy, technologicaland other changes, in accordance with the procedures and subject to the conditions described in the
HCC - Principles.

c) Relationship with the Olympic Charter
In accordance with the HCC - Principles, the requirements and deliverables contained therein mustalso be performed in accordance with the Olympic Charter. The Olympic Charter is the constitutive
document of the Olympic Movement. As such, it defines the fundamental principles of Olympism andthe rules and bye-laws adopted by the IOC. It governs the organisation, actions and functioning of the
Olympic Movement and establishes the conditions for the celebration of the Olympic Games.

d) Games Delivery Plan
Pursuant to the HCC - Principles, the Parties will agree on the main milestones and timelines to berespected in the performance of their requirements under the HCC, within 18 months following theexecution of the HCC. These timelines and milestones will be featured in the Games Delivery Plan(“GDP”) which fully applies to the requirements and deliverables defined in the present HCC Operational Requirements. Before the GDP is finalised, the milestones and timelines included in the
IOC generic GDP will apply.

e) Other important documents
In accordance with the HCC - Principles, certain other agreements or documents referred to in the
HCC will apply to the planning, organising, financing and staging of the Games. This includes, inparticular, the Marketing Plan Agreement (“MPA”), the cooperation agreement to be concluded
between the OCOG and the Host Broadcaster of the Games (Olympic Broadcasting Services –“OBS”), and the agreement between the IOC and the IPC, all referred to in the HCC - Principles. The
provisions of these agreements and other documents referred to in the HCC - Principles apply to theperformance of the requirements included in the HCC - Operational Requirements.

f) Definitions
All capitalised terms, which are not otherwise defined in the present HCC - Operational Requirements
document, shall have the meaning attributed to such terms in the HCC - Principles.

Structure and scope of this documentg) Operational areas
The requirements contained in the HCC - Operational Requirements are grouped into subject mattersreferred to as “areas”, each with an introduction. The operational requirements are provided in a
numbered list for easy reference.

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It should be noted that the grouping of requirements into areas is designed to assist the Games
organisers by offering a rational allocation of the various tasks and responsibilities covered by the
HCC. However, for clarity, this presentation is not intended to impose any defined organisational
structure on the OCOG.
Many areas addressed in this document focus on the provision by the OCOG of certain facilities,
goods or services to the IOC, IOC Controlled Entities or other Games stakeholders (e.g. athletes,
National Olympic Committees (“NOC”), International Federations (“IF”), media, IOC Marketing
Partners, Rights-Holding Broadcasters (“RHB”), domestic and international dignitaries and spectators).
Such facilities, goods or services shall be provided in accordance with the parameters defined in the
HCC - Principles, the MPA, the Broadcasting Cooperation Agreement entered into between the
OCOG and OBS pursuant to the HCC - Principles and other relevant agreements or documents.
Unless expressly stated otherwise such services and facilities shall be provided to the relevant
stakeholder group at the OCOG’s cost, and without the OCOG requesting any financial compensationfrom the relevant stakeholders.
To ensure the same level of services to everyone – with or without impairment – universal accessibility
is a core principle which should apply to all venues and services for the benefit of Games participants
and spectators, as well as the Host City’s community.

h) Paralympic Games
The Paralympic Games represent the ultimate international multi-sport competition for athletes with animpairment that reflects the highest standards of athletic excellence and diversity.
The 2024 Paralympic Games and the 2028 Paralympic Games shall be organised in accordance withthe relevant provisions contained in the HCC - Principles, this HCC - Operational Requirements
document and with the agreement signed between the IOC and the IPC. This agreement includes theguarantees, conditions and principles to sustain the Paralympic Games as an international multi-sport,
multi-disability Games that are organised by the OCOG using the Olympic Games infrastructure andservices. It specifies the marketing and broadcasting rights granted to OCOGs and the payment
guarantees that are given to the IPC for those rights as well as the stakeholders’ responsibilities withrespect to the Paralympic Games. The services provided to the participants in the Paralympic Games
should be based on similar principles to those applicable to the Olympic Games but scaled to theneeds of the Paralympic Games. The planning of the Paralympic Games should be integrated into the
Olympic Games planning by the OCOG from the early stages.
To provide the OCOG with a complete understanding of a given area and to promote an integrated
planning approach, the majority of requirements related to the Paralympic Games have been
integrated within the various sections of this document. As a result most requirements of a generalnature contained in this document apply to both Olympic and Paralympic Games (even though thismay not be systematically mentioned), while Paralympic-specific requirements can be identified via
the wording of each relevant requirement and/or at the end of several sections and with theParalympic symbol explained below. If no Paralympic specifics are referred to, the Olympic standards
will also be used as a basis for discussion regarding the Paralympic standards in that given area.

i) Cooperation between the OCOG, the Host City, the Host NOC and otherstakeholders of the Host Country
A combined effort and a close cooperation by the Host City and the Host NOC, as well as Host
Country Authorities or other private institutions of the Host Country, are essential to the success of theGames. However in accordance with the mission of the OCOG, as described in the HCC - Principles,to carry out all operational aspects of the planning, organising, financing and staging of the Games,
the present HCC - Operational Requirements document is focusing on the performance of the different

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Games-related requirements by the OCOG.

j) Application to other editions of the Games of the Olympiad or Olympic
Winter GamesThe requirements defined in this document have been drafted primarily in view of their application to
the 2024 Games and the 2028 Games, as an integral part of the HCC. However, the IOC may decide,in coordination with existing OCOGs, that the requirements contained in this document are, in whole
or in part, also applicable to earlier editions of the Games of the Olympiad or Olympic Winter Games
and/or, in accordance with the provisions of the agreements entered into between the IOC andexisting OCOGs.

k) Visual symbols
To assist readers in finding specific types of information, the following symbols are applied:Games of the Olympiad-specific content
Olympic Winter Games-specific content
Paralympic Games-specific content
numbers and statistics.

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Cross-reference matrix
The following table is meant to provide a visual aid to the reader. It shows which OCOG Functional
Areas (listed as column headings) are implicated in each HCC – Operational Requirements area andannex (listed in the left-hand column). While the HCC - Operational Requirements remains binding on
the OCOG, the Host City and the Host NOC in its entirety, close coordination among all areas isparticularly essential to ensure a full understanding of the overall context for planning and operations.
Functional Areas implicated in HCC-OR Operational Area's requirements (in alphabetical order of Functional Area name)COM
HCC-OR Operational Areas + Annexes(in alphabetical order)
Communications
CultureDigital Media
Education
EnergyEngagement
Finance
Food and Beverage
Games Management
Information and Knowledge Management
Language Services
Marketing Partner Services
Media
Medical Services
NOC Services
Olympic Family and Dignitary Services
Olympic Torch Relay
People Management
ProtocolRights Protection
Sport (including IF Services)
Sustainability and Olympic Legacy
Technology
TicketingTransport
VenuesVillages Management
Wayfinding Signage
CER Annex 1 Specifications on Intellectual
Property Rights in relation to the Ceremonies
and Other Events of the Olympic GamesCER Annex 2 - Specifications on Victory
Ceremony Staging and Announcement Scripts(June 2015)
CER Annex 3 Specifications on Protocol Elements
for Ceremonies
BRS Annex 1 Operational Specifications for
Broadcasting Services and Facilities
BRS Annex 2 Broadcast Master Plan - Timelines
BRS Annex 3 - Specifications on Lighting
BRS Annex 4 - Transport Media Table

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BIL BRS BUS CER
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RTC)

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FIN Annex 1 - Specifications for OCOG Insurance
PRT Annex 1 - Specifications on Olympism andOlympic Symbol (January 2011)
PRT Annex 2 - Specifications on Protocol
BIL Annex 1 - Specifications on IOC Uniform
Guidelines for OCOG, Olympic Torch Relay andMarketing Partners' Workforce at the Olympic
Games (October 2015)
TKT Annex 1 - Specifications on Client Ticket
Portal (June 2015)


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FIN
CCC CUL DOP EDU NRG EVS (incl. FNB GOV IKM LAN LGY LGL

VIL Annex 1 - Specifications on NOC Office Space
ACR Annex 1 : Accreditation at the Olympic
Games - Detailed Specifications (December
2016)
ACR Annex 2 : Accreditation at the Paralympic
Games - Detailed Specifications (June 2015)
MED Annex 1 - Specifications on Office Space for
the IOC Medical and Scientific Commission(incl.
DIG,
PUB)

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BIL BRS BUS CER

LIV

CTY CNW

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COM

FIN
CCC CUL DOP EDU NRG EVS (incl. FNB GOV IKM LAN LGY LGL(incl.
DIG,
PUB)

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LIC LOG

RTC)

Functional Areas implicated in HCC-OR Operational Area's requirements (in alphabetical order of Functional Area name)* Paralympic Games Integration

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Host City Contract - Operational Requirements
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Cross-reference matrix (continued)

Functional Areas implicated in HCC-OR Operational Area's requirements (in alphabetical order of Functional Area name)
OFS
VNI
SPT
MPS MED NCS (incl. OTR OPR PEM PNC PRS PRC RPP RSK SEC SPX (incl. SUS TEC TEM TKT TRA VEM (incl.
DIP,
PRT)

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INS)

Communications
CultureDigital Media
Education
EnergyEngagement
Finance
Food and Beverage
Games Management
Information and Knowledge Management
Language Services
Marketing Partner Services
Media
Medical Services
NOC Services
Olympic Family and Dignitary Services
Olympic Torch Relay
People Management
ProtocolRights Protection
Sport (including IF Services)
Sustainability and Olympic Legacy
Technology
TicketingTransport
VenuesVillages Management
Wayfinding Signage
CER Annex 1 Specifications on Intellectual
Property Rights in relation to the Ceremonies
and Other Events of the Olympic GamesCER Annex 2 - Specifications on Victory
Ceremony Staging and Announcement Scripts(June 2015)
CER Annex 3 Specifications on Protocol Elements
for Ceremonies
BRS Annex 1 Operational Specifications for
Broadcasting Services and Facilities
BRS Annex 2 Broadcast Master Plan - Timelines
BRS Annex 3 - Specifications on Lighting
BRS Annex 4 - Transport Media Table
ACR Annex 1 : Accreditation at the Olympic
Games - Detailed Specifications (December
2016)
ACR Annex 2 : Accreditation at the Paralympic
Games - Detailed Specifications (June 2015)
MED Annex 1 - Specifications on Office Space for
the IOC Medical and Scientific Commission
FIN Annex 1 - Specifications for OCOG Insurance

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VED,
INF)

HCC-OR Operational Areas + Annexes(in alphabetical order)

VIL Annex 1 - Specifications on NOC Office Space

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VNI

Functional Areas implicated in HCC-OR Operational Area's requirements (in alphabetical order of Functional Area name)

Page 18 of 276

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SPT
MPS MED NCS (incl. OTR OPR PEM PNC PRS PRC RPP RSK SEC SPX (incl. SUS TEC TEM TKT TRA VEM (incl.

* Paralympic Games Integration

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DIP,
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VED,
INF)

INS)

VIL

SIG PGI*PRT Annex 1 - Specifications on Olympism andOlympic Symbol (January 2011)
PRT Annex 2 - Specifications on Protocol
BIL Annex 1 - Specifications on IOC Uniform
Guidelines for OCOG, Olympic Torch Relay andMarketing Partners' Workforce at the Olympic
Games (October 2015)
TKT Annex 1 - Specifications on Client Ticket
Portal (June 2015)

Host City Contract - Operational Requirements
December 2016

1.

Product and Experience

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December 2016

1.1.

Sport (including IF Services)

Introduction
The Olympic and Paralympic Games promote the Olympic and Paralympic values worldwide byproviding a global stage for the best athletes to compete at the highest level. Their success, and,ultimately that of the Games, requires close attention to all aspects of delivering the best possible
environment for competition and training.
For the Sport area, key success factors include:•

thorough sports planning and competition management, including venue readiness, training andsports presentation;•competition venues and Fields of Play (FOP) consistent with high performance;•

sports equipment that meets the technical requirements of the sport; and•efficient organisation of Olympic and Paralympic sport.

Close coordination and collaboration within the OCOG and with a variety of delivery partners,
including the IOC, IPC, the IF and OBS, are also essential for the successful delivery of this area. As
the governing bodies for sport, IFs’ expertise, experience and resources are essential.
The Sport area is closely related to and interlinked with many other areas covered by the HCC Operational Requirements. When planning and delivering the Games, it is important to consider eacharea in the wider context of all related requirements highlighted in the cross-reference matrix on page
17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
Sport, the IPC Guide on Orthotic, Prosthetic and Wheelchair Repair Services, and any crossreferenced documents listed within them.

Operational Requirements
In order to deliver the sport requirements in line with the introduction above and in accordance with the
HCC - Principles, the following shall be implemented by the OCOG within the milestones and othertimelines set out in the Games Delivery Plan (GDP):SPT 01 •As a general principle, ensure that all sports competitions take place in the Host City of the
Olympic Games. Pursuant to the Olympic Charter, the IOC may allow the organisation of
preliminary competitions, or even entire sports or disciplines, outside the Host City or, in
exceptional cases, outside the Host Country, notably for reasons of sustainability and geography.

SPT 02 •Location of sports

Duration of competitions

Ensure that the duration of the competitions of the Olympic Games does not exceed 16 days (thisrule does not apply to football). In exceptional circumstances, some preliminaries may beorganised prior to the Opening Ceremony, on approval of the respective IF and the IOC. In any
case, no medals may be awarded and no athletes eliminated from the Olympic Games prior to
the Opening Ceremony.

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SPT 03 •Organisation of Paralympic sports

Deliver sports organisation for the Paralympic Games as per the technical requirements
established by the IPC and the IFs in required areas including the following:
−
−
−
−

−
−

define the locations, designs and operational plans for each competition, training andclassification venue;
establish the detailed competition, training and classification schedules;
procure the necessary types and quantities of equipment for competition, training andclassification purposes;
host between two and five visits of the appointed technical personnel for each sport in order
to contribute to the planning, monitoring, preparations and issue-resolution leading up to the
Paralympic Games. The exact number of visits is contextual and depends on the sport, thevenue and the synergies with visits for the Olympic sport, if relevant;provide required technical installations and systems for Paralympic results and information
dissemination; andcoordinate the creative concepts and logistical arrangements for the sport presentation
elements.

Requirements related to competition and training venues
SPT 04 •Follow the most current IF technical requirements as they relate to competition venues for each
sport (e.g. standard Field of Play (FOP) dimensions, standard warm-up space, standard Back-ofHouse [BOH] requirements for athletes’ preparation and IF spaces, including working areas), as
defined in relevant sport-specific and venue-specific documentation provided by each IF.

SPT 05 •Competition venues

Ensure that the prior approval of the IOC and of the respective IF is obtained before any
modification of the location and key venue requirements, as proposed by the Host City and the
Host NOC in their Candidature File, is implemented. Any change of competition venue mustenhance the Candidate City proposals, and the legacy aspect of the Games concept.

SPT 06 •IF venue standards

Paralympic competition venues

Provide a high standard of equipped competition venues meeting the IF requirements for all
sports/disciplines on the Paralympic sport programme. As a rule, all the competition venues used
for the Paralympic Games shall be those used for the Olympic Games; any exception to thisshould be due to important reasons and is subject to IPC approval.

SPT 07 -Look of the Games•

Consult IFs on all Look of the Games elements in and around the FOP at their respective
competition venues. This is especially important for sports which have specific issues withbackground colours affecting sighting on the FOP.

•

Supply each training venue with a package of wayfinding signage, flags and banners that are inline with the Look of the Games.

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SPT 08 -Olympic flag and IF recognition•

Ensure that the Olympic flag flies over each competition and training venue throughout the
Olympic Games, with the IF flag positioned between the Olympic flag and the OCOG flag.

•

Ensure that additional IF recognition is placed next to the FOP at all competition venues. The sizeand shape shall be decided by the IOC and implemented by the OCOG.

SPT 09 •Pre-Games access to venues

Ensure a minimum level of pre-Games venue access to NOCs, based on the rules andregulations of the sports concerned.

SPT 10 -Games-time training•

Agree with each relevant IF all technical requirements relating to the training venues identified foruse before and during the Olympic Games and make these training venues available for all
athletes from the opening of the Olympic Village until the end of competition for each sport/event(including for sports held in Co-Host Cities). The level of services delivered to athletes during
official training shall be equal to the services delivered during competition. For other training
opportunities, the OCOG and the IF shall agree on the services to be provided to the athletes.

•

Ensure that such venues meet the IF technical requirements. Any exception to theserequirements shall be submitted to the IOC and to the respective IF for approval.

SPT 11 •Paralympic training schedule projects

Develop the Paralympic training schedule, the training booking procedures, the training officewithin the Sports Information Centre (SIC) and the transport plan in parallel with thecorresponding Olympic project.

Requirements related to IF services
SPT 12 •Facilitate the attendance of OCOG sports managers at relevant IF meetings and/or congresses toreport on progress regarding Games preparations for their sport, and at IF events to gain further
understanding and operational experience regarding their sport.

SPT 13 •Attendance at IF events

Appointment of IF representatives

As soon as possible after the OCOG is created, contact each IF whose sport is on the Olympic
programme and agree the appointment of a main IF representative who has the authority toreview and approve or seek approval on all issues related to their sport.

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SPT 14 •Sport Delivery Plan

Ensure that the terms and level of engagement with each IF, as well as all their respective service
levels applicable to the delivery of the Games, are documented by the OCOG and each IF in the
Sport Delivery Plan (SDP). Such agreement shall also stipulate any financial consideration
associated with the services to be provided by the IFs for the delivery of the Games.

SPT 15 -Paralympic sport Memorandum of Understanding•

Enter into cooperative agreements (Memorandum of Understanding [MOU]) with the IPC and theIFs, which clearly set out the relationship, responsibilities, scope, levels of service and delivery
timelines expected by both parties in the planning and execution of the respective sports
competitions at the Paralympic Games.

•

Should the IF, IPC and the OCOG agree, the elements of the MOU can be incorporated into the
SDP.

SPT 16 •Pre-Games IF visits to the Host City

Cover the expense of round-trip air tickets, board and lodging of each IF delegate for the preGames visits needed and agreed on a sport-by-sport basis between the OCOG and the IF.

SPT 17 -Games-time expenses for IF delegates•

Pay for the reasonable expenses of the IF delegates from at least five days prior to the start of
the first event in their discipline and up to two days after the end of the final event in theirdiscipline. Such expenses shall include air fares, board and lodging.

•

In the event that the presence of IF delegates is required earlier than specified above owing toGames-time preparations, and is agreed between the OCOG and the IF concerned, these
additional expenses shall be covered by the OCOG.

SPT 18 -Technical officials’ transport•

Submit an International Technical Officials’ (ITO) travel policy to the IOC for approval.

•

Pay for the travel expenses of the ITOs for the Olympic Games. The total number of ITOs shallbe confirmed by the IOC following a proposal from the relevant IF. Travel expenses shall becalculated to the Host City from the ITOs’ place of residence and back.

•Pay the travel expenses of the National Technical Officials (NTO) within the Host Country.

SPT 19 •Technical officials’ accommodation

Provide facilities separate from the Olympic Village for the accommodation of all ITOs and NTOs
appointed by the IFs, taking into account that technical officials shall be present at the site at least
three days (i.e. including at least three nights’ accommodation) prior to the first event in their sport
and at least one day (i.e. including at least one night’s accommodation) after the last event. In theevent that the presence of ITOs is required earlier than specified above due to Games-time
preparations, and is agreed between the OCOG and the IF concerned, these additional expenses
shall be covered by the OCOG. Technical officials and members of the juries may not be
accommodated in the Olympic Village.

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Host City Contract - Operational Requirements
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Provide accommodation (including breakfast) for the ITOs and NTOs, according to the HCC Operational Requirements - Accommodation.

SPT 20 -Technical officials’ per diem•

Provide all technical officials with a per diem (daily out-of-pocket expenses) to cover meals(except for breakfast) and incidentals for the approved length of stay in the Host City for each
sport.

•The per diem amount may not be less than USD 100 for ITOs. Any change to this amountproposed by the OCOG shall be approved by the IOC.

•The per diem amount for NTOs shall be set by the OCOG.

SPT 21 •Provide an FOP uniform for all technical officials (both national and international) as agreed witheach IF and approved by the IOC.

SPT 22 •Technical officials’ uniforms

Opening and Closing Ceremony Tickets for IFs

In line with the official duration of their role, provide Opening and Closing Ceremony tickets to alltechnical officials who are in the Host City during the Opening and/or Closing Ceremony.

SPT 23 -Services for IF Games officials and IPC Games officials for the Paralympic Games•The requirements and services for the IF Games officials (ITOs and classifiers) and IPC Games
officials are identical to those applying at the Olympic Games for the ITOs, scaled to the needs of
the Paralympic Games.

•

Cover the travel expense for the IF Games officials and IPC Games officials from their place ofresidence to the Host City of the Paralympic Games.

•

Provide accommodation to IF Games officials, at the same level of service as for the ITOs of the
Olympic Games and, in principle, in stakeholder group hotels. However, for the Paralympic
Games only, the OCOG may decide to accommodate IF Games officials in a separate anddistinct zone of the Paralympic Village, subject to IPC approval.

•

Provide a per diem to IF Games officials and IPC Games officials no less than USD 100 for theirprojected stay at the Paralympic Games for business reasons, including all travel days from/totheir place of residence. Any changes to this amount shall be approved by the IPC.

SPT 24 •IF Games officials, NTOs and IPC Games officials uniforms’ for the Paralympic
Games

Provide an FOP uniform and related accessories for the IF Games officials, NTOs and IPC Games
officials during the Paralympic Games on a similar scale as for the Olympic Games.

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Requirements related to sport competition
SPT 25 -Appointment and approval of sport managers•

Ensure that a sport manager is appointed for each sport on the Olympic programme. The sportmanager shall be responsible for the planning and implementation of the sport competitions andtraining in accordance with the requirements of IFs, the Olympic Charter and the HCC Principles.

•

Ensure that all proposed sport managers are approved by the relevant IFs. An experienced
manager should also be recruited for each individual discipline of the relevant sports.

SPT 26 •Develop, through OCOG Sport Managers and in consultation with the IF for each sport, a
recruitment and training strategy for the different categories of sport workforce, NTOs and sport
volunteers.

SPT 27 •Paralympic competition schedule

Follow the same competition scheduling process and management principles for the Paralympic
Games as for the Olympic Games. The final proposal of the competition schedule shall beapproved by the IPC and the IFs.

SPT 30 •competition schedule by day;competition schedule by event;competition schedule by session;
detailed event schedule;
Detailed Competition Activity Schedule (DCAS); anddetailed sports activity schedule.

Ensure that the competition schedule by session for a sport at the Olympic Games is approved
by IFs and OBS before being submitted to the IOC for approval, no later than two years before
the Games.

SPT 29 •Competition schedule

Consult the IOC, OBS and IFs at all stages about the development of the competition schedule,
which includes the following six levels of detail:
−
−
−
−
−
−

•

Sport volunteer training for the Paralympic Games

Ensure that sport volunteers recruited for the Paralympic Games receive general training on the
Paralympic Movement, the Paralympic Games, the sports and general disability awareness.

SPT 28 •Recruitment and training strategy

Weather data

For outdoor sports, provide venue-specific weather stations that collect weather data during thecompetition season (Winter or Summer). These weather stations shall be installed as soon as
possible following the election of the Host City and:−−no later than four years prior to the Games of the Olympiad
no later than five years prior to the Olympic Winter Games.

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Ensure that the weather stations collect data which meets each IF's weather reporting
requirements. The weather service provider shall also provide overall weather data and metrics
within the Host City for use by Games Information System (INFO+) and other data systems.

SPT 31 -Sport presentation•

Develop sport-specific presentation plans, in cooperation with each IF and OBS, which build on
the overall sport presentation concept but are specifically tailored to the requirements and cultureof each sport/discipline.

•

Submit the following primary elements of the sport presentation to the IOC, the IFs and OBS:−−−−

announcements and commentary;music;
video board content; andscoreboard animation.

•

With regard to sports presentation, develop a music library within the framework of both the“Olympic theme” and the sport-specific requirements (IFs’ and athletes’ possible contributions).
Songs and sounds should be varied to cover the style spectrum and ensure that appropriate
music is available. Obtain all required music rights.

•

In order for the OCOG to benefit from existing content, consult the IOC, OBS, Olympic Channel
Services SA (OCS) and IFs at all stages of the development of video content for the in-venue
video board.

•

Provide OBS with all broadcast feed requirements for the video boards.

SPT 32 -Paralympic sport presentation content•

Develop a separate “Paralympic theme” to distinguish the Paralympic Games from the Olympic
Games. Sport-specific plans also need to be modified or produced and tailored to the specificneeds of the Paralympic sports, with a focus on educating the spectators about the classifications
and rules of each sport.

•

Submit the following primary elements of sport presentation to the IPC for approval:−−−−

SPT 33 •announcements and commentary;music;
video board content; andscoreboard animation.
Sport engagement/initiation at Games time

Where operationally feasible, implement, in collaboration with the respective IFs and NFs, a sport
engagement/initiation programme which allows spectators of all ages to better understand andexperience each of the sports on the Olympic Programme and which improves or enhances the
spectators’ experience at Games time.

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SPT 34 •Obtain OBS’s and the IOC’s prior approval for all FOP broadcast camera and microphone
positions. The relevant IF shall be consulted and shall be entitled to raise objections to any
proposed camera and microphone positions likely to have an adverse effect on the safety ofathletes or the conduct of competitions. In the event of disagreement, the final decision shall betaken by the IOC.

SPT 35 •Broadcast feed requirements for IF

Provide OBS with the summary of all broadcast feed requirements for IFs, including video
adjudication.

SPT 36 •Broadcast camera and microphone positions on the FOP

Enforcement of Rule 50 of the Olympic CharterI

Assist the IFs and the IOC to enforce the requirements set forth under Rule 50 of the Olympic
Charter (including related guidelines) at Games time.I

Requirements related to sports equipment
SPT 37 •Ensure that the final sports equipment list to be procured for each sport/discipline is validated andsigned off by each IF.

SPT 38 •Provision of equipment for FOP preparation

Provide all equipment needed for the preparation of the FOP (e.g. inflatable power boats,
tractors) for the Test Events and the Games.

SPT 41 •Generic sports equipment supplier agreements

Draft a sports equipment supplier agreement template in close cooperation with the relevant
OCOG areas, which is in line with the overall OCOG marketing plan and which covers thedifferent models of sports equipment suppliers’ deals (e.g. suppliers being granted
marketing/sponsorship rights, sole suppliership agreements), and submit the draft template to the
IOC for approval.

SPT 40 •World Federation of the Sporting Goods Industry

Cooperate with the World Federation of the Sporting Goods Industry (WFSGI), which requires
assistance in coordinating its Games-time technical services to athletes, and assist the WFSGI inaccordance with the requirements communicated by the IOC following the previous edition of theGames.

SPT 39 •Sports equipment lists

Delivery of Ski Racing Suppliers Association and WFSGI sports equipment

Develop and implement an operational plan for the delivery of sports equipment (Ski Racing
Suppliers Association [SRS], WFSGI) from the airport to competition and training venues in atimely manner that meets the needs of SRS and WFSGI, and submit the plan to the IOC for
approval.

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SPT 42 •Cooperate with the SRS, which requires assistance in coordinating its Games-time technicalservices to athletes, and develop a Memorandum of Understanding that outlines the respectiveroles and responsibilities. Submit this Memorandum of Understanding to the IOC for approval.

SPT 43 •Ski Racing Suppliers Association

Wax cabins

At the Olympic Winter Games, according to the requirements determined by the IOC, provide wax
cabins to:−−

NOCs based on the allocation formula related to the number of athletes; andSRS, subject to a financial contribution by their member companies, decided by the IOC.

Requirements related to sport entries
SPT 44 -Sport entries•

Define and implement the official registration process for athletes qualified and selected toparticipate in the Games, in accordance with the qualification systems defined by the IFs andapproved by the IOC.

•

Submit to the IOC and IFs, for approval, all entry forms (whether in paper or electronic format),including event-specific data fields. Once approved, provide such entry forms to all NOCs.

SPT 45 •Integration of sport entries and Paralympic classification operational plans

Apply the same process for the Paralympic Entries and Qualification System (PEQ) as
implemented for the Olympic Games, with the additional factor of sport classification, an integral
part of the Paralympic sport entries process.

Requirements related to sport publications
SPT 46 •Produce the following sport-specific publications:
−
−
−
−
−
−
−
−
−

•

Required Olympic sport publications

sport explanatory books;
sport-specific publications;team leaders' guides;
sport entry forms or online database;Sport Entries and Qualification (SEQ) system manuals;
pre-Games training guide;technical officials’ guide;
Test Event publications; andIF progress reports.

While the IOC fully supports the use of digital publishing formats, the OCOG shall confirm, prior to
publishing, the proposed format of publication (hard copy or digital), distribution and publication
dates.

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SPT 47 •Submit to the IPC for approval a sport-specific Games officials’ guide for referees, judges andofficials attending and working at the Paralympic Games. The guide should include informationsuch as accommodation, accreditation, uniform, arrivals and departures.

SPT 48 •Games officials’ guide for the Paralympic Games

Paralympic pre-Games training guide

Produce a specific Paralympic pre-Games training guide integrating all necessary information toassist the needs of the NPCs and making clear reference to which Paralympic sports may be
accommodated within each facility, based on accessibility considerations and each sport’s
technical requirements.

Other Requirements specifically related to the Paralympic GamesSPT 49 •Classification programme

Deliver the operational aspects of the classification programme at the Paralympic Games, in fullcompliance with the IF classification rules and regulations, the IPC Classification Code andrelevant international standards. To achieve this, the OCOG should:−−−

SPT 50 -provide the necessary facilities and specialised equipment, as specified by the relevant IF
and approved by the IPC, at the competition or training venues of each Paralympic sport andin the Paralympic Village, so that classification evaluation can be conducted in the mostefficient way;provide the best possible working environment to ensure expedient and accurateclassification of athletes for the Paralympic Games. Ensure that classification services are of
the highest quality and are sport- and athlete-focused. This also concerns the services
provided to the IF classifiers that needs to be in line with the services provided to the ITOs
and need to be in place prior to competition so that they specifically fit the requirements ofclassification; andsupport the IPC, the IFs and the NPCs to reduce the number of athletes required to undergo
classification evaluation on arrival in the Host City via efficient communications about preGames IF classification opportunities.
Classification Coordination Centre for the Paralympic Games•

Operate a Classification Coordination Centre, using dedicated desks in the SIC, which is
responsible for monitoring, coordinating and maintaining data and information concerning sportclassification evaluations during the Paralympic Games and for liaising with NPC representatives
on classification protests, scheduling and issue resolution.

•

Provide sport-specific classification locations at designated competition or training venues asapproved by the respective IF and the IPC, plus an additional classification assessment area forathletes with a visual impairment in the Paralympic Village.

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SPT 51 -Orthotic, prosthetic and wheelchair repair services•

Provide a range of orthotic, prosthetic and wheelchair repair facilities and services for all
accredited athletes, NPC team officials, IF Games officials and other Paralympic stakeholders.

•

Select an orthotic, prosthetic and wheelchair repair supplier and seek written IPC approval of the
final agreement between the OCOG and the supplier.

•Ensure that the facility and basic Furniture, Fixtures and Equipment (FFE) for the repair services
in the Paralympic Village Plaza and at the different venues meets the relevant technicalspecifications.

•

Ensure pre- and post-Paralympic Games storage of shipped equipment in a secure venue for thetimeframes set in the supplier agreement. Facilitate the customs clearance process for the
temporary import of technology and spare items, and the venue load-in and load-out of theequipment in a timely manner.

•

Provide the supplier’s staff with a suitable OCOG accreditation category and access rights toensure appropriate multi-venue and zone access, plus a small number of upgrade cards toensure flexibility to cover all operations. In addition:−−•

allow access to a suitable transport system that guarantees quick and flexible provision ofservices over multiple venues; andprovide additional support staff or volunteers to the technicians, subject to agreement withthe supplier.

Provide the supplier with access to the rate card programme, thus allowing them to acquire
additional equipment, supplies and services available for purchase or lease at a reasonable priceon arrival at the Games.

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1.2.

Ceremonies

Introduction
Ceremonies provide some of the most memorable moments of the Olympic and Paralympic Games.
They showcase the Olympic and Paralympic values, celebrate the athletes’ achievements, contributeto the spirit of solidarity and highlight the cultural traditions of the Host City and nation. Successful
Ceremonies help ensure that the Olympic and Paralympic Games are much more than just anothersporting event.
For the Ceremonies area, key success factors include:•

well-developed concepts and master plans;•

early-stage creative planning for the Opening and Closing Ceremonies, Victory Ceremonies andTeam Welcome Ceremonies;•

attention to protocol considerations; and•strict respect for Intellectual Property Rights, and the rights of the Rights-Holding Broadcasters(RHB).

Close coordination and collaboration within the OCOG and with a variety of delivery partners,
including the IOC, IPC, respective producers, OBS and the public authorities, are also essential for the
successful delivery of this area. Coordination with OBS is particularly important to ensure that a global
audience can share the emotion and excitement of the Ceremonies.
The Ceremonies area is closely related to and interlinked with many other areas covered by the HCC Operational Requirements. When planning and delivering the Games, it is important to consider eacharea in the wider context of all related requirements highlighted in the cross-reference matrix on page
17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
Ceremonies and in the IPC Guide on Paralympic Ceremonies, as well as any cross-referenced
documents listed within them.

Operational Requirements
In order to deliver the Ceremonies requirements in line with the introduction above and in accordancewith the HCC - Principles, the following shall be implemented by the OCOG within the milestones andother timelines set out in the Games Delivery Plan (GDP):

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Requirements related to all Olympic Ceremonies
CER 01 •Organise the Ceremonies, taking into account the following parameters:
−
−
−

−

CER 02 •Creative approach and vision of the Ceremonies

Concepts and detailed production master plans for Ceremonies

Submit concepts and detailed production master plans for all Ceremonies for IOC approval.
Thereafter, any substantive or thematic changes shall be resubmitted for IOC approval.

CER 04 •The Opening Ceremony shall officially begin the Olympic Games and it shall take place on
the first day of the Games in a location within the Host City.
The Closing Ceremony shall officially end the Olympic Games and it shall take place on thelast day of the Games in a location within the Host City.
The Victory Ceremonies, to present medals to the athletes, shall follow the conclusion ofeach sports event at the competition venue and/or, where applicable for the Olympic WinterGames, at the Medals Plaza.
Team Welcome Ceremonies shall take place in the Olympic Village for all NOCs before theOpening Ceremony of the Olympic Games.

Provide the initial presentation on the general creative approach and vision of the Ceremonies for
IOC approval.

CER 03 •Organisation and scope of Ceremonies

Protocol elements for Ceremonies

Ensure that protocol elements comply with the order and the description included in CER Annex 3- Specifications on Protocol Elements for Ceremonies (with the understanding that artistic
segments may be interspersed between the protocol elements).

CER 05 -Music for Ceremonies•

With respect to clearances and respect of third parties’ rights, ensure that the use of any music orother creative element in the context of the Ceremonies, or otherwise by the OCOG for the
purpose of the Games, does not infringe the rights of any third parties. All requirements set forthin the CER Annex 1 - Specifications on Intellectual Property Rghts in relation to the Ceremonies
and Other Events of the Olympic Games shall be fully respected and, in particular, all necessary
clearances and authorisations shall be obtained.

•

With respect to use of creative elements including music in the Ceremonies:−−

Produce music and, as much as possible, memorable tracks defining the Olympic Games,
for use in the Ceremonies as well as in other activities of the Olympic Games including
sports presentation etc.
Ensure that such music, and more generally all works commissioned in relation to third
parties for their use in the context of the Ceremonies and other activities of the Olympic
Games, is created as a “work for hire” on behalf of the OCOG, so that all Intellectual
Property Rights and other proprietary rights are owned by the OCOG and further assigned to
the IOC in accordance with the HCC - Principles.

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CER 06 •Preview of Ceremonies

Provide access to all representatives, designated by the IOC, to preview such Ceremonies intheir substantive entirety during any rehearsal process, including backstage access, in order thatsuch representatives can ensure that these Ceremonies shall be held in conformity with the terms
and conditions of this HCC and the written plans for such Ceremonies approved by the IOC.

CER 07 •Report all musical content to be used in advance to the IOC in accordance with the "IOCMusic Reporting Instructions" contained in the CER Annex 1 - Specifications on Intellectual
Property Rights in relation to the Ceremonies and Other Events of the Olympic Games.

Coordination with OBS

Consult and collaborate with OBS regarding the progress and development of the Ceremonies;
understanding that the OCOG will be responsible for the production of the Ceremonies inaccordance with the OCOG’s requirements contained herein and that OBS will have final
authority and control with respect to the broadcast coverage of the Ceremonies.

Requirements related to Opening and Closing Ceremonies
CER 08 •Submit the following elements related to the Opening and Closing Ceremonies to the IOC for
approval:
−
−

−
−
−

CER 09 •the initial presentation on the Opening and Closing Ceremonies concept including integrationof Olympic protocol elements;
the detailed creative concepts and Olympic protocol elements associated with the Opening
and Closing Ceremonies, along with a master plan including a production budget, high-levelproduction schedules and staff/production plans;a detailed operational plan for the athletes;
the marching order, based on Host Country language (if different from French or English);andthe final, detailed and complete script; all subsequent editions shall be submitted withchanges clearly highlighted.
Templates of contractual agreements for artists and music

Submit all templates of contractual/legal documentation regarding the artists and the use of music
in relation to the Opening and Closing Ceremonies to the IOC for approval before hiring theartists, in accordance with the CER Annex 1 - Specifications on Intellectual Property Rights inrelation to the Ceremonies and Other Events of the Olympic Games.

CER 10 •Approvals of Opening and Closing Ceremony-related elements

Olympic cauldron

Given the engineering complexities of the Olympic cauldron, present the final design to the IOC
for approval.

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If a Co-Host City plans to have a cauldron, ensure that the following rules are respected:−−−−

CER 11 -The design of the cauldron shall depict either the design of the torch or the torch relay
community celebration cauldron.
The cauldron shall be limited in size (average of six meters high).
The OCOG shall submit a proposal with the visual design to the IOC for approval.
The Co-Host City cauldron shall not be lit before the Olympic cauldron in the Host City is lit
during the Opening Ceremony and shall be extinguished without public attendance after thelast competition day hosted in the Co-Host City.
Moment of remembrance•

Ensure that a symbolic and emotional moment to remember those lost takes place during the
Closing Ceremony, at any time after the entry of the athletes but before the official speeches.

•

Ensure that this segment is dignified and appropriate for any member of the audience, whether inthe stadium or through broadcast.

CER 12 •For the Games of the Olympiad only, ensure that the scenario of the Opening Ceremony includes
a segment for the Olympic laurel award presented to a personality having made outstanding
contributions to Olympism. The selection is made of a jury named for the occasion by the IOC.

CER 13 •Olympic laurel award

Next Host City artistic segment

During the Closing Ceremony of the Games, a creative segment produced by the next OCOG
shall take place. This next OCOG has the opportunity either to introduce a live performance or tobroadcast a video clip/film during the Ceremony. The next OCOG should ensure that:−−−

all creative concepts or the content of the video clip/film comply with IOC requirements andare submitted to the IOC for approval;
this segment is subject to the same rights acquisition, assignment, clearance and otherrequirements as outlined above for other Ceremonies and further described in the CER
Annex 1 - Specifications on Intellectual Property Rights in relation to the Ceremonies andOther Events of the Olympic Games. These tasks shall be managed entirely by theOrganising Committee for the next Olympic Games; andsubmit all document templates related to hiring creative crews, artists or talents to the IOC
for approval.

Requirements related to Victory Ceremonies
CER 14 •Approval of Victory Ceremony related elements

Submit the following elements related to the Victory Ceremonies to the IOC for approval:−−

the initial presentation on the Victory Ceremony concept including integration of Olympic
protocol elements;
the detailed creative concepts and Olympic protocol elements associated with the Victory
Ceremonies, along with a master plan including a production budget, high-level production
schedules and staff/production plans;

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−

−
−
−

−
CER 15 -the final script of the Victory Ceremonies, including in the Host Country’s language if different
from French or English (being understood that the IOC will provide in advance the script
containing the exact wording for the Victory Ceremonies in French and English (refer to CER
Annex 2 - Specifications on Victory Ceremony Staging and Announcement
Scripts);
the initial design of the podiums;
the final podium design, including any backdrop(s) when necessary due to the given layoutof specific venue(s);the final staging plan of the Victory Ceremonies, including the athletes’ and medal
presenters’ entrance and exit, green room (waiting area) location, flag poles/flag trapeze aswell as still photographers’ positions; andthe list of all music to be played during the Victory Ceremonies.
Medal and flower presenters at Victory Ceremonies•

Liaise with the IFs to identify presenters of the flower bouquets (understanding that the IFs shalladvise the OCOG of the presenters).

•

Announce specifically as indicated, without any addition or alteration, the two lists of IOC
members who will present the Olympic medals, provided by the IOC to the OCOG, including thefull text of titles that shall be announced. The lists are referred to as:−−•

Create a document integrating the IOC medal presenters and the IF flower presenters with theprecise schedule for the Victory Ceremonies. This document shall be updated as required andprovided to all appropriate venue teams, sport presentation, OBS and media operations.

CER 16 •the short list – for use on the Light Emitting Diode (LED) screens; andthe long list – for use by the announcers.

Victory Ceremony scripts

Follow the detailed specifications of Victory Ceremony scripts included in the CER Annex 2 Specifications on Victory Ceremony Staging and Announcement Scripts.

CER 17 -Medals Plaza (required only for the Olympic Winter Games)•

Present the proposed location of the Medals Plaza for IOC approval.

•

Ensure that all existing rights of Olympic Marketing Partners and RHBs are respected within theMedals Plaza. If an OCOG is interested in offering special marketing opportunities to TOP and/or
OCOG Partners (i.e. making this a “signature property”), the OCOG shall present such plan to the
IOC for approval, well in advance of any implementation.

•

Ensure that all requirements set out in CER Annex 1 - Specifications on Intellectual Property
Rights in relation to the Ceremonies and Other Events of the Olympic Games are fully respectedin the context of the Medals Plaza and, in particular, that all clearances and licenses described in
CER Annex 1 are obtained in relation to all music, all artistic performances and other creative
elements used at the Medals Plaza.

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Deliver the following elements for the Medals Plaza and its Victory Ceremonies:
−
−
−
−
−

Submit the initial presentation of creative concept to the IOC for approval;
Submit the creative concept (including scenarios, programme, use of Olympic symbol, siteand stage designs, back drop to the podium and production process) to the IOC for approval;
Submit the final scripts (including musical segments and staging) to the IOC for approval;
all headline talent and other performance-related signed contracts; andProvide draft music cue sheets for each night of Medals Plaza programming to the IOC and
OBS. Final music cue sheets, including any update, shall be provided to the IOC and OBS
on a daily basis.

•

Ensure that, at the Medals Plaza, before the commencement of the Victory Ceremonies segment,
the Olympic flag is raised and accompanied by the Olympic anthem (the score will be provided by
the IOC).

•For crowd control and to ensure smooth operations, ensure that access to the venue is grantedwith a ticket or accreditation (based on categories approved by the IOC). Unless otherwise
agreed by the IOC, the OCOG shall make all tickets to the Medals Plaza complimentary. Detailsof the ticketing plan related to the Medals Plaza shall be presented to the IOC for approval.

Requirement related to Team Welcome Ceremony
CER 18 •Team Welcome Ceremony plan, concept and script

Submit the following elements to the IOC for approval:−−

concepts and a detailed description of the Team Welcome Ceremony programme. The
detailed creative concept for the Team Welcome Ceremonies, along with a high-levelproduction schedule and a staff/production plan; andthe final and complete script in full detail, as well as all subsequent editions with changes
clearly highlighted.

Requirement related to Paralympic Ceremonies
CER 19 •Concepts and plans for Paralympic Ceremonies

Submit concepts and detailed production plans to the IPC for approval for the Opening andClosing Ceremonies, the Victory Ceremonies, Team Welcome Ceremonies and the Paralympic
wall ceremony at the Paralympic Village and any thematic or material change.

CER 20 -Paralympic Opening and Closing Ceremonies•

Organise the official Opening and Closing Ceremonies for the Paralympic Games, which shalltake place on the first and last day of the Games respectively, in a location within the Host Cityand in accordance with IPC protocol. The Opening and Closing Ceremonies respectively shallofficially begin and close the celebration of the Paralympic Games.

•

Establish, in coordination with IPC Legal, all necessary contractual documentation with thecomposers/performers to ensure that all intellectual property and music rights are cleared
according to IPC requirements, particularly those for broadcasting and digital media.

•

Submit preliminary Ceremonies programmes/concepts including the artistic segments of the

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Games, the final Opening Ceremony programme and the Closing Ceremony programme to the
IPC for approval.
CER 21 -Language requirements during the Opening and Closing Ceremonies•

Ensure all Ceremonies are conducted in the official languages of the Paralympic Games (English
and language of the Host Country).

•

Translate official speeches taking place during the Ceremonies into the official languages of the
Paralympic Games and display this translation on the video boards in the venue.

CER 22 -Protocol requirements during the Opening and Closing Ceremonies•

The Opening Ceremony of the Paralympic Games shall take place in the Olympic Stadium. In theevent of an Opening Ceremony for the Paralympic Winter Games being authorised by the IPC to
be held at an alternative venue, the rules of protocol described above shall still apply.

•

Ensure that IPC protocol has priority in matters regarding the Ceremonies’ organisation andprotocol events.

•

Ensure, as traditionally done, that the Paralympic Games are declared open by the Head of Stateof the Host Country.

CER 23 •Paralympic Victory Ceremonies

Organise and deliver Victory Ceremonies that value the achievements and dignity of the athletes.
The IPC shall approve the following primary elements of the Paralympic Victory Ceremonies:−−−

theme music and script;
the artistic approach and the protocol elements; andthe podium design (both from a Look and accessibility view point).

CER 24 -Protocol and order of the Paralympic Victory Ceremonies•

Ensure that at the Paralympic Winter Games, the majority of the Victory Ceremonies take place ina Paralympic Medals Plaza, in which case a flower ceremony is held at the competition venue
with the same protocol as for a Victory Ceremony. Ensure that the following protocol, whichapplies to all Victory Ceremonies, is followed:
−
−
−
−
−

CER 25 •entrance of the presenters and Paralympic medallists;
introduction of presenters (name and title);
introduction of the Paralympic medallists (name and country);
medal and flower presentations; andraising of the national flags and playing of the gold medallist’s national anthem.
Paralympic Victory Ceremony presenters

Recognise that all medal and flower presenters are selected according to the policy set out by the
IPC executive office which is responsible for the allocation of medal and flower presenters for all
sports.

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For each Victory Ceremony for individual events held during the Paralympic Games andParalympic Winter Games, one medal presenter and one flower presenter shall be identified. For
team sports and team events, three medal and three flower presenters shall be selected.

•

At the Paralympic Games, the same medal/flower presenter can be scheduled for several Victory
Ceremonies, however, the same presenter cannot be assigned to more than three consecutive
Ceremonies.

CER 26 •Ensure that the Victory Ceremonies’ “field of play” and access pathways are fully accessible to allathletes and medal/flower presenters. All Victory Ceremony podiums shall have a common
design and Look of the Games and be accessible for athletes using wheelchairs, allowing them toindependently access and position themselves on the podium.

CER 27 •Paralympic Victory Ceremony set-up and protocol

Paralympic Team Welcome Ceremonies

Produce Team Welcome Ceremonies at the Paralympic Village. These Ceremonies shall be
conducted for every participating NPC delegation and shall contain the following protocol
segments:
−
−
−
−
−

welcome by the Village Mayor;
country’s flag-raising while the national anthem of the NPC’s country is played (abbreviated;
no more than 90 seconds);
short artistic programme (maximum 10 - 15 minutes);small symbolic gift presentation to the team; andprior to the first Team Welcome Ceremony of the day, the Paralympic flag should also beraised while the Paralympic anthem is played.

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1.3.

City Activities and Live Sites

Introduction
Exciting and engaging Games-related events and activities, both inside and outside the Olympic
Park(s), extend the reach, passion and spirit of the Olympic and Paralympic experience throughout the
Host City, the Host Country and beyond. Live sites are one of the most common city activities, offeringresidents and visitors an opportunity to gather together to enjoy broadcasts of Olympic Games
competitions, cultural events, performances, Ceremonies and other activities.
The development of city activities and live sites is not required by the HCC, though it is highly
recommended. If the OCOG chooses to develop such activities, the following requirements apply.
For the City Activities and Live Sites area, key success factors include the following importantelements:•

the development of strategic and operational plans;•

guaranteed OCOG control over all live sites (in the Olympic venues, the Host City and throughout
the Host Country); and•agreements that respect marketing and supply rights.

Close coordination and collaboration within the OCOG and with a variety of delivery partners,
including the IOC, IPC, OBS, Olympic Marketing Partners, contractors and the public authorities, arealso essential for the successful delivery of this area.
The City Activities and Live Sites area is closely related to and interlinked with many other areas
covered by the HCC - Operational Requirements. When planning and delivering the Games, it isimportant to consider each area in the wider context of all related requirements highlighted in the
cross-reference matrix on page 17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on City
Activities and Live Sites and any cross-referenced documents listed within it.

Operational Requirements
In order to deliver the City Activities and Live Sites requirements in line with the introduction above
and in accordance with the HCC - Principles, the following shall be implemented by the OCOG within
the milestones and other timelines set out in the Games Delivery Plan (GDP):
LIV 01 -Plan for city activities for the Olympic Games•

Submit the programme of all activities such as celebrations, entertainment and live sites
organised or authorised by the OCOG, the Host City or the Host NOC and which will take place inthe Host City or the Host Country on the occasion of the Games to the IOC for prior approval.
This programme shall include the relevant arrangement for location(s) in the Host City or the Host
Country, where such activities shall take place.

•

Consult the IOC to determine any opportunity for the OCOG to benefit from existing programmes
or activities (such as exhibitions), or materials made available by the IOC and/or IOC Controlled
Entities (e.g. Olympic Foundation for Culture and Heritage).

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LIV 02 •Plan for city activities for the Paralympic Games

Submit a plan for city activities, which covers the transition period to the Paralympic Games andthe Paralympic Games itself, to the IPC for approval.

LIV 03 -Live site programme strategic and operational plans•

If the OCOG wishes to develop and implement a live site programme, submit strategic andoperational plans to the IOC for approval, including a programme of activities, together with adetailed commercial plan which includes marketing, merchandising, supply of products orservices by Olympic Marketing Partners, financial, rights protection and hospitality aspects.

•

Consult the IOC to determine any opportunity for the OCOG to benefit from existing programmes
or activities (such as exhibitions), or materials made available by the IOC and/or IOC Controlled
Entities (e.g. Olympic Foundation for Culture and Heritage).

LIV 04 -IOC programmes of live sites and other activities•

Provide assistance to the IOC in relation to any live sites programmes or similar activities
organised by the IOC (in cooperation with IOC Marketing Partners, RHBs and other entities of the
Olympic Movement, as the case may be).

•Provide similar assistance to the IPC, if similar programmes are organised by the IPC during theperiod of Paralympic GamesLIV 05 •Ensure that agreements guaranteeing the OCOG’s overall control of the live sites are enteredwith the Host City, Host Country Authorities or other contractors (whether commercial or noncommercial) if the OCOG proposes to engage such delivery partners to help organise or manage
any live site. All such agreements shall respect the IOC’s requirements on commercialisation,rights protection (e.g. clean venue principles) and supply of products and services (e.g. respect
and implementation of Olympic Marketing Partners’ supply rights) and shall be provided to the
IOC for approval prior to their signature.

LIV 06 •Delivery partner agreements for live sites

Rights for Olympic Marketing Partners and/or RHBs

Ensure that sponsorship, promotional, advertising and broadcasting rights relating to the city
activities (including live sites) are granted only to Olympic Marketing Partners and/or RHBs.

LIV 07 -IOC Marketing Partner supply rights•

Ensure that IOC Marketing Partners’ supply rights, as detailed in the Marketing Plan Agreement(MPA), are respected in the planning and procurement relating to the live sites. The OCOG’s City
Activities and Live Sites, Procurement and Marketing Partner Services areas shall work together
to implement the supply rights of Olympic Marketing Partners, as appropriate.

•

Ensure that the Host City, Host Country Authorities or other contractors (whether commercial or
non-commercial) are fully aware of and comply with the supply rights provisions set out in the
MPA.

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LIV 08 •Obtaining a clean broadcast feed

Follow the IOC guidance to obtain and use a clean broadcast feed of Games competition, whichshall be sourced either from the RHB in the Host Country or from OBS.

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1.4.

CultureIntroduction
Celebrating the culture of the Host City and the Host Country adds to the festive atmosphere of the
Olympic Games Culture is made up of projects and events that celebrate local, national andinternational culture while also drawing on the Olympic values to engage the widest possible
population in the Host City and Host Country during the four-year Olympiad. This is accomplishedthrough the Cultural Olympiad, a multi-year celebration of culture and the arts. The Cultural Olympiad
provides an opportunity to engage a wide cross-section of the Host Country’s population in the spirit of
the Games and the Olympic values — particularly young people and those with interests outside sport.
Because the Cultural Olympiad can extend over four years, it enables the development of long-term
cultural projects with significant legacy value. The Cultural Olympiad culminates in a dedicated cultural
festival during the Olympic Games.
The cultural programme for the Paralympic Games should have its own distinctive elements while
being integrated and seeking efficiencies with the Cultural Olympiad.
For the Culture area, key success factors include:•

effective partnerships with a variety of stakeholders, including cultural institutions, artists,
performers, government agencies and Olympic Marketing Partners;•

a strong spirit of co-production with the IOC and its entities; and•various programmes aligned with the Olympic values.

Close coordination and cooperation with external partners and other OCOG areas are also essential.
The OCOG’s Culture area must be the driving and controlling force for the Cultural Olympiad, but
external partners will provide much of the content and resources.
The Culture area is closely related to and interlinked with many other areas covered by the HCC Operational Requirements. When planning and delivering the Games, it is important to consider eacharea in the wider context of all related requirements highlighted in the cross-reference matrix on page
17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on the
Cultural Olympiad and any cross-referenced documents listed within it.

Operational Requirements
In order to deliver the Culture requirements in line with the introduction above and in accordance with
the HCC - Principles, the following shall be implemented by the OCOG within the milestones and othertimelines set forth in the Games Delivery Plan (GDP):

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CUL 01 -Cultural Olympiad programme•

Develop and implement a programme of various cultural projects and events which shallcelebrate local, national and international culture while also drawing on the Olympic values toengage the widest possible population in the Host Country and its visitors during the four-year
Olympiad.

•

Submit to the IOC for prior approval the plan for an extended cultural programme, and thecommunications strategy for this plan, which shall at least cover the period of the four-year
Olympiad and culminate with a cultural festival which shall operate for at least the entire period
during which the Olympic Village(s) is/are open.

•

Coordinate with the IOC to determine any possible use of IOC expertise, research andpatrimonial assets (such as artefacts, photographs, videos, sound recordings and other archival
material) in relation with the Cultural Olympiad.

•

At the request of the IOC, ensure that the Cultural Olympiad includes the IOC’s own programme
and potential cultural activities related to Agenda 2020, such as the Artists in resident
programme, the Olympic House and the “Olympic Museum on the Move” concept (all costs ofwhich are to be borne by the IOC or marketing partners).

CUL 02 •Reserve sufficient and adequate seating at the events of the Cultural Olympiad taking place in the
Host City and the rest of the Host Country at Games time, and ensure that a limited number oftickets (costs of which to are borne by the IOC) are available for the IOC stakeholder group.

CUL 03 •Official Film of the Games

Cooperate with the IOC in the development, promotion and distribution of an official motion
picture of the Games (Official Film), in particular by:−−−

CUL 04 •Seating at the events of the Cultural Olympiad

submitting to the IOC proposals for a producer/director possessing the required qualifications
and experience to produce an Official Film, in accordance with general specifications
communicated by the IOC;submitting to and agreeing with the IOC an editorial project and a business plan for the
production and exploitation of the Official Film; andentering into an agreement with the IOC and the producer/director related to the productionof the Official Film determining the OCOG’s operational support to the production, promotion
and distribution of the Official Film in accordance with general specifications communicatedby the IOC.
Official Poster

Develop and submit to the IOC for approval artistic projects for an official poster of the Gamesand create an artistic series of posters to be developed and published at least three months
before the Opening Ceremony.

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CUL 05 •Paralympic cultural programme

Organise and stage a cultural programme related to the Paralympic Games which, while being
integrated and seeking efficiencies with the Cultural Olympiad, shall have distinctive elements
and follow the general principles as outlined below:
−

−

−
−

Cover the period of transition and the Paralympic Games i.e. at least a duration of three
weeks, which period shall be marked either clearly as “Paralympic” and “Paralympic Cultural
Festival” or, in the event of complete integration with the Cultural Olympiad, it shall bereferred to in a general way such as “Games Cultural Festival” or “Olympic and Paralympic
Games Cultural Festival”.
Produce a programme guide, either as one dual-branded guide containing one Olympic anda Paralympic chapter (covering the Paralympic period) or as a specific Paralympic Cultural
Festival guide.
Involve, but not exclusively, artists with impairment.
Cater for certain audiences (e.g. with visual or hearing impairments), so that they can also
enjoy the programme and clearly mark such relevant performances in the programmebrochure and other information materials.

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1.5.

Education

Introduction
Education is one of the key elements of the Olympism, alongside sport and culture. Establishingeducational programmes for schools and colleges is an effective way for Organising Committees for
the Olympic Games (OCOG) to promote sport, the Olympic Games and the Olympic values among
young people.
Educational programmes require significant long-term planning and implementation. Some successful
past initiatives were tested during the candidature process, more fully developed after the election of
the Host City and implemented for the four years of the Olympiad.
For the Paralympic Games, a distinct programme that seeks to educate children and their families
about the event, the Paralympic values and Paralympic sports should be developed.
For the Education area, key success factors include:•

strong partnerships with a variety of stakeholders to deliver the programme;•organisation and distribution of inspiring Olympic and Paralympic education programmes toschools and colleges throughout the Host Country;•

close collaboration with the IOC’s Olympic Values Education Programme (OVEP) and other IOC
educational initiatives; and•an impactful accessibility awareness and enhancement programme in conjunction with theParalympic education programme.

Close coordination and collaboration within the OCOG and a variety of stakeholders, including
governmental and private partners, educators and educational institutions, are also essential for thedelivery of this area. The OCOG’s Education area must be the key driving and controlling force for theeducation programme.
The Education area is closely related to and interlinked with many other areas covered by the HCC Operational Requirements. When planning and delivering the Games, it is important to consider eacharea in the wider context of all related requirements highlighted in the cross-reference matrix on page
17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
Education and any cross-referenced documents listed within it.

Operational Requirements
In order to deliver the Education requirements in line with the introduction above and in accordancewith the HCC - Principles, the following shall be implemented by the OCOG within the milestones andother timelines set forth in the Games Delivery Plan (GDP):

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EDU 01 -Education programme•

Organise and distribute a programme of education about sport, the Olympic Games and the
Olympic values on offer to schools and colleges through the Host Country during the Olympiad.

•

Submit to the IOC for its prior approval the plan for such an education programme.

•

Ensure appropriate collaboration with the IOC’s global education programmes (such as Olympic
Values Education Programme [OVEP]).

EDU 02 -Paralympic education programme•

Develop and implement an education programme about Para sport, the Paralympic Games andthe Paralympic values on offer to schools, colleges, clubs or similar local organisations witheducation and learning activities throughout the Host Country during the pre-Games phase.
Education activities around the time of the Paralympic Games shall be organised to establish a
direct link with these Games.

•

Present the Paralympic education concept and the Paralympic education materials and methods
to the IPC for review.

•

Ensure appropriate collaboration with the IPC’s own global education programmes (such as “I’m
Possible: Engaging Youth with the Paralympic Movement)”.

EDU 03 -Accessibility awareness and enhancement programme•

Cooperate with the Host City to provide an accessibility awareness programme and accessibility
enhancements for specific cultural and entertainment attractions, as well as to visitor/tourist
services for spectators, the media and the wider Paralympic family.

•

Collaborate with the Host City to produce an accessibility guide for the Host City, promoting therole of the Paralympic Games and the Host City itself as an access-friendly destination.

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1.6.

Olympic Torch Relay

Introduction
The Olympic Torch Relay (OTR) shares the Olympic spirit throughout the Host Country, engaging awide cross-section of the public and generating excitement for the upcoming Olympic Games. It is asource of inspiration and a powerful symbol for the ideals of peace, unity and friendship.
The Paralympic Torch Relay (PTR) is a unique and separate event that has no commercial
relationship with the OTR. The PTR begins after the closing of the Olympic Village and at least six
days before the Paralympic Games Opening Ceremony.
Both relays are unparalleled opportunities to showcase the country to an international audiencethrough media coverage of the event.
For the Olympic Torch Relay area, key success factors include:•

well-developed vision and scope;•well-planned organisation for torch relays, launch events and flame-lighting Ceremonies;•

engaging design and look of the torch, torchbearer uniforms and other elements; and•strong partnerships and sponsorships for promotion of the relays.

Close coordination and collaboration, as well as meticulous planning and collaboration with multiple
stakeholders, including the Host Country NOC, government authorities and agencies, police, venue
owners and operators, the media, and Olympic Marketing Partners, as well as with communities along
the OTR/PTR routes, are also essential for the successful delivery of this area.
The Olympic Torch Relay area is closely related to and interlinked with many other areas covered by
the HCC - Operational Requirements. When planning and delivering the Games, it is important toconsider each area in the wider context of all related requirements highlighted in the cross-reference
matrix on page 17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on the
Olympic Torch Relay and any cross-referenced documents listed within it.

Operational Requirements
In order to deliver the OTR requirements in line with the introduction above and in accordance with the
HCC - Principles, the following shall be implemented by the OCOG within the milestones and othertimelines set forth in the Games Delivery Plan (GDP):

Requirements related to the planning and approval of the torch relay
OTR 01 •Approval of OTR vision, scope and plans

Submit the following items to the IOC for approval:−−−−

the vision and overall scope;
the operations plan;
the sponsorship plan, which respects the rights of IOC Marketing Partners;
the communication plan;

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−
−
−
−
−
−
−
−
−
−
OTR 02 •the overall torchbearer allocation plan, including the timetable, process and mecanism forselecting and slotting torchbearers prior to allocating any torchbearer slots;
the route scope, including duration, number of torchbearers, cities to be visited, means oftransport and special visits;
any plans to promote the OTR;
any plans to use the flame as part of its wider communications, public relations orcommercial activities;
any animation or other programme created by the OCOG in relation to the OTR;
the community agreement template;the broadcast plan for RHBs and non-RHBs;
the media operations plan;the disposal plan of remaining torches; andthe list of all devices that will carry the Olympic flame.
Approvals on OTR design and Look of the Games elements

Submit the following design and Look of the Games elements of the OTR to the IOC for approval:
−
−
−
−
−
−

emblem and Look of the Games and respective usage guidelines;
Olympic torch design;uniform designs;
community celebration cauldron design;celebration sites’ backdrops and other elements; andbroadcasting/digital graphics (if applicable).

Requirements related to the commercial aspects of the torch relay
OTR 03 •Ensure that only TOP Partners or OCOG Marketing Partners (top tier partners only) have theopportunity to become OTR presenting partner(s).

OTR 04 •OTR presenting partners

OTR sponsorship agreements

Provide the final draft of all agreements negotiated between the OCOG and OTR presenting
partner(s), supporting partners and technical partners, to the IOC for approval prior to signature.

OTR 05 -Sale of torches•

If the OCOG intends to sell torches in any form, submit a torch sales process to the IOC for
approval. Additional full-size torches beyond the amount required for OTR operations shall not be
manufactured with the intent to generate revenue.

•

Submit the price of the torch to be paid by torchbearers who wish to keep a torch as a souvenir to
the IOC for approval.

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Requirements related to torch relay operations
OTR 06 •Enter into a Memorandum of Understanding (MOU) with the Hellenic Olympic Committee that
determines the specific operational details relating to the lighting of the Olympic flame, the Greekleg and the ceremony where the Olympic flame is handed over to the OCOG. The MOU shall be
subject to IOC approval.

OTR 07 •Torchbearers’ uniforms

Provide all OTR torchbearers (at no cost to them) with a uniform which shall be worn during theirrun.

OTR 08 •Olympic flame lighting ceremony Memorandum of Understanding

Post-Games use of Olympic torch and cauldron

Ensure that, in cooperation with the Host NOC and the Host City, following the conclusion of theGames, any Olympic torch, cauldron or other device intended for any form of combustion of the
Olympic flame can only be used with prior IOC approval.

OTR 09 -OTR consumer website•

Develop and maintain a dedicated OTR consumer website that will deliver OTR information to thegeneral public with restricted access provided to torchbearers.

•

Ensure that the following elements are included:−−

OTR 10 •Provision of OTR related items to the IOC

Provide to the IOC the following items:
−
−
−

•

additional functionality for the news media in order to provide both pre-OTR advice and postevent summary and highlights; andlinks to on-line retailing of OTR merchandise.

40 torches prior to the start of the Games;
a number of complete torchbearers’ uniform ensembles; anda number of Olympic torch safety lanterns.

Provide all OTR original videos, imagery and other related material (e.g. daily run sheets, log
sheets, etc.) to the IOC and any entity designated in advance by the IOC.

Requirements related to the Paralympic Torch RelayOTR 11 •Organise a PTR, which must last a minimum of seven days, i.e. it must commence at least six
days prior to the date of the Paralympic Games Opening Ceremony. The PTR shall not begin
before the closing of the Olympic Village.

OTR 12 •PTR organisation

Approval of PTR proposals

Ensure that the messaging, vision and values of the PTR are consistent with those of the
Paralympic Games.

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Submit the following items to the IPC for approval:
−
−
−
−

−

−
OTR 13 •OTR 14 -−OTR 15 -the concept for the creation/lighting of the city flames from the ‘sparks’ at all national city
flame lightings; andthe concept and show elements of the Paralympic flame lighting ceremony.
PTR launch event

PTR fixed flame festival city

Respect the Paralympic tradition which specifies that Stoke Mandeville, United Kingdom, thehistoric significance as the birthplace of the Paralympic Movement, is a permanent PTR flame
festival city, and the place from which one flame referred to as the "heritage flame", is lit.

OTR 17 •PTR flame lighting ceremony

Organise an official launch event and leverage it as a major communication opportunity to raiseawareness about the Paralympic Games.

OTR 16 •torch design;
torch emblem;emblem (if applicable);cauldron design (for lighting);
torchbearer uniform designs;
celebration sites’ backdrops and other Look of the Games elements; andbroadcasting graphics (if applicable).

Submit the following to the IPC for approval:−•

Approvals on PTR design and Look elements

Submit the following designs and Look of the Games elements to the IPC for approval:
−
−
−
−
−
−
−

•

vision and overall scope;
the operational plan;
the sponsorship plan;
the communications plan, which incorporates the destination of Stoke Mandeville, United
Kingdom (UK) into its overall communications. This shall include press releases, otherannouncements, notes to the editor, inclusion on torch maps and the torch arrival/cauldron
lighting segment at the Paralympic Games Opening Ceremony;
the number of torchbearers and the torchbearer allocation plan, prior to granting any
organisations any torchbearer slots. A minimum of 50 torchbearer slots within the Host City
shall be provided to the IPC during the last three days of the PTR; andthe disposal plan of the remaining torches.

PTR torchbearers’ uniforms

Provide all torchbearers and guide runners (at no cost to them) with PTR uniforms which shall beworn during their run.

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OTR 18 -Provision of PTR related items to the IPC•

Provide 25 Paralympic torches and three torchbearers' uniforms to the IPC for archives and otherpurposes.

•

Provide 15 torches and uniform sets to each city hosting a flame festival for its flame visits andrunning segments.

OTR 19 •Ensure that any promotion of the Paralympic torch or the PTR within the Host Country, which as
an exception takes place prior to the Olympic Games Closing Ceremony, does not detract from orcause conflict with the messaging, positioning and operations of the OTR.

OTR 20 •PTR promotion

PTR television communications

Produce daily video images of the PTR, including the lighting ceremony at each flame festival
city, to be distributed at the International Broadcast Centre (IBC) to all RHBs and to the IPC for
use on the IPC’s webcast channel ParalympicSport.TV.

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1.7.

Engagement

Introduction
Public engagement multiplies the benefits of the Olympic and the Paralympic Games by maximising
the number of people actively participating in or feeling a strong connection to these events. This is
how the OCOG reaches out to increase enthusiasm for the Games among local, regional, national andinternational audiences. Engagement also differentiates the Games from other sporting events, andcontributes to a successful and resilient Games legacy.
A successful engagement strategy reaches beyond naturally committed sports fans to connect with awide audience. It encourages people to attend the Games or participate in Games-related events in
the Host City and the Host Country, before, during and after the Games.
Engagement takes many forms and cuts across several OCOG areas. It is linked to, but distinct from,
communications and includes the education programme, the culture programme, ticketing, live sites,
city activities, the Olympic Torch Relay and other events and initiatives that provide opportunities for
public participation. There is no single blueprint for a successful engagement programme, but it shouldreflect the local context, culture and Games vision.
For the Engagement area, key success factors include:•

early implementation and strong collaborative structures that integrate all relevant areas within
the OCOG;•

demonstrated ownership and support from the OCOG senior leadership;•a strategic vision rooted in the overall Games vision;•strong external partnerships with public and private organisations;•effective use of digital and social media; and•a well-developed implementation plan that includes key milestones, target audiences, external
partners and opportunities for proactive engagement.

Close coordination and collaboration within the OCOG and a variety of stakeholders, including
governmental and private partners, are also essential for the delivery of this area.
The Engagement area is closely related to and interlinked with many other areas covered by the HCC- Operational Requirements. When planning and delivering the Games, it is important to consider eacharea in the wider context of all related requirements highlighted in the cross-reference matrix on page
17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
Engagement and any cross-referenced documents listed within it.

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Operational Requirements
In order to deliver the Engagement requirements in line with the introduction above and in accordancewith the HCC - Principles, the following shall be implemented by the OCOG within the milestones andother timelines set forth in the Games Delivery Plan (GDP):
ENG 01 •Engagement programme

Develop and submit to the IOC for approval the engagement programme, including
communication elements, which shall raise awareness of the Olympic Games as well as inspire
and motivate the general public to become involved with the Olympic Games.

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2.

Stakeholder Services

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2.1.

Marketing Partner Services

Introduction
Olympic Marketing Partners provide invaluable financial and operational support for the Olympic andParalympic Games, and help promote the Games and the Host City to a global audience. They play a
direct role in staging the Games by providing essential technical services and products. They also
support the work of more than 200 NOCs and more than 175 NPC worldwide.
The IOC has established long-term partnerships with some of the world’s leading companies through
The Olympic Programme (TOP). In return for their support, the TOP Partners are granted exclusive
worldwide marketing rights and other sponsorship benefits. The OCOG has an opportunity to enlist
domestic partners whose marketing and promotional rights are limited to the Host Country and do notconflict with rights granted to the TOP Partners.
The Marketing Plan Agreement (MPA), a contract between the IOC and the OCOG, establishes theGames marketing structure and compliance requirements. The Paralympic Marketing Plan Agreement(PMPA) is a similar agreement between the IPC and the OCOG.
For the Marketing Partner Services area, key success factors include:•

a full understanding of and compliance with the MPA;•

respect for marketing rights and Intellectual Property Rights (IPR);•

effective protection against ambush marketing;•procurement agreements with Olympic Marketing Partners in accordance with the MPA; and•an integrated communications programme recognising marketing partners’ contributions.

Close coordination and collaboration within the OCOG and with a variety of delivery partners,
including the IOC, IPC and TOP Partners, are also essential for the successful delivery of this area.
The Marketing Partner Services area is closely related to and interlinked with many other areas
covered by the HCC - Operational Requirements. When planning and delivering the Games, it isimportant to consider each area in the wider context of all related requirements highlighted in the
cross-reference matrix on page 17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide onMarketing Partner Services and any cross-referenced documents listed within it.

Operational Requirements
In order to deliver the Marketing Partner Services requirements in line with the introduction above andin accordance with the HCC - Principles and the MPA, the following shall be implemented by the
OCOG within the milestones and other timelines set out in the Games Delivery Plan (GDP):MPS 01 •Procurement of goods and services by the OCOG

Procure from the relevant Olympic Marketing Partner, on an exclusive basis and in accordancewith the conditions set out in the MPA, all the goods or services that are within the productcategories of the Olympic Marketing Partners that the OCOG needs for the purposes of hosting of
the Games and any other official events or activities organised by the OCOG (e.g. live sites,
spectaculars).

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MPS 02 •Develop an official partner recognition programme to serve as a means of publicly communicating
the contributions made by Olympic Marketing Partners towards the staging of the Olympic
Games, in the form of advertising, public relations activities, signage and internal and external
communications.

MPS 03 •Marketing partner access to Games assets

Ensure that accommodation, ticketing, transport and accreditation services are made available toOlympic Marketing Partners, as per the details specified in the MPA.

MPS 05 •Outdoor advertising in the Host City

Undertake an extensive review of the existing Out of Home (OOH) advertising inventory andenter into agreements with relevant media owners to secure the control of this inventory, at least
for a period starting two weeks prior to the beginning of the Games and covering the entire
duration of the Games. The OCOG shall then sell this inventory to Olympic Marketing Partners at
the standard market price for the duration of the defined Games period.

MPS 04 •Marketing Partner recognition

Olympic Hospitality Centre (OHC)The OHC provides a venue on-site for those Olympic Marketing Partners that may elect to fit out
a suite at their own cost in order to conduct their business development and hospitality activities
during Games time. If the OCOG chooses to create an OHC, then it shall:−−−−

MPS 06 -deliver the OHC structure according to the specifications agreed with the IOC;
collaborate with the IOC regarding the location of the OHC and the proposed floor plan andother technical specifications before communicating with Olympic Marketing Partners;
grant Olympic Marketing Partners appropriate rights at the OHC, including the opportunity toselect their preferred suite locations inside the venue; andsubmit the OHC Operating Plan, including costs and menu pricing, to the IOC for approval.
Showcasing strategy and plans•

Submit a strategy and plan for showcasing facilities to the IOC for approval.

•

Ensure that, if the OCOG chooses to make land available on-site for the purposes of Olympic
Marketing Partner showcasing, such land is made available to the relevant Olympic Marketing
Partners on the understanding that they are responsible for all costs associated with building andfitting out their structure, and that essential operational costs such as connection to utilities, canbe charged to Olympic Marketing Partners on a cost-recovery basis after being itemised andreviewed by the IOC.

MPS 07 -Concessions, retail operations and licensees•

Deliver the branding entitlements granted to Olympic Marketing Partners , in accordance with the
MPA.

•

Respect the clean venue requirements and the permitted standards of branding at OCOG
concessions, merchandise stores, retail kiosks and on e-commerce sites, as communicated by
the IOC.

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MPS 08 •Games-time filming

Collaborate with the IOC to develop an on-site filming programme, at no cost to the OCOG, for
the Olympic Marketing Partners that wish to document their respective marketing efforts.

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2.2.

Media

Introduction
The media bring the Olympic and Paralympic Games and the values of sport into the homes of billionsof viewers and readers around the world. High-quality facilities and services for the media facilitate thebest possible media coverage of the Games to the widest possible audience, on a wide range ofplatforms including television, radio, newspapers and magazines, and mobile, digital and social media
platforms.
OBS has primary responsibility for meeting the needs of the Rights-Holding Broadcasters (RHB), andcoordinates the services and facilities provided directly to the RHBs by the OCOG.
For the Media Services area, key success factors include:•a Main Press Centre (MPC) for the written and photographic press, and an International
Broadcast Centre (IBC) for broadcasters, with 24/7 support;•a joint IBC/MPC transport hub, or separate hubs for each centre, serving all venues andaccommodation;•

detailed planning in the pre-Games period and the timely provision of facilities and services forthe media at the venues; and•effective delivery of results, data, timing and other information needed by the media.

Close coordination and collaboration within the OCOG and with a variety of delivery partners,
especially OBS, as well as the IOC, IPC and the international news agencies, are also essential forthe successful delivery of this area.
The Media Services area is closely related to and interlinked with many other areas covered by the
HCC - Operational Requirements. When planning and delivering the Games, it is important to consider
each area in the wider context of all related requirements highlighted in the cross-reference matrix on
page 17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
Media and the IPC Guide on Paralympic Media Services, the following annexes and any crossreferenced documents listed within them:•

BRS Annex 1 – Operational Specifications for Broadcasting Services and facilities•

BRS Annex 2 – Broadcast Master Plan – Timelines•

BRS Annex 3 – Specifications on Broadcast Lighting•

BRS Annex 4 – Transport Media Table•

Olympic Games Photo Guide.

Operational Requirements
In order to deliver facilities and services to the media in line with the introduction above and inaccordance with the HCC - Principles, the following shall be implemented by the OCOG within themilestones and other timelines set out in the Games Delivery Plan (GDP).
A more detailed description of the broadcast requirements is available in BRS Annex 1 - Operational

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Specifications for Broadcasting Services and Facilities. Additional milestones for the delivery offacilities and services to OBS and the RHBs are set out in Annex 2 - Broadcast Master Plan –Timelines.

Requirements related to the press
PRS 01 •General facilities and services provided for the press

Provide general facilities and services for the press including accommodation, transport, ratecard, telecommunications and technology at internationally accepted industry standards,
accreditation, access controls, food and beverage services, language services and the support
services required for the press to carry out their professional duties of reporting on the Olympic
Games.

PRS 02 -Main Press Centre (MPC)•

Provide an MPC, which is the central workplace of the accredited written and photographic pressat the Olympic Games, offering 24/7 support and facilities, and in addition, for the Olympic WinterGames, a Mountain Media Centre (MMC). The MPC and MMC shall be an existing exhibition
centre-type facility, new construction or large building shell (e.g. warehouse) that is easily
retrofitted, or a temporary facility that is fit for purpose. It shall be conveniently located for thecompetition venues, with access to public services, such as transport, accommodation,
restaurants.

•

For the MPC, ensure that:−−−

the MPC at the Games of the Olympiad provides 30,000m2 of usable space, with a further
1,000m2 in or alongside the building for use as a logistics compound, with truck access,loading dock and secure storage area;
the MPC at the Olympic Winter Games provides 20,000m2 of usable space, with a further
1,000m2 in or alongside the building for use as a logistics compound, with truck access,loading dock and secure storage area; anda combined International Broadcast Centre (IBC)/MPC media transport mall, fit for purpose,is provided. If the IBC and MPC are adjoining facilities, there should be one shared transport
mall but, if separate, both the IBC and MPC will need their own transport malls.

•

Ensure that the MMC (Olympic Winter Games only) provides no less than 3,000m2, with anadjacent transport hub and a logistics compound in the mountain zone.

•

Ensure that the OCOG takes full possession of the facility in a timeframe that allows sufficient
time for fit-out and overlay. Timing will change depending on the type of facility, but should be atleast six months before for the Games of the Olympiad and at least three months before for the
Olympic Winter Games depending on the type of facilities provided. For example, an existing
exhibition-type facility may require less time for fit-out and overlay compared to a newly
constructed building. Any timeframe later than that specified above shall be approved by the IOC.

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PRS 03 •Written and photographic press provision at the competition venues

Provide the media facilities, services and technology requirements for the written andphotographic press in all competition venues. This shall include:−−

PRS 04 -Venue Media Centres (VMC) with fully equipped media workrooms, mixed zones, press
conference rooms, media lounges and press tribunes with cabled and wireless broadband
internet access, power and Cable Television (CATV) monitors for every tribune seat; andclearly identified photo positions, each with an unobstructed and direct view of the
sports/athletes on the Field of Play (FOP), power and cabled internet broadband connections
to meet the needs of the international sports and news photographers.
Internet connectivity for the press•

Provide internet connectivity for the written and photographic press which includes fibre optic
cabling in all press tribunes, the MPC and VMC workrooms and photo positions in all venues. All
media areas shall have Wi-Fi.

•

Provide a dedicated agency private network (VLAN) to the largest news organisations in order toenable them to transmit data from Olympic venues to their respective private offices within the
MPC and allow the collection of photographers’ images, reporters’ stories and other data. The
VLAN fibre optic network shall be fully redundant and its resilient network architecture shall
implement different paths at each competition and non-competition venue.

PRS 05 •Olympic Information Service (OIS)/Paralympic News Service (PNS)

Support the IOC in the provision of the OIS and PNS, which are professional sports reporting andinformation services designed to keep the accredited media informed and to help them achieve
the best possible coverage of the Olympic Games and Paralympic Games. OIS and PNS content
is published on the Games INFO+ system and distributed via the Olympic Data Feed (ODF). OIS
and PNS content is written in English.

Requirements related to press at the Paralympic GamesPRS 06 -General media facilities and services for the Paralympic Games•

Provide key facilities for the press during the Paralympic Games, such as the MPC VMCs, press
conference rooms and media lounges, press tribunes, mixed zones and photo positions, similar
to those provided to the media during the Olympic Games, but scaled to the needs of the
Paralympic Games.

•

Provide key services to the press during the Paralympic Games such as accreditation,accommodation, media guides, Paralympic news service, rate card/Directory of Services (DOS),
technology, transport, arrivals and departures, ticketing, language services and other support
services similar to those provided to the press during the Olympic Games, but scaled to theneeds of the Paralympic Games.

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PRS 07 •Provide an MPC for the Paralympic Games that is fit for purpose and that offers an appropriate
level of services aligned with the needs of the press for the Paralympic Games. The MPC for the
Paralympic Games may or may not be that of the Olympic MPC. The venue should accommodate
the relevant services, according to the expected number of accredited members of the press.

PRS 08 •Media services at Paralympic venues

Accommodate the needs of the media at the venues, including those with an impairment, as
follows:
−
−
−
−
−

•

Paralympic MPC

integrate accessible press seats in press tribunes;
provide accessible mixed zones in all competition venues;
install CATV monitors with feed from the respective venues in the mixed zones where there
is no direct view of the FOP;
equip press conference rooms with accessible podiums; andensure at least one photo position per venue is accessible for photographers in a wheelchair.

Provide a dedicated media centre at the Paralympic Village, adjacent to the Paralympic Village
Plaza and with a dedicated media entrance. Organise, in cooperation with the IPC, guided tours
for media in the residential zone of the Paralympic Village.

Requirements related to broadcast services
BRS 01 -Planning Phase – facilities and services•

Manage the venue planning process, including the facilitation of meetings and surveys, provide
original Computer-aided Design (CAD) drawings and cooperate fully with OBS on the design ofall broadcast-related facilities and venue overlay. CAD management procedures shall beestablished in agreement with OBS.

•

Establish a standard procedure for OBS and RHBs to access the venues during the Planning
Phase and provide relevant information as required by OBS in briefings/meetings with RHBs.

•

Implement a consistent approach across venues and sports to planning the operation of venues,
in full consultation with OBS.

•

Develop the competition schedule in close cooperation with OBS.

•

Develop the Directory of Services (DOS) or rate card to comprise two parts:−−•

OBS-supplied services (Part A); andOCOG-provided services (Part B) (e.g. specific rates for internet, information services,
telephony, VLANs, computers, printers, vehicles, Furniture, Fixtures and Equipment (FFE).

Ensure that all the services for which the OCOG may be entitled to charge a fee to the RHBs aredefined in the DOS (or rate card) (Part B), together with specific rates for these OCOG-provided
services so that they can be incorporated into the complete DOS (including Parts A and B)
distributed by OBS to the RHBs.

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Ensure that all contracts between the OCOG and telecommunication company(ies) or any
broadcasting organisation concerning any services or facilities which involve costs to be paid by
RHBs, which are not fully addressed by the DOS, are submitted to the IOC for its prior written
approval.

•

Determine a plan for the delivery of results, data and timing, Commentator Information System(CIS), remote CIS, Real-time Data System (RTDS), ODF, graphical virtual enhancement
elements and any other technology information/services, subject to specifications provided by
OBS.

•

Provide the redundant underground fibre network connecting the venues and the IBC, as per the
OBS specifications and requirements described in BRS Annex 1 – Operational Specifications for
Broadcasting Services and Facilities.

•

Provide the required general telecommunications services for OBS facilities and offices (such as
fixed telephone sets and lines, mobile phones, secure high-speed broadband and internet, radios,
infrastructure and equipment to an agreed level of service and usage) in accordance with OBS’s
telecommunications specifications and detailed requirements arranged directly with thetelecommunications provider and/or OCOG.

•

Procure and maintain the relevant insurance policies as defined in FIN Annex 1 – Specifications
for OCOG Insurance.

BRS 02 -Games Operations Phase facilities and services - International Broadcast Centre(IBC)/Mountain Broadcast Centre (MBC)•

Provide an existing facility, new construction or large building shell that can be easily retrofitted,
which is conveniently located in proximity to the competition venues, to serve as the IBC, thebase of operations for all broadcast-related activities. Furthermore, for Olympic Winter Games, asimilar facility on a smaller scale may be required in the form of an MBC or secondary facility.

•

Ensure that the IBC/MBC facilities meet the appropriate height and space requirements and thatthese facilities are properly equipped in accordance with BRS Annex 1 – Operational
Specifications for Broadcasting Services and Facilities.

•

Provide all architectural and installation drawings of the building to OBS, which shall have final
approval of the building space planning.

•

Conduct the handover of the facility to OBS on the agreed date, allowing sufficient time for fit-out
and overlay and ensure that possession is maintained until the removal of equipment and retrofitof the building is complete, following the Paralympic Games period.

•

Allocate space within and surrounding the facility for the guest pass office, daily briefing room,compound/satellite farm, generators space, loading dock, logistics operations, motor pool,
parking facilities, drop off areas and OCOG-provided services.

•

Provide fixtures and infrastructure for technology (computers, printers, copiers), general
telecommunications (fixed phone lines, mobile coverage, high speed internet), internal coveragefor mobile phones and communication radios,Cable Television (CATV) systems and FFE.

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Provide all the optical fibre strands required by OBS for the establishment of the broadcast
telecommunications network between the different competition and non-competition venues. For
further detail, refer to BRS Annex 1 – Operational Specifications for Broadcasting Services andFacilities.

•

Ensure appropriate security and perimeter control are in place, including supplying access control
personnel, beginning from the day of the IBC/MBC handover until the completion of dismantling.

•

Provide external and internal Look of the Games elements (e.g. maps, wayfinding signage, roomdesignations).

•

Provide all maintenance and facility management of the building and its services, including
specialised management system (e.g. Building Management Systems [BMS]).

BRS 03 -Games Operations Phase – facilities and services - Venues•

Ensure proper support and assistance to allow OBS to produce the ITVR signals.

•

Ensure that each venue contains the space, infrastructure, cabling requirements, lighting, HVAC,
FFE and technical/domestic power required for broadcasting operational areas, in accordancewith BRS Annex 1 – Operational Specifications for Broadcasting Services and Facilities.

•

Provide facilities to be used as offices, technical space, food and beverage and storage (i.e.
containers, cabins, trailers, tents, etc.), FFE for each of these facilities, drinkable water anddrainage (if required) and daily cleaning services for all OBS and RHB areas.

•

Ensure appropriate security and perimeter controls are in place including access control for
personnel, from the time of venue occupancy until equipment load-out is complete.

•

Ensure all OCOG-provided services and facilities are installed and cabled correctly in accordancewith BRS Annex 1 – Operational Specifications for Broadcasting Services and Facilities.

•

Provide dedicated service vehicles for equipment load-in/out, installations, cabling and personnel
movement, including Materials Handling Equipment (MHE) and other relevant logistical support
for refuelling purposes.

•

Establish and implement a lighting plan in accordance with the OBS lighting requirements. For
further detail, refer to BRS Annex 3 - Specifications on Broadcast Lighting.

•

Supply and install Look of the Games, with broadcast considerations taken into account, as wellas wayfinding, identification and transport signage in all broadcast areas.

BRS 04 -Games Operations Phase – other facilities and services•

Supply all pre-Games, Games-time and post-Games accreditation, supplementary devices andany other passes required for personnel and vehicles to access controlled areas.

•

Ensure the process of obtaining operational permits and licences for OBS and RHB personnel
before, during and after the Games.

•

Provide warehouse and field shop facilities required for OBS close to most of the Olympic venues
and/or IBC to store, assemble, test and stage equipment, as well as ship and receive goods.
Facilities must be properly equipped in accordance with BRS Annex 1 – Operational
Specifications for Broadcasting Services and Facilities.

•

Provide all required media transport services according to BRS Annex 4 - Transport Media Table.

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Ensure the availability of accommodation of an acceptable level for all RHB and OBS personnel
in accordance with the HCC - Operational Requirements - Accommodation.

•

Provide a fully constructed and operational facility to house approximately 10 to 12 RHB midsized studios (approximately 70m2 per studio) and stand-up positions equipped with power,
HVAC, security, compound, etc., with an unobstructed view of an Olympic area or Host City
interest point.

•

Organise and coordinate with relevant authorities, the Games-time frequency allocations forcameras, microphones, air-to-ground communications, microwaves, satellites and general twoway communications, in order to satisfy all OBS and RHB needs.

•

Submit generic filming policies for OBS and RHB filming in host and Co-Host Cities to OBS for
approval, including the required permits and/or licences.

Requirements related to Paralympic broadcast services
BRS 05 •Paralympic broadcast requirements

In line with the HCC - Principles and the agreement entered into between IOC and IPC, ensure
the following:−−−

BRS 06 -OBS, which is the host broadcaster for the Olympic Games, shall also be the hostbroadcaster for the Paralympic Games;
the level of production for the international television signals for the Paralympic Games shallbe determined by OBS, in consultation with the IPC, taking into consideration the requests of
RHBs and the level of production and scope of services carried out for previous Paralympic
Games, which defines the baseline level of production and scope of services. The IPC shallapprove the host broadcast agreement between OBS and the OCOG in which the level ofproduction and scope of services are defined; andclose cooperation with the IPC in the sales of the broadcast rights. The details of thebroadcast sales strategy will be outlined in the PMPA.
General media facilities and services for the Paralympic Games•

Provide a number of key facilities for the broadcasters during the Paralympic Games, such as the
IBC, venue media centres, press conference rooms and media lounges, accessible commentary
positions, mixed zones, broadcast compounds, platforms and announce positions similar to those
provided to the broadcasters during the Olympic Games, but scaled to the needs of the
Paralympic Games.

•

Provide key services to the broadcasters during the Paralympic Games, such as accreditation,accommodation, media guides, Paralympic information service, rate card/DOS, technology,transport, arrivals and departures, ticketing, language services and other support services similar
to those provided to the broadcasters during the Olympic Games, but scaled to the needs of the
Paralympic Games.

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2.3.

NOC Services

Introduction
The NOCs and NPCs establish, organise and lead their teams at the Olympic and Paralympic Games.
The role of NOC Services is to help NOCs and NPCs carry out their essential duties on behalf of theathletes. This area serves as the NOCs’ and the NPCs’ primary liaison with the OCOG; communicateson their behalf within the OCOG; and hosts pre-Games visits by the NOCs and the NPCs to the Host
City. As such, the NOC Services team is responsible for defining and validating all athlete and NOC
service levels with the other relevant areas.
Service levels for NPCs should be equal or similar to the services provided to NOCs, scaled to thespecific requirements and needs of the Paralympic Games.
For the NOC Services area, key success factors include:•

the creation of an Athletes’ Commission to help ensure that the needs of the athletes are met;•

efficient delivery of information to the NOCs and NPCs before the Games, including an
informative Chefs de Mission seminar one year beforehand;•a comprehensive recruitment and training programme for volunteers (NOC assistants);•

coordination of all requirements for NOC visits, travels, meetings and seminars; and•effective delivery of information and services at Games time through the NOC Services Centre in
the Olympic Village, and via Chefs de Mission meetings.

Close coordination and collaboration within the OCOG, as well as with delivery partners, including theIOC, IPC, Association of National Olympic Committees (ANOC), the NOCs and NPCs, are alsoessential for the successful delivery of this area.
The NOC Services area is closely related to and interlinked with many other areas covered by the
HCC - Operational Requirements. When planning and delivering the Games, it is important to consider
each area in the wider context of all related requirements highlighted in the cross-reference matrix on
page 17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
NOC Services and any cross-referenced documents listed within it.

Operational Requirements
In order to deliver the NOC services requirements in line with the introduction above and inaccordance with the HCC - Principles, the following shall be implemented by the OCOG within themilestones and other timelines set forth in the Games Delivery Plan (GDP):

Requirements related to the management of NOC services
NCS 01 •Agreements with entities in the country of an NOC

Ensure that no agreements are made between the OCOG and any entity (e.g. national
federations, diplomatic corps, etc.) in the country of an NOC without the prior approval from therelevant NOC.

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NCS 02 •Restriction on athletes and other accredited NOC participants acting in a media
capacity

Ensure that only those persons accredited as media may act as journalists, reporters or in any
other media capacity. Under no circumstances may any athlete, coach, official, press attaché or
any other accredited participant act as a journalist, reporters or in any other media capacity forthe duration of the Olympic Games. This is to ensure a fair and partial depiction of the Games,
the Host City and the OCOG’s activities.

NCS 03 -Movement of NOC goods•

Manage the movement of goods within the Olympic venues (at no costs to NOCs), on theunderstanding that:•

NOCs shall be allowed to bring their own freight forwarder (including people and Materials
Handling Equipment [MHE]) within the Olympic Village.

•

The responsibility and costs for the transport of NOCs’ goods for use at the Olympic Games fromthe port of entry to the respective venue (Olympic Village, competition venues) shall be borne by
the NOCs, except for any items covered in the freight grant as defined in the Host City’s
candidature undertakings.

NCS 04 •Ensure that all damage registered through the inventory and inspection process or loss of theitems (regardless of whether they were provided by the OCOG free of charge or obtained via therate card), shall be the liability of the relevant NOCs. In the event of a disagreement between the
OCOG and the relevant NOCs, the IOC NOC Relations Department shall act as a mediator and,
if an agreement cannot be reached after a reasonable period, shall make the final decision. No
restitution exceeding the damage agreed by the joint inspection on departure shall be made to an
NOC after the Olympic Games.

NCS 05 •Damage and loss of items

Gift bags

If the OCOG decides to provide gifts bags, the content of such gift bags shall be submitted to the
IOC for approval.

Requirements related to official NOC/NPC visits and travel
NCS 06 -Official NOC/NPC visits to the Host City•

Prior to G-47 months, no official NOC/NPC visits should be hosted. However, the NOC Services
area should provide relevant information such as Games plans (venue maps), airport access,transport information as well as regional tourist information to NOCs/NPCs visiting the Host City
to facilitate smooth travel and a convenient stay.

•

Starting from G-47 months and ending no later than G-3 months, the NOC Services area should
be ready to accommodate official NOC/NPC visits.

•

Present the NOC visit policies and procedures to the IOC for approval. Similarly, present the NPC
visit policies and procedures to the IPC for approval.

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NCS 07 -Support travel grants•

Provide support travel grants to each NOC with participating athletes in the Olympic Games, andto each NPC with participating athletes in the Paralympic Games.

•

The support travel grant amount for each NOC and NPC shall be calculated and communicatedin USD and based on the following:
−

−

−
−
−
−
NCS 08 •lowest published economy class round-trip fare, which can be rebooked for a fee, from an
NOC’s/NPC’s capital city (or other city if agreed with NOCs/NPCs i.e. Sydney for Australia)
to the official POE for the Olympic Games or Paralympic Games;
airfares, whenever possible, which arrive at/depart from the POE on opening and closing
dates for the Olympic Village, respectively for the Olympic or Paralympic Games. If travel toand from the port of entry on these dates is not possible from the NOC’s/NPC’s capital city,
adjacent dates which provide the lowest economy fare will be used;most direct route;airport fees and taxes included;transit expenses not included; andpromotional airfares and low-cost carriers excluded.
NPC Services

Provide services to the NPCs that are similar or equal to the services provided to NOCs for the
Olympic Games while taking into consideration the specific requirements and needs of the NPCs
and scaled to the needs of the Paralympic Games.

Requirements related to meetings, seminars and manuals
NCS 09 •Creation of an Athletes’ Commission

Create an Athletes’ Commission whose mission will be to assist in the validation of service levels
for athletes, and to monitor and advise the OCOG on their implementation.

NCS 10 -Use of official languages in publications and meetings•

Provide all NOC and NPC publications in French, English and Spanish for both the Games of the
Olympiad and the Paralympic Games (Summer).

•

Provide all NOC and NPC publications in French and English for both the Olympic andParalympic Winter Games.

•

Provide simultaneous interpreting services at the Chefs de Mission seminar and Chefs deMission meetings in French, English, Spanish, Russian and Arabic for the Games of the
Olympiad and the Paralympic Games (Summer).

•

Provide simultaneous interpreting services at the Chef de Mission seminar and Chefs de Mission
meetings in French and English for the Olympic and Paralympic Winter Games.

NCS 11 •Chefs de Mission Dossier and Manual

Submit the Chefs de Mission Dossier and Chefs de Mission Manual to the IOC for approval.

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NCS 12 •Organise a Chefs de Mission seminar in the Host City.

NCS 13 •NPC Chefs de Mission seminar

Organise an NPC Chefs de Mission seminar in the Host City.

NCS 14 •Chefs de Mission seminar

Delegation Registration Meetings (DRM)

Ensure that DRMs start once the sports entries deadline has expired but at the latest on the dateof the Olympic Village pre-opening, and continue until the day before the Opening Ceremony.

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2.4.

Olympic Family and Dignitary Services

Introduction
A diverse group of senior leaders from all sectors of the sports industry attend the Olympic andParalympic Games to fulfil essential Games-related tasks. Many leaders from other sectors of society,including top business executives, Heads of State (HOS) and government and other dignitaries, also
attend the Games in various capacities.
Olympic family and dignitary services are planned and delivered by the OCOG international relations
team. As such, this team is responsible for defining and validating all Olympic family and dignitary
service levels with the other relevant areas. It also serves as the IOC and IPC’s primary liaison with
the OCOG, including coordinating the logistics for all their events in the Host City, before and during
the Games.
For this area, key success factors include:•

a thorough knowledge of the stakeholder group and its needs•

effective delivery of information and services at the competition and non-competition venues•

a detailed and effective dignitary services plan.

Close coordination and collaboration within the OCOG and with a variety of stakeholders, including theIOC, IPC, World Anti-Doping Agency (WADA), Court of Arbitration for Sport (CAS) and Host Country
Authorities, are also essential for the successful delivery of this area.
The Olympic Family and Dignitary Services area is closely related to and interlinked with many otherareas covered by the HCC - Operational Requirements. When planning and delivering the Games, it isimportant to consider each area in the wider context of all related requirements highlighted in the
cross-reference matrix on page 17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
Olympic Family and Dignitary Services, in the IPC Guide on Paralympic Protocol and Paralympic
Family Services and any cross-referenced documents listed within them.

Operational Requirements
In order to deliver the Olympic family and dignitary services requirements in line with the introduction
above and in accordance with the HCC - Principles, the following shall be implemented by the OCOG
within the milestones and other timelines set out in the Games Delivery Plan (GDP):

Requirements related to Olympic family services
OFS 01 •IOC meetings and events

Organise, at the IOC’s expense, the following pre-Games meetings/events:−−

Coordination Commission (CoCom) meetings; andProject Reviews (PR).

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Facilitate the organisation of the following Games-time meetings/events, organised at IOC’s
expense:−−−IOC Executive Board meeting;
IOC Session; andother Games-time meetings and events.

•

The proposed facilities, including prices and locations, shall be submitted to the IOC for approval
before entering into any contractual agreement.

•

Organise, in coordination with the IOC, the Opening Ceremony of the IOC Session.

OFS 02 -IOC Session Look•

Ensure that the IOC Session Look appears on the printed materials, decoration and insignia
related to the Session only. The production will be at the IOC’s cost.

•

All official materials shall be written in French and English, and submitted to the IOC for approval.

OFS 03 •Olympic Family Assistant (OFA) programme

Provide an OFA to those Olympic family stakeholders listed below, to assist them in fulfilling theirofficial duties:
−
−
−
−
−
−
−

IOC President, IOC Honorary President;
IOC Vice-Presidents;
IOC Members;
IOC Honorary Members and IOC Honour Member;
IOC Directors;
Presidents and Secretaries-General of IFs on the Games programme; andNOC Presidents and Secretaries-General.

•

Ensure the OFA is available from the arrival of the Olympic family member in the Host City until
his/her departure.

•

Ensure a minimum of 10 hours of service a day, with the hours of operation extended in case of
specific operational needs (confirmed jointly by the IOC and the OCOG). If this requirement
cannot be met with one OFA, then additional OFAs should be allocated for planning purposes.

•

Ensure that these requirements are implemented in accordance with the applicable laws of the
Host Country.

•

Since the Olympic family stakeholders that are provided with an OFA are also assigned a “T1” or”T2” driver to assist them in fulfilling their official duties, if appropriate, the OCOG may wish toconsider combining the roles of the OFA and the driver.

OFS 04 •Seating plan at the Opening and Closing Ceremonies venue

Before finalising the seating allocation and printing tickets, submit the proposed seating plan of
the Olympic family and dignitaries to the IOC for approval.

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OFS 05 -Participation medals and certificates•

If the OCOG chooses to produce participation medals and certificates to recognise thecontribution of stakeholders at the Games, ensure the design of the medals, medal presentation
boxes and certificates follow IOC specifications and submit the designs to the IOC for approval.

•

Produce the items and distribute them to the following categories of accredited people:
−
−
−
−
−
−
−

•

IOC (all categories except guest categories);IF;
NOC (all categories);
TOP (chairman, CEO, senior executives);
Olympic Broadcasting Services (OBS) and all members of the media;
OCOG; andOC.

Participation medals and certificates shall not be given to any member of a delegation who has
withdrawn from the Olympic Games, nor to accompanying guests.

OFS 06 -Commemorative certificates•

If the OCOG chooses to produce commemorative certificates, ensure the design follows IOC
specifications and submit the design to the IOC for approval.

•

Produce the items and distribute the certificates to all accredited persons who do not receive theparticipation certificates and medals.

Requirements related to the Olympic family accommodation and facilities
OFS 07 -IOC, World Anti-Doping Agency (WADA) and the Court of Arbitration for Sport(CAS) offices and facilities•

During the Olympic Games, provide the IOC (at its own cost) with fully equipped and operational
office space in the Olympic Family Hotels (OFH), Main Press Centre (MPC) and Olympic
Village(s). The proposed facilities, including prices and locations, shall be submitted to the IOC
for approval before entering into any contractual agreement.

•

In addition, provide WADA (at its own cost), and CAS (at the OCOG’s cost) with fully equipped
and operational office and meeting space in one of the OFHs. One of the CAS meeting rooms
shall be equipped with simultaneous interpretation, and interpreters should be provided.

•

The exact number of offices and type of equipment (Furniture, Fixtures and Equipment [FFE])
shall be agreed between the IOC, WADA, CAS and the OCOG.

OFS 08 •Look of the Games at the OFH and other IOC spaces

Ensure that the Look of the Games elements (including banners, backdrops, partitions,
wayfinding signage, decals and special applications) are applied in all locations where the IOC ispresent, including all IOC offices and areas within the OFHs, the IOC spaces at the MPC and the
Olympic Village(s), the EB and session room and the venue for the Opening Ceremony of the
IOC Session.

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Should the IOC choose to develop an IOC-specific Look of the Games, this will be at the IOC’s
expense. The OCOG will be responsible for producing and applying it.

OFS 09 -The IOC Olympic Club (OLC)•

Should the OLC be part of the Olympic Hospitality Centre (OHC), provide the IOC with the space(either a temporary or permanent construction or an existing venue) and a number of auxiliary
services to operate the OLC in a location proposed by the OCOG and approved by the IOC. The
IOC will pay a rental fee for the period starting on the “handover” date until the end of operationsof the OLC.

•

Provide at the OLC all amenities delivered at any other non-competition venues, the space andstructure, as well as the auxiliary services listed below:
−
−
−
−
−
−
−
−

•

catering kitchen (with all the necessary infrastructure and facilities);
cleaning and waste;
fire safety;
general utilities (electricity, water, sewage, gas);permits (health, safety and operating permits);
security, wayfinding signage, technology (telecommunications, internet, TV including OBS
feed);
toilets; andtransport and parking.

Ensure that the major areas in the OLC have the following estimated surfaces:

Standard Area Dimensions
Front of House (50% restaurant and catering, 20% event
space, 15% private offices, 15% common area)

Games of the
Olympiad

Olympic WinterGames

2,000m2

1,500m2

Back of House (if one-level building)

700m2

500m2

Back of House (if two-level building)

850m2

650m2

Back of House (if three-level building)

1,000m2

750m2

Outdoor areas (terraces) may be provided depending on local climatic conditions.

Requirements related to dignitary services
OFS 10 •Provision of dignitary services

Submit a dignitary services plan to the IOC for approval, including the following elements:−−

the quota of domestic dignitaries to be included in the dignitary programme; andthe respective roles and responsibilities of the OCOG and any delivery partners in providing
services to dignitaries.

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Requirements related to Paralympic family services
OFS 11 •Host the IPC Governing Board meeting which takes place two days prior to the Opening
Ceremony of the Paralympic Games and provide the IPC with the specified facilities andequipment to stage the meeting.

OFS 12 •Hosting the IPC Governing Board meeting

Paralympic family members’ Games-time expenses

Cover the Paralympic Games-time expenses (flights, meals, accommodation) for a number ofParalympic family members such as IPC Governing Board members and IPC management teammembers, as designated by the IPC, in order to allow the IPC to provide efficient and adequate
managerial Games-time support to the OCOG. The details about the scope of this provision are
included in the IOC-IPC Agreement.

OFS 13 -Paralympic Hospitality Centre (PHC)•

Assist the IPC in finding the appropriate space and the service providers required for a PHC.

•

Provide the venue and overlay. The operating costs of the centre shall be covered by the IPC,
which owns its marketing rights.

•

Recognise the PHC as a non-competition venue.

•

Should the PHC be located in an accredited area or require ticketed access, provide event
services, security, and cleaning and waste services as necessary in the surrounding area.

OFS 14 -Paralympic participation medals and certificates•

If the OCOG chooses to produce participation medals and certificates to recognise thecontribution of stakeholders at the Paralympic Games, ensure the design of the medals, medal
presentation boxes and certificates follow IPC specifications and submit the designs to the IPC
for approval.

•

Produce and present the participation certificates and medals on behalf of the IPC.

OFS 15 -Paralympic commemorative certificates•

If the OCOG chooses to produce commemorative certificates, ensure the design follows IPC
specifications and submit the design to the IPC for approval.

•

Produce the certificates and distribute them to all accredited persons who do not receive theparticipation certificates and medals.

OFS 16 •Seating tribunes at Paralympic Ceremonies

Secure, apart from the official stand reserved for the Paralympic family Members seated in the
Presidential Box, a specific number of seats, including accessible seats, in the Ceremonies
Stadium for IFs, NPCs, dignitaries, the OCOG, IPC staff, IPC partners, Candidate Cities and the
media. Submit the proposed seating plan for the Paralympic family to the IPC for approval before
finalising the allocation and printing the tickets.

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OFS 17 •Paralympic family seats

Provide seats, including accessible seats, at a dedicated area in all competition venues for the
Paralympic family as per the respective seating requirements set by the IPC.

OFS 18 -IPC offices and equipment•

Provide general office space, private offices, meeting rooms and reception desks at theParalympic Family Hotel (PFH) and other locations which together will form the IPC Secretariat,
along with the required Furniture, Fixtures and Equipment (FFE), technology and workforce
support in accordance with IPC guidelines.

•

Provide an IPC office in each satellite venue or accommodation, located in cities other than the
Host City.

•

Provide a courier service between all IPC office locations including the Paralympic Family Hotel,
Paralympic Village(s), Main Press Centre (MPC) and any others, on a daily basis.

OFS 19 •Paralympic Family Assistants (PFA)

Provide a PFA for the Paralympic family stakeholders listed below, to be available from the arrivalof the Paralympic family member until his/her departure, to allow him/her to fulfil his/her official
duties:−−−−−

IPC President and Governing Board Members;
IPC Honorary Board Members, IPC Lifetime Members and IPC Honoured Guests;
IPC Directors;
President and Secretaries-General of IFs on the Paralympic Games programme; andNPC Presidents and Secretaries-General.

•

A minimum of 10 hours of service a day shall be ensured. Hours of operation shall be extended incase of specific operational needs which shall be confirmed by the IPC and the OCOG. If thisrequirement cannot be met with one driver, then two drivers shall be allocated for planningpurposes.

•

Ensure that the above-mentioned requirements are implemented in accordance with theapplicable laws of the Host Country.

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2.5.

People Management

Introduction
The Olympic and Paralympic Games could not happen without a capable, dedicated workforce,
making people one of the most important assets of an OCOG. The People Management area
incorporates every activity stream related to the strategy, planning and mobilisation of the OCOG staff
and Games workforce, including volunteers, contracted staff and staff seconded from the government,
marketing partners or other Games stakeholders.
People management includes all the traditional elements of human resources management, as well as
the more event-focused activities required for on-boarding, managing the mass workforce at Games
time, and overseeing a smooth post-Games dissolution process.
For this area, key success factors include:•

an effective engagement and recruitment strategy;•

an effective diversity and inclusion strategy;•

a reliable labour market analysis to compare the demand and supply of the people and skills
required to deliver the Olympic and Paralympic Games; and•clear job descriptions for pre-Games and Games-time staff and volunteers.

Close coordination and collaboration within the OCOG and with a variety of stakeholders, including
contractors, marketing partners and government authorities, are also essential to the successful
delivery of this area.
The People Management area is closely related to and interlinked with many other areas covered by
the HCC - Operational Requirements. When planning and delivering the Games, it is important toconsider each area in the wider context of all related requirements highlighted in the cross-reference
matrix on page 17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
People Management and any cross-referenced documents listed within it.

Operational Requirements
In order to deliver all the people involved in staging the Games in line with the introduction above andin accordance with the HCC - Principles, the following shall be implemented by the OCOG within themilestones and other timelines set out in the Games Delivery Plan (GDP):PEM 01 •People management strategies

Provide to the IOC the following:−−−

the people management long-term strategy as outlined in the IOC people management longterm strategy toolkit;
the engagement and recruitment strategy for the short-term mass hiring of the workforce forGames-time, including temporary staff, volunteers and contractors; andprovide a diversity and inclusion strategy applicable for OCOG staff, volunteers andcontractors.

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PEM 02 •Labour market analysis

To ensure the efficient mobilisation of the required resources, conduct a labour market analysis of
the estimated demand levels and skills required for the Games compared to the corresponding
estimated supply within the market for paid staff, volunteer and contractor positions.

PEM 03 -OCOG organisation evolution•

Make available updated organisation charts by Functional Area (FA) to the IOC periodically andon request.

•

Provide a people resource planning report with each annual budget, to the IOC and IPC, as wellas an update on request by the IOC or IPC.

PEM 04 •Provide a people management technology system framework and interface diagrams to the IOC,outlining all intended system implementations with updates, on an annual basis.

PEM 05 •Entry arrangements for certain personnel

Submit the entry arrangements made with the appropriate Host Country Authorities for certain(accredited or non-accredited) personnel having to carry out Olympic functions to the IOC for its
prior approval, in accordance with HCC - Principles.

PEM 07 •Job descriptions

Develop job descriptions for each pre-Games (planning) job title for the purpose of validating the
job level, compensation and recruitment. For Games-time, each volunteer job title and temporary
staff job title shall have a job description developed as a minimum.

PEM 06 •People management technology systems

Workforce uniforms programme

Ensure that a workforce uniforms programme is developed and that Rule 50 of the Olympic
Charter and all the related guidelines are enforced, particularly regarding uniforms provided by
Olympic Marketing Partners and contractors to their own workforce.

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3.

Venues and Infrastructure

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3.1.

EnergyIntroduction
A secure, reliable and resilient energy supply is required to protect against any disruptions that would
negatively impact the athletes and competitions and/or the operations of major stakeholders(broadcast, press, technology), as well as the spectators, the viewing audiences and the global imageof the Games and the Host City.
Legacy and sustainability should be integral to any consideration for new energy infrastructure
projects at the outset of Games planning and preparation, to ensure that any upgrades provide lasting
benefits.
For the Energy area, key success factors include:•

a dedicated OCOG energy area to manage technical and operational planning;•a Games Energy Council composed of all relevant Games and non-Games stakeholders,
including Host Country Authorities and energy agency representatives;•

risk mitigation and redundancy that meet energy supply reliability criteria; and•temporary power overlay and event continuation solutions to agreed service levels and required“power on” dates.

Close collaboration and coordination within the OCOG in multiple areas — including Venues andInfrastructure, Broadcast, Press Operations, Transport, Technology, Accreditation and Venue
Management — as well as with Host Country Authorities and energy agencies, are also essential forthe successful delivery of this area.
The Energy area is closely related to and interlinked with many other areas covered by the HCC Operational Requirements. When planning and delivering the Games, it is important to consider eacharea in the wider context of all related requirements highlighted in the cross-reference matrix on page
17 of this document.
More information on the topics covered in this section is available in the IOC Transfer of Knowledge(TOK) materials.

Operational Requirements
In order to deliver the Energy requirements in line with the introduction above and in accordance with
the HCC - Principles, the following shall be implemented by the OCOG within the milestones and othertimelines set out in the Games Delivery Plan (GDP):
NRG 01 •Games energy planning

Provide, during the Foundation Phase, a follow-up to the initial energy survey carried out during
the Candidature Phase (including electrical power and gas). This follow-up survey shall reflect theevolution and refinement of the venue master plan, further definition of the infrastructure projects
identified for the Games, plans for cluster and venue supply, load estimations and energy
infrastructure availabilities/capacities. The IOC shall deliver to the OCOG a pro-forma document
to assist with the completion of this report.

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NRG 02 •Ensure that the Host City sets up a governing body (Games Energy Council) that brings together
the OCOG, Host Country Authorities, the utilities and the agency(ies) responsible for theconstruction of new Olympic venues. This Games Energy Council shall function as a specificcouncil with the appropriate level of authority to define Games-related energy infrastructure
projects and manage the timelines for delivery. Likewise, it shall facilitate the decision-making
and cooperation necessary to deliver power infrastructure and services to the required levels.
Legacy opportunities shall also be considered by the Games Energy Council at all times.

NRG 03 •Reliability criteria

In coordination with the Host City and relevant Host Country Authorities, ensure that:−−

NRG 06 •Supply capacity

In coordination with the Host City and relevant Host Country Authorities, ensure that there is asuitable installed capacity reserve to meet the expected demand requirements for Games time
and that there is an operating reserve to meet the specific short-term additional loadrequirements, taking into consideration the energy mix, energy constrained plant, plant Loss of
Load Probability (LOLP) and other factors that specifically impact the Host City power system.

NRG 05 •Host City and energy agencies

Ensure that the Host Country Authorities and agencies responsible for the Host City power supply
are also responsible for the funding and timely delivery of all energy infrastructure projects
defined as critical to support Games operations. This responsibility shall include temporary supply
infrastructure, temporary supplies to a cluster of venues, or stand-alone venues, as an alternative
source of supply from the utility grid. In addition, the Host Country Authorities and agencies arealso responsible for the temporary medium-voltage distribution infrastructure required to support
Games operations, with those being primarily established as compounds inside the cluster/venue
perimeter.

NRG 04 •Games Energy Council

the transmission and distribution system capacity guarantees normal operation under N-1
conditions; andthe system meets the Games-specific needs and, in particular, meets supply reliability
indices (SAIFI, SAIDI, CAIDI) in the highest range of power supply companies. If the indices
are not within the acceptable range, considering the specific needs of the Games, the IOC
will work with the Host City on the measures to be implemented to increase the reliability ofthe power delivery for the Games.
Venue supply

In coordination with the Host City and relevant Host Country Authorities, ensure that venue poweris supplied from the grid with full redundancy; main and synchronised back-up power shall comefrom geographically independent substations with diverse cabling and automatic sub-second
transfer switching.

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NRG 07 •Supply resilience and reliability at Olympic sites

In coordination with the Host City and relevant Host Country Authorities, design and deliver the
power infrastructure and services to Olympic sites, as required to ensure that each element of
power supply (meaning external supply and venue internal power supply) does not exceed 80 per
cent of its nominal capacity.

NRG 08 -Event continuation•

Ensure that Games core services such as broadcast, press, technology, sport and security aresupplied with full N-1 level of event continuation power; with a back-up of 100 per cent of load via
temporary generation and/or UPS systems, including Heating, Ventilation and Air Conditioning(HVAC) systems for technical rooms/operational areas.

•

Ensure that Field of Play (FOP) lighting is powered from two independent sources each supplying
50 per cent of the lighting in a configuration that will allow for continuation of the event in any
circumstances. The need for additional temporary generation back-up for FOP lighting shall beassessed by the OCOG, OBS and the IOC during venue planning.

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3.2.

VenuesIntroduction
Venues are a basic requirement for staging the Olympic and Paralympic Games. The Host City and
OCOG must plan, build, renovate and operate venues and infrastructure (including overlay) capable ofhosting the Games and fulfilling all operational and sport-related needs, in compliance with health,safety and environmental best practices.
The Key Olympic Venues include all competition venues, the Olympic and Paralympic Village(s),International Broadcast Centre (IBC), Main Press Centre (MPC), Mountain Media Centre (MMC) whenrelevant, Ceremony stadiums and Medal Plaza(s), Olympic Family Hotel(s) (OFH); accommodationvillages, Olympic Parks and major common domains; airports and other major points of arrival anddeparture.
For the Venues area, key success factors include:•

a master plan with a strong focus on operational requirements, as well as sustainability andlegacy, maximising the use of existing, temporary and demountable venues;•

careful consideration given to accessibility;•

a detailed Test Event programme for all competition venues; and•efficient monitoring and reporting processes.

There are two areas within the OCOG responsible for delivery and management of venues: Venue
Development (VED) and Venue Management (VEM). These areas must cooperate with internal
stakeholders such as other OCOG areas, the IFs and OBS, as well as external stakeholders such as
venue owners and developers. Early engagement among the VED team, the VEM team and all
stakeholders is vital.
The Venues area is closely related to and interlinked with many other areas covered by the HCC Operational Requirements. When planning and delivering the Games, it is important to consider eacharea in the wider context of all related requirements highlighted in the cross-reference matrix on page
17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
Venues and Infrastructure and any cross-referenced documents listed within it.

Operational Requirements
In order to deliver Venue requirements in line with the introduction above and in accordance with the
HCC - Principles, the following shall be implemented by the OCOG within the milestones and othertimelines set forth in the Games Delivery Plan (GDP):
VEN 01 •Venue Master Plan

Ensure that any change in the capacity, contents, location, structure (permanent/temporary) andconstruction schedule of Key Olympic Venues as included in the Host City’s Candidature File issubmitted to the IOC for prior approval.

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VEN 02 -Sites and Master List of Sites•

In accordance with the HCC - Principles provide all of the sites (competition, training and noncompetition venues as well as other facilities) required to stage the Games.

•

Produce and maintain a Master List of Sites (based on the template provided by the IOC) thatprovides key information on all sites used for the Olympic and/or Paralympic Games (i.e.
including but not limited to Key Olympic Venues) and update this master list throughout the
OCOG’s entire lifecycle.

•

Ensure that, in its initial version to be produced within three months of the OCOG’s formation, theMaster List of Sites at least includes all Key Olympic Venues.

•

Ensure that the Master List of Sites includes the location of the ‘Wall of Champions’.

•

Ensure that the Master List of Sites serves as a reference and key planning document and isshared with the IOC on a regular basis.

VEN 03 •To help ensure a lasting and tangible Olympic legacy for the Host City, confirm, maintain andupdate the legacy plan (described in general terms as part of the Games concept in the
Candidature Process) for all the venues and infrastructure built for the Games. The legacy plan
shall include a business plan incorporating a description of:
−
−
−
−
−

•

Venues and infrastructure Games legacy plan

the expected benefits at Games-time;
the post-Games use of Key Olympic Venues and infrastructure;
how the Olympic Games fit into the city/region’s long-term planning strategy;
financial planning; andpre-Games and post-Games ownership and responsibility for operations of the venues andinfrastructure built for the Games (as determined by the OCOG in collaboration with thedelivery partners).

In order to contribute to post-Olympic use of venues, other facilities and infrastructure:−−
VEN 04 -coordinate with the International Masters Games Association to explore the possibility of the
Masters Games to be organised in the Host City in the years following the Olympic Games;andsubmit to the IOC progress reports on the discussions and plans established with the IMGA.
Planning for the Paralympic Games•

Maximise the use of Olympic sites as Paralympic sites, to minimise costs and logisticalcomplexity. Any exception to this principle should be justified and is subject to the IPC’s approval.

•

Ensure that the planning for Paralympic venues follows a “60-day event” approach, addressing
the needs of both Olympic and Paralympic Games in parallel. This planning shall provide foradequate accessibility levels to cover Paralympic needs and aim for minimum possible change
during the transition period.

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Ensure that wheelchair-accessible exits and emergency/safety plans that consider the needs ofindividuals with different forms of impairment are available in all venues/facilities, including
accommodation. Given the scope of individuals with an impairment expected to participate in the
Paralympic Games, these plans may need to exceed existing provisions or standard regulations.

VEN 05 -Division of responsibilities for venue development•

Following the OCOG’s formation, update and afterwards maintain, the matrix detailing therespective roles and responsibilities of the OCOG and of the various delivery partners(government agencies and/or private entities), based on the venue development responsibility
matrix provided during the Candidature Phase. In its initial version, the matrix shall include all Key
Olympic Venues, and further versions shall be extended to include all sites on the Master List ofSites. This matrix shall serve as a reference document and key planning document to be sharedwith the IOC on a regular basis.

•

Ensure that the venue development responsibility matrix indicates which organisations are
responsible for each phase of the venue development process, for both funding and delivery,
including but not limited to:
−
−
−
−
−
−
−
−
−
−
−

VEN 06 -land acquisition;
feasibility studies;
environmental approvals and licences;venue design development;
tenders;
contract awards;
design approvals;
funding;
construction and commissioning of permanent works;
installation, maintenance and dismantling of temporary infrastructure and overlay; andvenue decommissioning and site reinstatement.
Health and safety•

Engage with competent Host Country Authorities during the planning phase to implement
appropriate health and safety measures and ensure that such measures comply withinternationally recognised standards and applicable laws and regulations. Such requirements
shall apply to all phases of venues preparation and delivery and be consistent across all venues.

•

Ensure that the defined health and safety requirements are publicised and communicated to all
stakeholders in the planning and operational phases.

•

Implement an independent verification process to guarantee that all venues cocmply withapplicable health and safety requirements.

VEN 07 •Venue sustainability scope and responsibility

Ensure that all the requirements set out in the HCC in relation to sustainability (which encompass
environmental, social and economic aspects) are respected and that necessary measures to that
effect are taken by the OCOG, delivery partners, contractors and every individual withmanagement responsibility for permanent, demountable and temporary constructions and overlay
installations alike.

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VEN 08 -Protected natural areas and heritage features•

If the Candidate City/Host City/OCOG proposes to locate a venue, a facility and/or infrastructurein, or in close proximity to, a protected natural and/or heritage area, a detailed assessment ofenvironmental (flora, fauna, soil and water) and/or cultural heritage (landscape, amenity, built
heritage, archaeology) constraints, potential impacts, risks and mitigation requirements shall be
undertaken.

•

As a principle, protected natural and/or heritage areas must not be impacted by the constructionof Games venues or other Games-related activities.

VEN 09 •Contaminated land

Ensure that, if any post-industrial "brown field" sites are intended for Games use, thoroughinvestigation by a recognised third party is carried out to determine the presence of contaminatedland and watercourses. Effective remediation works shall be undertaken wherever contamination
is found, prior to the start of any Games-related works and activities, as required to ensure thehealth and safety of workers during construction, and of all other Games’ stakeholders.

VEN 10 -Water quality•

Ensure that the water quality at natural bodies where athletes compete complies with local laws
and IFs’ standards during both test events and at Games-time.

•

In coordination with relevant authorities, also ensure the adequate testing of the quality of thewater throughout the preparation for the Games, in relevant competition areas, and submission ofrelated data to the relevant IFs and the IOC at the agreed frequency.

VEN 11 -Venue Sustainability Management Plan (SMP)•

Ensure that sustainability is an integral part of the project execution plan of each Key Olympic
Venue (including temporary venues) and that such plans include environmental and social
requirements, risk analysis and resource requirements.

•

All Key Olympic Venues shall have a venue Sustainability Management Plan (SMP) to include:−−•

Ensure that all venue designs (for permanent, semi-permanent/demountable and temporary
structures) are based on what is needed for the Games and post-Games legacy use, and are notunnecessarily oversized or over-specified.

VEN 12 •a life-cycle assessment which demonstrates that the project is funded and secured by thelegacy owners and is financially sustainable; andsustainable design and construction practices with clear and achievable objectives for site
selection and land acquisition, waste management, use of resources, re-use of materials,
recycling and disposal, as well as energy and water consumption.

Construction typology (permanent vs. temporary)

Ensure that all permanent upgrades and/or reconfiguration of existing venues for Games use aresupported by a legacy justification. Otherwise, temporary/demountable solutions shall be found.

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In line with sustainability requirements, ensure that all temporary/demountable/semi-permanent
structures are designed for disassembly so that component parts can be reconfigured and/or
relocated for other purposes, reused or recycled in accordance with pre-defined targets.

VEN 13 -Games Venue Briefs•

On the OCOG’s formation, start to develop, for the OCOG’s own project planning andmanagement purposes, a Games Venue Brief for each Key Olympic Venue, based on the IOC
template. These Games Venue Briefs shall, in particular, reflect the OCOG's requirement toprovide venues of an appropriate standard (either permanent or temporary) that meet thefunctional and technical needs, as well as the event requirements, of the various Olympic andParalympic stakeholders and areas (including all the required spaces) and their respective
concepts of venue operations.

•

Ensure that these Games Venue Briefs are updated and referred to on a regular basis.

VEN 14 -Venue Use Agreements (VUA)•

Ensure that appropriate VUAs are concluded in relation to all venues used by the OCOG for the
purposes of staging the Games (whether owned by public authorities or by private entities). Such
VUAs shall clearly identify all costs and responsibilities in relation to the use and operation of thevenue in the period leading up to the Games (including Test Events) and at Games time, andensure that such costs and responsibilities are agreed between the OCOG and the venue
owners.

•

Produce and submit a standard form VUA to the IOC for approval, to be used by the OCOG foragreements concluded with third parties for the use of the venues for the Games, as well as for
Test Events and pre-Games operations and activities.

•

Submit the final draft of all VUAs to the IOC for approval and highlight any change to theapproved template VUA requested by third parties, before signature.

VEN 15 -Permanent works budgets for venues and infrastructure•

Ensure that the permanent works budgets for venues and infrastructure projects as provided
during the Candidature Process are maintained accurately at all times. Updates of suchpermanent works budgets shall be submitted to the IOC on a regular basis and on the IOC'srequest.

•Maintain and provide the IOC with the following breakdown:−−

VEN 16 •venue and infrastructure budgets and costs to fulfil Games needs and requirements; andvenue and infrastructure budgets and costs related to the Host City legacy and development
plans.
Games-time venue design process

Implement a Games-time venue design development process and system allowing the production
and publication of venue design drawings (CAD drawings) in a scheduled manner. This process
and system shall cover at least all Key Olympic and Paralympic Venues.

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Ensure that this process is fully integrated with and support the OCOG and external stakeholders’Games planning (such as IFs, OBS, Olympic Marketing Partners, contractors, local regulatory
and licensing authorities etc.).

•

Ensure that the Games-time venue design development timelines are fully aligned and integrated
with both the venue operational planning and the budget development.

•

Ensure that the timelines, milestones, contents, specifications and frequency of the Games-timevenue design publications are discussed and reviewed with the IOC and the IPC.

VEN 17 -Accessibility for all stakeholders with impairment•

Ensure that, in cooperation with the OCOG’s delivery partners, adequate provisions are made forall stakeholders with an impairment, for both the Olympic and Paralympic Games. These
provisions shall respect and promote the principles of equality, dignity and functionality, and shallmeet both existing domestic regulations and recognised international accessibility standards.

•

For the Paralympic venues, some additional adjustments to the Olympic venues may be required
due to the greater number of people with an impairment within the various stakeholder groups.

•

Ensure that the accessibility strategy and targeted standards are discussed in advance andagreed with both the IOC and the IPC, and are reflected in the OCOG’s own accessibility guide.

•

Ensure that the OCOG and delivery partners include provisions for accessibility in their tenders
for venue design and construction or renovation (permanent and temporary venues), as well as
for service and equipment providers.

•

Closely monitor venue construction and venue operational planning at all stages, with regard to
the implementation of the approved designs in terms of accessibility.

•

Ensure that a mobility service is planned and organised at venues; this service shall be designed
to provide assistance with the individual movement of stakeholders with limited mobility. The
service should be available from transport load zones, through all areas for which individuals
have a right to access within and around the Olympic and Paralympic venues.

VEN 18 -Venue seating bowl•

Submit the venue seating bowl parameters (such as capacity, design and locations, including
projected space requirements and allocations for all stakeholder groups within the seating bowl)
to the IOC for approval, for all events at all competition venues and Ceremonies venues.

•

The venue seating bowl design development and approvals timelines and milestones shall bealigned with VEN 16 – Games-time venue design process.

•

The venue seating bowls for venues used for the Paralympic Games shall meet their specificneeds and be submitted to the IPC for formal approval.

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VEN 19 •Lighting (Field of Play [FOP] and broadcast)

Ensure that up-to-date lighting technology is applied to all critical areas and in particular:−−−−

FOP areas; mixed zones and press conference rooms;
Victory Ceremony areas;
sport presentation areas, andin all Key Olympic Venues (where required) to meet specific sport- and broadcast-related
requirements and to ensure the highest quality for television and photographic coverage.

•

Submit proposed lighting solutions for each venue to the IOC and OBS for approval and ensurethat the technical standards are agreed with the IOC and OBS. Refer to BRS Annex 3 Specifications on Broadcast Lighting for complete details on broadcast lighting specifications.

•

Submit to the IOC and OBS for approval the list of proposed outdoor FOP for which the OCOG
intends to provide broadcast lighting for night-time competitions.

VEN 20 •Ensure that venue integrated timelines/schedules are developed and implemented for all Key
Olympic Venues and Paralympic venues. These shall include:
−
−
−
−
−
−
−
−
−
−
−
−
−

VEN 21 •design, licensing and construction for permanent works;
utilities;
commissioning of permanent constructions;
Test Events (including overlay installation and Test Event milestone);overlay installation for Games time;
temporary power installation for Games time;
technology infrastructure implementation and testing;Furniture, Fixtures and Equipment (FFE);
Look of the Games;
commissioning of overlay;
licensing of venues for occupancy; andsport access requirements for FOP testing/homologation, athlete training and event hostingfor training and Test Events; anddismantling of temporary infrastructure, venue decommissioning and site reinstatement.
Venues and Infrastructure progress reporting

Starting from the OCOG formation and as early as possible, regularly report to the IOC on the
progress of permanent construction works (venues, facilities and infrastructure projects i.e.
utilities and civil works) as well as temporary/overlay installations, by project, and occasion at theofficial review meetings with the IOC.

VEN 22 •Venue integrated timelines/schedules

Commissioning process for new permanent infrastructure

Ensure a formal and recorded process is implemented by delivery partners to confirm that all
newly-built permanent infrastructure intended for Games use are designed, installed andcommissioned in accordance with applicable laws, regulations and professional standards, andare safe to use and can be occupied by any stakeholder before and during Games-time.

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VEN 23 -Design compliance and engineering check, commissioning and monitoringprocess for temporary infrastructure (overlay)•

Implement formal, systematic and recorded verification, acceptance and commissioning
processes and procedures to ensure that all temporary infrastructure, fit-out works and equipment(overlay) intended for Games use and delivered by the OCOG’s (and/or the delivery partners’)
overlay contractors and suppliers, are designed, installed and commissioned in accordance withapplicable laws, regulations and professional standards. They shall also offer the necessary
structural integrity and be safe to use and be available for use by any stakeholder before andduring Games time.

•

Verify and present the sign-off procedures for both internal approvals and those of the necessary
local/regional/national regulatory and licensing authorities.

•

Ensure that temporary infrastructure is checked by appropriately qualified and experienced
personnel that are independent of the original designers and the appointed installers (“third-party
check” acting on behalf of the OCOG).

•

Inform the IOC about this process and allow the IOC to make all appropriate verifications.

VEN 24 •Ensure, with ultimate responsibility for, the safe and efficient operation of all Games-related
activities occurring at each Olympic and Paralympic site included in the Master List of Sites(regardless of whether such site is government or privately owned).

VEN 25 •Venue project document management

Ensure that all key venue-related documents produced by the OCOG and/or delivery partners
that are to be submitted to the IOC, IFs, OBS and other external stakeholders for review andapproval, are in English. These documents will include, but are not limited to, the following:
−
−
−
−
−
−
−
−
−

•

OCOG responsibility for Games-time operations

Venue Master Plan;
Master List of Sites;
Games Venue Briefs;
GDP;
project fact sheets;
project schedules (level 2 and above);project budgets;design documents; andVUAs.

Ensure that the venue project documents are managed with the appropriate document control
process and system.

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3.3.

Villages Management

Introduction
The Olympic and Paralympic Villages are “home” for the Games’ most important stakeholders: theathletes.
They should provide safe, comfortable and secure accommodation for all eligible athletes and officials
for the duration of the Games. Divided into three areas - Residential Zone (RZ), Olympic Village Plaza(OVP) and Operational Zone (OZ) – the villages should offer suitable working conditions for the NOCs
to fully support their athletes.
The Villages Management area is responsible for the planning, management and operations of the
Olympic Village.
For this area, key success factors include:•

effective management and oversight of all Village operations;•convenient village accommodation, capacity and service requirements;•

efficient travel times to competition venues, and to any other official accommodation;•

consistent controlled access for media and guests; and•a high-level food service that meets the cultural and dietary needs of the athletes.

Close coordination and cooperation within the OCOG are also essential for the successful delivery ofthis area. Villages Management will ultimately be responsible for the services involving Accreditation,
Ceremonies, Food and Beverage, People Management, Logistics, Finance, Press Operations,Marketing Partner Services, Medical Services, NOC Services, Protocol, Security, Sport, Technology,
Transport, and Cleaning and Waste.
The Villages Management area is closely related to and interlinked with many other areas covered by
the HCC - Operational Requirements. When planning and delivering the Games, it is important toconsider each area in the wider context of all related requirements highlighted in the cross-reference
matrix on page 17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on the
Olympic Village and any cross-referenced documents listed within it.

Operational Requirements
In order to deliver the Villages Management requirements in line with the introduction above and inaccordance with the HCC - Principles, the following shall be implemented by the OCOG within themilestones and other timelines set out in the Games Delivery Plan (GDP):
VIL 01 •Number of Olympic Villages

Provide, whenever possible, a single Olympic Village for all athletes and team officials in close
proximity to the competition venues and the Olympic Stadium. Where Olympic venues are morethan 50 km or 60 minutes’ drive (under normal road and traffic conditions) from the Olympic
Village, additional Olympic Village(s) shall be provided.

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In addition, for the Olympic Winter Games, a second Olympic Village may have to be provided if
there is a difference of more than a 200 metre elevation between the Olympic Village and thevenue for endurance sports. All Olympic Villages shall provide similar type and quality of services
to the residents.

VIL 02 -Olympic Village accommodation and capacity requirements•

Provide accommodation for all participating athletes and eligible team officials within the Olympic
Village with a maximum of two persons being accommodated in one bedroom.

•

Ensure that the Olympic Village’s capacity for residents is as follows:−−•

Provide the final Olympic Village accommodation capacity at the latest three years prior to boththe Games of the Olympiad and the Olympic Winter Games, taking into consideration the new
events that might be proposed by the OCOG and/or the IOC.

VIL 03 •a single bedroom for the Chef de Mission;
bedrooms and bathrooms for athletes and team officials;
NOC team offices;
NOC meeting rooms;
NOC medical rooms; andNOC workspace/storage space.

Ensure that the following major operational areas are part of the Olympic Village and available forresidents:
−
−
−
−
−

VIL 04 •Services to residents within the Olympic Village

Provide for each NOC:
−
−
−
−
−
−

•

up to 16,000 people at the Games of the Olympiad; andup to 4,900 people at the Olympic Winter Games.

transport mall;dining halls;
Polyclinic;
welcome centre;
NOC services centre;

−
−
−
−

resident centres;Sport Information Centre (SIC);
social and entertainment areas; andsecurity perimeter (particularly the RZ).

Olympic Village period of operations

Comply with the following period of operations:−−−−the pre-opening period starts at least four days prior to the official opening of the Olympic
Village;the Olympic Village officially opens 12 days before the Opening Ceremony for the Games of
the Olympiad;
the Olympic Village officially opens eight days before the Opening Ceremony for the Olympic
Winter Games;
the Olympic Village closes three days after the Closing Ceremony.

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VIL 05 •Olympic Village measurements

Ensure that all the minimum standard size requirements for the Games of the Olympiad andOlympic Winter Games are respected, for the major functions in the Olympic Village listed in thetable below:

Standard space requirements

Games of the Olympiad (m2)Olympic Winter Games (m2)

Housing
Single bedroom

9m2

9m2

Double (2-person) bedroom

12m2

12m2

NOC officemedical/workshop/
storage space

Refer to VIL Annex 1 - Specifications on NOC Office Space

Dining halls
Main dining hall – seating/ serving
Main dining hall –operational/service (back of house)
Main dining hall - McDonald’s

6,000m2

3,000m2

4,000m2

2,000m2

As per contract requirements

As per contract requirements

400m2

150m2

300m2

150m2

Main dining hall – WADA

50m2

40m2

Main dining hall – total(excluding McDonald’s)

10,750m2

5,340m2

Casual dining hall

3,000m2

Not applicable

Refer to OVP section below

Refer to OVP section below

850m2

600m2

Polyclinic

3,500 m2

1,500 m2

NOC services centre

1,000m2

400m2

Sports Information Centre (SIC)

500m2

A desk in NOC services centre thatcombines information for all sports)

Chefs de Mission hall
Resident centres including laundry
facilities (in total)
Security Command Centre

400m2

200m2

5,000m2

1,500m2

500m2

250m2

Main dining hall - baggage checkarea
Main dining hall – IOC spaces(excluding storage/offices)

Café
Staff dining
Other areas in RZ

Multi-faith centre

1,000m2

300m2

Recreational activities

6,000m2

1,500m2

Recreational sports complex

20,000m2

5,000m2

Village communications centre
Facility services centre
OVP
Team Welcome Ceremonies(including a stage and flag poles)
General store

50m2

40m2

10,000m2

3,000m2

500m2

250m2

200m2

150m2

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Standard space requirements

Games of the Olympiad (m2)Olympic merchandise store
Bank
Photo store
Village call centre
Internet centre
Hair salon
FloristDry cleaning
Café
Travel agent
Post office
Village media centre
OZ
Guest pass centre
Welcome centre
Transport mall
NOC parking*

*

600m2
10,000m2
20,000m2
1,000 car parking spaces

300m2
4,000m2
10,000m2
600 car parking spaces

General layout

Present the general layout of the Olympic Village to the IOC for approval.

VIL 07 •

100m2
100m2
430m2
200m2
50m2
50m2
500m2
50m2
180m2
200m2

500m2
100m2
50m2
50m2
200m2
100m2
50m2
25m2
100m2
50m2
75m2
80m2

250m2

In case of multiple villages, a careful study is necessary to secure the right size of parking spaces
in each village as all NOC dedicated cars have the right to park in either village at any time.

VIL 06 •Olympic Winter Games (m2)

1,000m2

Grooms accommodation

Provide accommodation for grooms that is conveniently located in or in close proximity to theequestrian venue and stables, for the same duration that the horses need to be in the Host
Country. The accommodation for grooms can be double occupancy bedrooms and should
provide adequate bathroom facilities at a ratio of no more than four persons to one bathroom.
Grooms’ accommodation and food and beverages are provided at the NOC’s expense.

Requirements related to the Residential Zone (RZ)
VIL 08 •Residents’ housing technical requirements

Comply with the following technical requirements:−−

each apartment shall:obe lockable (apartments or residential units and bedrooms);ohave adequate lighting in all rooms; andoinclude tables and chairs within the apartment for athletes and team officials; andthe following items shall be provided in the bedrooms:

Bedrooms

Comments

Bedside lampsn/a

Clothes hangers

n/a

Mirrorsn/a

Wastebaskets

n/a60cm of hanging space for clothes

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Bedrooms

Comments

Two lockable drawers for each resident

Additional storage space is recommended for athletes’bags and equipment

Beds (shall be at least 2.00m in length)

No more than two beds per bedroom to guarantee
undisturbed conditions
Curtains/blinds (to keep the bedrooms as dark as
possible for athletes who wish to rest during the day)−Beds of 2.20m in length shall be made available for up
to 30% of the total number of athletes for the Games of
the Olympiad and for up to 10% of the total number ofathletes for the Olympic Winter Games)n/an/a

the following items shall also be provided in the bedrooms for Chefs de Mission:

Chefs de Mission’s Bedroom

Comments

Desk and chairn/aRefrigerator

n/a

Telephone

Olympic network telephone

International line with internet capabilities shall beavailable (usage will be at the NOC’s cost)n/aTelevision with Olympic feedn/a

Waste basket

n/a•

For the bathrooms, the ratio of no more than four athletes or team officials per one bathroom (4:1)
shall be respected.

•

Each bathroom shall include a minimum of:−−−

VIL 09 •one wash basin;
one lavatory; andone shower.
Housekeeping services

Ensure that the following services are made available in housing:−−−−linen change;bins emptied;cleaning of rooms;
towel exchange service at resident
centres;−−−

towel change;
cleaning of bathrooms; andcleaning of public areas.

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The minimum services shall be provided as follows:

Frequency

Services

Daily basis

Bins emptied
Beds madeToilet cleaned
Toilet paper restocked

Every two days

Towels replaced

Every four days

Linen changed
Dusted/vacuumed (if required)•

Ensure that the following services are made available for public areas and functions for residents:−−−−

regular cleaning;
standard housekeeping;dusting; andemptying bins.

VIL 10 •Provide the following number of rooms depending on the size of the team, as outlined below:

Delegation
Size•

NOC office space, meeting rooms, doctor’s room and other spaces

Chef deMission
OfficeNOC Office

Meeting
RoomDoctor’s
Room

MassageRoomWorkshop/
Storage
Space

1-24

1 (12m2 –combinedwith Chef’s
bedroom)

1 (12m2)

Bookable

1 (10m2)

n/a

15m2

25-50

1 (8m2)

1 (12m2)

Bookable

1 (10m2)

1 (8m2)30m251-1001 (8m2)

1 (12m2)

1 (15m2)

2 (12m2)

2 (12m2)

50m2

101-200

1 (8m2)

1 (12m2)

1 (15m2)

2 (12m2)

3 (12m2)

60m2

201-300

1 (8m2)

1 (12m2)

2 (15m2)

3 (12m2)

3 (12m2)

80m2

301-450

1 (8m2)2 (12m2)

2 (15m2)

3 (12m2)

4 (12m2)

100m2

451-600

1 (8m2)2 (12m2)

3 (15m2)

4 (12m2)

4 (12m2)

125m2

601+

1 (8m2)3 (12m2)

3 (15m2)

4 (12m2)

5 (12m2)

150m2

For Olympic Winter Games, provide the following number of rooms depending on the size of theteam for Olympic Winter Games:

Delegation
Size

Chef deMission
OfficeNOC Office

1 (12m2 combinedwith Chef’s
bedroom)

Dedicatedworkstation

1-6

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Meeting
RoomBookable

Doctor’s
RoomBookable

Massage
Room

Bookable

Storage
Space

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Delegation
Size

Chef deMission
OfficeNOC Office

Meeting
RoomDoctor’s
Room

Massage
Room

Storage
Space

7-12

1 (12m2 combinedwith Chef’s
bedroom)

1 (12m2)

Bookable

Bookable

Bookable

20m2

13-25

1 (8m2)

1 (12m2)

Bookable

1 (10m2)

Bookable

25m2

26-50

1 (8m2)

1 (12m2)

Bookable

1 (10m2)

1 (8m2)

40m2

51-75

1 (8m2)

1 (12m2)

1 (15m2)

1 (10m2)

1 (8m2)50m276-1001 (8m2)

1 (12m2)

1 (15m2)

2 (10m2)

2 (8m2)60m2

101-150

1 (8m2)2 (12m2)

1 (15m2)

2 (10m2)

2 (8m2)70m2

151-200

1 (8m2)2 (12m2)

1 (15m2)

2 (10m2)

3 (8m2)

80m2

201+

1 (8m2)2 (12m2)

2 (15m2)

3 (10m2)

4 (8m2)

100m2•

Provide NOCs with the minimum requirements of Furniture, Fixtures and Equipment (FFE) inteam offices, meeting rooms, medical space (doctor's rooms and massage rooms) as specified inthe VIL Annex 1 - Specifications on NOC Office Space.

•

Provide to NOCs secure storage space that is:−−−close to respective NOC housing and offices;
lockable; andprovided with lighting.

•

Give consideration to spaces that can double up as a workshop particularly for cycling, luge, etc.
(in which case, electrical outlets and climate control will be provided).

•

Provide workshop space, intended for the minor maintenance of equipment, that is:
−
−
−
−
−
−
−

VIL 11 -close to respective NOC housing and offices;
lockable (if dedicated to a single NOC);
provided with lighting;provided with electrical power outlets;
ventilated;
provided with climate control; andcompliant with local health and safety regulations.
Dining hall(s) services and menus•

Provide food services 24 hours per day (including hot meals) at the main dining hall.

•Present food service menus to the IOC for approval.

VIL 12 •Election to the IOC Athletes’ Commission at the IOC space

Provide support to the IOC on all logistical matters, including the organisation of the election to
the IOC Athletes’ Commission.

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VIL 13 •Prohibit media from filming in the RZ of the Olympic Village. NOCs can request from the IOC theright to install static media facilities within the delegation’s private buildings.

VIL 14 •Film crew and media restrictions in the RZ

Prohibit any film crew or media from being allowed to take cameras into the RZ except forscheduled IOC-approved media tours and IOC/OBS camera crews.

VIL 16 •Publications and communications channels

Ensure that IOC information is delivered to NOCs’ delegations through the OCOG’s publications
and communication channels pre-Games and at Games time, in line with the communications
plan that shall be discussed and agreed between the IOC and the OCOG.

VIL 15 •Media access in the RZ

Guest access in the RZ

Ensure that a guest is accompanied at all times in the RZ by a resident who takes the conduct of
the guest while in the Olympic Village under his/her sole responsibility.

Requirements related to the OVP
VIL 17 •Provide or ensure that the following services are available/delivered in the OVP:
−
−
−
−
−
−
−

VIL 18 •

−
−
−
−
−
−
−

dry cleaning;
café;
travel agent;
mail services;
ticket office;information office; andfirst aid station.

Commercial facilities in the OVP

Additional services in the OVP

Submit any additional services contemplated by the OCOG that will benefit the residents to the
IOC for approval.

VIL 20 •Village general store;bank;
photo store;
Village call centre;
internet centres;
hair salon;
florist;Ensure that the design and fit-out of the commercial facilities in the OVP are in line with theOlympic Village overlay guidelines developed by the OCOG and the venue branding policy. Allcommercial facilities’ branding and identification shall be submitted for approval and delivered inline with the OCOG and the IOC principles. All facilities shall conform to applicable laws andregulations (e.g. health and safety).

VIL 19 •Commercial services in the OVP

NOC guest passes policy for Team Welcome Ceremonies

Provide the additional number of guest passes for Team Welcome Ceremonies, as determined by
the IOC.

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Requirements related to the OZ
VIL 21 •Submit the guest pass policy to the IOC for approval. To ensure smooth operations and respectof the rules, the IOC may have to modify the NOC quotas of guest passes before and during the
Olympic Games.

VIL 22 •Media guest pass quota

Respect the following media guest pass quotas:−−•

Village media centre

Provide a Village media centre to allow the media a working area at the Olympic Village.

VIL 25 •Firearms and ammunition in the Olympic Village

Prohibit any sport firearms and ammunition from being allowed in the Olympic Village and ensurethat these items are stored in the rifle storage centre or at the competition venue.

VIL 24 •Athlete and team official accreditation

Ensure that athletes and team officials are only accredited for the Olympic Games and to the
Olympic Village after the Delegation Registration Meeting (DRM) has been completed by the
NOC Chef de Mission.

VIL 23 •Guest pass policy

Games of the Olympiad: 400 rotational passes daily for press and RHBs; andOlympic Winter Games: 200 rotational passes daily for press and RHBs

Submit any proposed changes to the media guest pass policy to the IOC for approval.

Requirements related to Olympic Village policies and procedures
VIL 26 •NOCs shall not be required to pay any guarantee deposit with respect to their stay in the Olympic
Village(s) or in any other appropriate accommodations.

VIL 27 •Olympic Village wayfinding signage

Ensure that Olympic Village wayfinding signage is in place before pre-opening of the Olympic
Village.

VIL 29 •Marketing partner branding in the Olympic Village

Submit marketing partners’ branding designs for the Olympic Village to the IOC for approval.

VIL 28 •NOC guarantee deposits

Venue branding policy within the Olympic Village

Ensure that all proposed items, designs, space layouts, methods of installation and services
provided by Olympic Marketing Partners, suppliers, contractors and non-commercial institutions
related to the use of their spaces and operations comply with Rule 50 of the Olympic Charter andthe venue branding policy.

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VIL 30 •Policy on promotional flyers

Ensure that no promotional flyers are distributed by Olympic Marketing Partners, licensees,contractors, suppliers or non-commercial institutions within the Olympic Village.

VIL 31 -Food and beverage in the Olympic Village policy•

Ensure that NOCs are allowed to bring food and drinks into the Olympic Village in accordancewith all applicable laws.

•

Ensure that no alcohol is sold or distributed in any fashion by the OCOG to athletes or team
officials in the Olympic Village except through the Village food and beverage services programme
for exceptional occasions (ceremonies, private parties), which shall adhere to all applicable laws.

VIL 32 •Ensure that the Olympic Village is officially a non-smoking environment for the comfort and healthof all residents.

VIL 33 •Proselytising in the Olympic Village

Prohibit proselytising by any religious group in any form in the Olympic Village. Informationmaterials, pre-approved by the IOC, may be provided through the multi-faith centre.

VIL 34 •Non-smoking policy within the Olympic Village

Place of mourning in the Olympic Village

Establish a place of mourning in the Olympic Village, preferably in an outdoor area, in accordancewith IOC requirements. The space should allow hosting of a more structured event with a larger
audience if needed.

Requirements related to the Paralympic Village
VIL 35 •Provide a single Paralympic Village for all athletes and NPC team officials. In accordance with the
IOC-IPC Agreement, the OCOG shall use the Olympic Village for the Paralympic Village.

VIL 36 •Paralympic Village transition

Comply with the following period of operations:
−

−

−
−
VIL 37 •Paralympic Village

For the Paralympic Games (Summer), a period of 7 - 10 days shall be allocated after theclosing of the Olympic Village for transition to the Paralympic Village, which shall include a
72-hour pre-opening period.
For the Paralympic Winter Games, a period of three to four days shall be allocated after theclosing of the Olympic Village for transition to the Paralympic Village, which shall include a
48-hour pre-opening period.
The Paralympic Village opens seven days before the Opening Ceremony.
The Paralympic Village closes three days after the Closing Ceremony.
IF Games officials

If, for practical and economic reasons, IF Games officials for the Paralympic Games areaccommodated within a dedicated accommodation zone of the Paralympic Village, they shall

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receive the same service levels as athletes and NPC team officials, also taking into account thatthey may have specific accommodation needs. The IF Games officials shall not have access to
the RZ of the Paralympic Village, but only to their own zone and the Paralympic Village Plaza.
Similarly, athletes and NPC officials shall not have access to the IF Games officials’
accommodation zone of the Paralympic Village.
•

If IF Games officials are accommodated within a specific accommodation zone of the Paralympic
Village, this zone needs to provide a minimum of 1,000 beds (including 40 for wheelchair users)
for the Paralympic Games (Summer) and a minimum of 100 beds (including 10 for wheelchairusers) for the Paralympic Winter Games.

VIL 38 -Paralympic Village resident quota•

Ensure that, for the Paralympic Games (Summer), the Paralympic Village accommodates aminimum of 8,000 residents including contingency beds. Approximately 4,200 athletes and 2,400
NPC team officials shall be accommodated, of which there will be approximately 1,900
wheelchair users.

•

Ensure that, for the Paralympic Winter Games, the Paralympic Village accommodates a minimumof 2,200 residents including contingency beds. The residents include approximately 700 athletes
and 1,000 NPC team officials, of which there shall be approximately 450 wheelchair users.

VIL 39 •Ensure that, in addition to the facilities available during the Olympic Games, the Paralympic
Village also contains the IPC information area and the orthotic, prosthetic and wheelchair repair
centre. The RZ of the Paralympic Village shall also contain classification facilities and wheelchairstorage facilities.

VIL 40 •Paralympic Village layout

IPC Athletes’ Council elections

Provide the space and adequate equipment for the Athletes' Council election voting centre, whichshould be approximately 50 m2. This can be the same voting centre used for the IOC Athletes’
Commission elections.

VIL 41 -Paralympic wall•

Build in the Paralympic Village a commemorative wall as a symbol of inclusion, freedom,friendship and peace and invite all the participants of the Paralympic Games to sign the wall. The
IPC shall work together with the OCOG to develop a detailed concept and theme for the wall.

•

While the general design of the Paralympic wall can be similar to that of the Olympic truce wall, it
shall be located in an area that is fully accessible and be subject to the IPC’s approval.

•

A ceremony to unveil the Paralympic wall shall take place at least one day prior to the start of theOpening Ceremony where delegates from the IPC and other invited guests shall be present. The
IPC shall work together with the OCOG to stage this event.

VIL 42 •Equitable service levels in the Paralympic Village

Provide and guarantee an equitable level of service to all Paralympic Village residents regardlessof type and level of impairment.

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3.4.

Wayfinding Signage

Introduction
Wayfinding signage guides motorists and pedestrians travelling to and at the Olympic and Paralympic
Games to their destinations as efficiently as possible.
Signage should be easy to read from a car and on foot, easy to understand and consistent with thelook of the Games. It should assist Games participants whenever needed, from the moment they
arrive in the Host City.
For the Wayfinding Signage area, key success factors include:•common design elements;•

simple messages;•

use of internationally understood symbols;•

efficient procurement and installation;•

last-minute production capability to respond to changing needs; and•compliance with the clean venue policy.

Because wayfinding signage is needed throughout the Host City and beyond, as well as within
Olympic and Paralympic venue areas, close coordination and collaboration between the OCOG andrelevant Host Country and Host City Authorities are also essential for the successful delivery of thisarea.
The Wayfinding Signage area is closely related to and interlinked with many other areas covered by
the HCC - Operational Requirements. When planning and delivering the Games, it is important toconsider each area in the wider context of all related requirements highlighted in the cross-reference
matrix on page 17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
Wayfinding Signage, the IOC Protocol Guide and any cross-referenced documents listed within thoseguides.

Operational Requirements
In order to deliver the Wayfinding Signage requirements in line with the introduction above and inaccordance with the HCC - Principles, the following shall be implemented by the OCOG within themilestones and other timelines set out in the Games Delivery Plan (GDP):
SIG 01 -Wayfinding signage programme•Plan, design, install, maintain, remove and recycle, Games-related wayfinding signage withinvenues and in public and urban areas, in cooperation with the relevant authorities.

•

Submit the programme to the IOC for approval

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SIG 02 -Transport signage•

Plan, design, install, maintain, remove and recycle, in cooperation with the relevant authorities,
Games-specific transport signage to direct Games stakeholders to and from Olympic venues.

•

Provide to the IOC for approval a transport signage delivery plan with clear delineation of
responsibilities between delivery partners (OCOG, city/municipalities, transit authorities,
highways, airports, railways, port authorities, all regulatory/affiliated essential service providers).

SIG 03 •Ensure that wayfinding signage is fully consistent with the Games identity and is an integrated
element of the Look of the Games.

SIG 04 •Paralympic wayfinding signage

Submit the Paralympic-specific wayfinding signage system to the IPC for approval.

SIG 06 •IOC clean venue policy

Ensure that all wayfinding signage for the Games put in place by the OCOG, Host City and/or
Host Country Authorities complies with the IOC clean venue policy.

SIG 05 •Consistency with the Look of the Games

Wayfinding signage language proposal

Submit (on behalf of, and in agreement with, the relevant Host City and Host Country Authorities)
its language use strategy for the entire Olympic Games wayfinding signage system (withinvenues and in the public and urban domain) to the IOC for approval.

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4.

Games Services

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4.1.

Accommodation

Introduction
Sufficient, well-located and reasonably priced accommodation allows all Olympic and Paralympic
stakeholders to fulfil their duties in the period before, during and immediately after the Games.
The various stakeholders, including the IOC, IPC, IFs, NOCs, NPCs and the media, have distinct
requirements that the OCOG must respect when securing the necessary guarantees and working withstakeholder groups on allocation plans.
Obtaining early support and solid guarantees from hoteliers and other accommodation providers,starting from the Candidature Phase, is critical.
For the Accommodation area, key success factors include:•binding accommodation pricing and availability guarantees for all categories of accommodation;•

strict adherence to accommodation requirements and timetables for various stakeholder groups;
and•close coordination with interdependent areas, including the Arrivals and Departures, Finance andTransport areas and the respective stakeholder organisations outlined in the requirements tables
below.

Close coordination and collaboration within the OCOG and with a variety of delivery partners,
including the previously mentioned OCOG areas, the IOC, IPC, hoteliers and other accommodation
providers, are also essential for the successful delivery of this area.
The Accommodation area is closely related to and interlinked with many other areas covered by the
HCC - Operational Requirements. When planning and delivering the Games, it is important to consider
each area in the wider context of all related requirements highlighted in the cross-reference matrix on
page 17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
Accommodation and any cross-referenced documents listed within it.

Operational Requirements
In order to deliver the Accommodation requirements in line with the introduction above and inaccordance with the HCC - Principles, the following shall be implemented by the OCOG within themilestones and other timelines set out in the Games Delivery Plan (GDP):

Requirements related to accommodation guarantees and contracts
ACM 01 •Mandatory guarantee period for accommodation

Ensure that the requirements listed in the table below are respected. This table identifies theobligatory 17-night Olympic period that shall be guaranteed by each accommodation facility andcontains the number of nights during both the pre-Olympic and post-Olympic periods which areneeded to accommodate stakeholder group requirements.

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Reserved
PeriodPeriod

ACM 02 -NightsDescription

Room block control

Pre-Olympic

14

14 nights prior to the Opening Ceremony

Partial control required

Olympic

17

Night of the Opening Ceremony through tonight of the Closing Ceremony

Total control required

PostOlympic

2

2 nights following the Closing Ceremony

Partial control required

Accommodation guarantees•

Ensure that where there are no specific prices established in the Candidature File of the Host
City, or by any other arrangement approved by the IOC (such as for newly planned and built
hotels) the effective prices charged for hotel rooms, conference rooms, media village(s) rooms
and related services for accredited persons attending the Games, does not exceed the rates ofhotels and rooms contained in the Candidature File for comparable quality and location ofservices.

•

Ensure that all guarantees and commitments contained in the Candidature File of the Host City
regarding prices for hotel rooms, conference rooms, media village(s) rooms and related services
specific rates are respected by the concerned operators so that the effective price charged to theconcerned accredited persons does not exceed such guaranteed prices.

•

Working with the Host City and Host NOC, ensure that reasonable prices are charged to nonaccredited persons attending the Games for hotel rooms in and around the Host City, and in andaround other host cities that are hosting events of the Games, on the occasion of the Games.

ACM 03 •Create a detailed standard accommodation facility contract to be signed by all theaccommodation facilities which entered into a preliminary accommodation facility guarantee
during the Candidature Process.

ACM 04 •Standard accommodation facility contract

Accommodation contracts

Submit the templates of all accommodation contracts to the IOC for approval.

Requirements related to stakeholder accommodation
ACM 05 •Stakeholder group accommodation requirements table

Implement and respect the requirements included in the stakeholder group accommodation
requirements table provided by the IOC, reflected below:

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Stakeholder Group Accommodation Requirements Table
The table below outlines the main categories of participants falling under the IOC group, staying at the Olympic Family Hotels (OFH).
All OFH rooms are initially pre-booked through the IOC. Once the Accommodation Allocation Agreement (AAA) is signed and the accommodation allocation
process is put in place, such rooms become either managed, paid for or re-invoiced to the different stakeholder groups (among others, CAS and WADA).
The OCOG will manage the entire room block for NOC Presidents and Secretaries-General as well for the Continental Associations.

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Stakeholder Group Accommodation Requirements Table
Stakeholder
Group

Subgroup

IOC Members

Population# Rooms(Winter)# Rooms(Summer)Occupancy

Quality(stars)Accom.
Facility

Room
Rate

Room
managed by.

Rooms
paid orrebilled
by

IOC

IOC

IOC

OCOG

IOC

IOC

Members
Honorary and Honour Members
President

IOCManagement

Honorary President
Directors
IOC Administration
IOC Interpreters for IOC meetings
IOC Interpreters for Games time (previous
Games average: 13 to 15 rooms)
IOC Commissions (Medical, Ethics, Athletes)IOC

IOC Advisors, Consultants, Agents
IOC Partners1) and Suppliers
Other IOC

1,100

1,400

Single,Double,
Twins
and
some
Suites4 to 5IOC
Hotel(s)Olympic
Hotel
Rate
(OHR)

IOC Guests, including IOC Members’ guests
ASOIF, AIOWF, SportAccord
Previous OCOGs (President, Director General) 1)
Applicant / Candidate Cities of future Olympic
Games and Youth Olympic Games (Executives)
1)

Future Sessions Organisers1)
Offices (Guest rooms turned into offices)

IOC

IOC

Security (for IPPs required by OCOG)

IOC

OCOG

Continued on next page

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Stakeholder
Group

Room
managed by.

Rooms
paid orrebilled
by

IOC

IOC

CAS1)

IOC

Own

WADA1)

OCOG

Own

OCOG

Own

Own

OCOG

Own

Own

Own

Own

Subgroup

Population

Summer IFs1)

Presidents/Secretaries General

Winter IFs1)

Presidents/Secretaries General

Future OCOGs

President, Director General, Mayor, Executives1)of Olympic Games and Youth Olympic Games

Agencies

NOC
Technical
Officials# Rooms(Winter)# Rooms(Summer)Occupancy

Quality(stars)Presidents/Secretaries General
International Technical Officials

350

1,759

SingleNational Technical Officials

1202)

8002)

Twin

EB Members
Other IF

Room
Rate

ANOC, Continental Associations

2 to 4

IF Delegates (previous Games average: 28 in
Winter, 70 in Summer)

IF3)

Accom.
Facility

295

1,527

Double3 to 5

Staff

Stakeholder
Group
Hotel
(SGH)

Stakeholder
Hotel
Rate
(SHR)

SGH

SHR

GuestsIF + OCOG
See IOC group
above for

NOC

Equipment Technicians
Summer IFs1)

Presidents/Secretaries General

Winter IFs1)

Presidents/Secretaries General

330

115

Twin

3

Additional Officials Ao

600

800

Group

2 to 3

NOC Guests and Sponsors

1,100

2,500

Double3 to 5

Host Country NOC

120

120

4

Continued on next page

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Stakeholder
Group

Subgroup

Population

See IOC group
above for:

NOC

President Secretaries General

Host OCOG4)# Rooms(Winter)# Rooms(Summer)President/CEO

5

5

4 to 5

Ceremony Headliners

50

100

4 to 5

Ceremony Production

400

400

Cultural Olympiad

100

60

National Ticket Agents /Hospitality Suppliers

650

1,300

International Dignitaries

Dignitaries

Domestic Dignitaries4)

Future OCOGs
and Candidate
CitiesObservers

Staff

See IOC group
above for:Future OCOGs

President, Director General, Mayor, Executives1)
Hospitality

Top Partners

215

240
300

OCOG Partners

Group

Quality(stars)4 to 5

DoubleAccom.
Facility

Room
Rate

2 to 3SGH

3 to 5400

3 to 4

1,500

2,400

Double52,200Single&Double3

Workforce

1,500

Hospitality

1,500

3,075

Double4 to 5

Workforce

500

1,500

Double3

Roommanaged byRooms
paid orrebilled
by

OCOG

OCOG

Own

Own

VariesVariesSHR

4 to 5200

5)MarketingPartners

Occupancy

SGH

SHR

Own

Own

SGH

SHR

Own

Own

Continued on next page

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Stakeholder
Group (SG)Subgroup

Rights Holders
Hospitality# Rooms(Winter)

Population

Rights Holders Hospitality

750# Rooms(Summer)

1,500

OBS Production
Media

Broadcasters
Production

Rights Holders Production – NBC
18,500World News Agencies
Individual written and photographic press

Totals

1)
2)
3)
4)

5)

Quality(stars)Double4 and 5(min 5 =500 for
Winter and
750 for
Summer)Single12,500

Written andPhoto. Press

Occupancy

23,885

90%
Sgl.
10%
Dbl.
(twin)

Mainly 3
and 4 witha minimumof:
2= 5005= 500

90%
Sgl.
10%
Dbl.
(twin)

3 to 4some 2,5

Accom.
Facility

Room
Rate

Room
managed byRooms
paid orrebilled
by

SGH

SHR

Own

Own

41,001

According to the Accreditation at the Olympic Games - Detailed Specifications
This number should be further defined by the OCOG according to the specificity of this population who is managed by the OCOG itself
This chart does not reflect the needs of the IF Delegation of the 5 new sports added to the Programme of Tokyo 2020
The number of rooms and beds for workforce and Domestic Dignitaries should be defined further by the OCOG according to the specificity of these populations who aremanaged by the OCOG, according to the needs of the OCOG and the origin of the workforce needed to deliver the Olympic Games and to the hospitality agreement, if
any, signed by the OCOG
This chart reflects the needs of the current 12 TOP Partners. Room needs for any new Partner joining the Programme shall be met by the OCOG as per the Partner’s
contractual rights.

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ACM 06 •Paralympic accommodation requirements table

Implement and respect the requirements included in the stakeholder group accommodation requirements table provided by the IPC and reflected below:

Stakeholder
Group

Subgroup

Population# Rooms(Winter)# Rooms(Summer)350

450

Occupancy.

Quality(stars)Accom.
Facility

Room
Rate

Rooms
managedbyRooms
paid orrebilled by

IPC

OCOG/
IPC

OCOG

Own

IPC Governing Board Members/Accompanying Guests
IPC Honorary Board Members/Guests
IPC Directors/Accompanying Guests/Advisors
IPC Standing Committee/Council Chairpersons andMembers
IPC

IPC

IPC Honoured Guests, Distinguished Guests, Guests
IOC Members/Directors
Other Accredited Persons determined by IPC
Regional Organisation Presidents & Secretaries
General/Accompanying Guests

Single &DoublePresidents & Secretaries General/Guests
IFIF

EB Members

20

4 to 5PF
Hotel

Olympic
Hotel Rate
(OHR)
Paralympic Hotel
Rate
(PHR)

100

Staff and Guests

NPC

NPC

NPC Presidents & Secretaries General/ Accompanying
GuestsHeads of State/Government, Sovereign, Other
Prominent Government Officials & Entourage, NPC
Guests200

400

Candidate City Executives
Continued on next page

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Stakeholder
Group

Future
OCOGs

Paralympic
Partners

Subgroup

Population

OC

OC

PS

# Rooms(Winter)# Rooms(Summer)

Executives of Organising Committees for Future Games

20

25

Executives of Organising Committees of Future IPC
World Championships

10

10

Chairman /CEO and Senior Executives

10

10

Chairman/CEO and Senior Executives

10

10

620

1,005

Total IPC Hotel

IPC

IPC

IPC Staff, Advisors & Consultants

80

150

IPC

IPC Games Officials

20

20

WADA

Outreach and Observers Participants

20

20

IF

Technical Officials

120

900

Quality(stars)Accom.
Facility

Single &Double4 to 5

PF
Hotel

Room
Rate

Rooms
managedby

IPC
OHR/PHR

Own

OCOG

Single &Double3 to 4Chief Classifier and Classifiers

Stakeholder
Group
Hotel
(SGH)

Stakeholder
Hotel Rate
(SHR)

IPC

IPC

OCOG

OCOG

IPC

Own

SGH orParalympicVillage

SHR/
Paralympic Village

OCOG

As

Additional Team Officials

150

450

NPC

NPC Guests

300

450

Workforce

Staff, Volunteers, Contractors, Suppliers, etc.

to bedefinedto bedefined100

150

DoubleOCOG

1 to 2Own

NPC

Host OCOG

Rooms
paid orrebilled bySingleIF Delegates and AssistantsIF

Occupancy.

Honoured
GuestsHeads of State/Government, Ministers, Dignitaries

3 to 5Single &Double1 to 3

OCOG/Own
SGH

OCOG

SHR
OCOG

4 to 5

VariesContinued on next page

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Stakeholder
Group

Subgroup# Rooms(Winter)# Rooms(Summer)

130

200

150

950

Written and Photographic Press

400

500

Broadcast Production Staff (Rights-Holding
Broadcasters(RHB) and Olympic Broadcast
Organisation (OBO))

1500

2500

2,970

6,290

Population

Quality(stars)Accom.
Facility

Room
Rate

Rooms
managedbyRooms
paid orrebilled by

3 to 4

SGH

SHR

Own

Own

Single &Double3 to 5

SGH

SHR

Own

Own

Single &Double2 to 3
Some 4

SGH

SHR

Own

Own

Occupancy.

Organising Committees of Future Games
OC/NPCO

Organising Committees of Future IPC WorldChampionships
Candidate Cities for Future Games

OCOG/
Paralympic
Partners

Partner, Sponsor, Licensee Hospitality
OCOG/PS
Support and Technical Staff

E
Media
RT

Total SG Hotels/Paralympic Village

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ACM 07 -IOC accommodation•

Reconfirm the proposed list of hotels included in the Candidature File submitted to the IOC. The
IOC will choose, after an inspection visit, one or several hotels to become the OFH, thus covering
its accommodation requirements. The OFH rate (three to five star) shall apply to the hotels
chosen by the IOC. The detailed room allocation within these hotels is at the sole discretion of theIOC.

•Submit all IOC/OCOG service levels and operations provided at the OFH to the IOC for approval.

ACM 08 -Paralympic Family Hotel(s) (PFH)•

Ensure that the selection of the official PFH(s) is approved by the IPC before entering into anagreement with the hotel operator. Also, the IPC shall review and approve the contracts for any
other new or existing PFH, which need to cover all IPC requirements. In particular, the contract
shall reserve the rights to all function room spaces for the IPC and clearly state that the use of
any function room spaces by other designated groups at the PFH shall be approved by the IPC.
The contract shall also ensure that IPC room requests have priority.

•

Ensure that for Paralympic Games (Summer), the official PFH has a minimum of 40-50
wheelchair-accessible and wheelchair-friendly rooms. In certain cases, this requirement can be
split between one or two PFH.

•

Ensure that for Paralympic Winter Games, the official PFH has a minimum of 25–30 wheelchairaccessible rooms. Of these accessible rooms, at least half should be fully accessible with roll-in
showers. The remaining accessible rooms may be wheelchair-friendly rooms.

ACM 09 -IF technical officials’ and delegates’ accommodation•

Provide facilities separate from the Olympic Village for the accommodation of all technical officials
appointed by the IFs. Technical officials cannot be accommodated in the Olympic Village.

•

Provide accommodation at a reasonable price for technical officials, as well as for delegates fromeach IF (the number may vary depending on the agreement with the IOC), who shall be present
at the competition venue at least five days prior to the start of the first event in their sport.

•

Submit the plan for accommodation for their technical officials to the IFs for approval.

ACM 10 •Ensure the availability of an IF headquarters hotel for the members of the EB, IF delegates, staff
and guests of each IF (whose sport is on the programme of the Games), which is reasonably
close to the competition venues of its sport. The category of hotel shall be chosen by the IF
concerned. This hotel could be the same as the hotel for technical officials.

ACM 11 •IF headquarters hotel

Additional officials’ accommodation

Ensure the availability of additional accommodation for NOCs which decide to house (at theirexpense) additional officials outside the Olympic Village. This accommodation shall becomparable to and in the immediate vicinity of the Olympic Village (or competition venue for the
Olympic Winter Games), in less expensive hotels or campus-style accommodation. Suchaccommodation shall be available at least 14 days before the Games until three days after the
Games.

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For the Paralympic Games, ensure the availability of accommodation for NPC additional officials
inside the Paralympic Village, subject to space availability (at their NPC’s expense) within the
allocation of their NPC delegation and for a duration matching the opening days of the Paralympic
Village.

ACM 12 •Secure the availability of all the function room spaces in the marketing partners’ accommodation
facilities during the Games. This is designed to:−−ensure that function room spaces are available to marketing partners; andpreclude any competitors of the marketing partners from using function space in contracted
hotels even when the marketing partners are not using all such function spaces.

ACM 13 •Marketing partner accommodation

Broadcasters’ accommodation

Ensure the availability of adequate accommodation for RHBs and OBS to house all accredited
staff and enable them to carry out their mission at the Games:
−

−
−
−

All hotels serving the RHBs and OBS shall be as close as possible to the IBC (maximum 30
minutes travel time using the OCOG’s media transport service) and to the main cluster ofvenues, including the Olympic Stadium (Games of the Olympiad).
Some hotels serving the RHBs and OBS shall be as close as possible to the Mountain
Broadcast Centre (Olympic Winter Games).
A small number of RHB and OBS delegates will require first-class hotel accommodation.
OBS shall receive the same treatment in regard to accommodation (price, quality andnumbers) as the RHBs according to the contract entered into between the OCOG and OBS.

ACM 14 -Media accommodation•

Provide a Media Village (or more than one, depending on the configuration of the Olympic
venues) in cases where the hotel infrastructure of the Host City does not have sufficient andadequate capacity for all accredited media.

•

If a Media Village(s) is used, it shall be of good hotel standard (three to four star, depending on
the categories that apply in the Host Country). Preference shall be given to existing, permanentaccommodation structures wherever possible, located in clusters for transport needs.

•

Ensure that all media accommodation (including the Media Village(s) if required) is available, withall necessary services, no later than 14 days before the Opening Ceremony until two days
following the Closing Ceremony of the Games.

•

Ensure the availability of adequate accommodation for all accredited members of the press inaccordance with the procedures and deadlines laid down jointly by the IOC and the OCOG.

ACM 15 •Spectator accommodation

Use best efforts, in cooperation with the Host City, to maintain control over the availability andprice of the accommodation in and around the Host City during the period of the Games and toensure that hotel and other accommodation prices charged to Olympic spectators remain
reasonable.

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Requirements related to the allocation and payment of stakeholder
accommodation
ACM 16 •Allocation planning

Assemble the final allocation plan after taking into consideration the following steps as describedin the table below:−−−−

preliminary allocation plan;
all requirements identified;needs assessment completed; andallocation advisory table considered.

Phase

Description

Allocation ofaccommodation facilities

Accommodation facilities shall first be allocated to major stakeholder groupcategories, similar to the preliminary allocation plan submitted with the Candidature
File. This final allocation plan should also include the actual (or projected)
stakeholder hotel rate for each major stakeholder group category (average rate andrate range). Supporting details of the final allocation plan should also be available.

Submission to the IOC EB

For approval before implementation.

Notification of stakeholder
groupsIssuance of allocation
contracts

ACM 17 -Once the plan is approved (and at least two years prior to the Games), allstakeholder groups shall be notified of the average rate and rate range of theaccommodation facilities assigned to their stakeholder group. Such notification
should be given directly to stakeholder groups, or via their stakeholder groupliaisons in the OCOG.
Following approval of the final allocation plan, the OCOG may begin the allocation
process by starting to issue allocation contracts (refer to the Olympic Games Guide
on Accommodation 2.2.6 Allocation contract). For some stakeholder groupcategories, OCOG areas may provide further guidance on allocations within theirstakeholder group. Contracts shall be signed before the payment schedule starts.

Paralympic Games hotel allocations•

Submit the list of proposed hotels for allocation including the average rate and rate range to the
IPC for approval.

•

Initiate the communication process to the stakeholder groups following approval of the final
allocation plan by the IPC, first through the Accommodation Guides and reservation forms thenthrough the Accommodation Allocation Agreements (AAA).

•

Ensure that all hotel rooms sold by the OCOG to the Paralympic stakeholder groups through the
OCOGs’ official Accommodation Guide are included in the official T3 destination list for transport
purposes.

ACM 18 •Rates for all room types

Define rates for all types of rooms before the contract development process starts and any
payment is requested from the stakeholders. The number of rooms for each type shall not change
after the contracts have been signed and payments have started.

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ACM 19 -Ancillary services•

Work with the hotel(s) to ensure that, during the period of the Games, all charges (such asfunction spaces, conference rooms, food and beverage) are guaranteed at reasonable, usual andcustomary rates.

•

Ensure that, during the period of the Games, the hotel(s) guarantees to offer 100 per cent of thefunction space/rooms, subject to the standard reservation/cancellation policy.

ACM 20 •Stakeholder payment schedule

The OCOG and stakeholder groups shall abide by the following accommodation payment
schedule:MonthsbeforeGames

IOC(and future
OCOGs)IFs

NOCs(except
accredited
officials)

15 months

30%

30%

30%

13 months

NOCs(accredite
d officials)

Marketingpartners

Broadcasters

30%

30%

Press

30%

11 months

30%

30%

30%

30%

30%

30%

50%

4 months

Balance

Balance

Balance

Balance

Balance

Balance

Balance

ACM 21 •Payment schedules for the Paralympic GamesFor the Paralympic Games, the OCOG and stakeholder groups shall abide by theaccommodation payment schedule below:
Months before Games

NPCs, IPC and other non-press
stakeholders

Press

12 months

Forms sent out

Forms sent out

10 months

AAAs sent out

9 months

30% payment dueAAAs sent out

6 months

30% payment due

60% payment due

3 months

Remainder due

Remainder due

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4.2.

Accreditation

Introduction
Accreditation contributes to a secure environment at the Olympic and Paralympic Games, andfacilitates the work of stakeholders and participants by providing the levels of access needed for theirvarious roles.
Olympic and Paralympic accreditation can also ease entry into the Host Country by serving as atemporary visa and work permit. All matters relating to Olympic and Paralympic identity andaccreditation cards, including accreditation categories and related privileges, as well as the terms forissuance and revocation, are at the sole discretion of the IOC and the IPC, respectively.
For the Accreditation area, key success factors include:•

strict adherence to all rules, quotas, policies and procedures as described in the relevant
accreditation annexes; and•coordination with the Host Country Authorities on related legal matters.

Close coordination and collaboration within the Organising Committee for the Olympic Games(OCOG) and with a variety of delivery partners, including the IOC, IPC and the Host Country
Authorities, are also essential for the successful delivery of this area.
The Accreditation area is closely related to and interlinked with many other areas covered by the HCC- Operational Requirements. When planning and delivering the Games, it is important to consider eacharea in the wider context of all related requirements highlighted in the cross-reference matrix on page
17 of this document.
More information on the topics covered in the following annexes and any cross-referenced documents
listed within them:•

ACR Annex 1 – Accreditation at the Olympic Games – Detailed Specifications•

ACR Annex 2 – Accreditation at the Paralympic Games – Detailed Specifications.

Operational Requirements
In order to deliver the Accreditation requirements in line with the introduction above and in accordancewith the HCC - Principles, the following shall be implemented by the OCOG within the milestones andother timelines set out in the Games Delivery Plan (GDP):
ACR 01 •Follow all rules, quotas, policies, processes and procedures related to all stakeholders which areincorporated in the ACR Annex 1 - Accreditation at the Olympic Games – Detailed Specifications.

ACR 02 •Accreditation at the Olympic Games

Accredited persons’ right to stay in the Host Country

Coordinate with the relevant Host Country Authorities to ensure that holders of the Olympic
Identity and Accreditation Card (OIAC) are allowed to enter, stay and perform their Olympic
functions in the Host Country for the duration of the Olympic Games, including a period of at least
one month before the Opening Ceremony and at least one month after the Closing Ceremony.

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ACR 03 •Follow all rules, quotas, policies, processes and procedures related to all stakeholder groups andwhich are incorporated in the IPC ACR Annex 2 - Accreditation at the Paralympic Games –Detailed Specifications.

ACR 04 •Accreditation at the Paralympic Games

Accredited persons’ right to stay in the Host Country for the Paralympic Games

Coordinate with the relevant Host Country Authorities to ensure that the application of labour laws
and regulations of the Host Country to accredited persons will not prevent or hinder the
performance of their Paralympic functions by such accredited persons in accordance with thespecific needs and requirements of such functions.

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4.3.

Arrivals and Departures

Introduction
Arrivals and departures make the first and last impression for all visiting Olympic and Paralympic
stakeholders and participants. This requires an end-to-end delivery model that considers all viable
traveller options.
For the Arrivals and Departures area, key success factors include:•

careful consideration of all relevant modes of transport, and all points of arrival and departure;•a service delivery plan that includes greetings and farewells, border clearance, transport andescort, baggage and equipment management, accreditation validation, accessibility
considerations and other ground services; and•effective communication of relevant arrivals and departures information to Olympic andParalympic stakeholders.

The successful delivery of arrival and departure services requires close coordination and collaboration
within the OCOG and with a variety of delivery partners, including the transport authorities, airlines andborder control agencies.
The Arrivals and Departures area is closely related to and interlinked with many other areas coveredby the HCC - Operational Requirements. When planning and delivering the Games, it is important toconsider each area in the wider context of all related requirements highlighted in the cross-reference
matrix on page 17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
Arrivals and Departures and any cross-referenced documents listed within it.

Operational Requirements
In order to deliver the Arrivals and Departures requirements in line with the introduction above and inaccordance with the HCC - Principles, the following shall be implemented by the OCOG within themilestones and other timelines set out in the Games Delivery Plan (GDP):
AND 01 -Defining all Port(s) of Entry (POE) and point(s) of arrival and departure•

Provide a list of official Host Country entry ports to the IOC for approval. The POE is the official
entry port(s) into the Host Country for passenger and/or freight arrivals and departures.

•

Define which entry ports(s) will be the official points of arrival and departure, as the locations
where the stakeholders enter the OCOG arrivals and departures process. Provide the official
points of arrival and departure, and the services delivered at each point, to the IOC for approval.

AND 02 •Facilitation services

Provide facilitation services according to the following principles of priorities and levels of service,described here as levels 1, 2 and 3. It should be noted that many airports use the term “Victor”
instead of level, i.e. Victor 1, Victor 2 and Victor 3.

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Level 1 (Victor 1 or V1)

The individually managed services provided to approximately 5% of Games
stakeholders. These services are generally coordinated through the International
Dignitary Programme (IDP) and Domestic Dignitary Programmes (DDP) from theProtocol Coordination Centre (PCC).

Level 2 (Victor 2 or V2):

The individualised services provided to approximately 10-15% of Games
stakeholders.

Level 3 (Victor 3 or V3):

The facilitation i offered to the remaining 80 – 85% of Games stakeholders. The
emphasis of Level 3 services is streamlined facilitation, focusing on efficiency andeffectiveness.
The IOC will provide the OCOG with a detailed list of categories of individuals
entitled to the different facilitation levels.

AND 03 •Ensure that the following key services are provided to Games stakeholders on arrival at theofficial point(s) of arrival and departure:
−
−
−
−
−
−
−
−
−
−
−

AND 04 •welcome, wayfinding signage and Look of the Games;
meet and greet;
repatriation of mobility devices or wheelchairs at aircraft’s gate;
access to language services;
validation of OIAC at accreditation validation facilities;
access to an Olympic lane at immigration;
baggage reclaim and assistance with baggage;
help desk operations;appropriate interview/press conference space(s);transport services (including luggage, baggage trolleys, support and follow-up of
mishandled/damaged baggage claims); andprovision of permanent or temporary airside passes to support delegations’ arrivals.
Departure planning

Develop a departure plan with relevant airport and airline authorities and agencies for the peak
departure days and submit this plan to the IOC for approval. The plan shall include off-airport
check-in facilities in the Olympic Village and shall ensure the most efficient departure process
possible.

AND 05 •Arrivals services

Paralympic arrivals and departure services

Provide the appropriate arrival and departure services to the accredited members of the
Paralympic family and their guests and transfer them and their baggage to/from their POE to theiraccommodation location.

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AND 06 -Service delivery plan•

Develop an arrival and departure service delivery plan detailing, for each Games stakeholder, theend-to-end service delivery model including airport facilitation, border clearance, accreditation
validation, baggage and accompanying equipment, transport, uniforming (where required) andaccommodation/Olympic Village check-in. Submit the plan to the IOC for approval.

•

Ensure that an arrivals and departure end-to-end process is provided even when the supporting
arrival and departure information is not 100 per cent accurate.

AND 07 •Ensure that an airport Operating Plan is developed that, as a minimum:
−
−
−
−
−

AND 08 •outlines how the airport will operate at Games time;
identifies policies and procedures;
explains the venue layout and the resources required to operate the venue;
defines roles and responsibilities and how the venue team will interact; andexplains how it will fit within the Games command and control structures.
Information and communication

Provide relevant information to Games stakeholders about the arrival and departure services thatwill be available to them.

AND 09 •Airport venue planning

Co-Host City’s point(s) of arrivals and departures

Ensure that each Co-Host City’s point(s) of arrival and departures (airports, railway stations, etc.)
provides the same facilitation services as the Host City for arrivals and departures.

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4.4.

Food and Beverage

Introduction
Food and beverage services are an integral aspect of the overall Games experience. In addition tomeeting the needs of the Games participants, they provide an opportunity to showcase the cultural
heritage and cuisine of the Host City and Country. The selection of a master caterer in each venue tooversee all aspects of food and beverage service delivery is strongly recommended.
For the Food and Beverage area, key success factors include:•

efficient, accessible and sanitary food and beverage services (including free drinking water at allvenues) for all stakeholder groups, with distinct requirements for certain groups and facilities;•

consideration of other food service issues that impact the Games experience, including thediversity of offerings, queue management and stakeholders’ cultural, religious and dietarysensibilities; and•strict compliance with marketing partner rights.

Close coordination and collaboration within the OCOG and with a variety of delivery partners, including
caterers and other food service providers, the IOC and IPC, are also essential for the successful
delivery of this area.
The Food and Beverage area is closely related to and interlinked with many other areas covered by
the HCC - Operational Requirements. When planning and delivering the Games, it is important toconsider each area in the wider context of all related requirements highlighted in the cross-reference
matrix on page 17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
Food and Beverage and any cross-referenced documents listed within it.

Operational Requirements
In order to deliver the Food and Beverage requirements in line with the introduction above and inaccordance with the HCC - Principles, the following shall be implemented by the OCOG within themilestones and other timelines set out in the Games Delivery Plan (GDP):FNB 01 •Provide the following food and beverage services:−−•

Service principles for stakeholder groups

24/7 free-of-charge services in the athletes’ dining hall in the Olympic and Paralympic
Villages, respecting athletes’ and team officials’ dietary needs, and cultural and religious
sensibilities. The services should be provided for the whole period that the Olympic andParalympic Villages are open;
24/7 user-pay services in the International Broadcast Centre (IBC) and the Main Press
Centre (MPC) for the media, respecting cultural and religious sensibilities.

For all other venues, submit to the IOC for approval a plan detailing the provision of food andbeverage services to all stakeholders groups, including spectators.

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FNB 02 •Food and beverage service menus

Present food and beverage service menus (and pricing when relevant) for all stakeholders in allvenues to the IOC for review.

FNB 03 -Compliance with Olympic marketing rights in food and beverage spaces•

Consult with the IOC to ensure that the provision of food and beverage services is fully compliant
with the rights of the IOC Marketing Partners.

•

Submit a food and beverage plan to the IOC for review, with details related to proposed branding
and equipment for the food and beverage facilities at different Key Olympic Venues as well as thedelivery of rights to Olympic Marketing Partners.

FNB 04 •Free access to drinking water

For health and safety reasons, ensure that free access to drinking water is available to allindividuals within the venue perimeter of any venues. Present proposed solutions to the IOC for
approval.

FNB 05 -Food and beverage services at the Paralympic Games•

Include the Paralympic Games food and beverage services scope and service level requirementsin the OCOG’s planning and negotiation strategies with marketing partners and suppliers.

•

Ensure that Paralympic Games dining areas and lounges are fully accessible, including
circulation and serving areas.

FNB 06 -Health and safety•

Ensure that all health and safety regulations and requirements concerning food and beverage are
met in all venues and other locations where food and/or beverage is provided.

•

Upon request, provide to the IOC and IPC all information needed to verify that such obligation is
fulfilled.

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4.5.

Language Services

Introduction
Language services make a significant contribution to the special spirit of unity in diversity at the
Olympic and Paralympic Games. These services are particularly important for athletes, the media, theIOC, NOCs/NPCs, IFs, the Court of Arbitration for Sport (CAS), and the World Anti-Doping Agency(WADA), as well as for people engaged in medical services, doping control, security, sport production
and venue protocol.
Language services for the Olympic and Paralympic Games include simultaneous and consecutive
interpretation (the spoken word) and translation (the written word) by professionals, as well as
conversation facilitation by highly-skilled and well-trained language volunteers. Volunteers can ensurecommunication in a range of languages, including those not officially covered by the professionals,
and assist in various situations in a cost-effective manner.
For the Language Services area, key success factors include:•

appropriate and effective communication between athletes, accredited media, Olympic family
members, OCOG staff and other stakeholder groups; and•timely and efficient translation of relevant texts based on a policy approved by the IOC and the
IPC for their respective Games.

Close coordination and collaboration within the OCOG and with a variety of delivery partners, including
the previously mentioned areas, service providers, and the IOC and IPC, are also essential for the
successful delivery of this area.
The Language Services area is closely related to and interlinked with many other areas covered by the
HCC - Operational Requirements. When planning and delivering the Games, it is important to consider
each area in the wider context of all related requirements highlighted in the cross-reference matrix on
page 17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
Language Services and any cross-referenced documents listed within it.

Operational Requirements
In order to deliver the Language Services requirements in line with the introduction above and inaccordance with the HCC - Principles, the following shall be implemented by the OCOG within themilestones and other timelines set out in the Games Delivery Plan (GDP):LAN 01 -Overview of language services•

Plan and deliver comprehensive language services, including translation and professional
interpretation, to Functional Areas (FA) within the OCOG to facilitate communication between
athletes, accredited media, Olympic family members, OCOG staff and other stakeholders.

•Submit the OCOG’s translation policy for the Olympic Games to the IOC for approval, and submit
the OCOG’s translation policy for the Paralympic Games to the IPC for approval.

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4.6.

Medical Services

Introduction
Medical services protect the health and safety of all Games participants, and thereby contribute toensuring the integrity of the competition. The Medical Services area has two extremely important roles:
providing medical care and health services for athletes, the Olympic and Paralympic families, themedia, marketing partners, guests and spectators — both inside and outside Games venues; andmanaging the doping control programme.
For this area, key success factors include:•

a well-defined scope of medical and health services for all stakeholder groups, including disasterplanning and emergency medical response plans for all venues;•

a high-quality Olympic Village Polyclinic and other services to help ensure that athletes candeliver their optimum performance; and•an effective doping control programme.

Close coordination and collaboration within the OCOG and with a variety of delivery partners, including
the public health authorities, hospital administrators, emergency medical response providers and other
health care professionals in the Host City and Country, are also essential for the successful delivery ofthis area.
The Medical Services area is closely related to and interlinked with many other areas covered by the
HCC - Operational Requirements. When planning and delivering the Games, it is important to consider
each area in the wider context of all related requirements highlighted in the cross-reference matrix on
page 17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
Medical Services, the following annex and any cross-referenced documents listed within them:•

MED Annex 1 – Specifications on Office Space for the IOC Medical and Scientific Commission.

Operational Requirements
In order to deliver the Medical Services requirements in line with the introduction above and inaccordance with the HCC - Principles, the following shall be implemented by the OCOG within themilestones and other timelines set out in the Games Delivery Plan (GDP):

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Requirements related to healthcare
MED 01 •Scope of medical coverage

Submit a medical services plan to the IOC for approval that specifies:
−
−

−
−

how medical care will be provided to all accredited persons;an emergency medical response to injuries and illness that may happen to anyone (bothaccredited and non-accredited) at any of the Olympic competition and non-competition
venues during official Test Events and from the opening to the closing of the Olympic Village;
the provision of primary (pre-hospital) care for national workforce and contractors; andany proposed exception to the principle that all medical services including hospital treatment
should be provided free-of-charge to all other accredited persons.

•

Ensure the implementation of all necessary and appropriate medical and health service measures
including repatriation, in coordination with the Host City and the Host NOC, and in accordancewith the IOC’s instructions.

•

Ensure that, from the opening to the closing of the Olympic Village, medical services, including
repatriation, are provided in the Host Country to the following accredited persons: athletes, team
officials and other NOC team personnel, technical officials, the media, marketing partners andrepresentatives of the IOC, IFs, OCOG workforce and other persons at the Games as designatedby the IOC.

•

Submit the extent and level of services that should at least include any treatment that cannot
reasonably be delayed until the accredited person returns to their own country, including chronic,
pre-existing conditions, to the IOC for approval. The provisions that apply to the Paralympic
Games shall be subject to the prior approval of the IPC.

•

Provide a description of the legal framework applicable in the Host Country relating to consent for
medical treatment, including for minors, to the IOC.

MED 02 -Medical services at the Paralympic Games•

Ensure that, as a principle, the level of medical services provided for the Paralympic Games is
equivalent to the level provided for the Olympic Games, scaled to the needs of the Paralympic
Games. A sufficient number of workforce shall have appropriate knowledge and/or expertise inrehabilitation and/or disability injury.

•

Support the IPC injury and illness survey by facilitating IPC access to athlete medical encounter
forms and detailed medical follow-up investigations as required.

•

Ensure access by the IPC to all medical encounter forms after the conclusion of the Paralympic
Games.

MED 03 •Integration of medical services

Ensure that the Medical Services team integrates the planning of medical services with nationaland city public health services through on-going communication and agreements with the relevantpublic agencies, to assure the effective delivery of services from the Host City and Host Country
Authorities.

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MED 04 •Pre-Games medical services planning

Ensure that the level of medical services for the community is not compromised during Games
time. Any capacity issues shall be addressed during the Planning Phase to ensure optimal use ofcommunity-based health resources and appropriate level of care for the community and Olympicrelated patient populations.

MED 05 -Emergency medical services•

Submit a detailed protocol describing the movement of sick and injured patients by either land or
air ambulance to the IOC for approval.

•

Ensure that on-site, suitably equipped and manned land ambulances are available at allcompetition venues, the Polyclinic, Olympic Family Hotel (OFH), Opening Ceremony of the IOC
Session and other sites, as determined by medical needs during periods of operation. In addition,
IFs may issue specific air or land ambulance requirements. Transport routes, weather conditions
and security considerations should be reviewed in developing such medical transport plans.

MED 06 •Establish a multi-disciplinary Polyclinic in the Olympic Village to provide comprehensive care forathletes and officials. The Polyclinic shall also provide suitable space for the IOC Medical andScientific Commission offices and meeting rooms. It shall be staffed with doctors, nurses,
pharmacists, dentists, physiotherapists, optometrists and specialists to provide:−−
MED 07 •Designation of official Games hospitals

Venue medical services

Ensure that the Medical Services teams have appropriate access privileges to enable them toprovide medical care in any location in the venues.

MED 09 •primary care, sports medicine, speciality medical services, pharmacy services, physicaltherapies including massage, radiology (imaging with on-site ultrasound, X-ray, Magnetic
Resonance Imaging [MRI] and Computed Tomography [CT] and other modalities if required)and optometry for 16 hours per day; andemergency medical services 24 hours per day.

Ensure that appropriately staffed and equipped hospitals are designated as official Olympic
hospitals in which emergency medical and surgical services will be provided to all accredited
persons during the defined Games operational period. The OCOG shall sign an agreement withall official Olympic hospitals to ensure availability of these services for all medical conditions or
medical issues that cannot reasonably be delayed until after the accredited person returns home.
All agreements with official Olympic hospitals shall be submitted to the IOC for approval before
signature.

MED 08 •Olympic Village Polyclinic

Purchasing and provision of equipment or services

Consult the IOC regarding the choice of provider before purchasing any equipment or services.
Equipment or services falling within the product category of an Olympic Marketing Partner shallbe procured (purchased or rented) from the Olympic Marketing Partners, who are actively
involved in the delivery of the Games, in accordance with contractual agreements.

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MED 10 •Provide each NOC with medical space for the team doctors and other health professionals todeliver general and sports medicine services to their delegation. Basic furnishings shall be
provided in this space.

MED 11 •NOC medical space

Periods of operation of medical services

Submit the days and hours of medical services for athletes, spectators, workforce and media,
wherever they are delivered, to the IOC for approval.

MED 12 -Right to practice for international health professionals•

Ensure, if necessary by coordinating with the relevant Host Country Authorities, that healthprofessionals who travel with NOCs are legally allowed to care for their respective delegations,order medical tests and prescribe through the Olympic Village Polyclinic. If registration is needed,
there shall be a simple process, with no fee for the doctors or NOCs. IFs doctors and doctors
treating other accredited groups, such as media and TOP Partners, should also be registered if
required. The registration process shall be submitted to the IOC for approval.

•

Define the conditions of care of athletes on the Field of Play (FOP) in accordance with IF rules
and any applicable legal requirements associated with the first response to an injured athlete.

MED 13 •Provide to the IOC for approval a clinical governance system to ensure the delivery of good
medical care, by all medical practitioners in accordance with the Olympic Movement Medical
Code. All medical practitioners shall be covered by malpractice insurance.

MED 14 •Electronic Medical Records (EMR) and medical reporting

Implement a computerised EMR system that provides a secure, comprehensive, longitudinal
medical record enabling paperless medical practice (including imaging and prescribing) and that
includes the following parameters:
−
−
−
−

•

Clinical governance system and malpractice insurance

provides interrogatable public health surveillance during Games time;delivers a daily report of medical care provided to all stakeholders from the opening to theclosing of the Olympic Village and a summary report post Games;
produces daily reports for injury and illness surveillance of athletes to the IOC; andlinks to the accreditation system for the incorporation of demographic information.

There shall be provision for the safe storage of all medical records after the Games. In compliancewith national regulations, with provision for appropriate access by patients, clinicians andresearchers. A summary of all records and results shall be produced in English, for each patient, if
requested.

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Requirements related to Doping Control
MED 15 -World Anti-Doping Code compliance•

Ensure that relevant Host Country Authorities (including the National Anti-Doping Organisation)
guarantee the application of, and their compliance with, the World Anti-Doping Code and the IOC
Anti-Doping Rules during the Games in particular with regards to investigations and intelligencegathering activities.

•

Ensure that these Host Country Authorities provide their full cooperation and support for the
implementation of the IOC Anti-Doping Rules. Such cooperation and support shall, in particular,
relate to investigations and procedures regarding athletes, athletes’ support personnel or any
other person(s) involved in trafficking, or assisting in any way in relation to the use of, prohibited
substances or prohibited methods.

MED 16 -Doping control programme•

Implement and deliver a doping control programme, under the authority of the IOC/IPC, in
accordance with instructions received from the IOC/IPC and the provisions of the World AntiDoping Code, its international standards and the IOC Anti-Doping Rules/IPC Anti-Doping Codethat will be applied by the IOC/IPC at Games time.

•

In particular, develop and provide sample collection procedures in strict accordance with theWorld Anti-Doping Code, the IOC Anti-Doping Rules, the IPC Anti-Doping Code and, in particular,
the international standards for testing and investigations.

•

Provide doping control stations in accordance with the criteria set out in the IOC Anti-Doping
Rules and World Anti-Doping Code, and in particular, with the criteria set out in the international
standards for testing and investigations.

•

For the doping control programme of the Paralympic Games, ensure that all sample collection
facilities meet IPC accessibility requirements and maintain the levels of service delivered during
the Olympic Games. The OCOG shall liaise with the IPC to implement pre-Games training ofdedicated workforce and volunteers on the modifications required for athletes with an impairment.

•

Ensure that all OCOG activities related to the above-mentioned anti-doping programmes respectapplicable laws and regulations (including, in particular, data protection laws and others laws
related to the protection of athletes personal rights) as well as any additional security or privacy
standard or guidelines established for this purpose by the World Anti-Doping Organisation and/or
the IOC and•Provide all information necessary to the IOC (respectively the IPC) to verify that the requirementsof this provision have been fulfilled.

MED 17 •Ensure that all samples collected at the Olympic Games are analysed by a WADA-accredited
laboratory that is situated in (or in close proximity to) the Host City.

MED 18 •WADA-accredited laboratory

Laboratory capacity, location and security

Ensure that the laboratory accredited by WADA has sufficient capacity to analyse up to 400
samples per day and report negative results within 24 hours and adverse analytical findings
within the time required by the IOC (48 hours for standard analysis). The OCOG shall submit

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Requirements related to the IOC Medical and Scientific Commission
MED 19 •Resources for the IOC Medical and Scientific Commission

Ensure that the IOC Medical and Scientific Commission has adequate resources (e.g. workforce,technology) and an operational base at Games time. Transport on site and support for meetings
shall be provided to the working members of the IOC Medical and Scientific Commission as
indicated in the MED Annex 1 - Specifications on Office Space for the IOC Medical and ScientificCommission.

Paralympic-specific requirement
MED 20 •Facilitation of research projects

Provide access and adequate services to facilitate the organisation of research projects during
the Paralympic Games, as approved by the IPC.

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4.7.

Technology

Introduction
Technology enables proper operations and information-sharing services in all Olympic and Paralympic
venues, contributing to the enjoyment and understanding of the Games by a vast global audience.
Every facet of Games delivery depends on the efficient operation of world-class technology.
Technology also supports internal OCOG operations, such as hardware provision, corporate systems
development and appropriate support.
For the Technology area, key success factors include:•

the development and deployment of reliable technology solutions – including telecommunications,internet and wireless infrastructure, Audio-visuals (AV), spectrum and Radio Frequency (RF)
accessibility – to support all aspects of the Games;•

consideration of requirements for technology suppliers and partners, the Olympic and Paralympic
Results and Information Services (ORIS and PRIS respectively) and the Olympic Data Feed
(ODF); and•respect for the rights of marketing partners.

Close coordination and collaboration within the OCOG, including the Venues, Energy, Press
Operations, Broadcast Integration and Accreditation areas, with a variety of delivery partners, as wellas Host City and Country Authorities and network operators through a Joint Operators Olympic Group(JOOG), are also essential for the successful delivery of this area.
The Technology area is closely related to and interlinked with many other areas covered by the HCC Operational Requirements. When planning and delivering the Games, it is important to consider eacharea in the wider context of all related requirements highlighted in the cross-reference matrix on page
17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
Technology and any cross-referenced documents listed within it.

Operational Requirements
In order to deliver Technology requirements in line with the introduction above and in accordance with
the HCC - Principles, the following shall be implemented by the OCOG within the milestones and othertimelines set out in the Games Delivery Plan (GDP):TEC 01 •Ensure that any proposed technology solution is presented to the IOC for review prior to theproject initiation.

TEC 02 •Review of Technology solutions

Telecommunications

Through coordination with the Host City and appropriate Host Country Authorities, secure thecooperation of all local mobile network operators with the objective of enhancing coverage andcapacity of public mobile/cellular networks within and around the sites and venues to be used for
the Olympic Games and the Paralympic Games. To facilitate this process, the OCOG shall
facilitate the formation of a Joint Operators Olympic Group (JOOG) with the participation of all
local operators.

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TEC 03 •Internet infrastructure

Ensure both a logical and physical resilient supply of Games internet services, via directconnection to two or more geographically diverse global internet exchange points andgeographically independent routes from the exchange point(s) to each venue/site.

TEC 04 -Telecommunications infrastructure•

Establish a Telecommunications Equipment Room(s) (TER) to service each venue, as a
dedicated space for the installation of core telecommunications equipment.

•

Through the Venue Use Agreements (VUA) or other mechanisms, ensure sufficient accessconditions to allow the telecommunications supplier(s), Information Technology (IT) integrator andnetwork equipment supplier to continue infrastructure/equipment implementation and testing forthe period between any Test Event at that venue and the completion of the Olympic Games andParalympic Games.

TEC 05 -Spectrum-radio frequencies•

Secure all wireless spectrum and radio frequencies necessary for the operations of the Olympic
Games and Paralympic Games (including Test Events and operational readiness exercises),through the provision of frequencies for public mobile/cellular networks, private radio networks
and other wireless networks including Wi-Fi, as appropriate.

•

Ensure the effective delivery of the commitments made during the Candidature Phase by relevant
Host Country Authorities and any other relevant entities to allocate, manage and control thenecessary frequencies for Olympic and Paralympic Games, Test Events and operational
readiness exercises.

•

Ensure that the allocation, management and use of frequencies is provided free-of-charge during
the Test Events, the Olympic and Paralympic Games (including one month before the Olympic
Games and one week after the Paralympic Games) to the following stakeholders:−−−−

TEC 06 •athletes;
IOC;
OCOGs
NOCs;

−
−
−
−

IFs;
broadcasters;press; andmarketing partners.

Deployment of the telecommunications solutions

Ensure that the telecommunications solutions to be deployed are defined and approved no later
than two years before the Olympic Games.

TEC 07 -Olympic Results and Information Services (ORIS) and Olympic Data Feed (ODF)•

Provide results and information services in accordance with the standards set out in the ORIS
and ODF requirements. The ORIS and ODF requirements shall be updated by the IOC to include
the new requirements of the Olympic Games, IFs, other stakeholders of the Olympic family andtechnology development. The OCOG shall contribute to costs of updating the ORIS requirements
documents in accordance with the cost-sharing principles established by the IOC.

•

Make the information defined in ORIS available for transmission in ODF format:−

to the IOC, IOC Controlled Entities, international news agencies recognised by the IOC,

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Ensure that any terms and conditions determined by the IOC (e.g. service fee which may becharged by the OCOG to certain categories of recipients) are respected in the provision of ORIS.

TEC 08 •Respect of Olympic Marketing Partners’ rights

Ensure that all Games-related technology solutions respect the rights of Olympic Marketing
Partners.

TEC 09 •accredited media, IFs, the NOCs and other persons and entities designated by the IOC; andto the Rights-Holding Broadcasters through OBS.

Suppliers and providers Transfer of Knowledge (TOK)

Ensure that all agreements concluded by the OCOG with its technology suppliers contain therequirement for the provider to adhere to the following requirements:−−−

regularly update the IOC and relevant third parties designated by the IOC regarding the
progress of the provision of services and/or products;
provide the OCOG and the IOC with a written report describing in detail the services and/or
products actually delivered during the preparation and the staging of the Games; andon request by the OCOG or the IOC, prepare and participate, at the supplier’s cost, in
meetings, workshops, debriefings and/or other related activities concerning the TOK tobenefit future OCOGs.

Additional technology requirements for the Paralympic GamesTEC 10 •Global Paralympic technology plan

Plan for and implement all the required technology for the organisation and staging of the
Paralympic Games and produce a global Technology Strategic Plan that identifies the following:
−
−
−
−
−
−

−

the scope of technology operations and services to be provided for the Paralympic Games;
the dedicated staffing and resources for the Paralympic Games;
the internal and external technology operations and integration (cross-functional and interorganisational collaboration);
the efficiency and transition planning - use of Olympic technology providers andinfrastructure;
the Paralympic systems’ user acceptance strategy for the Games Management System(GMS) and PRIS;
the promotion strategy of unique Paralympic opportunities and the 60-day event philosophy
to ensure end-to-end technology planning and implementation from the beginning of the
Olympic Games through to the end of the Paralympic Games; andthe Paralympic Games Management System requirements, with the aim of using a single
Olympic and Paralympic Games Management System where possible.

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TEC 11 •Provide all telecommunications equipment and services for supporting and delivering theParalympic Games’ operational and service level requirements. Wherever possible, the Olympic
Games service providers shall provide the necessary services for the Paralympic Games,
including:
−
−
−
−
−
−

TEC 12 •Telecommunications and Audio-visuals (AV) at the Paralympic Games

telephone lines, cabling and internet access services;
video boards;
public address systems;
telephone services;mobile phones; andCATV.
Paralympic Results and Information Services (PRIS)

Implement the requirements of the PRIS books for each sport/discipline, including operational
processes for each Paralympic sport, printed results reports, their distribution output matrix andscoreboard output specifications. The OCOG shall execute the PRIS in close cooperation with
the IPC and in cooperation with the IOC, the relevant IFs, media and technology sponsors/partners. The OCOG’s contribution to the costs shall be defined in agreement with the IPC.

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4.8.

Transport

Introduction
All Olympic and Paralympic stakeholders count on safe, efficient, reliable and on-time transport
services during the Games. The Transport area should consider all stakeholder needs, including thoseof the Host City residents, to align Games transport planning with existing Host City operations. A wellexecuted transport programme meets the needs of all Games stakeholders and contributes to a
positive Games legacy by improving transport systems and encouraging the use of public transport in
the Host City.
The Transport area requires communication and collaboration across nine themes, with each focusedon a specific deliverable: transport infrastructure and facilities, stakeholder services delivery planning,
venue transport, fleet operations, bus operations, public transport, traffic management, transport
information, and transport policy and planning.
For this area, key success factors include:•

reliance on established transport plans and Service Level Agreements (SLA), transport maps,
and Vehicle Access and/or Parking Permit Schemes (VAPPS) for venues and parking areas; and•consideration of distinct requirements for specific stakeholder groups, including athletes, themedia and the IF.

Close coordination and collaboration within the OCOG and with a variety of delivery partners, includingtransport authorities from the Host City, fleet operators and transport facility operators, are alsoessential for the successful delivery of this area.
The Transport area is closely related to and interlinked with many other areas covered by the HCC Operational Requirements. When planning and delivering the Games, it is important to consider eacharea in the wider context of all related requirements highlighted in the cross-reference matrix on page
17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
Transport and any cross-referenced documents listed within it.

Operational Requirements
In order to deliver the Transport requirements in line with the introduction above and in accordancewith the HCC - Principles, the following shall be implemented by the OCOG within the milestones andother timelines set out in the Games Delivery Plan (GDP):

Requirements related to transport infrastructure, facilities and monitoring
TRA 01 •Monitoring transport plans

Establish a monitoring mechanism to ensure all transport plans are being developed
appropriately, including infrastructure and operations. This requires the OCOG to agree amonitoring, communication and reporting approach with the stakeholders responsible for deliveryof particular elements (e.g. infrastructure providers, operations/service providers, security
authorities).

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TRA 02 -Monitoring transport infrastructure and facilities•

Ensure that formal, systematic and consistent scheduling and monitoring processes and systems
are in place and used for the construction of all Games-related transport infrastructure andfacilities works, whether developed by the OCOG, public transport agencies or other providers.

•

Include all the required Games-related transport infrastructure, facilities and areas (bothpermanent and temporary) in the construction scheduling and monitoring process and systems.

•

Provide the IOC with regular reports and updates on the progress of transport infrastructure andfacilities construction works, by project.

TRA 03 •Host City construction works

Coordinate with the Host City to ensure that, for the smooth running of the operations and forsafety reasons, any construction works in the Olympic region that may impact on Olympic routes
or services (with the exception of emergency works) are not planned for the period of the Olympic
Games and Paralympic Games.

Requirements related to transport services for stakeholders
TRA 04 •Submit the following elements to the IOC for approval:
−
−
−

•

Plans and Service Level Agreements (SLA)

Olympic transport plan;
Transport Operating Plan; andGames transport stakeholders’ Service Level Agreements (Principle Service Level
Agreement [PSLA] and Detailed Service Level Agreement [DSLA]) for the following groups,
giving full consideration to the needs of athletes’ and officials’:oIFs;oMedia;oNOCs;o
Olympic family;oSpectators;o
TOP Partners and OCOG Marketing Partners; andoWorkforce.

Submit the equivalent SLAs for Paralympic Games stakeholders (i.e. NPCs, Paralympic family,etc.) to the IPC for approval.

TRA 05 -Venue transport plan•

Develop venue transport plans for all competition and non-competition venues, including parking
and Vehicle Access and/or Parking Permits (VAPP), and provide them to the IOC for review prior
to the plans being finalised.

•

Deliver venue transport maps for IOC review as part of the Olympic transport plan, the Functional
Area Operating Plan (FAOP) and the Venue Operating Plans (VOP).

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TRA 06 •Transport provisions and priorities

Provide the following transport services to all accredited persons, in accordance with the codesand provisions set out in the ACR Annex 1 - Accreditation at the Olympic Games – Detailed
Specifications, with appropriate flexibility where relevant:Transport
code

Description

Transport provisions

T1

Allocated vehicle and driver

Allocated vehicle and driverGames stakeholder transport system
Public transport systems

T2

Allocated vehicles and drivers

Allocated vehicles and drivers
Games stakeholder transport system
Public transport systems

T3

Games stakeholder transportsystemGames stakeholder transport system
Public transport systems

TA

Athletes/NOC transport system

Athletes/NOC transport system
Public transport systems

TF

Technical officials/IF transportsystemTechnical officials/IF transport system
Public transport systems

TM

Media transport system

Media transport system
Public transport systems

TP

Public transport systems

Public transport systems

TRA 07 •Paralympic Games transport categories

Provide the services highlighted in the following table that summarises the transport provisions
relating to the current IPC accreditation transport codes, as explained in the ACR Annex 2 Accreditation at the Paralympic Games – Detailed Specifications, with appropriate flexibility
where relevant:Transport
Code

Description

Transport Privileges

T1

Allocated vehicle and driver

Allocated vehicle and driverGames stakeholder transport system
Public transport systems

T2

Allocated vehicles and drivers

Allocated vehicles and drivers
Games stakeholder transport system
Public transport systems

T3

Games stakeholder transportsystemGames stakeholder transport system; accessible vehicle
provision: 1 accessible vehicle for every 3 accredited users
requiring an accessible vehicle.
Public transport systems

TA

Athletes/NPC transport system

Athletes/NPC transport system
Public transport systems

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Transport
Code

Description

Transport Privileges

TF

Games officials/IF system

Games officials/IF transport system
Public transport systems

TM

Media transport system

Transport system for media
Public transport systems

TP

Public transport systems

Public transport systems

TRA 08 •Dignitary transport

Submit to the IOC the plan for dignitaries’ movement including Sovereigns, Heads of State (HOS)and Heads of Government (HOG).

TRA 09 -Public transport•

Coordinate with the Host City to allow free access to public transport systems to holders of
Olympic and Paralympic accreditation cards where required to fulfil their operational duties.

•

The scope of free access to public transport systems for the Olympic Games is to be agreed with
the IOC.

•The scope of the free public transport systems for the transition and Paralympic Games period is
to be agreed with the IPC.

TRA 10 •Provide and arrange transfers between the Host City and other Olympic Co-Host Cities, andbetween Co-Host Cities, for athletes, team officials, NOCs, IFs (whose sport is being hosted in a
Co-Host City), IOC members, IOC Athletes’ Commission and the IOC administration. Suchtransfers shall be based on operational needs of the relevant stakeholders.

TRA 11 •Ceremonies services

Plan and deliver transport services for the Opening and Closing Ceremonies to all stakeholder
groups and submit this plan to the IOC for approval. Submit a similar plan to the IPC for approval
for the Paralympic Games.

TRA 12 •Other Olympic cities

Road event vehicles

Provide specialist vehicles and/or motorbikes to the OCOG’s Sport team, IFs, OBS crews andphotographers involved in road cycling, marathon and race walking. Transport will need to workwith Sport and Broadcast to identify the specific vehicle requirements for the road events.

Requirements related to transport services for NOCs, athletes’ and team
officials’
TRA 13 •Athletes’ and team officials’ transport system

Ensure that the athlete Transport System (TA) provides transport services for athletes, team

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officials and their accompanying baggage and sports equipment, from the opening date to theclosing date of the Olympic Village. These services shall run to and from the Olympic Village tocover:−−−−−•

Operate these services for the period of training and competition, ceasing on completion of thecompetition of each sport.

TRA 14 •training and competition services;arrival and departure services;
Opening and Closing Ceremonies;
Olympic Village-related services; andspectating athlete services.

Paralympic Games athlete and team official transport system

Provide transport services for Paralympic athletes and NPC team officials that are similar toservices provided to Olympic athletes and NPC team officials, while scaled to the needs of the
Paralympic Games, including transfer of special sport equipment among POE, Paralympic Village
and training and competition venues as required.

TRA 15 -Team sport vehicles•

Allocate every team participating in team sports a vehicle with one or several drivers per team tooperate on a pre-agreed schedule for their exclusive use to and from training and competition.

•

Ensure that the vehicle that transports a team to training/competition, stays during the training/
competition for the return journey to assure services, in the event that the session finishes earlier
or later than initially planned.

•

During the Paralympic Games, ensure that a sufficient number of fully accessible vehicles areallocated to the wheelchair team sports.

TRA 16 -Arrival and departure transfers•

Transfer NOCs and their accompanying baggage and sports equipment from/to the official pointof arrivals and departures to/from their official OCOG accommodation location (Olympic Villagesor additional housing).

•

Ensure that arrival and departure transport services operate from the opening date to the closing
date of the Olympic Village.

•

Ensure that transport services are also available for Chefs de Mission and accompanying
delegates arriving during the pre-opening period for the Delegation Registration Meeting (DRM).

•

Transfer NOC Presidents and Secretaries-General and their accompanying baggage from/to theirpoint of arrival/departure to/from their official accommodation location.

TRA 17 •Victory Ceremony transport for medallists

When required, arrange dedicated vehicles and drivers for Olympic and Paralympic medallists fortransfer to and from the Victory Ceremony. The vehicles allocated to this service at theParalympic Games shall include a number of accessible vehicles.

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TRA 18 •NOC dedicated vehicles

Allocate each NOC a number of dedicated vehicles based on total team size (refer to Rule 38 of
the Olympic Charter) and respect the following parameters:−−−

The NOC dedicated vehicle allocation formula below includes the vehicle allocations for theuse of the Chef de Mission and Deputy Chef de Mission.
The split of passenger cars and minivans is to be agreed with the IOC.
The allocation of drivers, if proposed by the OCOG in addition to NOC assistants who candrive the vehicles, is to be agreed with the IOC.
Games of the Olympiad
NOC delegation size

Total NOC dedicated vehicles(passenger cars and/or minivans)

1-10

1

11-50

2

51-1003

101 – 2004

201 – 3005

301 – 4006

401 – 500

7

501 +

8
Olympic Winter GamesTRA 19 -NOC delegation size

Total NOC dedicated vehicles(passenger cars and/or minivans)

5 or fewer1

6 – 202

21 – 403

41 – 605

61 – 806

81 – 1008

101 – 1409

141 – 160

10

161 +

11

NPC vehicle allocation formula•

Ensure that, if needed, accessible vehicles with space for two or more wheelchairs are madeavailable to NPC delegations as part of their vehicle allocation. Provision of these vehicles should
be scoped during the vehicle procurement phase.

•

The maximum number of accessible vehicles available to NPCs is shown in the table below:

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Paralympic Games (Summer)
NPC delegation
size

Total number of NPC dedicated vehicles(passenger cars, minivans and accessible
vehicles)Maximum number of accessible vehicles
allowed in total allocation1 – 10

1

1

11 – 502

1

51 – 1003

1

101 – 20042

201 – 30052

301 – 400

6

3

401+

7

3

Paralympic Winter Games•NPC delegation
size

Total number of NPC dedicated vehicles(passenger cars, minivans and accessible
vehicles)Maximum number of accessible vehicles
allowed in total allocation

5 or fewer1

1

6 – 202

1

21 – 403

1

41 – 605

1

61 – 8061

81 – 10082

101 - 140

9

2

141 +

10

3

The split of passenger cars and minivans shall be agreed with the IPC. The number of accessible
vehicles allocated to an NPC shall be agreed with the respective NPC.

TRA 20 -NOC/NPC equipment vehicles•

Ensure that an additional equipment van is allocated to NOCs/NPCs with participating athletes in
sports having a considerable amount of equipment, as agreed with the IOC or IPC (one perparticipating team). The equipment vehicles for these sports are in addition to the NOC/NPC
team sport vehicles.

•

For cycling equipment, choose between the following services:−−−

operate special vehicles for equipment transfer;provide additional vehicles with cycle/roof racks to the cycling teams to self-manage; andprovide a permit to NOCs/NPCs that may bring their own specialist vehicles to moveequipment between the Olympic Village and the competition and training venues.

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TRA 21 •Submit vehicle use policies to the IOC for approval.

TRA 22 •Car pool of accessible vehicles

Make available, on a bookable basis and in addition to the NPC dedicated vehicles, a pool ofaccessible vehicles to support any additional or ad hoc events that NPCs may be required toattend. The number of vehicles contained within this pool shall be agreed with the IPC as thisnumber may vary from one Paralympic Games edition to the next.

TRA 23 •Vehicle use policies

Parking and VAPPs

Develop the control mechanism for enforcing vehicle access to venues and defined parking
areas, known as the Vehicle Access and/or Parking Permit Scheme (VAPPS).

TRA 24 -NPC allocated vehicle VAPPs•

Provide each NPC dedicated vehicle with VAPPs for all competition and training venues and theParalympic Village. For the Paralympic Winter Games, access to wax cabins shall be included if
the wax cabins are located outside any venue perimeters.

•

Provide VAPPs for team sport and equipment vehicles for their specific sport training andcompetition venue(s) and the relevant Paralympic Village parking areas and transport mall.

TRA 25 •Rate card vehicles and VAPPs

Assist NOCs and NPCs in the hiring of cars and, on request, provide them with a reasonable
number of parking permits for those cars for the secure car parks, non-secure car parks or dropoff points (both for a reasonable fee and at the expense of the NOCs and NPCs) and based on
the space availability at those specific venues.

Requirements related to transport services for IFs
TRA 26 •Develop an IF Transport System (TF) to provide transport services for the Games period forInternational Technical Officials (ITOs), National Technical Officials (NTOs), judges, jury
members, IF staff and their accompanying baggage and sports equipment, with services toinclude:−−−•competition, training and official meetings services (weigh-in, services to uniform centre);
arrival and departure services; andOpening and Closing Ceremonies.

Provide additional IF transport services for arrivals and departures and Opening and Closing
Ceremonies for IF Presidents, IF Secretaries-General, IF delegates and IF Executive Board
members. Similar systems shall be developed and scaled to the needs of the Paralympic Games,
including for the needs of classifiers prior to competition.

TRA 27 •IF Transport System

IF allocated vehicles

For both the Olympic and Paralympic Games, allocate each IF whose sport is included on the
programme of the respective Games one larger passenger vehicle and driver per sport/discipline.

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In addition, allocate each IF whose sport/discipline is included on the programme of the Olympic
and Paralympic Games, one passenger vehicle and drivers per sport/discipline, on a case-bycase basis.

•

Provide the appropriate VAPPs to meet the operational requirements of the IF allocated vehicles
and their accredited equipment technicians.

Requirements related to transport services for the media
TRA 28 •Develop a Media Transport System (TM) that includes the following services:
−
−
−
−
−
−
−

•

Media Transport System

accommodation – International Broadcast Centre (IBC)/Main Press Centre (MPC) services;competition venue services;training venues (if applicable);
IBC/MPC – Olympic Village services;
IBC/MPC – Executive Board and IOC Session;
arrivals and departures services; andOpening and Closing Ceremonies services.

The TM shall be based on a hub and spoke design, with the central point being the IBC/MPC as
the main hub(s).

TRA 29 •Provide transport services to OBS for its operational needs, as well as a number of vehicles to beagreed between the OCOG and OBS, in accordance with the BRS Annex 1 - Operational
Specifications for Broadcasting Services and Facilities.

TRA 30 •OBS transport services

Accommodation and IBC/MPC transport service

Provide services according to the following table:

Service typeService period

Service hours

Accommodation –IBC/MPC

Starts 14 days before Opening
Ceremony.
Ceases 3 days after Closing Ceremony

IBC/MPC – Olympic
VillageStarts 14 days before Opening
Ceremony, or the day of the Olympic
Village opening
Ceases the day after the Closing
Ceremony
Operates for the period of the Executive
Board and IOC Session

24 hours, with variations in frequency.
Reduced frequency when lower
stakeholder demand expected, overnight,
during non- competition days and during
daytime hours (media expected to travelto/from IBC/MPC at beginning and end ofday).
Operates daily 08:30-09:30
Frequency can be less during precompetition days.

IBC/MPC – Executive
Board and IOC Session

Operates according to the Executive
Board and IOC Session hours. This
may/may not be required - OCOG should
discuss with Press Operations and OBS.

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Service typeService period

Service hours

IBC/MPC – training
venuesOperates according to the ‘open to
media’ training schedule

IBC/MPC – competition
venues

Shall be 100% operational for the 4 days
before the start of competition at each
respective venue in line with the openingof the Venue Media Centre (VMC)
Services cease to each competition
venue on the last day of competition ateach venue
Some venues may require a limited
service prior to this (up to 7 days precompetition) based on demand provided
by Press Operations and OBS

Between competition
venues, whereappropriate
Accommodation direct tovenues, whereappropriate

Operates according to the competitionschedules in the venues

Operates according to the training
schedule. Services operate –1/+1 hours
from the start and finish of training with
reduced frequency during the actual
training session. As required.
Operates according to the competitionschedule and the VMC operating hours
The VMC generally operates –3/+3 hours
from the start and finish of competition.
This timeframe could be modified inconsultation with the IOC according tothe operational needs. Transport
services need to operate to allow media
to reach the venue 3 hours before
competition.
Should the VMC remain open longer
than 3 hours from the finish ofcompetition, transport services shall be
provided until the VMC closes and all
media have left the venue. Reduced
hours and frequency on non-competition
days.
Same service hours as the IBC/MPC competition venue services (above)

Operates according to the competitionsin the venues being connected

Same service hours as the IBC/MPC –competition venue services (above)

TRA 31 •Service requirements for Paralympic Games

Provide services to accredited members of the media, according to the following table:

Service typeService period

Service hours

Accommodation IBC/MPC
IBC/MPC – Paralympic
VillageStarts 5 days before Opening Ceremony
Ceases 2 days after Closing CeremonyStarts 5 days before Opening Ceremony
Ceases the day after the Closing
Ceremony
Operates according to the ‘open to
media’ training schedule

24 hours, with variations in frequency

IBC/MPC – training
venues
IBC/MPC – competition
venues

Shall be 100% operational for the 4 days
before the start of competition at each
respective venue in line with the openingof the VMCServices cease to each competition
venue on the last day of competition ateach venue. Some venues may require alimited service prior to this (up to 7 days
pre-competition) based on demand
provided by Press Operations and OBS

Between competition
venues, whereappropriate

Operates according to the competitionschedules in the venues

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Operates daily 08:30-09:30

Operates according to the training
schedule. Services operate –1/+1 hours
from the start and finish of training
Operates according to the competitionschedule and the VMC operating hours (2/+2 hours from the start and finish ofcompetition). This timeframe could be
modified in consultation with the IPC
according to the operational needs.
Transport services need to operate toallow media to reach the venue 2 hours
before competition and depart until the
VMC closes even if this is longer than 2
hrs. Services shall be provided until all
media have left the venue.
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December 2016

Service typeService period

Service hours

Accommodation direct tovenues, whereappropriate

Operates according to the competitionsin the venues being connected

Same service hours as the IBC/MPC –competition venue services (above)

TRA 32 •Photo pool allocated vehicles

Provide to the IOC-recognised news agency members of the International Olympic Photo Pool
(IOPP) two vehicles per agency (between 6-10 vehicles in total), together with VAPPs for the
MPC, all competition and training venues and the Olympic Village.

TRA 33 -IPC-recognised news agencies and photographer allocated vehicles•

Provide the IPC-recognised news agency members one vehicle per agency (between four toeight vehicles in total), together with VAPPs for the MPC, all competition and training venues andthe Paralympic Village.

•

In addition, provide vehicles with drivers to IPC official photographers at the Paralympic Games.
The official photographers shall be designated by the IPC. The allocation of these cars falls within
the IPC administration vehicle pool and is managed by the IPC. The OCOG should plan for two
cars for this allocation.

TRA 34 -Media vehicle permits•

Provide permits to OBS, which in turn shall be responsible for distributing them to the RHBs.

•

Ensure that VAPPs are made available to press organisations at a reasonable fee through therate card programme.

TRA 35 -Rate card for vehicles and permits•

Submit the rates for rental vehicles and VAPPs included in the broadcast and press rate card
catalogues to the IOC for approval.

•

The cost of rental cars provided in the broadcast and press rate card needs to be competitive withstandard local rates.

Requirements related to marketing partners
TRA 36 •Fulfill the transport requirements for TOP Partners (as per their respective contractual agreementwith the IOC) for both their Hospitality Programmes and their operational needs to include:
−
−
−
−

•

Marketing partner transport services

Marketing Partner Coach Programme (MPCP);
venue parking, VAPPs;
T3 transport system; andallocated vehicles.

Provide access to the MPCP to entities entitled to such access pursuant to a contract concluded
with the IOC (such as some RHBs) and provide all related services to such organisations. The
IOC shall advise and confirm the nominated organisations that have contractual rights to the
MPCP.

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TRA 37 •Marketing Partner Coach Programme (MPCP)

Ensure that the MPCP respects the following parameters:
−
−
−
−
−
−

identify and contract reasonable rates with local transport providers;develop a reasonable and fair payment schedule;
establish a plan to identify, secure and assign motor coach companies to serve thehospitality coach needs of marketing partners during the Games;
provide a detailed training programme for all operators and drivers who will work on the
MPCP;
establish a programme that provides a pricing choice between one or two drivers per day;andprovide parking areas and coordinate VAPPs.

•

If the marketing partners chose not to participate in the MPCP and privately source their coaches
and drivers, the OCOG shall provide training to these drivers.

•

Access to the MPCP is provided to the IOC’s or OCOG’s Marketing Partners or other IOCnominated and approved organisations. This includes managed coach services, VAPPs, groupmanagement at venues for Games stakeholders and priority load zones services and venue
access.

TRA 38 •Marketing partner arrivals and departures

Make operational transport areas available at the official point of arrival and departures for themarketing partners to deliver their hospitality services. This includes staging, parking areas and/or
load zones for coaches/mini-coaches. Some operational load zones and parking shall also be
required for marketing partner operational support vehicles such as cars and/or mini-vans.

TRA 39 -Marketing partner allocated vehicles and drivers•

Provide each TOP Partner with two allocated vehicles and drivers (or in the event that thecontract between the IOC and the relevant TOP Partner specifies another number of vehicles anddrivers, the number provided in such contract).

•

Provide each Worldwide Paralympic Partner with one allocated vehicle and driver.

•

Ensure that the following parameters are respected:
−

−

−
−

These vehicles and drivers are allocated to the TOP Partners for the period of the Olympic
Games (respectively for the Worldwide Paralympic Partners for the period of the Paralympic
Games). These vehicles and drivers are not assigned to a specific individual.
Each marketing partner allocated vehicle is provided with a P2 VAPP (P2 = Olympic family
T1/T2 parking access code). These permits do not include access or parking for the Opening
or Closing Ceremonies.
Allocated vehicles and drivers shall come equipped with communication devices,maintenance and back-up in the event of mechanical issues.
The marketing partner and driver shall be provided with all the relevant policies, procedures,
fuel cards, Olympic Lane access, etc. as per the Games stakeholder allocated vehicle
policies.

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TRA 40 •Marketing partner transport

Ensure that the following marketing partner transport requirements are fulfilled:−−−−provide marketing partners with routes and access information;
identify parking areas at venues for marketing partners’ technical vehicles (Back of House[BOH]) and MPCP vehicles (Front of House [FOH]);
provide venue permits to marketing partners for their technical vehicles, after they havedemonstrated plans for their technical needs; andprovide Vehicle Access and/or Parking Permits (VAPP) for all venues to marketing partners
for coaches and support vehicles for hospitality needs.

Requirements related to transport services for spectators
TRA 41 •Coordinate with the Host City and take all necessary measures to ensure that spectators canbenefit from reliable, safe and efficient public transport to and from the Olympic venues during theperiod of the Games.

TRA 42 •Spectator transport

Spectator demand, venue capacities and saleable tickets

Ensure that, prior to the number of tickets being confirmed and made available for sale, the roadand public transport system, venues and transport hubs’ load zone capacities are checked toverify they can deliver the projected numbers, including the demands of all other Games
stakeholder groups. Include the number of wheelchair tickets available into the transport
spectator demand especially for the Paralympic Games when the wheelchair seating capacity
increases.

Requirements related to T1/T2/T3 transport services
TRA 43 •Provide drivers for T1 and T2 services according to the following requirements:−−•

The driver(s) shall be available from the arrival of the individual entitled to the service in the
Host City until his/her departure.
A minimum of 10 hours of service a day shall be ensured. Hours of operation shall be
extended in case of specific operational needs, to be confirmed by the IOC and the OCOG. If
this requirement cannot be met with one driver, then two drivers should be allocated forplanning purposes.

Ensure that the above-mentioned requirements are implemented in accordance with theapplicable laws of the Host Country.

TRA 44 •T1/T2 drivers

T3 transport system

Submit the principles for the T3 transport system operations to the IOC for approval. The details
are to be incorporated into the Olympic family SLA and the Transport Operating Plan.

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Develop and communicate a policy regarding the locations or official ‘destinations’ that are servedby the T3 transport system. As a minimum, T3 services shall operate to official Olympic andParalympic sites, including:
−
−
−
−
−
−
−
−
−
−
−
−
−

competition venues;
training venues;
Olympic airport and other points of arrival and departure e.g. main rail station(s);Olympic Family Hotels (OFH);
Paralympic Family Hotels (PFH);
IBC/MPC;
Olympic Village;
Media Village;other T3 stakeholder accommodation sites;
Olympic Club (OLC);
Paralympic Hospitality Centre;
OCOG headquarters; andMedals Plaza (for the Olympic Winter Games).

•

Where Co-Host Cities operate their own internal T3 system, a separate T3 destination list isrequired.

•

Submit the final destination lists to the IOC for approval.

TRA 45 •Paralympic Games T3 transport system approval

Submit to the IPC for approval the principles of the T3 transport system operations, which provide
a minimum of one accessible vehicle for every three T3 accredited users requiring an accessible
vehicle. The details shall be incorporated into the Paralympic family SLA and the final Transport
Operating Plan.

Requirements related to other stakeholders
TRA 46 •Support the IOC and the IPC Observer Programmes’ transport needs by providing vehicles at areasonable cost, as well as appropriate VAPPs.

TRA 47 •Medical Commission allocated vehicles

Provide, in consultation with the IOC, a pool of vehicles (approximately 15) with drivers and
VAPPs, to enable the members of the IOC Medical and Scientific Commission to properly carryout their functions at the Games.

TRA 48 •Observer Programme

Court of Arbitration for Sport (CAS) allocated vehicles

Provide, in consultation with the IOC, a pool of vehicles (approximately 10) with drivers and
VAPPs, to enable the representatives of CAS to carry out their functions at the Games.

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TRA 49 •Provide, in consultation with the IOC, a pool of vehicles (approximately 12) with drivers and
VAPPs, to enable the representatives of WADA to carry out their functions at the Games.

TRA 50 •IPC administration and VAPPs

Provide a limited number of vehicles (up to 14), drivers and VAPPs to the IPC administration for
operational needs, including at least one minivan and one accessible vehicle.

TRA 52 •IOC administration allocated vehicles and VAPPs

Provide a limited number of vehicles (up to 15), drivers and VAPPs (for all competition andtraining venues, the Olympic Village, IBC/MPC and the IOC hotel(s)) to the IOC administration for
operational needs.

TRA 51 •World Anti-Doping Agency (WADA) allocated vehicles

VAPPs for contractors

Provide the OCOG’s contractors with a reasonable number of VAPPs for theoperational/technical vehicles to access the venues, or for operations within the venue perimeter,
according to the availability of space at such venues.

Requirements related to traffic management and information
TRA 53 •Include the traffic management plan in the Olympic transport plan to be submitted to the IOC for
its review and approval. The traffic management plan includes, but is not limited to:
−
−
−
−
−
−

TRA 54 •Traffic management planregional mobility measures including travel demand programmes to reduce traffic during
Games time;traffic command system and authority;
travel times;
road events and torch relay operations;
wayfinding signage; anda layered process of traffic restrictions to minimise traffic movement into the traffic zone
within the traffic perimeter of each venue.
Transport signage

Ensure that transport signage (public signage, route signage, venue transport signage, signage
on vehicles) is incorporated within the overall Games concept. It needs to be very functional
primarily to direct vehicles and Games stakeholders to where they have to go to ensure efficiencyof traffic flow and mobility.

TRA 55 -Transport information•

Develop and provide relevant transport information to Olympic and Paralympic Games
stakeholders, as well as to the general public.

•

In particular, as part of the Olympic transport plan, ensure that Olympic Games transport users,
including the general public, are provided dedicated and specific transport maps for planning andoperations. These maps shall, in particular, include the following:

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Host City Contract - Operational Requirements
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−
−
−
−
−
−
−

Olympic/Paralympic transport network (routes, road and rail);stakeholder-specific system network drawing;
dedicated transport facilities (depots, holding areas, etc.);transport areas inside venue perimeters;
venue accesses and surrounding road network;
airport and other key gateways; andspecialised traffic management maps.

Requirements related to official vehicles
TRA 56 •Define and communicate the policies and procedures for driving OCOG-allocated vehicles,
including type of license required, perimeter where they can be driven and where accreditation ischecked and required. These policies are to be included in the stakeholder SLA and the final
Transport Operating Plan, and need IOC approval.

TRA 57 •Vehicle and service procurement insurance

Ensure that there is full comprehensive insurance for the vehicles, registered drivers andpassengers.

TRA 61 •Drivers’ phones

Ensure that each OCOG-provided vehicle, with drivers, is equipped with a mobile phone or an
appropriate communication device to enable the driver to communicate with their stakeholder, thestakeholder-owner function and Transport FA. The costs of such phones and communications
shall be borne by the OCOG and policies of use shall be submitted to the IOC for approval.

TRA 60 •Fleet operations - fuelProvide fuel for Games stakeholder allocated vehicles.

TRA 59 •Olympic Winter Games vehicles

Ensure that all vehicles provided for the Olympic Winter Games are equipped with winter/snow
tyres and snow chains, as well as ski racks where needed.

TRA 58 •Vehicle use policies

Bus and drivers scheduling software

Implement a database of transport services that contains the details of all the services that caninterface with the bus scheduling software to manage and control changes, communication andinformation and ensure that the transport service levels are respected.

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5.

Governance

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5.1.

City Operations

Introduction
The Host City is a key element of the overall Olympic and Paralympic Games experience. It provides
the visual backdrop and a celebratory context for the Games that extend the festive atmospherebeyond the venues. It also serves as the host for out-of-stadium competition events, the Olympic
Torch Relay and other important Games-related activities.
City Operations is the area that monitors all activities, services, operations and events that take placeoutside the venues and in the city, and that are delivered by different organisations. It is the vital link
between the city, and all the competition and non-competition venues.
For the City Operations area, key success factors include:•

a thorough understanding of how in-venue and out-of-venue operations collectively interact withother activities in the Host City; and•a well-developed city integration plan that details the links among all Games-related operatingplans and the Host City’s overall plan.

Close coordination and collaboration within the OCOG and with a variety of delivery partners, including
OCOG partners, the transport authorities, the city authorities and other non-Games organisations, arealso essential for the successful delivery of this area. City Operations should serve as a catalyst forcooperation among a wide range of external organisations to ensure careful planning and integration.
The City Operations area is closely related to and interlinked with many other areas covered by the
HCC - Operational Requirements. When planning and delivering the Games, it is important to consider
each area in the wider context of all related requirements highlighted in the cross-reference matrix on
page 17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on City
Operations and any cross-referenced documents listed within it.

Operational Requirements
In order to deliver the City Operations requirements in line with the introduction above and inaccordance with the HCC - Principles, the following shall be implemented by the OCOG within themilestones and other timelines set out in the Games Delivery Plan (GDP):CTY 01 •City integration plan

Submit the city integration plan to the IOC for review. This plan shall be the combination of the
OCOG’s Games operations plans, the Host City overall plan and other delivery partners’ out-ofvenue plans.

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5.2.

Finance

Introduction
Delivering the Olympic and Paralympic Games within budget is a key measure of success. Achievingthat goal requires a culture of fiscal responsibility and comprehensive budget planning for all aspectsof the Games.
The Finance area is responsible for administering a comprehensive budget across the OCOG - a taskthat necessitates integrated policies, systems and reporting mechanisms for procurement, accounting,contract administration and all other budgetary functions.
For this area, key success factors include:•

a thorough understanding of the OCOG’s obligations under the HCC - Operational Requirements,
the Joint Marketing Plan Agreement (JMPA) and other contractual obligations;•efficient budget, Foreign Exchange (FX) and cash flow management through continuous
reviews/updates and risk assessment;•

periodic financial reports, including detailed management accounts;•

a successful procurement programme that supports the OCOG’s organisational objectives andoperational requirements, and manages the procurement process and supply efficiently andeffectively;•

fulfilment of customs- and tax-related requirements;•

insurance policies as specified in FIN Annex 1 – Specifications on OCOG Insurance thatminimise/transfer the OCOG’s risk exposure; and•a stakeholder-oriented rate card programme (also known as a Directory of Services [DOS]) thatspecifies the terms, conditions and pricing for services, goods and facilities made available by the
OCOG to the Games stakeholders in support of their Games-time operations.

Close coordination and collaboration within the OCOG and with a variety of delivery partners, including
the IOC, IPC, Host Country Authorities and other relevant partner organisations, are also essential forthe successful delivery of this area.
The Finance area is closely related to and interlinked with all other areas covered by the HCC Operational Requirements. When planning and delivering the Games, it is important to consider eacharea in the wider context of all related requirements highlighted in the cross-reference matrix on page
17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
Finance, the following Annex and any cross-referenced documents listed within them:•

FIN Annex 1 – Specifications on OCOG Insurance.

Operational Requirements
In order to deliver the Finance requirements in line with the introduction above and in accordance with
the HCC - Principles, the following shall be implemented by the OCOG within the milestones and othertimelines set out in the Games Delivery Plan (GDP):

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FIN 01 -OCOG budget evolution•

Ensure that the OCOG budget and cash flow properly reflect at all time the evolution ofoperational planning for both Olympic and Paralympic Games. It shall include all the activities
associated with the performance of the HCC and the commitments made during the CandidaturePhase.

•

Ensure that the OCOG budget integrates both Olympic and Paralympic Games, whilst respective
elements are identifiable. It shall be regularly updated in accordance with the timelines set out in
the GDP.

FIN 02 •Present a statement of the accounting principles which the OCOG proposes to use to determine
the amount of the surplus, to the IOC for its approval. This shall be consistent with the IOC’s
definition of the OCOG surplus, that is, the cash surplus resulting from OCOG cash revenues
minus cash expenses, in relation to the core Games budget.

FIN 03 •Statement of accounting principles

Standardised functions list

Organise the OCOG’s budget according to the standardised function list to be provided by theIOC, to facilitate enhanced Transfer of Knowledge (TOK) with future OCOGs.

FIN 04 -Rate card•

Submit the Olympic and Paralympic rate card (also referred to as Directory of Services - DOS)
catalogues to the IOC and IPC for approval respectively. The DOS includes the related terms,
conditions and pricing for the services, goods and facilities made available by the OCOG to thedifferent Games stakeholders (IFs, NOCs, NPCs, broadcasters and press representatives,
sponsors/suppliers, IOC, IPC and other members of the wider Olympic Family).

•

Ensure that the rate card programme (or DOS) is conceived and implemented on a cost-recovery
basis rather than a profit-generating activity and, consequently, that the prices contained in it are
kept as low as reasonably possible.

FIN 05 •Develop and provide the IOC with an OCOG dissolution plan to be agreed and signed off by the
OCOG’s relevant bodies (e.g. Executive Board, Audit Committee, etc.).

FIN 06 •Pre-Games and post-Games reporting

Provide reports detailing the financial situation regarding the planning, organising and staging of
the Games, on request from the IOC. Such reports may include:
−
−

−
•

Dissolution planannual financial statements certified by an independent certified public accountant;regular detailed management accounts prepared by the OCOG Finance area for the OCOG
management including executive financial budget performance overview (expense/revenues)
by OCOG area, budget changes, rate card sales report and procurement planning execution
updates, lifetime cash flow; andall reports generated by the OCOG’s internal auditors.

Supply other data to the IOC and give the IOC or its representative(s) such access to its records
as the IOC may reasonably request.

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Ensure that the IOC has the possibility, at any time during the OCOG lifecycle, to audit (or tohave its representative(s) audit) the accounts of the Host City, the Host NOC and the OCOG withrespect to the planning, organising, financing and staging of the Games.

•

Deliver a list of post-Games financial reports and statistics, as per the TOK list, to the IOC, for
TOK and IOC internal analysis purposes.

FIN 07 -Insurance policies•

Procure and maintain the insurance policies as specified in FIN Annex 1 - Specifications for
OCOG Insurance.

•

Inform the IOC of any OCOG’s plans before acquiring any cancellation insurance in relation to theGames (which is not mandatory).

FIN 08 -Taxes•

Develop and submit to the IOC for approval a plan detailing the measures to be implemented incooperation with Host Country Authorities to give effect to the customs- and tax-related provisionsof the HCC - Principles.

•

Take appropriate measures, as may be required to ensure that the tax-related requirements set
forth in the HCC - Principles are fulfilled, including in particular the following:−−−

In case any taxes are imposed in the Host Country on financial or other rewards received byathletes who are non-residents in the Host Country in relation to the financial or otherrewards received by them as a result of their performances at the Games, such rewards
shall be increased and paid by the OCOG so that the concerned athletes, after having paid
the applicable taxes, receive an amount that equals the amount they would have received
had there been no such taxes.
In case any direct or indirect tax is due in any jurisdiction of the Host Country on any
payment to be made by the OCOG to the IOC, IOC Controlled Entities, the Official
Timekeeper or the IPC, the payment shall be increased and paid by the OCOG so that the
IOC or the IOC Controlled Entities, the Official Timekeeper or the IPC, after the applicabletax, receives an amount that equals the amount it would have received had there been nosuch tax.
If any direct or indirect tax is due on any payment or other contribution payable to the OCOG
by the IOC, any IOC Controlled Entity, the Official Timekeeper or the IPC pursuant to the
HCC (including, for clarity, payments made in consideration for services received from or
through the OCOG), such payment shall not be increased by any taxes due on suchpayment. If the IOC or the IOC Controlled Entities, the Official Timekeeper or the IPC, isliable for the payment of such tax, the net payment received by the OCOG shall be reduced
by an amount corresponding to such tax or, if the payment to the OCOG has already been
made, the tax subsequently paid by the IOC, the IOC Controlled Entities or Official
Timekeeper or the IPC, shall be reimbursed in full by the OCOG.

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Additional finance requirements for the Paralympic GamesFIN 09 •OCOG marketing rights payment schedule

The model for the OCOG marketing rights payment schedule to the IPC for the Paralympic
Games is presented in the following table:
Payment (percentage of total)
Paralympic
Winter Games

Time

Date

Paralympic Games (Summer)

G-4 years

15 January

G-3 years

15 January

25%

22%

G-2 years

15 January

25%

24%

G-1 year

15 January

25%

24%

20%

Games time

25%

10%

Total

100%

100%

FIN 10 -Contracts with third parties for the Paralympic Games•

Inform the IPC about all agreements or contracts entered into with any other third party (such asagencies, contractors, sponsors) relating to or having any effect on the IPC rules, regulations,requirements or having significant financial impact, prior to the signing of such agreement orcontract.

•

If subsequently requested by the IPC, provide a full copy of any agreement or contract before
signature, for review and approval, in order to help the OCOG ensure consistency and to avoid
potential adverse effects on the Paralympic Games operations or on the Paralympic legacy ingeneral.

FIN 11 •Submit an update of the Paralympic budget, at various stages specified in the Paralympic GDP,plus the final accounts and conclusions post-Games to the IPC.

FIN 12 •Financial reporting to the IPC

Paralympic Games insurance

Secure and maintain insurance coverage, including the IPC as an additional insured whereapplicable, in respect to insurable risks associated with the organisation and staging of the
Paralympic Games, consistent to that applied to the Olympic Games, but scaled to the needs of
the Paralympic Games.

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5.3.

Games Management

Introduction
Games management is the overarching framework defined by the IOC to describe the various
processes, protocols, documents and tools used to plan and deliver the Games and realise legacy
benefits. It is a complex task that requires a fully integrated, effectively managed approach to planningand delivering the Games and the legacy commitments in a timely way.
Certain Games management elements are mandatory, whereas others are intended to be adapted
and implemented in a flexible way. To assist Games organisers, the IOC has developed a Games
management framework that underpins the entire Games project and defines the main interactions
between the IOC, the IPC and the OCOG. The IOC will collaborate closely with the OCOG, from thevery beginning of its lifecycle, to adapt the framework to the local context.
For the Games Management area, key success factors include:•

early appointment of senior management to lead and integrate Games planning and governanceacross all areas throughout the OCOG life-cycle;•a Games Foundation Plan (GFP) – an overarching strategic plan that sets the overall framework
to guide the planning and delivery of the Games;•a Games Delivery Plan (GDP) – a planning and monitoring tool that provides visibility of Gamespreparations for OCOG executives and areas, as well as the IOC and IPC;•

an effective Games-wide coordination and governance framework that includes all areas, various
levels of the government/Host City, Games stakeholders and other key delivery partners;•

a comprehensive testing and readiness programme; and•a comprehensive risk management programme.

Close coordination and collaboration with the IOC throughout the OCOG lifecycle, and with the IPC,
IFs, NOCs and other stakeholders, are also essential for the successful delivery of this area.
Collaboration within the OCOG is particularly important to ensure the effective integration of planningand delivery across all areas.
The Games Management area is closely related to and interlinked with many other areas covered by
the HCC - Operational Requirements. When planning and delivering the Games, it is important toconsider each area in the wider context of all related requirements highlighted in the cross-reference
matrix on page 17 of this document.

Operational Requirements
In order to deliver the Games Management requirements in line with the introduction above and inaccordance with the HCC - Principles, the following shall be implemented by the OCOG within themilestones and other timelines set out in the GDP:GAM 01 •Games Governance and Communication, Command and Control (CCC)

Define and implement a Games-wide governance and coordination framework to manage thelarge number of tasks and activities that require integration among OCOG areas and delivery
partners throughout the OCOG lifecycle.

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Within this framework, manage integrated planning and efficient operations, reporting to the
OCOG executives and decision-making via an efficient CCC structure that includes all the areas,
Olympic sites, the various levels of government and other partners. This framework shall be
implemented throughout the OCOG lifecycle with emphasis around the Test Events and Games
Operations Phase. As part of the Operational Readiness plan, the OCOG may consider
implementing a Main Operations Centre (MOC) which will encompass coordination and commandcentres for FAs or partners in order to provide centralised information, coordination, reporting anddecision-making. The OCOG may also consider mobilising the MOC during peak periods of Test
Event operations.

GAM 02 •Reporting to IOC meetings

Provide reports on the progress of the preparation of the Games at the following IOC meetings oron request of the IOC:−−−−IOC Sessions;
IOC Executive Board (EB) meetings;
IOC Coordination Commission meetings; andproject review and other technical/working meetings.

•

Ensure that such reports provide the status of progress, in particular on the OCOG's generalplanning, organising, financing, recruitment and staging processes.

•

Work with the IOC to establish the agenda and prepare the working documents for the IOC
Coordination Commission meetings, project review and other technical/working meetings.

GAM 03 -Games Foundation Plan (GFP)•

Develop, in collaboration with the IOC and the IPC, a GFP defining the OCOG’s vision, as well as
the key strategic, organisational/governance and reporting processes applicable to the planning,organising, financing and staging of the Games.

•

Submit the GFP to the IOC for its approval.

•

and cover both the Olympic and Paralympic Games.

•

Work with the IPC to identify and integrate Paralympic-specific content and considerations,defining the distinct nature of the event.

•In addition this plan shall include, at a minimum, the following key elements:
−

−
−
−
−

the OCOG's vision for the Games: following the election of the Host City, it is important that
the Games vision put forward in the candidature documentation is reviewed by all relevant
parties to ensure that it is still pertinent, as well as to identify and define its meaning and theoutcomes needed to validate its achievement;
the governance and responsibility matrix confirming the authorities involved andresponsibilities for all entities involved in planning and/or delivery of the Games;
the governance committees and their membership/representation;
the relationships and information flows among entities/committees and the path for theescalation and resolution of issues; andthe public engagement strategy.

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GAM 04 -Games Delivery Plan (GDP)•Establish the GDP (based on the IOC and IPC generic GDPs), in collaboration with the IOC andthe IPC. The GDP should describe the main planning framework and binding timelines to berespected by the Host City, the Host NOC and the OCOG in the delivery of all their requirements
pursuant to the HCC. The first version of the OCOG-specific GDP shall be submitted to the IOC
for approval simultaneously with the GFP.

•

Ensure that the GDP includes the following elements, at a minimum:
−
−
−
−
−

−

−
•

requirements under the HCC and the Olympic Charter;
register of commitments stated in the Candidature File (“Candidature Commitments”);
legal register based on the IOC generic legal register which:identifies the legislation and other regulations or decrees governing the different
requirements under the HCC or the Candidature Commitments; andlists such regulatory measures (i.e. temporary waivers, amendments or new enactments)that may be necessary to deliver the Games in accordance with the HCC, fulfilling the
Candidature Commitments, as well as respecting the agreed timelines for delivery);sustainability legislation inventory (an inventory of all sustainability-related/environmental
laws in force in the Host Country aligned with the relevant sustainability/environmental
Candidature Commitments and construction timelines; andOCOG-specific milestones (including key milestones for the delivery partners involved).

Work with the IPC to identify and integrate Paralympic-specific content, receive the IPC’s initialapproval and agree the change management process for the Paralympic-specific context.

GAM 05 -Test Events•

Ensure that Test Events are organised for each sport (including, for clarity, all disciplines)
included in the programme for the Games, in order to test venues and operations, in particular the
Field of Play (FOP), technology and certain workforce.

•

Ensure that all Test Events take place under the supervision and according to the competition
rules of the relevant IFs.

•

Develop and submit the Test Event calendar (which includes the level of each Test Event) to the
IOC for its approval, following prior confirmation with the IFs.

•

Develop a Test Event matrix which summarises the level of involvement of each OCOG area,delivery partner and IF in each Test Event. This matrix shall define the service levels to beprovided across all areas and to the IOC, as well as the relevant IF, prior to the respective event.

•

Coordinate with Host Country Authorities to ensure the fulfilment of the requirements of the HCC Principles regarding the temporary entry of certain personnel into the Host Country and for theimportation of equipment, supplies and other items for purposes of the Test Events.

•

Ensure that for any Test Events which are under the marketing control of the OCOG anddenominated as “Olympic” events, no sponsorship, promotional, advertising or broadcast rights
relating to such Test Events are granted to any third parties other than Olympic Marketing
Partners or RHBs respectively.

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GAM 06 •Pre-Games venue tours

As part of the general Games Management approach, facilitate site and infrastructure visits
during the overall OCOG lifecycle, for the IOC, IFs and Olympic Broadcast Service (OBS) (and/or
their duly authorised partners/consultants/contractors) to check the readiness of any sites andinfrastructure. The IOC and the OCOG shall work together in defining the process, policies andprocedures for facilitating those visits including access conditions and requirements, and various
support services.

GAM 07 -Risk management programme•

Establish a comprehensive risk management programme, in accordance with internationallyrecognised standards. The objective of this programme is to identify, register, assess, respond,monitor and report on all the risks that could have an operational, financial and/or reputational
impact prior to, during and/or after the Games.

•

Ensure that this programme is closely linked to the OCOG planning and budgeting processes andis regularly reviewed, updated and reported to the OCOG senior management.

•

Complete a comprehensive analysis and register of the most significant and critical risks affecting
the planning, organising, financing and staging of the Games, and ensure that these risks are
mitigated through (technical, operational or financial) contingency plans in order to minimise
likelihood of any potential disruption and financial/reputational impact. This risk register shall bemade available to the IOC on request.

•

Ensure that the OCOG’s misk management programme includes the development of acomprehensive insurance programme, in accordance with the FIN Annex 1 - Specifications for
OCOG Insurance.

GAM 08 •Official reports

Produce official reports, including post-Games reports, of the Olympic and Paralympic Games inaccordance with the guidelines and directions set by the IOC and the IPC.

Additional Paralympic Games management requirements
GAM 09 •Major Paralympic milestones scheduling

Determine, in consultation with the IPC, the following Paralympic Games major event milestones,
which require the IPC’s approval:
−
−
−
−

−
−
−

Paralympic Test Event calendar;
Paralympic ticketing launch for contractual stakeholders and for the public;
Paralympic torch lighting ceremony and torch relay;
Paralympic Village opening, six days prior to the Opening Ceremony for the Paralympic
Winter Games, seven days prior to the Opening Ceremony for the Paralympic Games(Summer);
Paralympic Games Opening Ceremony;Competition days, 10 days for the Paralympic Winter Games and currently 11 and up to 12
days for the Paralympic Games (Summer);
Paralympic Games Closing Ceremony, at day 10 for Paralympic Winter Games and at day
11 or 12 for the Paralympic Games (Summer); andPage 160 of 276

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Paralympic Village closing, at midday of third day after the Closing Ceremony.
Stage the Paralympic Games in a dignified manner as an independent event and neither inconnection with nor at the same time as any other international or even national sports event forpeople with impairments.
Ensure that no other international event for athletes with impairments is scheduled in or near the
Paralympic Host City within three months prior to or following the Paralympic Games.

GAM 10 •Define and implement an efficient Paralympic Games-wide integration and coordination
framework to manage the large number of tasks, activities and projects throughout the OCOG
lifecycle, that require integration among OCOG areas and partners/authorities. This framework
will support integrated planning and efficient reporting to OCOG executives and will also facilitate
decision-making and efficient Paralympic operations, via an effective structure that includes the
OCOG areas, the various levels of government and other partners.

GAM 11 •Paralympic progress reports and presentations

Provide oral and/or written progress reports in English, on the preparations for the Paralympic
Games at the following IPC meetings or on the IPC’s request:
−
−
−
−

•

Paralympic Games integration

IPC General Assembly;
IPC Governing Board meeting;
IPC working group of the IOC Coordination Commission meetings; andIPC project reviews and other technical/working meetings.

For the IPC project reviews and other technical/working meetings, the following cost-sharing
principles shall apply:−−

the OCOG will cover organisation costs and facilitate accommodation booking for the IPC;
andthe IPC will cover the accommodation and travel costs for its administration members andexperts.

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5.4.

Information and Knowledge Management

Introduction
Information and knowledge management significantly reduces Games delivery risks by aggregating
and sharing learning with the OCOG throughout its seven-year journey.
The Information and Knowledge Management area helps OCOGs become learning organisations that
acquire, apply and share knowledge and information to deliver successful Games and assist future
OCOGs. Achieving these goals requires effectively managing information; nurturing a culture of
sharing and exchanging within the organisation and with key stakeholders; and fully integrating
learning opportunities into the delivery plan of the Games.
Information and knowledge management also makes a major contribution to one of the greatest
legacies of the Olympic and Paralympic Games – the “human legacy” of new skills, knowledge andopportunities for nearly everyone associated with planning and delivering the Games.
For the Information and Knowledge Management area, key success factors include:•delivery of a comprehensive learning strategy;•

development of a long-term legacy plan to preserve Olympic records, archives, artefacts,
memorabilia and other Games-related items;•

development, in coordination with the IOC, of an effective programme to capture and thentransfer knowledge to future Games organisers, including leveraging opportunities to observe andexperience at first hand the Olympic Games and other sports events; and•appropriate positioning and empowerment of Information and Knowledge Management with the
OCOG.

Information and Knowledge Management serves all areas of the OCOG. Close coordination andcollaboration within the OCOG, especially Planning & Coordination, People Management andTechnology are essential for the successful delivery of this area. Collaboration with the IOC, especiallyOlympic Games Knowledge Management (OGKM), the Olympic Foundation for Culture and Heritage
and the Olympic Studies Centre (OSC), as well as the IPC, national legal and archiving organisations,and other OCOGs and sports event organisers, is also extremely important.
The Information and Knowledge Management area is closely related and interlinked with many otherareas covered by the HCC - Operational Requirements. When planning and delivering the Games, it isimportant to consider each area in the wider context of all related requirements highlighted in the
cross-reference matrix on page 17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
Information and Knowledge Management and any cross-referenced documents listed within it.

Operational Requirements
In order to deliver the IKM requirements in line with the introduction above and in accordance with the
HCC - Principles, the following shall be implemented by the OCOG within the milestones and othertimelines set out in the Games Delivery Plan (GDP):

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IKM 01 -Legacy plan and archives agreement•

Establish, as part of the OCOG’s overall Games legacy planning, a plan for the long-termpreservation of Olympic records and archives following the dissolution of the OCOG. The IOC
and the OCOG shall agree on the timelines for delivery of the legacy plan. The final plan shall
include the respective roles of the OCOG, the Host NOC and a relevant city, regional or nationalarchiving body, to be reflected in an archival agreement entered into by these different entities.

•

Ensure that no archival agreement shall be signed without the IOC’s prior approval. The OCOG
shall adopt similar principles with respect to the Paralympic Games whereby the legacy plan andarchives agreement should, as far as the Paralympic-specific records and archives areconcerned, be agreed with the respective National Paralympic Committee (NPC), the IPC and therelevant city, regional or national archiving body.

IKM 02 •Ensure that all Games information under the OCOG’s responsibility is safely kept and managedwith reliable processes and appropriate technologies, at all times, and that the IOC has freeaccess to this information if requested.

IKM 03 •Access to information

Olympic Games Learning Model (OGLM)

Develop, in close cooperation with the IOC and other relevant stakeholders, the following
projects, which form part of the Olympic Games Learning Model (OGLM):−−−

Education:ocreate the OCOG Learning Strategy incorporating relevant learning pathways andleveraging learning opportunities, as well as various related interventions, such as
OGKM workshops;odevelop learning solutions based on IOC’s advice and recommendations; andocreate a knowledge champions network (or equivalent) to disseminate knowledge
effectively within the OCOG on a “train the trainer” basis.
Observation and experience:odevelop and deliver in partnership with the IOC the Debrief (event) and debriefing
process; andoparticipate fully in observation and experience projects, including but not limited to theGames Observation project; the Games Shadowing project; the Games Secondment
project; the Games Test Event Observation project and the Cross-Cultural Awarenessproject.
Information management:ouse the data bank of documents related to previous Games that the IOC is maintaining,in support of OCOG planning efforts;owork closely with the IOC to deliver an effective codes, acronyms and terminology
resource that can be accessed by all key operational staff;oparticipate fully in the Transfer of Knowledge (TOK) and Visual Transfer of Knowledge(VTOK) processes, and adhere to the requirements defined by the IOC, including
scope, transfer process and frequency of transfer;oensure the right people in the OCOG leadership participate fully in the structured
interviews processes run by the IOC; andPage 163 of 276

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work in partnership with the IOC to ensure the data capture project is delivered,ensuring that all relevant metrics required by the IOC are accessible.
Develop and implement other learning projects as may be agreed between the IOC and the
OCOG.
o

•
•

For the Debrief (event), the following rules will apply:−−−

IKM 04 •Supply of Artefacts and Memorabilia

For cultural and educational purposes, develop based on the initial list to be communicated by the
IOC and agree with the IOC on a list of artefacts and memorabilia (such as costumes andaccessories, licensed products, certificates, commemorative items, kits) to be supplied to theIOC, as well as the related planning.

IKM 06 •Participation by relevant delivery partners in knowledge acquisition (learning)

Ensure and coordinate the participation of the relevant delivery partners in the knowledge
acquisition, in particular TOK and VTOK lists, and facilitate the contribution of their knowledge
and expertise to these initiatives and processes.

IKM 05 •the host OCOG will provide, at the IOC’s cost, the Debrief’s locations, facilities,
accommodation and ground transport for international participants;
accommodation and ground transport for domestic participants shall be provided by the host
OCOG, at its cost; andthe responsibility for other costs related to hosting of the Debrief will be mutually agreed
between the IOC and the host OCOG, before each edition.

Copies of official publications

Supply, at the OCOG’s expense, copies of all official publications related to the Olympic Gamesand Paralympic Games leading up to, during and after the Games. If a publication is available inboth electronic and printed versions, both should be made available to the IOC. Two sets ofprinted publications in all languages available shall be supplied on an annual basis. Electronic
publications shall be made available as soon as they are produced. All official publications shallbe transferred according to instructions issued by Olympic Games Knowledge Management(OGKM). These publications will be made available via the IOC Olympic Studies Centre.

IKM 07 -Paralympic Excellence Programme•

Reach an agreement with the IPC about the scope, components and delivery timelines of the
Paralympic Excellence Programme, which shall be provided on a cost-recovery basis by the
IPC's educational arm, the “IPC Academy”. The Paralympic Excellence Programme includes an
education programme (workshops), a readiness programme (management and operational
simulations) and the IPC Academy Campus, at Games-time. The IPC Observer Programme and
IPC debriefing are parts of the Paralympic Excellence Programme.

•

Paralympic Games-related TOK elements (TOK List, knowledge reports and data), shall be
captured as per the relevant integrated process managed by the IOC.

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5.5.

ProtocolIntroduction
The IOC Protocol provides guidance, rules and principles and should be referred to for all protocol
matters during the Olympic Games. It ensures that the Olympic symbol, flag, motto, emblem andanthem at the Olympic Games are properly presented and not misused.
The Protocol rules also provide all requirements related to the Ceremonies, including seating
arrangements and flag display at the Olympic Stadium and at the Olympic and non-Olympic venues.
For this area, key success factors include:•

adherence to the rules and principles of Protocol; and•close collaboration with the Host Country Authorities, Olympic Truce Foundation, United Nations,and other organisations.

Separate protocol principles and elements, especially about the Agitos symbol, are applicable to the
Paralympic Games and International Paralympic Committee (IPC) events.
The Protocol is closely related to and interlinked with many other areas covered by the Host City
Contract – Operational Requirements. When planning and delivering the Games, it is important toconsider each area in the larger context of all related requirements highlighted in the Cross-reference
matrix on page 17 of this document.
Detailed operational requirements for the Olympic and Paralympic protocol elements are available in
the IOC Protocol Guide, the IPC Guide on Protocol and Paralympic Family Services, the following
Annexes and any cross-referenced documents listed within them:•

PRT Annex 1 – Specifications on Olympism and Olympic Symbol•

PRT Annex 2 – Specifications on Protocol.

Operational Requirements
In order to deliver the Protocol requirements in line with the introduction above and in accordance with
the HCC - Principles, the following shall be implemented by the OCOG within the milestones and othertimelines set out in the Games Delivery Plan (GDP):

Requirements related to the Olympic symbol, emblems, flags, medals, pins anddiplomas
PRT 01 •Ensure that the use of the Olympic symbol by the Host City, the Host NOC and the OCOG, in all
aspects of the staging of the Games, abides by the PRT Annex 1 - Specifications on Olympism
and Olympic Symbol.

PRT 02 •Use of Olympic symbol

Production of flags

Produce all flags needed for the Games and submit a sample to the IOC for approval, as
specified in the PRT Annex 2 – Specification on Protocol.

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PRT 03 -Protocol set of flags/national emblems at Olympic Games

Ensure that protocol sets of flags/national emblems are positioned according to the IOC events andOlympic venues, as specified in the PRT Annex 2 – Specifications on Protocol. For any situations or
events not covered in this annex, submit a proposal to the IOC for approval.
PRT 04 •National flag proportions

Ensure that all flags, when displayed together, are identical in size to ensure uniformity and tosupport the Olympic values that promote equality and mutual respect amongst nations, as
specified in the PRT Annex 2 – Specifications on Protocol.

PRT 05 -Medals, pins and diplomas•

Follow all requirements related to the production of the medals (e.g. size, weight, material,
design) and the box for the medal (with an Olympic medallist pin produced by the IOC) as
specified in the PRT Annex 2 – Specifications on Protocol. Submit the final medal design to the
IOC for approval.

•

Submit the number of medals and boxes to be produced to the IOC for approval.

•

Produce the medals according to the approved specifications. Once medals have been produced,
provide the IOC with:
−
−
−
−
−

a certificate confirming the exact number of medals produced and proofs;
an inventory detailing the distribution of all medals;
all non-engraved or surplus (undistributed) sets of medals;
the moulds of all the medals; anda minimum of 25 sets of medals (i.e. a total of 75 medals, comprising 25 gold, 25 silver and25 bronze) for archive and redistribution purposes.

•

Submit to the IOC for approval any plan for the Host City and/or the Host NOC to keep one set(or sets) of the medals for museum exhibitions and or archive purposes.

•

Distribute to every athlete who has qualified and is entered in the Olympic Games theparticipation pin that will be produced by the IOC at its own cost. Return the surplus pins (Olympic
medallist and participation) to the IOC and provide a distribution list comprising the athletes’
names and tracking numbers.

•

Follow all requirements related to the design of the victory diplomas (e.g. material/shape, design,
text elements) as specified in the PRT Annex 2 – Specifications on Protocol. Produce anddistribute the victory diplomas to all eligible athletes, as specified in this annex. Provide the IOC
with all surplus victory diplomas.

Requirements relating to Olympic Games Ceremonies
PRT 06 Protocol order at the Opening and Closing Ceremonies of the Olympic Games•For the Opening and Closing Ceremonies of the Olympic Games, follow the protocol order as
specified in the CER Annex 3 – Specifications on Protocol Elements for Ceremonies.

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PRT 07 Victory Ceremonies•
Ensure that Victory Ceremonies take place following the conclusion of each sport/discipline eventin order to present the medals to the athletes. At the Olympic Winter Games, as indicated in the
HCC - Principles, the medals shall be awarded to the competitors in some events at the Medals
Plaza.
•

Submit all scripts and routines for the Victory Ceremonies to the IOC for its prior approval. The
the protocol order is specified in the CER Annex 3 – Specifications on Protocol Elements for
Ceremonies.

PRT 08 Team Welcome Ceremonies at the Olympic Village•
Organise Team Welcome Ceremonies at the Olympic Village in the international zone in order towelcome Olympic athletes and team officials to the Host City. The main steps are the following:
−
−
−
−
•

Ensure that the Team Welcome Ceremonies is delivered in French and English.

PRT 09 •playing the Olympic anthem;welcome by the Village Mayor;
nation’s flag-raising ceremony while the anthem of the team is played (abbreviated, no more
longer than 90 seconds); andlocal cultural programme (max. 10-15 minutes).

Presidential Box at the Olympic Stadium

Ensure that the Presidential Box is constructed as a dedicated area within the Olympic family
seating inside the Olympic Stadium to seat the IOC representatives, together with the Host
Country and OCOG officials, in equal numbers. The location, design and number of seats of the
Presidential Box to the IOC for approval before construction.

PRT 10 -Availability and use of the Olympic anthem•

Ensure that, should the OCOG decide to re-arrange or re-record, at its own expense, the existingversions of the Olympic anthem retained by the IOC, such recording and/or arrangement shallrest with the IOC.

•The Olympic anthem shall be played on the following occasions:
−
−
−
−
−
−

PRT 11 •Opening Ceremony of the IOC Session;
Opening Ceremony of the Olympic Games;
Closing Ceremony of the Olympic Games;
Victory Ceremonies at the medals plaza;
Team Welcome Ceremonies; andother events to be determined by the IOC.
Programme for the Opening Ceremony of the IOC Session

Submit the programme of the Opening Ceremony of the IOC Session to the IOC for approval.
The programme shall follow the protocol order as specified in the PRT Annex 2 – Specifications
on Protocol.

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Other Olympic Protocol Requirements
PRT 12 •After the Closing Ceremony of the Olympic Games, any Olympic torch, cauldron or other device
intended for any form of combustion of the Olympic flame, shall not be used in the Host City, anyother city in the Host Country or elsewhere, without the IOC’s approval.

PRT 13 •Olympic flame

Wall of champions

Create a “Wall of champions”, the concept and location of which shall be submitted to the IOC for
approval. The method used to engrave names shall allow for name changes after the initial set-upof the wall of champions.

PRT 14 -Olympic Truce•

Carry out various activities during the periods leading up to and throughout the Games topromote peace and human understanding through sport and, in particular, the Olympic Truce.

•

Submit to the IOC for its prior approval the detailed programme of these activities.

•

Create a mural dedicated to the Olympic Truce within the Olympic Village as a symbol of peace,
where all the Games participants are invited to sign the declaration in support of the Olympic
Truce.

•

Submit the unveiling scenario of this mural to the IOC for approval.

Protocol elements for the Paralympic GamesPRT 15 •Send the invitations to take part in the Paralympic Games to all National Paralympic Committees(NPC), as designated by the IPC, one year prior to the Opening Ceremony.

PRT 16 •Use of Paralympic anthem

Ensure that the Paralympic anthem is played on the following occasions:
−
−
−
−

•

Use of Paralympic symbol

Submit all proposed uses of the Paralympic symbol to the IPC for approval, prior to the start ofproduction.

PRT 17 •Invitation to the Paralympic Games

Opening Ceremony of the Paralympic Games;
Closing Ceremony of the Paralympic Games;
Victory Ceremony segment at the Paralympic Medals Plaza; andother events to be determined by the IPC.

All the Intellectual Property Rights (IPR) for the Paralympic anthem remain with the IPC.
However, the moral rights remain with the composer who has asserted his right to beacknowledged as the author of the work; such rights require that the anthem not be alteredwithout his consent. The OCOG will follow the reasonable instructions of the IPC in this regard.

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PRT 18 •Ensure that a Paralympic flag of larger dimensions than any other flag flies for the entire durationof the Paralympic Games in a prominent position in the main stadium (or location as determinedby the IPC) and in all other venues under the responsibility of the OCOG. Such flag in the mainstadium shall be hoisted during the Opening Ceremony and lowered during the Closing
Ceremony of the Paralympic Games.

PRT 19 •Protocol order at the Paralympic Games Opening Ceremony

Ensure that protocol elements at the Paralympic Games Opening Ceremony are ordered asfollows (it being understood that artistic segments may be interspersed between protocol
elements):
−
−
−
−
−
−
−
−

PRT 22 •Presidential Box for the Paralympic Games

Ensure that the Presidential Box for the Opening and Closing Ceremonies is accessible forwheelchair users so that they can be accommodated in accordance with the protocol order ofprecedence, as specified by the IPC. The location, design and the number of seats in the
Presidential Box shall be approved by the IPC.

PRT 21 •Protocol set of flags at the Paralympic Games

Ensure that specific protocol flag sets are positioned in the venues of the Paralympic Games, as
per the IPC’s instructions.

PRT 20 •Use of Paralympic flag

Head of State (HOS) entry;
playing the national anthem and hoisting the Host Country’s flag;
parade the athletes;
official speeches;
opening the Games;
raising the Paralympic flag and playing the Paralympic anthem;swearing the oaths; andlighting the Paralympic flame.
Protocol order at the Paralympic Games Closing Ceremony

Ensure that protocol elements for the Paralympic Games Closing Ceremony are ordered asfollows (it being understood that artistic segments may be interspersed between protocol
elements):
−
−
−
−
−
−
−
−
−

HOS entry;
playing the national anthem and hoisting the Host Country’s flag;
entry of nations’ flags;presenting the Whang Youn Dai Achievement Award;
introducing newly elected members of the IPC Athletes’ Council and flower presentation to
the volunteers;lowering the Paralympic flag;
flag handover ceremony;playing the national anthem and hoisting the national flag of the next Host Country (of theGames of the same nature);
next Host City artistic segment;

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PRT 23 -official speeches; andextinguishing the Paralympic flame.
Paralympic medals and diplomas•

Submit to the IPC for approval the design, material, shape and text of all medals, diplomas,
certificates and flower bouquets to be awarded at the Paralympic Games and produce all theseelements in accordance with IPC requirements.

•

Produce the medals in compliance with IPC requirements and provide the IPC with a certificate
confirming the exact number of such medals that have been produced. The designs, as well as
the number of Paralympic winners’ medals produced, are subject to prior IPC approval.

•

Provide a minimum of 10 non-engraved sets of Paralympic medals to the IPC, along with aninventory detailing the distribution of all Paralympic winners’ medals. A set (or sets) of the
Paralympic winners’ medals may be kept by the Host City and/or the Host NPC for museum
exhibition and/or archival purposes, subject to IPC approval.

•

Provide the moulds of all the medals produced and all surplus medals and diplomas to the IPC.

PRT 24 •Paralympic wall of champions

Dedicate a wall inside the Olympic Stadium with engravings of all the names of the Paralympic
medallists at that particular edition of the Paralympic Games. The concept for the wall is subject
to the IPC's approval.

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5.6.

Sustainability and Olympic Legacy

Introduction
Sustainability is the foundation that ensures the Olympic and Paralympic Games deliver lasting
benefits to the Host City and Host Country, such as economic growth, better transport systems, sports
venues, enhanced infrastructure, environmental improvements, a more physically active population, astronger commitment to volunteerism and a host of other positive developments.
To realise the full legacy promise of the Games project, sustainability needs to be strongly bound into
the ethos and organisational structure of all bodies responsible for the delivery of the Games. Within
the OCOG, it should follow a transversal approach and be implemented from the inception of the
OCOG by all areas throughout the organisation.
Following the Host City election, the early legacy plans will need to be developed further and put into
action. The newly formed OCOG should have a key role in facilitating and enabling the legacy
programme, and ensuring that bid commitments are honoured. There will be a continual need for
coordinated public engagement – from government, city and OCOG – to understand and manage
expectations among partners and interested stakeholders.
Legacy is a fundamentally strategic theme with major implications for economic and social progress,and city/national reputation. Therefore, it is incumbent on members of senior management in the
Candidature Committee, OCOG and Host City and national government partners to be fully involved inthis theme and to be able to understand how best to frame their vision and commitments in relation tolegacy.
For the Sustainability and Olympic Legacy areas, key success factors include:•

a well-developed sustainability strategy and sustainability management system, in accordancewith the requirements of the International Organisation for Standardization (ISO) 20121 standard;•

coordinated public engagement from the OCOG and public authorities to understand and manage
expectations;•development of implementation plans and governance arrangements in close coordination withthe relevant public authorities and delivery partners; and•ownership of sustainability objectives, legacy visions and Candidature Commitments by all areasfrom the OCOG’s inception.

Close coordination and collaboration within the OCOG, and with a variety of delivery partners andexternal organisations from the earliest stages of the bid process onward, including public authorities
from the Host City and Country; the host NOC ; community groups; and independent organisations
with relevant expertise, are essential for the successful delivery of these areas.
The Sustainability and Olympic Legacy area is closely related to and interlinked with many other areas
covered by the HCC - Operational Requirements. When planning and delivering the Games, it isimportant to consider each area in the wider context of all related requirements highlighted in the
cross-reference matrix on page 17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
Sustainability, the Olympic Games Guide on Olympic Legacy, and any cross-referenced documents
listed within them.

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Operational Requirements
In order to deliver Sustainability and Olympic legacy requirements in line with the introduction above
and in accordance with the HCC - Principles, the following shall be implemented by the OCOG within
the milestones and other timelines set out in the Games Delivery Plan (GDP):SUS 01 •Develop in coordination with Host Country Authorities, a sustainability strategy, and an Olympic
legacy plan indicating how sustainability objectives, how sustainability and legacy will beembedded across the Games project and how that will serve the Host City community in the
future. The sustainability strategy and Olympic legacy plan shall take into account the views of all
relevant stakeholder groups, and should be viewed as a detailed development and refinement of
the commitments and plans set out during the candidature phase.

SUS 02 •Sustainability strategy

Content of the Sustainability strategy

Ensure that the sustainability strategy is aligned with the IOC Sustainability Strategy andspecifically addresses the following matters:a) Infrastructure and natural sites:
i. maximum use of existing infrastructure, as well as of temporary and demountable venues;
ii. delivery of long-term benefits to local communities and contribution to the development ofsustainable cities;iii. assurance of viability and minimisation of environmental footprint if construction takes
place;
iv. conservation of biodiversity and cultural heritage;v. conservation of water resources and protection of water quality;
vi. use of renewable energy and resource efficient infrastructure.
b) Sourcing and resource management:
i. integration of sustainability considerations into each stage of the procurement process, withmechanisms in place to ensure the requirements are effectively met;.
ii. Products and materials are treated as valuable resources and their lifecycles is optimised;iii. Execution of a detailed waste scoping exercise and development of a waste reduction plan.
c) Mobility:i. adoption of sustainable mobility solutions for moving people and goods;
ii. promotion of sustainable tourism in host cities/regions.
d) Workforce:i. provision of safe and healthy working conditions for staff and volunteers;ii. promotion of active lifestyles, diversity, inclusivity and gender equality among employees
and volunteers;iii. provision of quality educational and skills development opportunities to young
professionals;
iii. compliance of working conditions across supply chains with internationally-recognised
standards and all international agreements, laws and regulations applicable in the Host
Country.

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ii. promotion of low carbon solutions for and through the Olympic Games in the Host Country;iii. compensation of the emissions caused by the OCOG’s owned emissions;iv. integration of the potential consequences of climate change as part of infrastructure
planning•

Submit the sustainability strategy to the IOC for comments and approval before publication.

SUS 03 -Sustainability implementation plans•

In coordination with Host Country Authorities and other delivery partners, establish specificsustainability implementation plans that address all matters described in SUS 02 – Sustainability
strategy, as well as all matters that are material to such entities’ particular roles andresponsibilities, and include resource needs, issues and risks, and a clear programme of actions.

•

Submit the sustainability implementation plans to the IOC for comments and approval before
publication.

SUS 04 •Ensure that the Olympic legacy plan addresses the following matters:
−
−
−

•

GovernanceIn coordination with the Host City and relevant Host Country Authorities, develop appropriate
governance structures or arrangements to oversee the fulfilment of sustainability and legacy
requirements described in SUS 01 (Sustainability strategy), SUS 02 (Content of the Sustainability
strategy), SUS 03 (Sustainability implementation plans) and SUS 04(Content of the Olympic
legacy plan). Ensure that the governance structures are based on the principles listed below:−−−

SUS 06 •concerns for post-Olympic use of venues and other facilities and infrastructures,
intangible legacies such as social development, sport development, human development,
intellectual property, and innovation.
post-Games use of Olympic brand properties, e.g. venue naming, spectaculars,commemorative plaques, historic signage.

Submit the Olympic legacy plan to the IOC for comments and approval before publication.

SUS 05 •Content of the Olympic legacy plantransparent mechanisms to resolve any potential breaches of policies, strategies and plans;
appropriate audit and assurance programme to monitor compliance with sustainability
policies, strategies and plans; andcoordination of communications and responses to issues.
Sustainability Management System (SMS)

Establish a SMS that covers the key activities of the organisation that are material to delivering
sustainable Olympic and Paralympic Games in line with the above-mentioned sustainability
strategy (SUS 01 – Sustainability strategy).

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Ensure that this system is independently certified as being in accordance with the requirements ofthe standard ISO 20121:2012.

SUS 07 •Sustainability reports

In coordination with the Host City and relevant Host Country Authorities, prepare and publicly
report on progress towards delivering the sustainability strategy and sustainability implementationplans by means of at least two sustainability reports prior to the Olympic Games and one postGames sustainability report. Each of these shall conform to internationally recognised reporting
standards for sustainability.

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6.

Commercial and Engagement

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6.1.

Brand, Identity and Look of the Games

Introduction
Each edition of the Olympic and Paralympic Games has a distinct personality, image and character,which are primarily communicated visually. Brand, Identity and Look of the Games expresses thevision and unique spirit of the Games to a global audience. It is an essential part of the special
atmosphere that sets the Olympic and Paralympic Games apart from all other sporting events. To
enhance recognition value and identity positioning, the Olympic and Paralympic Games should haveseparate and distinct BILs, although they may be linked conceptually.
For the Brand, Identity and Look of the Games area, key success factors include:•

a visually compelling creative vision;•

effective management that ensures coherent and consistent implementation;•a focus on international audiences as well as links to the culture and traditions of the Host City
and Country;•

ownership rights to any and all elements of the brand, identity and look; and•a commercial strategy that clearly defines the use of the marks.

Close coordination and collaboration within the OCOG and with a variety of stakeholders including theIOC, IPC, IFs, Host Country Authorities and other partners are also essential for the successful
delivery of this area.
The Brand, Identity and Look of the Games area is closely related to and interlinked with many otherareas covered by the HCC - Operational Requirements. When planning and delivering the Games, it isimportant to consider each area in the wider context of all related requirements highlighted in the
cross-reference matrix on page 17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
Brand, Identity and Look of the Games, the following annex and any cross-referenced documents
listed within them:•

BIL Annex 1 – Specifications on IOC Uniform Guidelines for OCOG, Olympic Torch Relay andMarketing Partners Workforce at the Olympic Games.

Operational Requirements
In order to deliver the Brand, Identity and Look of the Games requirements in line with the introduction
above and in accordance with the HCC - Principles, the following shall be implemented by the OCOG
within the milestones and other timelines set out in the Games Delivery Plan (GDP):

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Requirements related to brand development and Games identity
BIL 01 •Ensure that any and all elements that form part of the brand identity (visual and acoustic identity
and typography) are fully owned by the OCOG. In exceptional cases where it is not possible toensure full ownership and after the prior approval of the IOC, the OCOG shall ensure that it is, atleast, granted an irrevocable worldwide royalty-free license in perpetuity by the relevant rightsowner(s), assignable to the IOC and is able to sub-license to third parties, including forcommercial purposes.

BIL 02 •Olympic Games emblem design

Ensure that the Olympic Games emblem comprises the following three elements, positioned from
top to bottom:−−−

BIL 05 •Look of the Paralympic Games

Develop a distinct set of Look of the Games elements for the Paralympic Games, including
elements such as a graphics standards manual, website, mascot, pictograms, uniforms, kit ofparts and Field of Play (FOP) designs.

BIL 04 •Commercial strategy approval

Submit the OCOG’s commercial strategy that defines the use of marks and/or specificprogrammes to the IOC for approval.

BIL 03 •Brand identity ownership

the Games distinctive element: design element that reflects the culture and values of the
Host City/Host Country;
the Games signature (name of the city and the year of the Games); andthe Olympic symbol (the Olympic rings).
Paralympic Games emblem design

Ensure that the Paralympic Games emblem comprises the following three elements, placed from
top to bottom:−−−−

a distinctive design element which is clearly identifiable as being connected with the specificedition of the Paralympic Games;
the Games signature (name of the city and the year of the Games);the Paralympic symbol (as an element in the emblem, measuring one-third the size of thetotal emblem); andthe wordmark “Paralympic Games”.

•

The distinctive element of the emblem shall not contain mottos, designations or other genericexpressions.

•

In addition, the OCOG shall develop a ”lock-up mark” which consists of the Paralympic symbol
and, underneath, the wordmark “Paralympic Games” in the selected OCOG typography.

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BIL 06 •Ensure that, to enhance their recognition value and identity positioning, the Olympic and theParalympic Games emblems are unveiled at individual launch events.

BIL 07 •Reproduction of the Games signature

Ensure that the two elements of the Games signature (i.e. name of the city and year of the
Olympic Games) are always reproduced in the same graphic manner (i.e. typography, colour).

BIL 08 •Olympic and Paralympic Games emblems’ launches

Reproduction of the Olympic symbol as part of the Olympic Games emblem

Ensure that the Olympic symbol (as part of the Olympic Games emblem) is only reproduced in its
five original colours and on a white background and that it is not integrated within the Games
distinctive element (i.e. it shall be stand-alone).

BIL 09 -Dual branding•

Ensure that, for recognition value and identity positioning, Olympic Games-specificcommunications are only accompanied by the Olympic Games emblem, and Paralympic Gamesspecific communications are only accompanied by the Paralympic Games emblem.

•

In certain situations, such as institutional/non-Games specific communications (OCOG businesscards, institutional events), an OCOG may deem it appropriate to present both emblems together.
In such cases, the OCOG is responsible for ensuring that the Olympic emblem is always placedon the left in horizontal composite configurations, and on the top in vertical composite
configurations.

BIL 10 •Submit the OTR emblem usage guidelines to the IOC for approval.

BIL 11 •Olympic Games mascot and OCOG emblem reproduction

Ensure that the Olympic Games emblem is reproduced in its entirety on the Olympic mascot(s).

BIL 15 •Olympic Games mascot design

Submit the design of the Olympic mascot(s) to the IOC for approval.

BIL 14 •Olympic and Paralympic licensing

Ensure that, for recognition value and identity positioning, Olympic and Paralympic Games havetheir own separate specific range of licensed products.

BIL 13 •Olympic and Paralympic torch differentiation

Ensure that, for recognition value and identity positioning, the Olympic and Paralympic torches
are visibly distinct from each other, through the use of different colours and/or form.

BIL 12 •Olympic Torch Relay (OTR) emblem usage guidelines

Launch of the Olympic and Paralympic mascots

Ensure that for recognition value and identity positioning, the Olympic and Paralympic mascot(s)are launched separately (unless the IOC and the IPC agree differently).

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BIL 16 -Sport pictograms•

Submit all Olympic sport pictograms to the IOC and all respective IFs for approval.

•

Submit all Paralympic sport pictograms to the IPC and all respective IFs for approval.

BIL 17 -Uniforms•

Based on the BIL Annex 1 - Specifications on IOC Uniform Guidelines for OCOG, Olympic Torch
Relay and Marketing Partners’ Workforce at the Olympic Games, submit the OCOG uniform
branding guidelines and uniform designs to the IOC for approval in advance of production.

•

Ensure that all uniforms conform to the OCOG uniform branding guidelines.

•

Submit all Olympic Games uniforms to the IOC for approval and submit all Paralympic Games
uniforms to the IPC for approval.

Requirements related to delivering the Look of the GamesBIL 18 -Look of the Games strategy•

Submit to the IOC for approval a Look of the Games strategy that ensures that the city is visibly
identified as the Host City of the Games. This strategy should include all Key Olympic Venues,
city areas where Look of the Games will be applied and the installation timeframe.

•

Ensure that the Look of the Games for all Key Olympic Venues is applied in accordance with thestrategy approved by the IOC.

•

In coordination with the Host City, ensure that the Look of the Games for city areas is applied inaccordance with the strategy approved by the IOC.

•

Paralympic Look elements are permitted in the city’s Games-time Olympic Look. The ratio to berespected of Paralympic Look to Olympic Look is one-third to two-thirds. No Paralympic Look ispermitted in the venue approach of any Olympic competition and/or non-competition venue.
Similarly, no Olympic Look is allowed in the venue approach of any Paralympic competition
and/or non-competition venue.

BIL 19 •Allow OCOG Marketing Partners and TOP Partners to create their distinct Look of the Games
programmes by using elements from the OCOG's Olympic Games brand identity. The OCOG,
together with the IOC, shall review and approve partners’ application proposals.

BIL 20 •Paralympic Games signage

Ensure that all Olympic specific marks and signage, where possible and appropriate, arereplaced with Paralympic-specific marks during the transition period.

BIL 21 •Approval of partner Look of the Games programmes

Paralympic Games FOP designs

Produce Paralympic FOP designs for each competition venue that reflect the structural, Look andbranding changes from the Olympic Games to Paralympic Games, including the advertisingprogramme, subject to approval by the IPC and respective IF.

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BIL 22 •Should vehicles be branded, ensure that vehicle branding is Games-specific (i.e. only Olympic
branding to be used during the Olympic Games, and only Paralympic branding to be used during
the Paralympic Games).

BIL 23 •Olympic/Paralympic vehicle branding

Spectaculars

If the OCOG chooses to install spectaculars , ensure that the following steps are taken:
−

−

−

−
−

Submit to the IOC and IPC, for the Olympic and Paralympic Games respectively, all aspects,
proposals and documentation related to the strategy, development, planning, installation,
launch, operations and post-Games phase of every spectacular(s) for approval.
Ensure that a contractual agreement, defining the responsibilities and limitations of use, isconcluded and that the IOC and/or IPC has approved such agreement before any
installation.
Ensure that, in the event that products or services to be procured in relation to thefabrication, installation and launch of a spectacular fall into the product category of either the
OCOG’s or the IOC’s/IPC’s Marketing Partners (e.g. lighting requirements such as
backlighting, light boxes, spotlights, projection, etc.), the relevant partner(s) be offered, withina mutually agreed timeline, the opportunity to satisfy the procurement.
Ensure that any Paralympic spectaculars are unveiled after the Olympic Games haveconcluded (unless the IOC and the IPC agree differently).
If a Paralympic spectacular is approved as an Olympic Games-time installation, it is not to beplaced within close proximity of an Olympic venue or an Olympic spectacular, to protect theidentity of both events and enhance their respective recognition value.

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6.2.

Business Development

Introduction
Business development generates domestic sponsorships and licensing agreements that help the
OCOG achieve a balanced budget. This area also helps create a single “clean” market place that
increases the value of marketing assets for all stakeholders and protects the Olympic and Paralympic
brands from unauthorised use.
Business development has to be managed carefully to avoid conflicts with existing marketing
agreements between the IOC and the TOP Partners, as well as other marketing and licensing
agreements.
For the Business Development area, key success factors include:•

a strong OCOG marketing plan;•comprehensive sales and activation strategies for each OCOG signature property;•

early draft domestic partnership and licensing agreements;•

the creation of an integrated procurement working group to review Games-supply opportunities;
and•full respect for existing Olympic and Paralympic marketing agreements in the OCOG’s domestic
market.

Close coordination and collaboration within the OCOG and with a variety of stakeholders, including theIOC, IPC, various Host Country Authorities and other partners are also essential for the successful
delivery of this area.
The Business Development area is closely related to and interlinked with many other areas covered by
the HCC - Operational Requirements. When planning and delivering the Games, it is important toconsider each area in the wider context of all related requirements highlighted in the cross-reference
matrix on page 17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
Business Development and any cross-referenced documents listed within it.

Operational Requirements
In order to deliver the Business Development requirements in line with the introduction above and inaccordance with the HCC - Principles, the following shall be implemented by the OCOG within themilestones and other timelines set out in the Games Delivery Plan (GDP):
BUS 01 •IOC international marketing programmes

Fully participate in the IOC’s International Programmes with respect to the IOC Marketing
Partners for all Games-related activities. This includes requirements to:−−position TOP Partners at the highest level of sponsorship and deliver all relevant rights as
set out in the MPA;
procure relevant products and services from IOC Marketing Partners according to the supply
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BUS 02 •OCOG marketing plan

Develop a marketing plan to be appended to the Marketing Plan Agreement (MPA). Onceapproved by the IOC, the OCOG shall implement its marketing plan; any changes shall only bepermitted subject to IOC approval.

BUS 03 •protect and preserve all relevant marketing categories granted to the IOC Marketing
Partners.

Form agreements

Draft "forms" for an OCOG domestic sponsorship agreement and a domestic licensing agreement
early in the planning process. These forms, to be based on a template and guidelines provided by
the IOC, shall be drafted for use with the OCOG Marketing Partners, and shall be submitted to
the IOC for approval.

BUS 04 -Release of marketing categories process and consent•

Submit a formal "category release request" to the IOC, using the IOC-provided template, toformally commence the category release process. The IOC will review this document todetermine whether to release the category and the eventual scope of the category.

•

Ensure that the OCOG does not engage in detailed negotiations for any category until thecategory release request consenting to the OCOG sales process and tier sponsorshipagreements has been approved by the IOC.

BUS 05 •Submit all tender documents for potential sponsorship agreements to the IOC for approval before
they are issued.

BUS 06 •Protection of Olympic Marketing Partners at ancillary eventsProtect the categories of Olympic Marketing Partners at ancillary events, such as live sites andTest Events, which are in connection with the Olympic Games.

BUS 08 •OCOG signature properties

Develop a strategic sales and activation plan for each signature property, and submit the plan to
the IOC for approval prior to any negotiations with TOP Partners or OCOG Marketing Partners.

BUS 07 •Tender documents and draft agreements

Procurement working group

Set up a procurement working group (or similar) to review Games-related supply opportunities.
The working group shall feature representatives from the relevant delivery partners, Functional
Areas (FA) (e.g. Procurement, Technology, Venues and Food and Beverage) and IOC Marketing
Partners. This group shall meet on a regular basis so that all parties are aware of procurement
needs/timelines to be matched with IOC Marketing Partner product and service categories as wellas other possible procurement opportunities.

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Paralympic specific requirements
BUS 09 -Paralympic Marketing Programme Agreement (PMPA)•

Execute the “Paralympic Joint Marketing Programme Agreement” with the Host Country’s NPC
that has been reached during the Candidature Phase, at the latest one year after the signature of
the HCC.

•

Execute a PMPA with the IPC addressing the details of the sponsorship, broadcasting, licensing
and other marketing and commercial activities to be carried out in connection with the Paralympic
Games. This includes any specific rights and benefits granted to any TOP Partner (in addition tomarketing activities associated with their TOP category) in the Host Country to the extent thatthese are known at the time the PMPA is agreed. No commercial activity may be commenced by
the OCOG prior to the approval of the PMPA by the IPC and the acceptance by the IOC. The
PMPA applies from the commencement of the Paralympic Joint Marketing Period (as defined in
the Paralympic Joint Marketing Programme Agreement).

•

Notify the IPC on a regular and timely basis of the identity of OCOG Partners and detail theirrespective product or service categories and any specific rights and benefits granted to any
OCOG partner.

•

Amend the PMPA from time to time to reflect the up-to-date position on these rights and benefits.

BUS 10 -Protection of TOP Partners•

Refrain from granting, or entering into any negotiations on the possible granting, of Paralympic
Games sponsorship rights to any organisation that carries out business in any TOP category(other than the appropriate TOP Partner) without obtaining the prior written consent of the IOC
and the relevant TOP Partner.

•

Provide for the total protection of the TOP Partners (unless otherwise agreed in writing by the
IOC and the IPC on a specific case-by-case basis) with regard to:
−
−

•

•

their marketing activities in connection with their TOP categories; andany specific rights and benefits granted to any TOP Partner which are notified to the OCOG,
including via the PMPA. This includes, without limitation, protection from any form ofmarketing or promotional activity relating to brands within any TOP category or from ambush
marketing activity undertaken by, or on behalf of, any organisation.
Ensure that if a TOP Partner does not wish to acquire, or ceases negotiations in relation to or
declines any offer of, any Paralympic sponsorship rights or sponsorship rights relating to theOCOG, then that shall not prejudice the protection to be provided by the OCOG in respect of thatTOP Partner’s rights and benefits in the Host Country.
Recognise that the IOC may grant Paralympic Games sponsorship rights relating to the
Paralympic Games for exercise in the relevant Host Country to those TOP Partners providing
timing, scoring, on-venue results systems/services, systems integration services, GamesManagement Systems services and information diffusion services for the Olympic Games andParalympic Games (“TOP Games Technology Suppliers”) as part of the TOP Partner’s
agreement with the IOC and/or the OCOG (“IOC Games Technology Agreement”).

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Ensure that a written agreement is reached with the relevant TOP Partner for granting any
Paralympic Games sponsorship rights, in the event that any TOP Partner (other than a TOP
Games Technology Supplier) wishes to acquire such Paralympic Games sponsorship rights toexercise in the Host Country.

•

The IPC has in place an international sponsorship programme which provides TOP Partners withthe opportunity to become Worldwide Partners of the Paralympic Games. The goal of the
programme is to increase the value of the Paralympic brand among the commercial partners anddevelop long-term partnerships that will globally promote the Paralympic brand, including its
values, key messages and distinctive characteristics. If any TOP Partner (including TOP Games
Technology Supplier) wishes to acquire Paralympic Games sponsorship rights to exercise on aninternational basis, the grant of any such Paralympic Games sponsorship rights shall be subject
to written agreement between the IPC and the relevant TOP Partner. The TOP Partner shall thenbe considered an IPC Worldwide Paralympic Partner.

BUS 11 -IPC Worldwide Paralympic Partners•

Mention separately TOP Partners that hold Paralympic Games sponsorship rights and that arealso IPC Worldwide Paralympic Partners as “Worldwide Paralympic Partners” on all recognition
opportunities before and during the Paralympic Games (e.g. website, publications, Games
wayfinding signage and signage boards) and grant to them the first right of negotiation (together
with domestic tier 1 marketing partners) on all incremental opportunities, e.g. Paralympic Torch
Relay sponsorship, FOP signage, bib sponsorship, etc.

•

IPC Worldwide Paralympic Partners which have acquired Paralympic Games sponsorship rights
relating to a particular Paralympic Games edition may promote such fact in the Host Country of
any other Paralympic Games.

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6.3.

Communications

Introduction
An engaging narrative and integrated communications programme deliver the core messages andvalues of the Olympic and Paralympic Games to a vast global audience, to the benefit of the Host Cityand nation, and the entire Olympic Movement. Effective, clear and consistent communication
throughout the Games lifecycle generates support for the Games in the Host City and beyond. It also
mitigates risks and establishes credibility that will help the OCOG successfully manage any
unexpected events.
The communications strategy should be based on a strong Games vision and employ a wide range ofcommunications disciplines and delivery platforms, including media relations, public relations, internal
communications, advertising, publications, social media, digital media and the Olympic Channel.
For the Communications area, key success factors include:•

early development of thorough communications plans that include an overall strategy; an annual
strategy; an international communications strategy, pre-Games and Games-time crisis plans;
Olympic and Paralympic Torch Relay plans; and a post-Games plan with a strong focus onlegacy;•an effective “one voice” strategy to ensure that all Games stakeholders deliver consistentmessages;•consistent and reinforcing messages across all communications channels;•

strong integration with other areas of the OCOG, such as engagement, that will provide a numberof opportunities to communicate the Games’ messages;•

a proactive strategy to deliver positive stories and messages, taking advantage of countdown
milestones and other Games-related events; and•a post-Games communications plan, with a strong focus on the Games legacy.

Close coordination and collaboration within the OCOG and with a variety of stakeholders including theIOC, IPC, NOCs, NPCs, IFs, TOP Partners, RHBs, other broadcast and print media, various Host
Country Authorities and other partners are also essential for the successful delivery of this area.
The Communications area is closely related to and interlinked with many other areas covered by the
HCC - Operational Requirements. When planning and delivering the Games, it is important to consider
each area in the wider context of all related requirements highlighted in the cross-reference matrix on
page 17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
Communications and any cross-referenced documents listed within it.

Operational Requirements
In order to deliver the Communications requirements in line with the introduction above and inaccordance with the HCC - Principles, the following shall be implemented by the OCOG within themilestones and other timelines set out in the Games Delivery Plan (GDP):

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COM 01 •Submit a transition communications plan to the IOC following the election of the Host City, andagree with the IOC on the content of the plan.

COM 02 •communications strategy;
annual communications strategy;international communications plan; andpre-Games crisis communications plan.

COM 03 -Games-time communications plan; andGames-time crisis communications plan that shall include how the OCOG will work withstakeholders, e.g. commercial partners, NOCs and IFs, in terms of issue and crisis
management.

COM 04 -OTR communications plan; andOTR crisis communications plan.

COM 06 -References to the IOC within press releases

Ensure that all press releases issued by the Host City, the Host NOC or the OCOG, whichreference or quote the IOC President, members of the IOC, or the IOC administration, aresubmitted to the IOC for approval prior to release.

COM 07 •Olympic Torch Relay (OTR) planning

Submit the following plans to the IOC for approval, before the OTR and in coordination with the
OTR FA:−−•

Paralympic communications strategy and Strategic Plan

Develop a specific communications strategy for the Paralympic Games. This strategy will lead tothe development and implementation of the IPC-approved Paralympic Games Communications
Strategic Plan. The plan shall complement the overall Olympic Games Communications Plan.
The Paralympic Games Communications Strategic Plan will integrate external communications
from all OCOG functions and be distinct from the Olympic Games.

COM 05 •Games-time communications plan and Games-time crisis communications plan

Submit the following plans to the IOC for approval prior to the Games:−−•

Pre-Games planning

Submit the following plans to the IOC during the pre-Games period:
−
−
−
−

•

Transition communications plan

Olympic Marketing Partner policies/procedures

Submit to the IOC for approval the policies/procedures pertaining to the support of the Olympic
Marketing Partners’ communication activity including regular group communications/issues
management updates (workshops, conference calls), approvals/distribution of communications
materials, access to the International Broadcast Centre (IBC)/Main Press Centre (MPC) andsupport for the staging of press conferences.

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COM 08 -Publications and brochures•

Submit to the IOC for approval a list of proposed publications for Games time (as part of theGames-time communications plan) including a brief description of content, format, circulation,
distribution mechanism and budget.

•

Submit to the IOC for approval all official publications and brochures before they are printed or
distributed in any form (digital publishing format is fully supported by the IOC). Unless the IOC
approves otherwise, these publications shall contain no advertising material of any kind.

COM 09 •Submit to the IPC for approval all official publications and brochures related to the Paralympic
Games. Publications required by the IPC shall be produced and distributed in formats that will beagreed with the IPC (digital publishing format is fully supported by the IPC). A minimum of threecopies shall be supplied to the IPC documentation centre.

COM 10 •Paralympic Games editorial services and publications

Post-Games communications plan

Develop a post-Games communications plan and present this to the IOC for review. This plan
shall detail how legacy issues and the follow-up from any major Games incidents/ issues will behandled and by whom, once the OCOG has ceased to operate.

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6.4.

Digital Media

Introduction
Digital media have become the preferred source for viewing and learning about the Olympic andParalympic Games. Digital coverage of the Games exceeded broadcast coverage for the first time
during the Games of the Olympiad London 2012. As such, the design, content, accessibility andperformance of digital media strongly influence perceptions toward the Olympic and Paralympic
Games.
An effective digital media plan, including the use of social media, is an essential part of the overall
communications approach.
For the Digital Media area, key success factors include:•

early development of thorough plans that include a digital media strategy, a social media strategy,
a promotional strategy that incorporates search engine optimisation, a sponsor recognition plan,
and an operational plan that defines key performance indicators;•

an effective strategy to manage the reputational risks that are inherent in social media;•

consistent integration with Organising Committee of the Olympic Games (OCOG) events, andcommunications and marketing strategies;•

effective tools for measuring the impact of OCOG digital media initiatives;•an effective Customer Relationship Management (CRM) strategy, with implementation from theinitial website launch; and•consistent graphic design and user experience across all OCOG digital platforms.

Close coordination and collaboration within the OCOG and with a variety of stakeholders, including theIOC, IPC, NOCs, NPCs, IFs, marketing partners, the press, Rights-holding Broadcasters (RHB) andnon-RHBs, as well as with the Olympic Channel, are also essential for the successful delivery of thisarea.
The Digital Media area is closely related to and interlinked with many other areas covered by the HCC- Operational Requirements. When planning and delivering the Games, it is important to consider eacharea in the wider context of all related requirements highlighted in the cross-reference matrix on page
17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
Digital Media and any cross-referenced documents listed within it.

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Operational Requirements
In order to deliver the Digital Media requirements in line with the introduction above and in accordancewith the HCC - Principles, the following shall be implemented by the OCOG within the milestones andother timelines set out in the Games Delivery Plan (GDP):
DIG 01 •Develop, and submit to the IOC for approval, a Digital Media General Plan that outlines:
−
−
−
−
−
−
−
−
−
−

•

Contracts

Send a final copy of all contracts involving digital media to the IOC for approval, before executionof the contracts. For clarity, this requirement covers all agreements entered into in connection
with Internet and mobile communications relating to the Games including, without limitation, thoserelated to e-commerce, on-line ticket sales, on-line merchandising, interactive media service
and/or the distribution of Games-related media content via any digital media platform, network orservice (such as public-facing website, mobile properties, mobile applications and activations orsocial media platforms), as well as any other forms of media, communication and exhibition now
existing or hereafter devised (such as multimedia or interactive).

DIG 03 •content and initiatives plan (including release schedule and budget for all major initiatives);
promotional plan (including Search Engine Optimisation [SEO]);
social media plan;
sponsor recognition plan;
technology management plan;
organisational structure and stakeholder management plan;
Games-time digital media operational plan (including staffing, shifts, operational tasks, andincident management);
legacy and transfer of Intellectual Property (IP) plan;
mobile application plan; andresults integration plan (including schedule, real-time results, medals, and athlete bios).

In the development and implementation of the Digital Media General Plan, ensure thecoordination of the OCOG website, application(s), social media presence and other digital media
activities and CRM strategy with the Olympic Channel and the broader IOC digital eco-system
and CRM programme.

DIG 02 •Digital Media General Plan

Official website

Develop and operate an official website covering the Olympic and Paralympic Games fromshortly after the city is awarded the Games until 12 months post-Games, respecting the following
parameters:−−−−

This website shall respect current international standards (including geo-targeting features
and accessibility) and be compatible with all main browsers and devices.
The website shall be available in English, French and, if applicable, the national language(s).
The Games-time version of the website shall be ready for public launch prior to the Games.
The Olympic Games and Paralympic Games shall be clearly differentiated in the site
structure and the graphic design of the website, also reflecting the distinct values of eachbrand and allowing promotion of the IOC’s and IPC’s communications respectively.

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DIG 04 •Paralympic digital media strategy and operational plan

Develop and submit to the IPC for approval a digital media strategy that includes:
−
−
−
−
−
−

•

During the period of the Olympic Games, the front page shall only contain a link to the
Paralympic Games section, while all other content and look shall refer exclusively to the
Olympic Games. Accordingly, during the Paralympic Games, the front page shall only
contain a link to the Olympic section, while all other content and Look shall refer exclusively
to the Paralympic Games.
Any plans to generate revenues in relation to the website shall be submitted to the IOC for
approval.

planned Paralympic content and initiatives;promotional plan;
integration of digital media with OCOG events, communications and marketing strategies;
social media plans;
digital media milestones; anddigital media legacy.

In addition, cooperate with the IPC to seek the broadest possible integration of the IPC webcast
channel and related initiatives with the OCOG communications activities leading up to the
Paralympic Games. This includes the ability to broadcast certain events of the Paralympic Games
via the IPC’s internet webcast channel, the OCOG website, and other IPC-controlled platforms,
on a worldwide basis.

DIG 05 -Social media•

Submit for approval all OCOG social media channels or initiatives for the Olympic and Paralympic
Games to the IOC and IPC respectively, and ensure that the IOC has full administration rights on
all OCOG social media assets.

•

Submit an OCOG social media strategy to the IOC that evaluates the brand and reputational risks
in connection with a presence on social media platforms, especially in connection with usergenerated content. The strategy shall include measures to monitor and eventually remove any
content that might harm the brand and the reputation of the OCOG and/or the IOC, infringes IOC
rights on Olympic properties or constitutes ambush marketing.

•

Submit the respective Paralympic social media strategy to the IPC.

•

Ensure that Olympic and Paralympic Games archive material is not used on social media
platforms without the IOC’s/IPC’s prior consent. For any approved OCOG social media channels
or initiatives, the OCOG is responsible for monitoring user-generated content and forums.

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DIG 06 •Ensure a consistent application of graphic design and user experience across all OCOG digital
media. Prior to finalising the graphic design (and any subsequent significant redesign) of the
OCOG’s official website, submit to the IOC Communications Department for approval the new
design of the homepage and other key pages before the scheduled launch. The same procedure
shall also be applied for any OCOG presence on social media platforms, or any official OCOG
application before the scheduled launch.

DIG 07 •Non-marketing partner brands on OCOG digital media

Submit to the IOC for approval any mock-ups of any OCOG Digital Media properties that includes
brands (or other recognisable signs) of any third party which is not an official marketing partner of
the OCOG or the IOC, with accompanying screenshots, prior to any public launch.

DIG 08 •Graphic design and user experience

Mobile devices and applications

Ensure that OCOG Technology and IOC Technology approve all initiatives that involve thedelivery of digital media to mobile devices. IOC approval shall be obtained before thedevelopment phase of any mobile application.

DIG 09 -Outgoing links•

Ensure that outgoing links, comprising prominent and permanent links (emblem + text) to Olympic
stakeholders’ digital media platforms, in particular the IOC website (www.olympic.org), the IPC
website (www.paralympic.org), other OCOG and Youth Olympic Games Organising Committee(YOGOC) websites, are placed on the homepage and respective applications (through OCOG
App). Outgoing links to organisations and associations recognised by the IOC and OCOG aspartners are permitted and encouraged.

•

From one month prior to the Olympic Games to one month after the Olympic Games, prominent
links to RHBs’ official platforms (including websites, applications etc.) shall be provided above thefold to guide OCOG website and applications visitors looking for video coverage of the Olympic
Games.

DIG 10 •Key Performance Indicator (KPI) reporting on digital media initiatives

For the Olympic and Paralympic Games, provide the IOC and respectively the IPC access to a
standard statistics tool which provides data for all OCOG digital media initiatives.

DIG 11 -Use of collected data by the IOC•

Coordinate with the IOC to define a data transfer plan to ensure the progressive transfer of user
data and profiles collected by the OCOG as part of its digital media activities and CRM strategy
for the use of such information by the IOC for the promotion of the Olympic Movement, as
required pursuant to the HCC - Principles.

•

Implement the transfer plan agreed with the IOC and ensure the secured (encrypted)
transmission of users’ data and profiles to the IOC.

•

Submit all plans to capture or store personal user data in any form or to transfer any sensitive
personal data to third parties to the IOC for prior approval.

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Inform the IOC of any contractual terms with any digital media platform and any locally applicablelegal provision that would prevent the collection of personal data and the transfer of such data to
the IOC.

DIG 12 •Submit to the IOC for approval a plan for digital media legacy and transfer of intellectual property,
including the full scope of software, applications, content and user databases to be transferred to
the IOC post-Games.

DIG 13 •Digital media legacy

Integration with Olympic Channel and IOC digital eco-system

In view of maximising synergies and cost-saving opportunities and upon request of the IOC, takemeasures to implement the technical solutions provided by the IOC (including for integration of
the OCOG’s digital presence on the Olympic Channel digital platforms) and to promote theOlympic Channel digital platforms, content and social media presence, in a manner with thegeneral principles and requirements included in the Marketing Plan Agreement.

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6.5.

Rights Protection

Introduction
Protecting the Olympic and Paralympic brands, and the rights of IOC and IPC Marketing Partners,
maintains the financial success of the Olympic and Paralympic Games. Rights protection ensurescompliance with relevant provisions in the Olympic Charter including the “clean venue” rules andrestrictions on commercial activities, and guards against ambush marketing, counterfeit merchandise
and illegal or pirated broadcasts.
To accomplish this, the Rights Protection area should optimise legal protection within the Host
Country, undertake a comprehensive education programme and implement a robust system formonitoring and addressing misuse or infringement.
For the Rights Protection area, key success factors include:•

timely creation and protection of Games-Related Properties under exclusive agreements with all
bodies involved;•

consideration of requirements related to the creation and protection of intellectual property assets(including clearances and registrations);•a detailed rights protection programme that includes a communications/education component anda digital piracy prevention plan; and•comprehensive legislation in the Host Country that provides appropriate protection against
ambush marketing, unauthorised ticket sales and marketing rights offenses.

Close coordination and collaboration within the OCOG and with a variety of stakeholders, including theIOC, IPC, Rights-holding Broadcasters (RHB), Olympic Marketing Partners and the host NOC, arealso essential for the successful delivery of this area. Coordination with the authorities in the Host City
and Country is extremely important.
The Rights Protection area is closely related to and interlinked with many other areas covered by the
HCC - Operational Requirements. When planning and delivering the Games, it is important to consider
each area in the wider context of all related requirements highlighted in the cross-reference matrix on
page 17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
Rights Protection and any cross-referenced documents listed within it. Related information is also
included in the Olympic Games Guide on City Activities and Live Sites, Olympic Games Guide onMarketing Partner Services and Olympic Games Guide on Business Development.
More information on the definition of Olympic Properties, Games-Related Properties, OCOG Marks,
Games Broadcast, Coverage and Exhibition, Ambush Marketing and other relevant terms is available
in the Olympic Charter and the HCC – Principles.

Operational Requirements
In order to deliver an appropriate and effective programme for Rights Protection in line with theintroduction above and in accordance with the HCC - Principle, the following shall be implemented by
the OCOG within the milestones and other timelines set out in the Games Delivery Plan (GDP):

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Requirements related to the creation and protection of intellectual property
assetsRPP 01 -Creation of Games-Related Properties•

Create and protect Games-Related Properties and derivative works or elements for the purposeof promoting and staging the Games.

•

Ensure that all persons, either physical or legal, involved in the creation of Games-Related
Properties have declared, to the fullest extent permissible under applicable law, that the creationof such Games-Related Properties and all results and proceeds thereof are speciallycommissioned by the IOC and considered a "work-made-for-hire" or for the benefit of the IOC,and that such persons enter into any Intellectual Property Rights assignment(s) requested by the
IOC before they start working on any projects.

•

On request of the IOC, execute or obtain any further agreement(s) or legal documentationnecessary to secure the full assignment of all Intellectual Property Rights on Games-Related
Properties to the IOC.

RPP 02 •OCOG Marks

Submit all OCOG Marks to the IOC for approval prior to any use.

RPP 03 -Clearances and registrations•

Ensure that all Games-Related Properties subject to registration are effectively registered in the
Host Country (including for copyright, trademark or design protection, as applicable) solely in thename of the OCOG (or, if agreed between the IOC and the OCOG, in the name of the IOC) andthat appropriate documentation is executed with any third parties involved in their creation,
devise, development or registration. On request of the IOC, the OCOG agrees to execute any
further agreement or document required to this effect.

•

In case any third-party material is included in any Games-Related Properties, ensure that allnecessary rights, clearances and authorisations are obtained (including as the case may be all
payments made to third parties) to ensure that no third party rights are infringed by the creation,
use and exploitation of Games-Related Properties by the OCOG.

•

In consultation with the IOC, ensure that all OCOG Marks are properly adopted, registered andprotected in the Host Country in the name of the OCOG and/or the Host NOC, in accordance withthe following principles:−−the “CITY + [year when the Games take place, e.g. “2024” or “2028”]” identification and theofficial emblem should be registered in 45 classes of protection of goods and services; andfor the other OCOG Marks, the OCOG will submit to the IOC a plan of registration for its priorwritten approval.

•

Ensure that all relevant documents and information are provided to the IOC for the purpose of theinternational protection of OCOG Marks in the IOC's name, at the appropriate time.

•

Bear all costs incurred by the IOC in connection with the international protection of OCOG Marks.

•

Ensure that any further direction issued by the IOC regarding the adoption and protection ofGames-Related Properties and the OCOG's use thereof are respected.

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Requirements related to the Rights Protection Programme
RPP 04 •In compliance with guarantees requested during the Candidature process and in coordination
with the Host Country Authorities, ensure the following:−−−

RPP 05 •Protection of the NOC emblem

Rights held on behalf of the IOC

Ensure that, if any rights relating to the Games are held by the Host City, the Host NOC, theOCOG or by any other third party as a consequence of any form of agreement with the Host City,
the Host NOC or the OCOG (or for any other reason), all such rights shall be held by such entities
on behalf and for the benefit of the IOC on a temporary basis and be assigned to the IOC on therequest of the IOC.

RPP 07 •all Olympic Properties, (in particular the Olympic symbol, the terms “Olympic” and“Olympiad”, the Olympic motto) benefit from adequate and continuing legal protection in the
Host Country in the name of the IOC and/or the OCOG as appropriate;appropriate legislation is put in place in the Host Country in order to acknowledge andprotect the IOC’s exclusive rights and interests in relation to the Games (as defined in the
HCC - Principles). Such legislation shall, in particular include:oprotections against ambush marketing (namely, preventing or minimising any direct
and/or indirect unauthorised association with, exploitation or promotion of, the Olympic
Properties and/or the Games);omeasures to control unauthorised street trading within the vicinity of Games venues(from two weeks before the Opening Ceremony until the Closing Ceremony);omeasures to prevent and sanction unauthorised ticket resale;omeasures to prevent and sale manufacture and sale of counterfeit merchandise inrelation to the Games;omeasures to secure control of public and private advertising spaces (e.g. billboards,
advertising on public transport, airspace, etc.);omeasures to control unauthorised live sites, public viewing events or similar concepts;
andoprotections against unauthorised Games Broadcast, Coverage and Exhibition; andprocedures and remedies allow, or will allow, for disputes related to the above-mentioned
matters to be resolved in a timely manner, in particular by means of an expedited process
when such disputes arise in the lead up to and during the period of the Games.

Ensure that the NOC emblem is properly protected in the Host Country in the name of the HostNOC.

RPP 06 •Legal protection

Development of the rights protection programme

Submit a detailed rights protection programme to the IOC including:−an anti-ambush prevention plan including proposed measures for education, public relations
and communications activities internally within the OCOG and externally towards the IFs, allrelevant Host Country Authorities, trade organisations, the general public, media entities andother key stakeholders;

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RPP 08 -monitoring and action plan on ambush marketing, intellectual property infringements, ticket
touting and counterfeit issues in the Host Country;
management of displays, advertising and clean sites in connection to the Games; andonline/digital piracy prevention plan detailing the applicable legal framework, as well as the
judicial or administrative mechanisms to be implemented in the Host Country during theGames, to prevent and stop unauthorised Games Broadcast, Coverage and Exhibition.
Coordination with Host Country Authorities•

Develop relationships and strategies with the competent Host Country Authorities, as well as
Olympic Marketing Partners and RHBs, to efficiently combat ambush marketing, intellectual
property infringements, ticket touting, counterfeit activities and unauthorised Games Broadcast,
Coverage and Exhibition.

•

In coordination with the Host City and the Host NOC, ensure that relevant Host Country
Authorities:
−

−

−

−

−

−
−

•

comply with the Olympic Charter, the HCC - Principles and the Marketing Plan Agreement(MPA) and provide the required assistance in the implementation of the rights-protection
strategy;refrain from offering any advertising signage, street vending, sponsorship or other marketingrights identified with the Host City, the Games or the Games period, except as expressly
permitted in the MPA;
work closely and cooperate with the OCOG in the development of its marketing programmes
and ensure that no fundraising, commercial communication or donation programmes related
directly or indirectly to the Games are undertaken unless such activities have been expressly
authorised by the IOC and are under the exclusive control of the OCOG;
refrain from engaging in any marketing, commercial or signage programmes in relation to theGames (or which could be perceived to be associated with the Games) without the priorwritten approval of the IOC;
control street vending, outdoor advertising and all other marketing activities within andaround the Olympic venues and other sites used for the purposes of the Games during theGames period and in the two-week period leading up to the Games as described in the MPA;
ensure that any entity engaged in government entity-controlled infrastructure does not gain
any unauthorised association with the Games, in particular, through the media; andensure that relevant Olympic Marketing Partners are invited to tender in connection withgovernment entity-controlled Games-related infrastructure works.

In cooperation with the Host NOC and the Host City, ensure that:−−−

there are no other marketing programmes in the Host Country where these activities will
have any impact on the Joint Marketing Programme or the IOC’s marketing programmes;
the Host NOC, the NOC’s Sponsors, National Sports Federations (NFs) and other public or
private entities in the Host Country refrain from any ambush marketing activities including,
without limitation, the development of marketing or promotional activities in connection with
the Games; andsponsorship or marketing rights identified with the Host City (including any of its agencies,
agents or any entity of which the Host City may form part or on which it is represented), theGames, or the period of the Games, are granted only with the approval of the IOC.

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RPP 09 •“No-marketing rights” clauses

Ensure that Contracts for Games-related activities include appropriate “No Marketing Rights”
clauses to restrict third parties (who have not acquired the marketing rights from the OCOG) fromassociating themselves, or their goods and services, with the Games or publishing or issuing any
statement (factual or otherwise) about their connections with the Games.

RPP 10 -Monitoring and enforcement•

Protect the Olympic Properties and the rights of IOC Marketing Partners and RHBs in the Host
Country by monitoring, preventing and/or terminating intellectual property infringements andambush marketing activities including, where appropriate, by undertaking public relations
campaigns and taking legal recourse.

•

Ensure that all OCOG’s monitoring efforts pursuant to the rights protection programme arecoordinated with the IOC’s monitoring programmes, or otherwise as required by the IOC for the
purpose of protecting the Games-Related Properties or any other IOC exclusive right.

•

Notify the IOC in the event the OCOG learns that any unauthorised use of Olympic Properties, or
any unauthorised Games Broadcast, Coverage and Exhibition has occurred or is about to occur
and, at the IOC's request, take all reasonable steps necessary to prevent and stop such
unauthorised use, such as:−−•

informing the organisation or entity responsible for such unauthorised use that such use
infringes on the rights of the IOC and/or of IOC Marketing Partners or RHBs; andparticipating in any legal action, whether within the Host Country or outside, brought by the
IOC and/or any IOC Marketing Partners or RHBs against third parties’ infringements of theirrights.

Reimburse the IOC any cost incurred in relation to actions taken outside the Host Country, withrespect to any unauthorised use of Games-Related Properties or ambush marketing or any
unauthorised Games Broadcast, Coverage and Exhibition related specifically the concerned
edition of the Games. Such actions outside the Host Country shall be taken, either by the IOC in
consultation with the OCOG or, subject to the request of the IOC, by the OCOG itself.

Requirements related to clean venues principles
RPP 11 •Venue branding and naming

Ensure that no Key Olympic Venues, or major access points leading to Key Olympic Venues, areencumbered during the period in which the Olympic Village is required to be open, by any
franchise, concession or any other commercial agreement of any kind or nature, including theright to name the venue to promote any third party or third party’s products or services, that would
be inconsistent with any agreement entered into by the IOC or the OCOG (e.g. sponsorship andBroadcast Agreements) or the Olympic Charter.

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Ensure that no propaganda, advertising or commercial identification of any product or services orany promotional matter of any kind (e.g. name, logo, trademark or trade name of any third party)is placed or otherwise appears within or (as detailed below) outside the Key Olympic Venues.
This includes in particular any visibility in such a manner so as to be within the view of the
television cameras covering the sports at the Games or the Ceremonies or of the spectators
watching such sports at the Games or Ceremonies (except as expressly permitted by the Olympic
Charter).

•

Ensure that no propaganda or advertising is allowed in the airspace over the Host City and other
cities and venues hosting Olympic events during the period in which the Olympic Village isrequired to be open.

•

Ensure that the any marketing, commercial or signage programmes in relation to the Games (orwhich could be perceived to be associated with the Games) carried out by the Host City and other
cities hosting Olympic events is submitted to the IOC for prior approval.

•

Ensure that all appropriate controls to the effect referred to above shall be put into place as soon
as possible but, in any event, not later than one (1) year after the formation of the OCOG.

•

Ensure compliance with the IOC’s naming rights protocol for venues to be used for the Games(including rules related to the treatment of non-commercial names, names of individuals andcommercial or corporate names that are associated with pre-existing venues and new venues for
the Games) as from the date of election of the Host City until the conclusion of the Paralympic
Games.

RPP 12 •Rule 50 requirements

Ensure that all participants and all other persons accredited at the Olympic Games comply withthe manuals, guides or guidelines, and all other directions of the IOC Executive Board, in respect
to all matters relating to advertising and branding, including Rule 50 and its bye-laws.

RPP 13 -Rights under Venue Use Agreements (VUA)•

Ensure that VUAs (or similar agreements) with venue owners, or with organisations responsible
for building new venues and infrastructure for the Games, provide the obligation for the relevant
owner or contractor to exclude marketing rights clauses (restricting the ability to promote
involvement in the Games and requiring compliance with clean venue rules) in all contractor
agreements relating to the Games, and that provisions for these restrictions also apply to relevant
sub-contractors.

•

Ensure that, throughout the relevant term of each VUA, the OCOG is granted by the respective
venue owners and/or operators the use of the facilities at such venues free from any existing
contractual commitments, including in relation to ticketing, hospitality, retailing and concessions(including food and beverage products), use of third-party products and/or services, as well as
any rights of sponsorship, broadcasting, advertising signage, branding and commercial display atsuch venues, to assist in combatting unauthorised association with the Games.

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Procure an irrevocable and unlimited licence (including a right to sub-license) to use the name,image, branding and/or designs (including any material derived therefrom) of all competition
venues, Ceremonies venues, Olympic Park(s) and major common domain(s) when relevant, forcommercial and non-commercial purposes in any and all current and/or future media in
connection with the Games, free from any third-party rights and/or any further charges. A similar
licence may be required for other Key Olympic Venues, as agreed between the IOC and the
OCOG on a case-by-case basis.

RPP 14 •Develop, agree and implement guidelines related to all branding and identification to appear
within the Olympic Village.

RPP 15 •Transition from Olympic Games to Paralympic Games

Ensure that the changeover from Olympic to Paralympic branding adheres to the guidelines set
out by the IPC. Apart from a few authorised exceptions specific to (a) competition bibs, and (b)FOP advertising, the clean venue guidelines imposed by the IOC for the Olympic Games remain
essentially the same for the Paralympic Games.

RPP 16 •Olympic Village branding

Marketing partners’ recognition at Paralympic Games

Ensure that, at the Paralympic Games, the OCOG does not grant any exposure or recognition tomarketing partners of the Olympic Games unless they also are a marketing partner of the
Paralympic Games. The OCOG shall ensure that all brand identification (including the compositelogo) of marketing partners of the Olympic Games (including TOP Partners and OCOG sponsors)which elect not to sponsor the Paralympic Games are removed or covered. This requirement
includes, but is not limited to, all of the following examples:
−
−
−
−
−
−

branded equipment;
marketing partner recognition signage;
marketing partner brand presence
product labelling and packaging;vehicle decals; andmarketing partner and supplier uniforms.

Requirements in relation to IPR assignment
RPP 17 -Assignment of Games-Related Properties to the IOC•

On request of the IOC, ensure that any and all trademark applications filed or registered, together
with any and all copyright registrations made by the OCOG, as well as any and all copyrights anddesigns (whether filed or not by the OCOG) with respect to its emblem and mascot(s) and the"CITY + [year when the Games take place, e.g. “2024” or “2028”]" identification of the Games, areassigned to the IOC in order for the IOC to be able to grant to IOC Marketing Partners, RHBs andother third parties the right to use such properties.

•

Ensure that all Games-Related Properties are assigned to the IOC or, if the IOC so requests inwriting, to the NOC effective not later than 31 December of the year when the Games take placeand execute documentation evidencing said assignments, on the request of the IOC.

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Ensure that any and all trademark applications filed or registered, and all other trademarks, trade
names, trade dress, service marks and other identifications as well as any and all copyrights ordesigns (whether filed, registered or not) with respect to the Games-Related Properties, areassigned to the IOC not later than 31 December of the year when the Games take place withrespect to the Host Country and effective immediately from the outset (i.e. on the creation of such
Games-Related Properties) with respect to all territories outside the Host Country.

•

Ensure that relevant documentation evidencing such assignments, are executed promptly on therequest of the IOC.

RPP 18 -Transfer of physical embodiments•

Provide to the IOC all Games-Related Properties in electronic and editable format and/or otherformat(s) as may be requested by the IOC, to facilitate the actual use of such works by the IOC
and by third parties authorised by the IOC. Such transfer must be carried out in conformity with
the IOC’s guidelines within a reasonable period determined by the IOC and as necessary for the
IOC's use.

•

Ensure that, on request of the IOC, all tangible embodiments of Games-Related Properties aredelivered and assigned, without reservation or encumbrance.

•

Deliver and assign to the IOC all the moulds of the medals, (including Olympic winners' medals
and commemorative medals), torch designs and all undistributed medals, diplomas and torcheson the conclusion of the Games. The OCOG shall also ensure that no reproductions or replicas ofsuch medals, diplomas, torches or moulds are made or authorised or permitted without the IOC’s
prior approval.

Requirements related to Paralympic-related IPR
RPP 19 -IPC IPR•

Recognise that the IPC is the exclusive owner of the Paralympic Games and owns all rights anddata relating thereto in particular, and without limitation, all rights relating to their organisation,
exploitation, broadcasting, recording, representation, reproduction, access and dissemination in
any form and by any means or mechanisms whatsoever, whether now existing or developed in
the future. The IPC determines the conditions of access to and the conditions of any use of data
relating to the Paralympic Games and to the material featuring competitions and sports
performances of the Paralympic Games.

•

Recognise that the IPC is the exclusive owner of the Paralympic symbol, flag, motto, anthem,emblems, flame and torches which are collectively or individually referred to as ‘IPC intellectual
property’. All rights to any and all IPC intellectual property, as well as rights to the use thereof,
belong exclusively to the IPC including, but not limited to, the use for any profit-making,commercial or advertising purposes. The IPC may license all or parts of its rights on terms andconditions set out by the IPC Governing Board.

•

Recognise that the IPC and IOC have agreed, in a coordinated effort, on a joint registration of thewordmark “Paralympic” which serves as a protective measure to provide a stronger defence
against the unauthorised use of the wordmark “Paralympic” by third parties. Details about theregistration programme are available from the IOC and IPC.

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RPP 20 -IPC trademarks and proprietary rights•

Design, in consultation with and with approval of the IPC, an emblem, mascot, trademarks, logos
and other indicia relating to the Games which may incorporate the Paralympic property rights andany trademarks, logos or other indicia used or to be used by the IPC (OCOG proprietary rights).

•

Include the word (Paralympic) in the OCOG’s official constitutional name and title.

•

Carry out trademark registration of the emblem of the Paralympic Games in the Host Country.

•

Bear the costs related to the trademark registration, carried out by the IPC, of the emblem of the
Paralympic Games in the USA and the European Union. For clarity, such trademark registrations
shall not include the wordmark “city+year” and/or the word “Paralympic.”•

Ensure that all of the OCOG’s proprietary rights - including any broadcast footage produced by oron behalf of the OCOG and any other rights held by the OCOG for any reason whatsoever
relating directly or indirectly to the Games and originating from the Paralympic properties - areofficially transferred back to the IPC, with the exception of “city + year of the Games” (which is
assigned to the IOC).

•

Monitor the Paralympic properties (as defined above) in the Host Country and take steps toprohibit any use of such properties which would be contrary to the appropriate usage (as outlinedin the Bye-laws IPC IPR).

•

Use the ensuing rights only in compliance with the instructions received from the IPC and where
national or international law, trademark registration or another form of legal instrument grants
legal protection to the OCOG for the Paralympic symbol or any other Paralympic property.

•

Protect all licensed intellectual property and derivative works against misuse and infringement, asa result of a legally binding requirement that comes along with the grant of the right to use certain
Paralympic marks and images for the express purpose of promoting and staging the Paralympic
Games, under the terms of the HCC - Principles, the JMPA and PMPA.

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6.6.

TicketingIntroduction
Ticketing is typically the first touch point that most spectators have with the OCOG, and it provides
their first impression of the upcoming Games. The Ticketing area delivers critical services to ensure aneffective, services-oriented ticketing programme that engages with spectators throughout their Gamesjourney.
In addition to raising revenues to help stage the Games, ticketing should offer all Olympic fans anequitable opportunity to attend the Games.
For the Ticketing area, key success factors include:•

worldwide access to tickets by the general public;•

effective ticketing services that meet the needs, expectations and requirements of all clientgroups (for example: redistribution services, athletes’ family and friends programme, etc.);•

well-developed ticketing operation plans, including design, pricing, zoning, accreditation, seat
assignments and allocation and distribution;•a detailed full stadiums strategy; and•integrity and enforcement plans at national and international levels for client groups and the
public to limit ticket fraud, counterfeiting and resale.

Close coordination and collaboration within the OCOG and with a variety of stakeholders, including theIOC, IPC, NOCs, IFs, marketing partners, Rights-Holding Broadcasters (RHBs), various Host Country
Authorities and other partners, are also essential for the successful delivery of this area.
The Ticketing area is closely related to and interlinked with many other areas covered by the HCC Operational Requirements. When planning and delivering the Games, it is important to consider eacharea in the wider context of all related requirements highlighted in the cross-reference matrix on page
17 of this document.
More information on the topics covered in this section is available in the Olympic Games Guide on
Ticketing, the following annex and any cross-referenced documents listed within them:•

TKT Annex 1 – Specifications on Client Ticket Portal.

Operational Requirements
In order to deliver the Ticketing requirements in line with the introduction above and in accordancewith the HCC - Principles, the following shall be implemented by the OCOG within the milestones andother timelines set out in the Games Delivery Plan (GDP):

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Requirements related to strategic planning
TKT 01 •Submit the following items to the IOC for review and approval:
−
−
−
−
−

TKT 02 •−−−TKT 03 -Compliance with laws

Unauthorised ticket resale

Enforcement plan

Develop national and international ticket and hospitality monitoring and enforcement plans forclient groups and public ticketing and hospitality programmes. These plans shall address
solutions for controlling illicit sales and activities by unauthorised sources, as well as lack ofadherence to rules by authorised sources. These plans shall also include coordination with
relevant Host Country Authorities and relevant third parties to ensure that effective anti-scalping
measures are in place in the year prior to the Olympic Games.

TKT 07 •Full stadium strategy

Ensure that all ticket clients manage and use their tickets according to the applicable ticket terms
and conditions and any other regulations, as implemented by the OCOG and approved by theIOC.

TKT 06 •the OCOG’s Ticketing Strategic Plan and Ticketing Operating Plan, including plans tomaximise tickets sales and stadium occupancy;
the design and layout of all tickets, including the back-of-ticket terms and conditions;
all Paralympic ticket prices and price zoning plans; andthe Paralympic revised accredited and accessible seating plan (number and locations).

Ensure that the ticketing programme, including ticket sales strategy, sales and distribution plans,
as well as any plan to collect and use purchaser personal information, comply with local andinternational laws.

TKT 05 •Paralympic ticketing plan

Define and employ a detailed full stadium strategy. The strategy shall be submitted to the IOC
and be an integral part of the ticketing programme’s Strategic Plan and Ticketing Operating Plan.

TKT 04 •the OCOG’s Ticketing and Hospitality Strategic Plans and Ticketing and Hospitality
Operating Plans;
the design and layout of all tickets, including the back-of-ticket terms and conditions;
all Olympic ticket prices and price zoning plans;
all hospitality package products, conditions and prices; andthe accredited seating plan (number and locations).

Submit the following items to the IPC for review and approval:−•

Ticketing and hospitality plans

Marketing contracts

Ensure that requirements towards IOC Marketing Partners/RHBs are fulfilled according to thespecifications of the contracts binding the IOC to these entities, including ticket requests.

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TKT 08 •Ensure that the IOC is able to fulfil its ticketing needs. The cost of such tickets (i.e. face value, tax
inclusive) shall be credited against the payment owed to the IOC in relation to OCOG’s ticketing
programme pursuant under the HCC - Principles.

TKT 09 •IOC ticketing needs

Sales restriction to National Federations (NF)

The OCOG is forbidden to sell tickets to international territory NFs. NFs should purchase theirtickets through their respective NOCs.

TKT 10 -NOC agreements•

Ensure that agreements describing the ticket ordering and sales process are concluded between
the OCOG and the NOCs. Such agreements shall comply with all laws and regulations pertaining
to the relevant NOC and the Host Country, and be approved by the IOC before their signature.
The documents shall be in English and French.

•

Ensure that a reasonable number of tickets is made available, free-of-charge, through the NOCs,
particularly to accredited athletes to attend competitions in sports other than their own, to team
officials and other team personnel, throughout the Games.

TKT 11 •Develop solutions to ensure that tickets are held aside for eventual sale to competing athletes sothat the athletes’ respective friends and families can attend the sessions where the athletes arecompeting at the Games.

TKT 12 •Client integrity reporting

Ensure that reporting is provided to the IOC about specialty client ticket management in terms of
the relevant ticketing guidelines and policies. This includes items such as: overall client
compliance with rules, polices, terms and conditions, proposed disciplinary actions for noncompliance; and tracking of client’s successes and challenges.

TKT 15 •NPC standard contract

Ensure that a NPC ticket sales agreement is drawn up between the OCOG and the NPC, tooutline the ticket ordering and sales process, for the IPC’s approval.

TKT 14 •Ceremonies tickets for NOC delegations,

Ensure that, for the Opening and Closing Ceremonies, there is reasonable space available in themain stadium, free-of-charge, for non-marching accredited athletes, team officials and other teampersonnel.

TKT 13 •Athletes’ friends and family tickets

General public payment methods

Ensure that the OCOG’s ticketing programme complies with all requirements related to the IOC’s
Marketing Partner for payment services.

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TKT 16 •Provide reports to the IOC, on an ad hoc basis and at Games-time, on ticket and hospitality
product quantities, requests, allocations, sales, returns, usage and attendance of all clients for all
Olympic tickets and the venue seating bowl inventory.

TKT 17 •General public access opportunities

Ensure that the OCOG’s ticketing programme supports the opportunity for the world’s generalpublic to have access to the Olympic Games. The OCOG shall provide effective solutions in orderto achieve this result with the NOCs.

TKT 22 •Allocation for contractual clients at Paralympic Games

Submit the proposed initial allocation, as well as the final allocation of Paralympic tickets, to the
IPC for review and approval. The approval of this initial allocation shall occur before the ticket
launch to the general public.

TKT 21 •Allocations and seat assignments

Submit to the IOC all ticket allocations and seat assignments to clients at all events.

TKT 20 •Paralympic quota

Present a proposal for a quota allocation, based on previous Paralympic Games practices or
Olympic standards, to the IPC for approval.

TKT 19 •Quota and market segment

Submit all quotas and market segments to the IOC for review.

TKT 18 •Ticketing and hospitality data reporting

Competition schedule

Ensure that the session-by-session competition schedule is finalised in agreement with Sport,
Ticketing and other relevant FAs before commencing the ticket sales phase with thestakeholders.

Requirements related to ticketing operations
TKT 23 •Submit the design and layout of all Paralympic tickets, including the back-of-ticket terms andconditions to the IPC for approval.

TKT 24 •Ticket printing and delivery

Provide the planning, testing and implementation process for ticket printing and delivery, including
the appointment of the relevant providers, to the IOC for approval.

TKT 25 •Paralympic ticket design and layout

Ticket management systems provider

Ensure that the ticket management systems used are those provided by the IOC appointed ticket
management systems provider(s). Should the IOC not appoint any such provider, the OCOG’s
appointment of a ticket management systems provider is to be approved by the IOC.

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TKT 26 •Submit any deviation from the Candidature File, especially on revenue levels and gross/net
sellable venue capacities to the IOC for review. This is particularly important with regard to ticket
pricing and the portion of OCOG revenues to be raised from ticket sales.

TKT 27 •Spectator venue access plan

Ensure that spectators’ access into Olympic venues is exclusively governed by the ticketing
programme, as overseen by the IOC.

TKT 32 •Paralympic accredited seating plan adjustments

Present and explain to the IPC the plans and venue-by-venue capacities of accessible seating.
The OCOG shall update all accredited seating plans and present a Paralympic-specific version to
the IPC.

TKT 31 •Approval of accreditation seating plan

Submit the accredited seating plan (number and locations) to the IOC for approval.

TKT 30 •Ticket prices and price zoning

Submit all Olympic ticket prices and price zoning plans to the IOC for approval.

TKT 29 •Ticket distribution principle

Start from a position that all Olympic tickets distributed are paid for (at face value).

TKT 28 •Pricing changes from Candidature File

Redistribution solutions

Support full stadiums and maximise clients’ ticket usage by making efficient redistribution
solutions available to minimise unused tickets.

Requirements specifically related to the Paralympic GamesTKT 33 •Develop and sign contractual terms with each contractual client that would like to benefit from thepreferential ticket sales process.

TKT 34 •Paralympic ticketing programme contractual arrangements

IPC-OCOG Ticketing Agreement

To ensure that tickets can be purchased worldwide in the most efficient way possible, the OCOG
and the IPC (and, if applicable, the IPC Authorised Ticket Resellers - ATR) shall enter into anagreement with the IPC (and, if applicable, the IPC ATR), whereby the rights to sell tickets will be
granted to the IPC for many territories and that provides that the IPC (or its ATR) has the right toreturn at least 35 per cent of the entire ticket allocation before the final ticket allocation(approximately six months before the Games).

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AnnexesThe HCC - Operational Requirements are completed by the following annexes.
The annexes with an asterisk (*) are stand-alone documents, which are provided separately.

Ceremonies•

CER Annex 1 - Specifications on Intellectual Property Rights in relation to the Ceremonies
and Other Events of the Olympic Games .................................................................................... 209•

CER Annex 2 - Specifications on Victory Ceremony Staging and Announcement Scripts(June 2015) *•CER Annex 3 - Specifications on Protocol Elements for Ceremonies ........................................ 216

Media Part 2 – Broadcasting•

BRS Annex 1 - Operational Specifications for Broadcasting Services and Facilities ................. 225•

BRS Annex 2 - Broadcast Master Plan – Timelines .................................................................... 249•

BRS Annex 3 – Specifications on Broadcast Lighting ................................................................. 256•

BRS Annex 4 - Transport Media Table ........................................................................................ 261

Villages Management•

VIL Annex 1- Specifications on NOC Office Space ..................................................................... 262

Accreditation•

ACR Annex 1 - Accreditation at the Olympic Games – Detailed Specifications(December 2016) *•ACR Annex 2 - Accreditation at the Paralympic Games – Detailed Specifications(June 2015) *Medical Services•

MED Annex 1 - Specifications on Office Space for the IOC Medical andScientific Commission .................................................................................................................. 264

Finance•

FIN Annex 1 – Specifications for OCOG Insurance .................................................................... 266

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Protocol•PRT Annex 1 - Specifications on Olympism and Olympic Symbol (January 2011) *•PRT Annex 2 – Specifications on Protocol .................................................................................. 271

Brand, Identity and Look of the Games•BIL Annex 1 - Specifications on IOC Uniform Guidelines for OCOG Torch Relay and Service
Providers (October 2015) *Ticketing•

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CER Annex 1
Specifications on Intellectual Property Rights and other Rights in
Relation to the Ceremonies and Other Events of the Olympic GamesI.

Introduction

These Specifications on Intellectual Property Rigths and other Rights in Relation to the Ceremonies
and Other Events of the Olympic Games constitute an annex to the HCC - Operational Requirements
on Ceremonies. They are contractually binding on the Host City, the Host NOC and the OCOG and
aim to provide a general understanding of the IOC requirements with respect to intellectual property
and other rights in relation to the Ceremonies of the Games (which include, without limitation, theOpening Ceremony of the IOC Session on the occasion of the Games, the National Olympic
Committees’ Team Welcome Ceremonies at the Olympic Village(s), the Opening and Closing
Ceremonies of the Olympic Games and the Victory Ceremonies (collectively the “Ceremonies”);
together with other Olympic events and activities, including sports presentations for all competition
events included in the Programme of the Games and the Olympic Torch Relay (OTR), as directed by
the IOC. Certain requirements are related to an OCOGs own fullfilment of its obligations (e.g. inrespect to performers, collecting societies and others); others concern the clearances of music rights
in the context of broadcasting are addressed in the HCC - Operational Requirements on Media,
including the relevant annexes thereto; and in other cases these requirements concern the IOC and its
affiliated entities’ and authorized third parties post-Games uses of any derived content for their own
institutional purposes.
Note that these specifications are updated from Games to Games and, as a result, their content mayvary from the version contained in this annex. Contact the OCOG Legal Department to obtain thelatest and updated version of such specifications. These specifications are not exhaustive and moredetailed requirements may apply depending on specific circumstances of a particular Games edition,
Ceremony or event. The IOC Legal Affairs Department is available to discuss and assist for any issue
arising during implementation of the required specifications.

II.

General principles

In conformity with the Olympic Charter and the HCC, all Intellectual Property Rights (including, but notlimited to, copyright and trademark rights) and all other rights of every kind and nature in all graphic,
visual, artistic and creative works,or other content, created, developed or produced by or on behalf ofor for the use of the Host City's Candidature Committee, the Host City, the Host NOC or the OCOG
with respect to the Games (the “Games-Related Properties”) shall automatically, on the creation
thereof, vest in and remain in the full ownership of the IOC throughout the world and to the fullest
extent permitted by law and, in respect to intellectual property rights, for the full term of suchintellectual property (including all renewals, reversions and extensions thereof) and thereafter inperpetuity. These requirements aim at protecting the integrity of the legacy of the Olympic Gamesthrough the Olympic Intellectual Property (and other rights) and the image and reputation of theGames and the Host City; in addition to ensuring the fullfilment of the Host City, the Host NOC or the
OCOG’s corresponding obligations vis-à-vis third parties. This requirement applies in particular to allmusical works and performances specifically commissioned in connection with the Olympic Games.
As part of its intellectual property and other rights-related requirements, the OCOG must ensure inparticular that:i.

the procedure for designation of the IOC as owner and beneficiary of either the copyright on any
Audio-Visual (AV) and/or musical works or content specifically commissioned in connection with
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the Olympic Games, occurs to the satisfaction of the IOC as per the IOC’s contractual and legal
requirements;ii.

appropriate legal instruments are executed with all performers and/or participants at theCeremonies, the OTR and other events organised by the OCOG; andiii.

the OCOG obtains all required rights and clearances (including, without limitation, with respect
to recorded music, live music, musical compositions, arrangements, photos, AV recordings andother content of Ceremonies or other Games-related events and make any required payment inconnection therewith, in each case as necessary for the public performance at the venues andtheir broadcast/making available, and the futher use of any recordings produced by Olympic
Broadcasting Services (OBS) or third parties authorised by the IOC, together with the IOC andall IOC Controlled Entities’ further uses for their institutional purpose for the promotion of the
Olympic Games and the Olympic Movement.

III.

Image rights

All persons accredited at the Olympic Games (i.e. holders of an Olympic Identity and Accreditation
Card [OIAC], as defined in the HCC) are bound by the terms applicable to such accreditation (i.e.
extract from Accreditation Card: “[…] By using this Card, I agree to be filmed, televised, photographed,identified and/or otherwise recorded during the Olympic Games, and that my captured or recorded
image, together with my name, likeness, voice, performance and biographical information, may be
used in any content, format and through any media or technology whether now existing or created in
the future, by the IOC and third parties authorised by the IOC during and after the Olympic Games inperpetuity in relation to the celebration and promotion of the Olympic Games, the Olympic Movement
and the IOC in a commercial or non-commercial manner […]”). Such terms must also apply to all
persons involved (in any capacity) at all Olympic venues, including in particular all artists taking part in
the Ceremonies. If, for any reason, artists have access to Olympic venues without being holders of an
OIAC, the OCOG is responsible for ensuring that these persons undertake to be bound by similar
requirements (e.g. by signing some other document and/or contract to such effect).

IV.

Commissioned works

The IOC must be designated as the owner and beneficiary of all Intellectual Property Rights (including,
without limitation, copyright and related rights) and other rights in and to all works or content
commissioned in connection with the Ceremonies (and other events when applicable). Where
applicable, the OCOG must also ensure that all necessary consents or authorisations by the different
contributors to the commissioned works or content (hereinafter the “Artists”), with regard to theirimage/publicityrights, have been secured for the benefit of the IOC and all IOC Controlled Entities (i.e.
any entity or company, existing or to be created, which is owned or directly or indirectly controlled by
the IOC, such as, without limitation, the Olympic Foundation for Culture and Heritage, IOC Television
and Marketing Services S.A. and Olympic Broadcasting Services S.A.) and their respective affiliates,and others members of the Olympic Movement.
The OCOG shall further ensure that all Artists and other persons (either physical or legal) involved in
the creation of the commissioned works in connection with the Ceremonies have confirmed in writingthat (i) the creation of such works and all results and proceeds thereof are specially commissioned by
the IOC and shall be considered a "work made for hire", and (ii) such persons have full power to, andwill, without any restriction whatsoever, enter into a rights assignment(s), in the form and substancerequested by the IOC, before they start working on any projects. Further agreement(s) with the Artists,
participants or their representatives, shall be executed at any time on request of the IOC as necessary
to secure the full assignment of all intellectual property and other rights including copyright, to the IOC.

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V.

Pre-existing works

For all pre-existing works or contents used in the Ceremonies (and other events when applicable), theOCOG should either acquired or at least obtain from the relevant rights owner and provide to the IOC,an irrevocable, sub-licensable, royalty-free license, without any limitation of time, territory, format or
technology, whether known or thereafter developed, including their, reproduction, translation,
adaptation, public performance, communication to the public and making available, distribution andbroadcast, (together with the image and likeness of all performers), within the framework of the
Ceremonies and/or the Games (and other events when applicable), as well as for the purpose ofpromoting the Olympic Games, the IOC, any IOC Controlled Entity and the Olympic Movement ingeneral and any similar purposes (such as commemorative books, films, programmes, volumes,
videos, Digital Video Discs [DVD], audio albums or other media compilations), and the futher use by
the IOC and all IOC Controlled Entities’ further uses for their institutional purpose for the promotion of
the Olympic Games and the Olympic Movement..

VI.

National anthems

The IOC has commissioned arrangements of the national anthems of most NOCs participating in the
Games (the “IOC Arrangements”) and has secured the necessary rights for allowing the OCOGs to
use such IOC Arrangements in the context of the Olympic Games at no cost.
The OCOG will be responsible for the re-arrangement and re-recording of national anthems ofparticipating countries for which no IOC Arrangement is available or which have demonstrated
legitimate reasons preventing the use of the IOC Arrangement of their national anthem during theGames. In such cases, the OCOG will be responsible for securing the rights to the originalcompositions and for obtaining full assignment of the rights to their re-arrangement and re-recording(where such re-arrangement and re-recording is necessary), including the lyrics, in the name of the
IOC to ensure that the IOC, any IOC Controlled Entity, as well as the IPC (and their respective
successors, assigns, designees) will have the irrevocable right to exploit this new arrangement
throughout the world, on all media and in perpetuity, including in the staging of the Olympic Games,
Paralympic Games or Youth Olympic Games and of any other IOC- or IPC-sanctioned event or
release and in all broadcasts, recordings (whether audio, AV or visual), transmissions and depictions
thereof. All agreements and contractual documentation related to the re-arrangements and rerecording of national anthems by the OCOG shall be submitted to the IOC for prior written approval.

VII.

Other general requirements

For any event taking place at an Olympic venue other than Ceremonies (including, as the case may
be, concerts performed before or after Victory Ceremonies), all rights should be cleared as defined in
the present specifications. In particular, the OCOG must at least ensure: (i) that the right to publicly
perform, broadcast, communicate to the public and make available the relevant content, areguaranteed to the IOC, the IOC Controlled Entity and its Rights-Holding Broadcasters (RHB); and (ii)the right for the IOC and all IOC Controlled Entities to use, free-of-charge, the performances worldwide
for their institutional purposes and for their promotion of the Olympic Games and the Olympic
Movement is guaranteed. In addition, Artists should undertake not to use their performance, work or
creation in any way, in particular for the promotion of any third party or third party’s products orservices, without the prior written approval of the IOC.
In no event an Artist shall be allowed to use, or authorise the use of, any Olympic Properties, inparticular in connection with their name, performance, creation or work for promotional or commercial
purposes, without the prior written approval of the IOC (additional confidentiality undertakings may berequired from the Artist in the context of the secrecy surrounding the Ceremonies in general).
Furthermore, all Artists should provide the usual guarantees applicable to works subject to Intellectual
Property Rights (e.g. the work is original and does not infringe any third parties’ rights, waiver from any
exclusivity agreement or from a collection societies, etc.) and should undertake not to cause or permit
anything susceptible to bring the Olympic Movement into disrepute, or which is in contradiction with

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the Olympic Charter.
The OCOG must provide, with sufficient anticipation prior to any use, to the IOC with a complete anddetailed status of the clearance of rights with respect to each and every creation/performance/work
used in or in connection with the Ceremonies, including without limitation (i) the reports on music to be
used during any such event (in accordance with the “IOC Music Reporting Instructions– Cue Sheet
Template”; (ii) the detailed list of signed legal instruments (with their corresponding physical supports)
for any graphic, visual, artistic and creative works,or other content, created, developed or produced byor on behalf of or for the use of during the events. Such information shall be duly audited and validated
by the OCOG’s Legal Functional Area (FA), and additionally by a trusful external entity with thenecessary expertise in the corresponding domaine, prior to any such event.
All templates of any legal instrument regarding the Artists in relation to the Ceremonies, must be
submitted for the IOC for prior approval, no later than 18 months prior to the Games and before any
hiring is made. Any changes to the IOC-approved contract templates should be submitted to the IOC
for prior written approval.

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IOC music reporting instructions – cue sheet template[EDITION OF THE GAMES]MUSIC CUE SHEETEvent:
Date:
Location:(1)
Cue no.

(2)
Segment(3)Music cue
title

(4)
Writer(s)/arranger(s)(5)
Publisher(s)(6)
Performer(s)(7)
Recordcompany(8)Music
origin code

(9)Music usecode(10)Music cueduration

(11)
Year

(12)
Notes

Page No. 1/X

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Guidance notes for cue sheet completion for Ceremonies
1.

Cue no. – For the sake of clarity, give a number to each of the music cues.

2.

Segments – Identify to which segment/part of the event programme the music cue corresponds.

3.

Music cue title – All music cues must be named. For specially commissioned score music, the terms "Opening music" and "Closing music" may be used
where applicable.
For non-score pre-existing music, the full title of the music should be given. Always use the Music origin codes stated below under 9.

4.

Writer(s)/arranger(s) - Give the full name(s) in the following format: First name, Middle name (if applicable) and Last name. The name should be followed by abracketed indicator of the individual's role using the following codes:
Composer(C)
Author(A)
Composer/author(CA)
Arranger(AR) - N.B. This is only required when the music is an arrangement of a non-copyright work.
Should the work be out of copyright and in the public domain, document it as ‘PD’
CAE no. is a unique code indicating the identity of a composer, author or publisher. Add this number where available.

5.

Publisher(s) - Give the full name(s) of the music publisher(s). Where the work is not published, indicate with the designation "Unpublished" in the column.
CAE no. – Refer to Note 4 (above)

6.

Performer(s) - Full details to be given.

7.

Record company – Provide the name of the recording company.

8.

Music origin code - These are codes used to indicate the source of the music, as follows:
P - Live performance
C - Commercial record/Compact Disc [CD]/Digital format (e.g. MP3, Wav file, etc.)
X - Specially commissioned score

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9.

Music use code - These codes are used to identify featured and background usages. The Use-codes* are:MT:

Main title

VI:

Visual Instrumental: when an instrumentalist is on camera performing the song

VV:

Visual vocal: when a vocalist is on camera singing the song

VD:

Visual dance: when a dancer is on camera dancing to the song

VS:

Visual source: when you can see the source of the music cue (e.g. you can see the radio that the music is supposed to be coming from)

BV:

Background vocal: when there is a visual or non-visual vocal source (e.g. a song playing at a club during a scene); when a song is performed and the
lyrics are audible to the listening audience, even though there may be some dialogue in the foreground of the scene

BI:

Background instrumental: the performance of a work (or works) used as dramatic underscore to a scene where the music is not the focus of audienceattention yet nonetheless is used to set the mood of the scene

OT:

Open title: start/opener title themeET:

End title: end/closer title theme

10.

Music cue duration - This should be the exact length of the music cue expressed in minutes and seconds. Half-seconds should be rounded up to the nearest
whole second.

11.

Year – Provide the year when the recording was produced (if available).

12.

Notes – Provide any additional/relevant information (i.e. contract’s status, limitations of use, etc.).

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CER Annex 3
Specifications on Protocol Elements for Ceremonies
Introduction
These specifications are contractually binding on the Host City, the Host NOC and the OCOG and aim
to provide a general understanding of the IOC requirements with respect to the protocol elements inrelation to the Ceremonies of the Olympic Games, which include Opening, Closing, Victory
Ceremonies and Team Welcome Ceremony (the “Ceremonies”).
Note that these specifications have been compiled in this document following the revisions
implemented after the Games of the Olympiad Rio 2016.
Contact the OCOG Ceremonies area to obtain the latest and updated version of such specifications.
These specifications are not exhaustive and more detailed requirements may apply depending on
specific circumstances of a particular Olympic Games edition. The IOC Ceremonies team is available
to discuss and assist for any issue arising during the implementation of the present specifications.

Protocol elements for Opening Ceremony
This section specifies the required protocol elements related to the Opening Ceremony. Additional
elements related to protocol at the Opening Ceremonies can be found in the IOC Protocol Guide andthe Olympic Games Guide (OGG) on Ceremonies.
Language requirements for Opening Ceremony
The OCOG must present all matters of protocol in three languages, except when the Host Country’s
language is French or English. In such an instance only the two languages, French and English, must
be observed. Announcements must be presented in this order: first in French, second in English andthird in the Host Country’s language (if it is other than English or French). If the Host Country’s
language is French, it should be read after English. All matters of protocol must be translated. It is not
required for them all to be announced, but they must be translated and subtitled on video boards ifthey are not announced. The IOC must approve the approach for translations (e.g. which material issubtitled or announced).
Olympic protocol requirements, order and elements
To promote Olympic values, there are required elements of protocol in an Olympic Games Opening
Ceremony, as referenced in the Olympic Charter, in the OGG on Ceremonies and in the IOC Protocol
Guide.
While artistic segments may be interspersed between these protocols elements, they must be placedin the following order:
Order

1

ActionHead of State (HOS) and IOC President’s entry:
The HOS of the Host Country is received at the entrance of the stadium by the IOC President. The
IOC President then meets the HOS in the official stand. The IOC President, together with the HOS,
then enter the Presidential Box under the official announcement. It is customary for this to occur atthe beginning of the Opening Ceremony.

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Order

2

ActionPlaying the national anthem:After the introduction of the HOS, the national anthem of the Host Country is then played or sung, as
the host nation’s flag is hoisted. While patriotic, the OCOG shall not make this moment political ormore than a reverent raising of the national flag; close attention should be given to the staging.
Parade of athletes:
The parade of athletes is the next required element of protocol and Olympic tradition. At the Gamesof the Olympiad, the athletes enter the stadium after the artistic programme and remain in the centreof the field. At the Olympic Winter Games, the athletes’ march takes place at the beginning of the
Ceremony and the athletes take seats reserved for them in the audience. The OCOG shall give
particular attention to ensure that the athletes can follow the Ceremonies and feel the atmosphere(using video screens, live entertainment, etc.) when waiting Back of House 8BOH) for their entrance
into the stadium.
Each delegation, dressed in its formal official uniform (in accordance with the Olympic Charter), must
be announced in three languages (French, English and the Host Country’s language – in this order),then must be preceded by a name-board bearing its name (in three languages - French, English andthe Host Country’s language) and must be accompanied by its flag, to be carried by a member of thedelegation. The flags of the participating delegations, as well as the name-boards, shall be provided
by the OCOG and shall all be of equal size. The name-board-bearers shall be designated by the
OCOG. The flag-bearers shall be designated by the NOC. Those involved in the preparation of theparade should ensure that the list of names remains confidential until the Ceremony. The flagbearers place their flags in a semi-circle adjacent to or behind the rostrum and thereafter join theirnational teams.

3

The delegations parade in alphabetical order according to the language of the Host Country, except
for Greece, which leads the parade, and for the Host Country, which enters the stadium last. The
order must be approved by the IOC NOC Relations team. Only those athletes participating in the
Olympic Games with the right to accommodation in the Olympic Village may take part in the parade,
led by the NOC flag-bearer, the athletes and followed by a maximum of six officials per delegation.
It is customary for the delegation to pass the Presidential Box on entering the stadium, and thenproceed 360 degrees in view of the live audience around the entire field to its seat or position on thefield. At the Olympic Winter Games, each delegation, after completing its march, proceeds to theseats that have been reserved for it in order to watch the Ceremony, with the exception of its flagbearer, who remains on the field. At the Games of the Olympiad, the athletes march to a designatedposition in the field.
No participant in the parade is permitted to carry flags, banners, banderols, cameras or hand-heldvideo recorders or other visible accessories or objects which are not part of his/her uniform. Anychange to this policy must have the prior approval of the IOC. An information note will be distributed
to the NOCs by the IOC prior to each Ceremony.
With the exception of the marching order, all delegations, including the Host Country’s delegation,
shall be treated equally. Their flags, name-boards, entry music, announcements and all otheracknowledgements shall be the same. No single country shall receive greater attention than any
other.

4

Dove Release:
A symbolic release of doves acknowledges the peaceful intent of the Games. This release may befashioned creatively but should clearly acknowledge its origins in Olympic tradition. Live animals
should not be used. The symbolic release of doves may take place at any time after the entry of theathletes but before the lighting of the Olympic cauldron.

5

Olympic laurel award
For the Games of the Olympiad only, an Olympic laurel award is presented to a personality having
made outstanding contributions to Olympism. The selection is made by a jury named for theoccasion by the IOC.

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Order

Action6

OCOG President’s speech:
After the athletes have all entered, the IOC President, accompanied by the OCOG President,
proceeds to the rostrum positioned on the field in front of the Official Stand. The OCOG President
gives a speech, which is a maximum of three minutes in duration, then adds these words: “I have thehonour of inviting ... (name), President of the International Olympic Committee, to speak.”7

IOC President’s speech:
The IOC President then gives a speech in which he refers to Pierre de Coubertin and further
declares: “I have the honour of inviting ... (the HOS) to proclaim open the Games of the (number)
Olympiad of the modern era (or the … (number) Olympic Winter Games).”8

Opening of the Games:
Without any further comments or speeches, the HOS then proclaims the Games open by saying: “Ideclare open the Games of ... (name of City) celebrating the ... Olympiad of the modern era (or the ...
Olympic Winter Games).” I.e. for Vancouver: “I declare open the Games of Vancouver celebrating
the XXI Olympic Winter Games.”

9 & 10Raising the Olympic flag and playing the Olympic anthem:After the HOS opens the Games, the Olympic flag, unfurled horizontally, is brought into the stadiumaccompanied by dignified music of national origin. It is customary for the Olympic flag to be carried
360 degrees in view of the live audience around the stadium field’s perimeter. The flag should pass
the Official Stand on entry, and then proceed around the stadium. By custom, the flag is carried byeight to ten people. When the flag reaches the base of the flagpole, the Olympic anthem isperformed as it rises to the top of the pole. The Olympic flag is of larger dimension than any otherflag (as a guide: 4.1 x 2.7 metres). The Olympic flag must fly for the entire duration of the Games on
the most prominent flagpole placed on the most prominent position in the Olympic Stadium, until theend of the Closing Ceremony.

11

Athletes’ oath:
After the Olympic flag has been raised, a competitor of the Host Country mounts the rostrum.
Holding a corner of an Olympic flag in his left hand and raising his right hand, he recites the following
solemn oath: “In the name of all the competitors I promise that we shall take part in these Olympic
Games, respecting and abiding by the rules which govern them, committing ourselves to a sport
without doping and without drugs, in the true spirit of sportsmanship, for the glory of sport and thehonour of our teams.”(French)“Au nom de tous les concurrents, je promets que nous prendrons part à ces Jeux Olympiques enrespectant et suivant les règles qui les régissent, en nous engageant pour un sport sans dopage etsans drogues, dans un esprit de sportivité, pour la gloire du sport et l’honneur de nos équipes.”
The creative team should look at the possibility of involving all athletes in this unique moment.
Officials’ oath:
Immediately after the athletes’ oath, a judge from the Host Country mounts the rostrum and, in thesame manner, recites the following oath:12“In the name of all the judges and officials, I promise that we shall officiate in these Olympic Games
with complete impartiality, respecting and abiding by the rules which govern them, in the true spirit ofsportsmanship.”(French)“Au nom de tous les juges et officiels, je promets que nous remplirons nos fonctions pendant ces
Jeux Olympiques en toute impartialité, en respectant et suivant les règles qui les régissent, dans un
esprit de sportivité.”
The creative team should look at the possibility of involving all officials in this unique moment.

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Order

ActionCoaches’ oath:
Immediately after the officials’ oath, a coach from the Host Country mounts the rostrum and, in thesame manner, recites the following oath:13“In the name of all Coaches and other members of the athlete’s entourage, I promise that we shallcommit ourselves to ensuring that the spirit of sportsmanship and fair play is fully adhered to andupheld in accordance with the fundamental principles of Olympism.”(French)« Au nom de tous les entraîneurs et des autres membres de l'entourage des athlètes, je promets defaire respecter et de défendre pleinement l'esprit de sportivité et le fair-play selon les principes
fondamentaux de l’Olympisme. »The creative team should look at the possibility of involving all coaches in this unique moment.
Lighting of the Olympic flame:
The last requirement of Olympic protocol is the lighting of the Olympic cauldron. The Olympic
cauldron should be located at the Olympic stadium of the Host City. This is the location where theOlympic flame will be lit during the Opening Ceremony and extinguished during the Closing
Ceremony.
The Olympic flame, carried from Olympia, Greece, is brought into the stadium by runners relaying it
to each other. The flame should pass the Official Stand on its entry into the stadium, and then be
relayed all the way around the perimeter of the field in view of the spectators. The last runner iscustomarily an Olympic athlete and should be the one who lights the cauldron.

14
The cauldron, which should be lit by a human action and not by a mechanical process, should bepositioned so that all the spectators in the Olympic stadium can see it and, because of the highexpectations of the public, wherever possible in a prominent location visible to the public outside thestadium during the period of the Games.
As the cauldron is the key element of the Opening and Closing Ceremonies of the Olympic Games, it
must be free of any references or commercial association, thus respecting the Olympic Charter (Rule50).
The flame must not be extinguished until the closing of the Olympic Games.

Protocol elements description for Closing Ceremony
This section specifies the required protocol elements related to the Closing Ceremony. Additional
elements related to protocol at the Closing Ceremonies can be found in the IOC Protocol Guide andthe OGG on Ceremonies.
Language requirements for Closing Ceremony
The OCOG must present all matters of protocol in three languages, except when the Host Country’s
language is French or English. In such an instance, only the two languages, French and English, must
be observed. Announcements must be presented in this order: first in French, second in English, andthird in the Host Country’s language (if it is other than English or French). If the Host Country’s
language is French it should be read after English. All matters of protocol must be translated. It is not
required for them all to be announced, but they must be translated and subtitled on video boards ifthey are not announced. The IOC must approve the approach for translations (e.g. which material issubtitled or announced).
Olympic Protocol requirements, order and elements
To promote Olympic values, there are required elements of protocol in a Closing Ceremony, as
referenced in the Olympic Charter, in the OGG on Ceremonies and in the IOC Protocol Guide.
While artistic segments may be interspersed between these protocols elements, they must be placed

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in the following order:
Order

Action1

Head of State (HOS) and IOC President’s entry:
The HOS of the Host Country or her/his designee is introduced and acknowledged together with the
IOC President and the OCOG President from his/her box in the Official Stand. The IOC President,
together with the HOS, then enters the Presidential Box, which is officially announced. It is customarythat this occurs at the beginning of the Closing Ceremony.

2

Playing of the national anthem:After the introduction of the HOS, the national anthem of the Host Country is then played or sung, as
the host nation’s flag is hoisted. While patriotic, the OCOG shall not make this moment political ormore than a reverent raising of its national flag.

3

Entry of nations’ flags:
The entry of the nations’ flags is the next element of the Closing Ceremony. Preceding the parade ofathletes, all of the nations’ flags enter the Olympic stadium. Led by Greece, these flags enter inalphabetical order according to the language of the Host Country. The Host Country’s flag enters last.
An athlete representative of that country carries each flag alongside a name-board-bearer. The
name-boards shall be provided by the OCOG and shall all be of equal size with the country namedisplayed in three languages: French, English and the Host Country’s language. The name-boardbearers shall be designated by the OCOG. The flag-bearers place their flags in a semi-circle adjacent
to or behind the rostrum and join the other athletes.
Parade of athletes:
Immediately after the entry of the nations’ flags, thepParade of athletes is the next required elementof protocol and Olympic tradition. In the Closing Ceremony, the athletes enter the stadium “enmasse” without any groupings whatsoever (in accordance with the Olympic Charter). At the Games of
the Olympiad, the athletes enter the stadium after the artistic programme and remain in the centre of
the field. At the Olympic Winter Games, the athletes’ march is at the beginning of the Ceremony, andthe athletes take seats reserved for them in the audience.

4

No participant in the parade is permitted to carry flags, banners, banderols, cameras or hand-heldvideo recorders or other visible accessories or objects, which are not part of his or her uniform. Anychange to this policy must have the prior approval of the IOC. An information note will be distributedby the IOC prior to each Ceremony.
All delegations, including the Host Country’s delegation, shall be treated equally. Their flags, nameboards, entry music, announcements and all other acknowledgements shall be the same. No single
country shall receive greater attention than any other.

5

Victory Ceremony:
Immediately after the parade of athletes, a Victory Ceremony is the next required element of protocol.
The IOC will define which competition will have its Victory Ceremony taking place at the Closing
Ceremony. The Ceremony must be set up in accordance with the IOC requirements for the Victory
Ceremonies staging and announcement scripts (refer to CER Annex 2 - Specifications on Victory
Ceremonies Staging and Announcement Scripts for details). The IOC President will present the
medals on this occasion.

6

Introduction of the IOC Athletes’ Commission’s newly elected members and recognition of thevolunteers:
Immediately after the Victory Ceremony, the next required element of protocol is the introduction of
the IOC Athletes’ Commission newly elected members and the recognition of the volunteers. This
moment is set up on the central stage. A limited number of volunteers representing all volunteers of
the Games proceed to the stage. Then, the IOC Athletes’ Commission’s newly elected members,
introduced by an announcement and on the video boards, proceed to the stage where they present
flower bouquets to the volunteers on behalf of all the athletes participating in the Games to thank andrecognise all the volunteers for their contribution.

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Order

7

ActionMoment of remembrance
A symbolic and emotional moment to remember those lost takes place at any time after the entry of
the athletes but before the official speeches.
This segment is dignified and appropriate for any member of the audience, whether in the stadium or
through broadcast.

8

Playing of the Greek national anthem:To the sounds of the Greek national anthem, the Greek flag is hoisted on the pole that stands to theleft of the Olympic flag’s central pole.

9Lowering the Olympic flag:
While the Olympic anthem is being played, the Olympic flag is slowly lowered from the flagpole andcarefully folded in a dignified manner at the base of the pole. The attention of the audience is shiftedto the flag handover ceremony entrance at the end of the Olympic anthem.

10

Flag handover ceremony:
The mayors of the Host City and next Host City join the IOC President on the rostrum for the flag
handover ceremony. From the field access to the rostrum, the mayors will take the same path as the
IOC President. The mayor of the Host City returns the Olympic flag to the IOC President who thenpasses and entrusts it to the mayor of the Host City of the following Olympic Games. This flag must
be displayed in the latter city’s main municipal building until the Closing Ceremony of the next Host
City’s Olympic Games. The flag of the Host Country of the next Olympic Games is hoisted on thepole to the right of the Olympic flag to the strains of its national anthem.

11

Next Host City artistic segment:
Immediately after the flag handover ceremony, the next Host City presents a brief artistic segment
introducing their Games. The artistic segment should focus on extending an invitation to the youth of
the world to congregate in the Host City of the next edition of the Games, supported by a simple
thematic or visual statement. Close cooperation and collaboration between the incumbent and future
OCOG in presenting the next Host City’s artistic segment is necessary. Requirements for andinformation on this segment are available in Chapter 2.2 Signature events from the OGG on
Ceremonies.

12

OCOG President’s speech:
The President of the OCOG gives a speech of no more than three minutes wherein he/she thanks theathletes and volunteers and concludes with these words: “I have the honour of inviting ... (name),
President of the International Olympic Committee, to speak.”13

IOC President’s speech:
Immediately after the address by the President of the OCOG, the IOC President gives the closing
speech of the Olympic Games, which he ends with these words: “I declare the Games of the(number)... Olympiad (or the ... (number) Olympic Winter Games) closed and, in accordance withtradition, I call on the youth of the world to assemble four years from now at ... (if the city has not yet
been chosen, the name of the city is replaced by the words: “the place to be chosen”), to celebratewith us the Games of the ... (number) Olympiad (or the ... (number) Olympic Winter Games).”

14

Extinguishing the Olympic flame:At the conclusion of the protocol element of the Closing Ceremony, a solemn fanfare or music is
played as the Olympic flame is extinguished. The exact moment of extinguishing the Olympic flame
should be highlighted.

Protocol elements description for Victory Ceremonies (including “Medals
Plaza”)
This section specifies the required protocol elements related to the Victory Ceremonies (including“Medals Plaza”). Additional elements related to protocol at the Victory Ceremonies can be found in the
IOC Protocol Guide and the OGG on Ceremonies.

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Language requirements for Victory Ceremonies (including “Medals Plaza”)
The OCOG must present all matters of protocol in three languages, except when the Host Country’s
language is French or English. In such an instance, only the two languages, French and English, must
be observed. Announcements must be presented in this order: first in French, second in English andthird in the Host Country’s language (if it is other than English or French). If the Host Country’s
language is French it should be read after English. All matters of protocol must be translated. It is not
required for them all to be announced, but they must be translated and subtitled on video boards ifthey are not announced. The IOC must approve the approach for translations (e.g. which material issubtitled or announced).
Olympic protocol – medal and flower presenters
In preparation for the Victory Ceremonies, the IOC determines the list of IOC Members who will
present the Olympic medals. This list is subject to change prior to the Victory Ceremony and any
variation is at the exclusive discretion of the IOC. The Victory Ceremony is a traditional and dignified
celebration, reserved for the Olympic Games.
Olympic protocol requirements/Olympic protocol order and elements
The IOC provides the scripts for announcements made during all Victory Ceremonies (individual andteam). For further detail, refer to CER Annex 2 - Specifications on Victory Ceremony Staging andAnnouncement Scripts. All announcements for the Victory Ceremonies are prescriptive and are not tobe altered without the approval of the IOC.
The OCOG must ensure that the Victory Ceremonies are dignified and respectful of Olympic protocol
and traditions. No one other than a victorious athlete should ever be awarded with an Olympic medal
or step onto an Olympic podium. There are required elements of protocol in an Olympic Victory
Ceremony, as referenced in the Olympic Charter and in the IOC Protocol Guide.
These protocol moments must take place in the specified order during the Ceremony:
Order

ActionEntrance of the medallists and presenters:
Athlete escorts lead the medallists to the back of the podium where they stand with the gold
medallist positioned between the silver and bronze medallist. (The silver medallist always stands on
the right side of the gold medallist.)
The presenter escorts lead the IOC (for medals) and IF (for flowers) presenters to their positions.

1

Traybearers carrying the medals and flowers enter and take their positions.
Ceremonial music is played to underscore the entrance of the medallists and presenters.
Note: All music played during the Victory Ceremonies is subject to the requirements detailed in CER
Annex 1 – Specifications on Intellectual Property Rights in relation to the Ceremonies and Other
Events of the Olympic Games and is subject to the approval of the IOC at least three months before
the Games.

2

Introduction of the Presenters:
The medal and flower presenters are announced, as specified by the IOC. Their names and titles arealso shown on the LED screens.

3

Introduction of the medallists:
Medallists are announced, as specified by the IOC, and their names and country also appear on the
LED screen in the order of bronze, silver and gold medallist. The names of the medallists are only
spoken after the language announcement in order to delay the applause until the end of the entireannouncement.

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Order

Action4

Medal and flower presentations:
On hearing their name in the language of the Host Country the medallist(s) should step onto the
podium to receive their medal(s). The medal presenter will present the medal(s). Then, the flower
presenter will present the bouquets. For the specific order of announcements, refer to CER Annex 2- Specifications on Victory Ceremony Staging and Announcement Scripts.

5

Raising of the national flags and playing of the gold medallist’s anthem:
The anthem of the Olympic champion is announced. The medallists remain on the podium as theanthem is played and three equal-sized flags are raised.
The flagpoles should be positioned so that the medallists are able to face them when the anthem isplayed without turning their backs to the presenters or the Olympic family tribune. The flag for the
Olympic champion is raised higher than those for the silver and bronze medallists, which are raisedat the same level. The flag of the silver medallist is raised to the left of the gold medallist’s flag while
the flag for the bronze medallist is raised at the right.
In the event that the venue does not allow for the installation of flagpoles (i.e., indoor venues), theflags will be raised on a trapeze rigged from the ceiling of the venue. Careful consideration must be
given to the positioning of the trapeze so that the medallists are facing the flags as they are raised
and that the flags are in their direct view. All other protocol regarding the placement of the flags
mentioned above remains the same. When considering the location of the flagpoles/trapeze,attention should also be given to the backdrop offered to the spectators, broadcasting and still
photography.
It is highly recommended that people responsible for raising the flags have been properly trained toensure a smooth and level hoist up the flagpole. A protocol expert should coordinate with the NOC
Services area to verify that the flags and national anthems of each NOC are correct.
For Olympic Winter Games: at competition events where only flowers are presented and the medals
will be awarded later at an Olympic Medals Plaza, no national flags are raised and no anthems areplayed. These two acts of protocol happen only when a medal is awarded.
Conclusion of the Victory Ceremony:An announcement is made to present the Olympic medallists and provide a cue to the audience forfinal applause.
The gold medallist customarily invites the other medallists to the top level of the podium for a victory
photo opportunity.

6

At the end of the Victory Ceremony, the presenter-escorts lead the presenters to their off-stage exit.
The athlete-escorts invite the medallists to step off the podium and typically lead them in aprocession allowing the opportunity to wave to the audience and to pause in front of still
photographer positions.
The medallists will then be escorted to the mixed zone where they will be interviewed by accreditedpress.

Protocol elements description for Team Welcome Ceremonies
Each Olympic team is welcomed to the Olympic Village by the Village Mayor with a flag-raisingceremony, the date of which should be agreed with the Chef de Mission of the respective country
during the Delegation Registration Meeting (DRM), but which must occur before the Opening
Ceremony of the Olympic Games. Many Ceremonies may be held each day.
Each NOC should have a number of team members parade at the Ceremony. Up to four countries
may be welcomed in one Ceremony. NOCs may invite a limited number of officials, diplomats, national
representatives and their national media to this Ceremony.

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Language requirements for Team Welcome Ceremony
The Team Welcome Ceremonies must be delivered in French and English.
Playing of the anthem for Team Welcome Ceremony
The national anthem of the country is played (abbreviated, in a recorded version of no more than 90
seconds, no live performance by orchestra and/or singers) as the nation’s flag is hoisted.

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BRS Annex 1
Operational Specifications for Broadcasting Services and Facilities
In order to deliver broadcasting services in line with the HCC - Operational Requirements and inaccordance with the HCC - Principles, the following shall be implemented by the OCOG within themilestones and other timelines set out in the Games Delivery Plan (GDP):

Planning Phase
01. Broadcast master plan timelines and milestones•

Ensure strict adherence and timely progress to the broadcast master plan timelines (refer to BRS
Annex 2 - Broadcast Master Plan – Timelines). These timelines and milestones are also extracted
from the GDP and will be reflected in the OBS/OCOG Agreement. Also ensure integration with
OCOG-OBS Games-time timelines.

02. Venue planning process•

Manage the venue planning process related to broadcasting through the Broadcast Services
Functional Area (FA), including procedures, meetings, workshops and surveys, in full consultationand coordination with OBS.

•

Make all original source Computer-aided Design (CAD) files for the International Broadcast
Centre (IBC) and venues (in English) available to OBS. These CAD files shall detail the various
infrastructure requirements of OBS and Rights-Holding Broadcasters (RHB) for the Games
broadcast. Develop and provide detailed CAD management procedures in agreement with OBS.

•

Design all broadcast-related facilities and venue overlays based on information, specifications
and guidance provided by OBS. These designs, both interim and final, shall be approved by OBS
prior to implementation.

•

Provide information on any health and safety regulations and requirements covering the IBC andthe venues. Specifically this must cover the construction and interior layout of the IBC. For thevenues, it should address the broadcast compounds, announcer positions, camera platforms,
specialty equipment (cable cam towers, 4 point systems, etc.) and food and beverage facilities.
The health and safety regime should be consistent across all venues. The requirements should
also cover the OBS warehouse. The OCOG shall be responsible for providing this information to
OBS and the Rights-Holding Broadcaster (RHB) in the Planning Phase to guarantee appropriate
preparation (e.g. necessary partitions, mandatory dedicated toilets).

03. Operational planning of venues•

Implement a consistent approach across venues and sports to operational venue planningincluding policies and procedures, provided in a timely manner, in conjunction with various OCOG
areas.

•

Manage all broadcast-related venue operations processes, procedures and meetings in fullconsultation with OBS and submit any broadcast-related decisions to OBS for prior approval.

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Coordinate the details and development of the competition schedule with OBS and relevant
areas.

05. Venue access for OBS and RHB•

Establish a standard procedure to provide OBS and RHB personnel and vehicles with access tovenues during the Planning Phase.

06. Broadcaster meetings/briefings•

Participate in briefings/meetings with RHBs in which the OCOG and OBS update their plans for
the Games and provide relevant information as required by OBS.

07. Delivery of technology information/services•

Deliver results, data and timing, Commentator Information System (CIS), remote CIS, Real-Time
Data System (RTDS), Olympic Data Feed (ODF), graphical virtual enhancement elements andany other technology information/services, subject to OBS specifications. Results, data andtiming processes shall be integrated with OBS, to ensure reliability of the television graphics
interface.

08. Insurance policies•

Procure the insurance as specified in FIN Annex 1 – Specifications for OCOG Insurance.

Games Operations Phase facilities and services - International Broadcast
Centre (IBC)/Mountain Broadcast Centre (MBC) or secondary facility
09. Building/venue capabilities•

Provide an existing exhibition centre-type facility, new construction or large building shell (e.g.
warehouse) in finished conditions that can be easily retrofitted, in a convenient location close to
the competition venues and with proper access to public services (transport, accommodation,
restaurants, etc.). A minimum of 10m of circulation space should surround the building.

•Submit any proposal for such buildings (either to be constructed or existing) to OBS for priorapproval and ensure that the building complies with OBS’s IBC building specifications, including
those for the surrounding area.

•

For the Olympic Winter Games, ensure that the proposed MBC or secondary facility also
complies with OBS’s specifications, including the requirements for the surrounding area.

10. IBC/MBC requirements•

Ensure and provide:
−
−
−
−
−
−

general air conditioning/heating for broadcast operations use;
access to domestic/technical power;
existing floor space - levelled and graded (concrete and carpet);cleaning/janitor services;
health and safety requirements;
security services;

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−
−
−

−
−
−

•

waste containers and removal of waste;
24/7 user-pay food and beverage services for media;
clear ceiling height from the floor to the lowest of any services to be a minimum of 9 metres,
where services include Heating, Ventilation and Air Conditioning (HVAC) ducts, cable trays
and any other protruding structural elements;
Games of the Olympiad – gross area of approximately 75,000m², with a net space of at least
55,000m², fully clean and conveniently shaped for the internal fit-out of broadcast facilities;
Olympic Winter Games – gross area of approximately 43,000m², with a net space of at least
35,000m², clean and conveniently shaped for the internal fit-out of broadcast facilities; andfor Olympic Winter Games, MBC/secondary facility – gross area of approximately 9,000m²,
with a minimum net space of at least 5,000m², clean and conveniently shaped for the internal
fit-out of broadcast facilities; gross area to include the internal fit-out of broadcast facilities forboth OBS and the RHBs, as well as the necessary common areas for people circulation,
welfare etc; andFurther details on these requirements are provided in the specifications that follow.

11. Possession, handover and services•

Take full possession of the facility and hand it over to OBS, allowing sufficient time for fit-out andoverlay. Provide power, reasonable HVAC, health and safety and security services as per the fitout plan approved by OBS. The timing of this handover will depend on the type of facility but
should be a minimum of 12 months before the Games of the Olympiad and no less than ninemonths before the Olympic Winter Games.

•

Ensure that the MBC is made available no less than three months before the Olympic WinterGames. Any later dates shall be approved in writing by the IOC. Both facilities should also be
considered as the IBC/MBC for the Paralympic Games unless otherwise agreed with the IOC and
IPC.

•

Ensure that the following minimum periods are allowed for move-out and retrofitting from the dateof the Closing Ceremony of the Paralympic Games:−−•

a minimum period of two-and-a-half months for the Games of the Olympiad; anda minimum period of one-and-a-half months for the Olympic Winter Games.

Ensure that the building is returned in its pre-Games state following retrofit of IBC and MBC, after
RHBs have removed their own equipment and facilities where necessary.

12. OCOG facilities and services•

Provide space that is dedicated to OCOG-provided facilities and services within the IBC and
MBC, including common services and other areas such as telecommunications and power rooms.
The OCOG shall define these areas and provide clear specifications to ensure that OBS canproperly plan the entire facility.

•

Provide OBS with all architectural and installation drawings of the building, for final approval of
the space planning within the building.

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13. Compound/satellite farm•

Provide space immediately adjacent to the main IBC and MBC buildings for compound
operations/satellite farm, with unobstructed access to the satellite horizon and ensure the deliveryof the following:
−
−

−
−

technical and domestic power supply, backup (twin packs and Uninterruptïble Power Supply(UPS) and distribution;
cable paths from compound/satellite farm to the interior of IBC and MBC with geographicaldiversity and secure above-ground cable path implementations (e.g. cable bridges and cabletrays);
similar specifications to the broadcast compound including double fencing, toilets andlighting for night-time operation; andcabins and temporary facilities similar to the broadcast compound:oGames of the Olympiad – 6,000m² minimum;oOlympic Winter Games – 4,000m² minimum; ando
MBC or secondary facility (for Olympic Winter Games only) – 1,000m² minimum.

14. Loading dock•

Provide space within or adjacent to the building to provide the necessary truck staging areas, aswell as loading docks for deliveries (pre-Games) and services (pre-Games/Games time/teardown).

•

Guarantee OBS control over specific docks during pre-Games/Games time/tear-down in order toensure expedited installations/deinstallations.

15. OBS motorpool•

Provide parking facilities within or adjacent to the IBC/MBC structure, with nearby office spaces(cabins if proper offices are not available).

•

OBS motorpool specifications for the Games of the Olympiad:
−
−
−
−
−
−
−
−

•

total size: from 1500m2 to 2000m²;
bus parking stalls: 3;
car parking stalls: 75/90;
front desk cabin: 20m²;
drivers cabin: 120m²;
dispatcher cabin: 80m²;
toilets cabin: min. 24m² or according to Host City regulation (separate men and women); andfencing and lighting for night-time operations.

OBS motorpool specifications for the Olympic Winter Games:
−
−
−
−
−
−
−

total size: From 1000m2 to 1500m²;
bus parking stalls: 2;
bar parking stalls: 60/80;
front desk cabin: 20m²;
drivers cabin: 80m²;
dispatcher cabin: 60m²;
toilets cabin: min. 24m² or according to Host City regulation (separate men and women); andPage 228 of 276

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fencing and lighting for night-time operations

16. Logistics services•

Provide complete logistics services to OBS and RHBs during the construction, load-in, Games
time and load-out periods. These logistics services shall include management, personnel,
Materials Handling Equipment (MHE)/service vehicles (forklifts, small delivery vehicles, palletjacks, scissor lifts, golf buggies, etc.) and cartage.

•

Ensure that on-site space (over and above the net space requirements for fit-out purposes) isavailable to store equipment boxes, crates, etc., located in an unfinished/secure area of thebuilding, with adequate access for loading and unloading. This space shall be equipped with thenecessary power and lighting.

17. Parking facilities and drop off areas•

Provide sufficient parking facilities for the exclusive use of OBS and RHBs (P5 parking code as
specified in ACR Annex 1 - Accreditation at the Olympic Games – Detailed Specifications) withinor adjacent to the IBC and MBC structure (no more than 250m from the entrance). The specificminimum number of spaces shall be:−−−

Games of the Olympiad – 800 spaces;
Olympic Winter Games – 600 spaces; andMBC (for Olympic Winter Games only)– 150 spaces.

•

Provide an Electronic News Gatherer (ENG) drop-off area, conveniently located near the IBC
main entry (no more than 50m from the entrance), allowing easy access for equipment andpersonnel.

•

Agree the dates of first availability and final capacity of the parking areas and ENG drop-off points
with OBS.

18. IBC/MBC security and access control•

Ensure and provide:
−
−
−
−

−
−

24-hour site security (including compound/satellite farm, Guest Pass Office(s), parking andany other areas considered part of the IBC);
fencing/perimeter control, including agreed numbers of gates and doors for vehicles andpedestrians. Fences should also be capable of supporting cable as a means of a cable path;monitoring of all access points;
access control, along with necessary equipment and access control devices, to all IBC and
MBC (for Olympic Winter Games only) entry points and any other areas considered part of
the IBC/MBC;
asset protection; andinternal roaming/control points.

•

Security services/access control shall be available from the day of handover to OBS, prior to thebeginning of the OBS fit-out works, until after fit-out dismantling and the return of the building by
OBS.

•

Additional security requirements from RHBs for their individual space at the IBC and MBC shall

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be coordinated by OBS; they will be at the sole expense of RHBs.
•

Additional access control requirements for their individual IBC and MBC space shall becoordinated separately from OBS; they will be at the sole expense of RHBs.

19. Cleaning operations•

Ensure and provide:
−

−
−
−
−

deep cleaning before delivery of each area and, after delivery, daily cleaning, trash collection
and vacuuming in common areas (lobby, stairs, corridors, lifts, etc.) and private areas (OBS
and RHB spaces);
all necessary waste and recycling containers (including food waste) and waste bins in all
broadcast areas;
daily removal of all waste (packaging waste, plastic banding, wooden pallets, cables, etc.)from OBS and RHB installation throughout all phases to tear down;
regular cleaning of all toilets and all broadcast areas outside the building (satellite farm,
motor pool, TV Tower/Studios, Guest Pass office, temporary toilets, staging area, etc.); andfor Olympic Winter Games, the OCOG shall provide snow removal services on vehicle andpedestrian areas and accesses, including cabin roofs and temporary buildings locatedoutside the IBC.

20. HVAC•

Provide and operate an HVAC system that ensures a comfortable working environment
throughout the building, from the construction/fit-out phase through to tear-down. The HVAC
system shall include water chillers, air handling units, exhaust fans, sound attenuators, firedampers, grills and registers in finished spaces, horizontal high-level thermally insulated ductwork
covering all the RHB and OBS areas, piping and BMS control and monitoring systems.

•

Provide redundancy of N+1 in Air Handling Units (AHUs), chillers and pumps.

•

Provide humidity control between 40-50 per cent relative humidity.

•

Provide secure access for modifications to the horizontal ducting system for the required verticalextensions, if needed.

•

Provide and operate an HVAC system that is sufficient to service the common areas of thebuilding and all of OBS and RHB areas with or without ceilings, keeping temperature levels
between 19-23º C and operating at less than 35 dB(a). If required, OBS shall extend the HVAC
ductwork vertically to reach certain parts of the fit-out areas. Such vertical extensions will be partof the fit-out works. The horizontal ductwork, delivered as part of the IBC building, shall haveevenly and densely installed spigots 400mm in diameter, with balancing dampers and be apart 34m, in order to be used for the purpose of this vertical extension.

•

Guarantee the following noise levels inside the building before the delivery of spaces to OBS for
fit-out (regardless of noise origin and taking into account any backup generator noise):−−−concurrently meet all three of the following maximum noise level requirements: 35 dB(a),50 dBC and NR-30, measured under the following conditions:
within the empty space available for the fit-out works, from measuring points spread acrossthe entire empty area; andwhen the spaces are ready to be delivered for the fit-out phase and with the HVAC fully

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operational, as per the Games requirements;
21. Fire services and egress•

Ensure, provide and operate the fire prevention infrastructure as per the local code (fire/smoke
detection, extinguishers, emergency announcement systems, etc.).

•

Develop, in consultation with OBS, an integrated Fire and Major Emergencies Strategy compliant
with local regulations. The strategy shall be made available before the design of the fit-out areas.

•

Ensure that fire prevention services are provided, from the construction phase until tear-down,
and are enhanced at Games time to include a 24-hour fire brigade on-site and central fire
detection panel with amplifying panel. A sprinkler system, dry where required, shall be provided
within the building. No low-level sprinkler system should be required for lower-level fit-out rooms.

•

Coordinate with the fire authorities for any code variances for OBS constructed spaces due to thespecialist nature of their intended use (broadcasting).

22. Accessible facilities•

Provide accessible facilities (toilets, access (ramp), lifts, etc.) that meet first-tier international
standards and codes, and fully comply with all applicable laws and regulations.

23. Power distribution for broadcast applications and operations•

Provide and operate all power and power distribution for all requested loads for the broadcasting
applications and operations for both OBS and the RHBs, including HVAC power. Such power
shall be supplied from the grid with full redundancy (e.g. main and synchronised backup medium
voltage power from geographically independent substations, with diverse cabling and automatic
sub-second transfer switching).

•

Ensure that IBC power usage requirements can be considered the vector of three discreet
constituents:−−−

the power required to support broadcasters´ operations (available for distribution to RHBs
and OBS);the power required for the HVAC of the broadcast areas (HVAC power); andthe power required to support the general IBC building services (house power.

•

Ensure that, regardless of total building power load, a minimum of 10 MVA is available for
distribution to RHBs and OBS as per their requests for the Games of the Olympiad and 6 MVA for
Olympic Winter Games. The OCOG will also be responsible for calculating all other power
required for HVAC and other general IBC building services as part of the house power load.

•

Ensure that the full power for broadcast loads described above, including HVAC power, is locallybacked up by standby twin pack generators. Generators and interconnection switchgear setsshall be able and configured for automatic and manual synchronised engagement anddisengagement with the grid power. All medium to low voltage transformers shall be available
with N+1 or N-1 redundancy. By-passable isolation transformers are required for all the technicalpower distribution.

•

Deliver power for the use of OBS and the RHBs in a number of strategically placed power rooms
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specifications provided by OBS. Specifications regarding the location of the power rooms and theconfiguration of the demarcation panels shall be provided by OBS.
•

Provide UPS to the OBS technical area.

•

Ensure that the backup generator operating procedures are implemented as determined by OBS.

•

Ensure that a refuelling plan than can support continuous operations for the whole IBC in thecase that the stand-by generators will operate for very long periods even covering the whole
duration of the Games, should there be such a need.

•

Ensure that power supply and delivery for the MBC (for the Olympic Winter Games only) is
designed, implemented and operated following the same principles as the IBC, but scaled
according to size.

24. Cable paths and infrastructure•

Provide all infrastructures to cable and cable paths (i.e. information technology,
telecommunications, CATV, cable path to the main press conference room in the MPC).

•

Ensure the provision of a secondary grid, fit for purpose, as specified by OBS.

•

Deliver the necessary cable path designs, infrastructure and installations, under the overall
coordination and approval of OBS.

25. General telecommunications specifications•

Provide the required general telecommunications services for RHBs through the Directory ofServices (DOS), at users’ cost.

•

Ensure appropriate mobile phone and operational radio coverage throughout the IBC, via an
appropriate in-building antennae system or equivalent.

26. Broadcast telecommunications fibres•

Provide all the optical fibre strands (the “Broadcast Telecommunications Fibres Network”)
required by OBS for the establishment of the broadcast telecommunications network to service
the different competition and non-competition venues.

•

Deliver the fibres as dedicated fibre cables to the demarcation points. The demarcation points foreach venue will be identified by OBS and shall be provided by the OCOG.

•

Install, terminate, test and make available the fibres in full accordance with the technical andoperational specifications provided by OBS. Provide maintenance and repair in the event of fault
after the handover to OBS.

•

Ensure that each venue is accessed by at least two fully geographically diverse and fully
redundant set of fibre optic cables installed in underground and geographically diverse conduits
from origin to destination. The connections between each venue and the IBC/MBC and between
the IBC and MBC are implemented by at least two geographically independent and redundantsets of cables that follow fully geographically diverse paths from origin to destination. The
individual fibre strands that are used as part of the broadcast telecommunications network are
only spliced and not patched and are installed in underground conduits, following international
telecommunication practices.

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27. Information Technology (IT) requirement•

Provide the following technology equipment−−−

for all OBS areas (including Warehouse, IBC and competition & non-competition venues):
OCOG must provide all technology (computers, printers, copiers, CIS, Info/printers,
telephones, internet connections(wired and wireless), etc.) including installation, operationand maintenance [these services are for OBS users only]
for common areas in the IBC: OCOG provides Info kiosks (Info work stations + printer),
CATV, Video wall and Free-Wi-Fi
for common areas in the venues: OCOG provides CATV in the mixed zones and PremiumFree Wi-Fi in the commentary tribunes and the mixed zones

28. Look of the Games/signage•

Provide external and internal Look of the Games elements and wayfinding signage in accordancewith Games Look, including maps of internal flow, room designations, etc.

•

Ensure that the IBC is treated as an OCOG venue with a similar amount, size and quality of Lookas other venues and incorporating specific OBS/RHB Look elements as specified by OBS.

•

Ensure that Look includes any necessary painting of OBS office space, RHB studios, corridors,
daily briefing room, IBC lobby, etc., based on OBS requirements.

•

Ensure that installation of Look/wayfinding signage is fully complete prior to the IBC soft opening,or one month prior to the Opening Ceremony, whichever is first.

•

Wayfinding signage toward the IBC, including and around the Olympic Park when applicable, and
the Guest Pass Office(s), must be sufficient and define the different stakeholder flows and accesspoints (pedestrian and vehicles).

•Should OBS choose to develop an OBS specific Look of the Games, the production will be at
OBS cost. The OCOG will be responsible for producing and applying it.

29. Furniture, Fittings and Equipment (FFE)•

Provide all FFE for common circulation areas, break out areas, restaurants, OCOG-provided
areas and all OBS offices and technical areas, in accordance with OBS specifications anddetailed requirements for all its offices and technical areas.

•

Make FFE available to RHBs through the DOS (at users’ cost).

30. Guest Pass Office requirements•

Provide a tent or office space, located as close as possible to the IBC entrance, to serve as a
Guest Pass Office. If multiple Guest Pass Offices are needed (i.e. if there are multiple entrances)additional facilities (tent, space, etc.) will be required. These areas shall be easily accessible foraccredited and non-accredited personnel (including ramps for wheelchair access) as well as
access for vehicles without Vehicle Access and/or Parking Permits (VAPP).

•

Provide facilities, infrastructure and technology to suitably equip the office(s) including furnitureand telecommunications equipment, power, lighting, air conditioning, heating, phones, fax,
wayfinding signage, internet access, local networking, security, etc.

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31. Food service facilities•

Provide all of the food service facilities required, including coffee points in the IBC building(broadcast), food courts (press and broadcast) and à la carte restaurants, during the Planning
and Games Operations Phases:−−

Early food and beverage services should be available from the building hand-over date to
OBS and shall increase progressively based on broadcaster presence.
Post-Games food and beverage services should decrease progressively, according to
occupancy numbers, until the end of decommissioning.

•

Ensure that RHBs have the right to bring food and beverages for daily consumption into the IBC
and MBC. RHBs also have the right to choose their own caterer and provide/bring food into theirown IBC space at their own expense.

•

Submit a food service plan to OBS for approval.

32. OBS dedicated commissary at the IBC•

For the OBS dedicated commissary, provide all electro-mechanical infrastructure for the kitchen
and dining area including main power panel, based build HVAC, kitchen ventilation and exhaust,
water connection points and drainage points where required, construction lighting andconstruction power.

33. Integration of Building Management Systems (BMS)•

Provide all maintenance, facility and safety management of the building and its services, including
the use of integrated BMS to monitor and control mechanical (including detailed environmental
conditions in IBC areas), electrical (including grid power status and backup power status andoperations), plumbing systems, safety systems etc.

34. Lighting•

Provide, from the beginning of the fit-out period, lighting to common areas and general overhead
lighting for all areas reserved for the fit-out works, the building services areas and the IBC
compound/satellite farm area and parking facilities. Areas without ceilings are covered by the
OCOG’s general lighting. General lighting should be a minimum of 400 lux.

35. Plumbing•

Provide water supply piping and soil/waste piping to locations such as restrooms, kitchens andother possible wet spaces including all IBC break areas, satellite farm and motorpool.

36. Portable facilities•

Provide cabins, trailers, structures and partitioning complete with power, heating and air
conditioning (19-23º C), etc.

•

Provide office facilities in the compound/satellite farm and areas around the IBC and MBC tomanage compound/satellite farm, motor pool operation and provide any overflow closed spacefacilities for OBS and RHBs.

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37. Facilities and services in IBC and MBC•

Provide common facilities and services, including in particular:
−
−
−
−
−
−
−
−
−
−
−
−
−
−
−
−
−
−
−
−
−
−
−

banking services, Automated Teller Machine (ATM);business centre;
customs broker;
information desk, providing both Olympic Games-related and general information;
medical services (doctors and nurses), first aid, ambulance on stand-by;news stand;facsimile/photocopy equipment;
shipping and receiving services;
sundries and souvenir shop;
technology support;
telecommunications support;
transport information desk;
travel agency;
postal and courier services;
photo services;
pharmacy;
restaurants/bars;
language services;laundry service;
OCOG rate card office;coffee shops;
supermarket; andothers.

•Ensure that the support desk has dedicated phone numbers.

•

Ensure that the start of operation for these facilities and services, and their rates, are approved by
OBS. The minimum service levels shall be based on the expected RHB presence in the facility,with adjustments where necessary.

•

Agree IBC (and MBC for the Olympic Winter Games) and MPC common service levels between
OBS and the OCOG Press FA.

38. CATV•

Provide CATV distribution infrastructure, the required equipment, monitors and installation for allcommon and other required areas within IBC and MBC (the MBC is for Olympic Winter Games
only).

39. Daily briefing•

Provide sufficient space, furniture, podium and Audio-visual (AV) equipment for OBS to host daily
briefings with broadcasters and cable paths to the IBC suitable for broadcast cabling.

•

Attend daily briefings and provide updates prior to and during the Games.

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Games Operations Phase – venues (competition and non-competition)
40. Broadcast compound space•

Ensure that each venue contains a broadcast compound to host OBS technical facilities and,within reasonable limits, unilateral RHBs’ production vehicles. Such a compound should include
the services and facilities consistent with levels at previous Games and in particular should havethe following features:
−
−

−

−
−
−
−
•

Further OBS requirements regarding the compound space include the following:
−

−
−
−
−
−
−
−
−
−
−
−
−
−
−
−
•

delivery of the necessary power supply, including backup equipment (twin-pack generators
and UPS) and other facilities and services;compound space located as close to the Field of Play (FOP) as possible, to be fenced andable to accommodate the broadcast mobile units, trailers, generators, food and beverage
and other facilities required for the Games broadcast;the compound should be established within the overall Back of House (BOH) area of thevenue and in close proximity to the areas of camera deployment within the venue and withshort and easy access to those same locations;space inside the compound should be sufficiently graded (hard standing, level, paved withproper drainage) to ensure proper pedestrian pathways and vehicle pathways;
mobile units and other facilities shall have easy access into and out of the compound;
operational vehicles shall have access 24/7 to the compound area; anddependent on the venue, the size range shall be 2,000m² to 10,000m² (note: size could
increase if the compound areas are shared with multiple venues).

OBS mobile technical and production vehicles and other technical facilities including theTechnical Operations Centre (TOC) where all video and audio interface with unilateral
production facilities at the venue;
RHB mobile technical, production vehicles and office trailers;
OBS office space;food and beverage;
storage;generators;
restrooms, some of which are wheelchair accessible:
Olympic Winter Games – heated facilities
number of toilets (ratio) as required by local legislation for both men and women;
proper fencing;lighting;
anti-lightning protection;
security/24-hour access control;
sanitation (sewage, grey water and potable water connections for food and beverage andtoilets);
trash containers and removal; andsnow removal when necessary.

On OBS request based on specific needs, secondary compounds may also be required atselected venues (i.e. outside race venues - marathon, walks, cycling road, etc. for the Games of
the Olympiad; and alpine and nordic venues for Olympic Winter Games).

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December 201641. Provision of containers/cabins/trailers/tents•

Provide containers/cabins/trailers/tents to serve as offices, technical facilities, food and beveragefacilities (dining and kitchen) and storage. The minimum number of cabins required is eight per
venue depending on the venue and its size.

•

Provide weather protection covers for the Outside Broadcast (OB) vans for protection from theelements.

•

Provide air conditioning and/or heating as per OBS requirements.

42. Furniture, Fixtures and Equipment (FFE)•

Provide FFE for all OBS offices, meeting rooms, dining and technical areas including printers,
copiers and computers.

•

Make available FFE to RHBs through the DOS (at users’ cost).

43. Commentary Control Rooms (CCR)•

Provide a room, container or cabin in close proximity or adjacent to the commentary positions
along with required FFE to serve as the CCR at each venue. These facilities shall all be secure,enclosed and acoustically insulated.

•

Provide the CCR with the necessary power (from the same distribution for all broadcast loads domestic with backup, technical and UPS), lighting, heating and air conditioning (19-23ºc), andtelecom demarcation point. The size ranges of the CCRs shall be from 30-110m² depending on
the venue.

44. Broadcast Information Office (BIO)•

Provide a room, container, cabin or tent in close proximity to the commentary positions (often
adjacent to the CCR) to serve as the BIO. The BIO shall be secure and enclosed and shallrequire power, lighting, heating and air conditioning, FFE, CIS, wayfinding signage and INFO.

•The size ranges of the BIO shall be from 30-110 m2 depending on the venue.

45. Technical and domestic power•

Supply and operate:
−

−
−
−

technical and domestic power with full-time back-up generators (twin-packs) for 100 per centload, and UPS for critical equipment (OB vans, TOCs, CCRs), safety ground, technicalpower with filtering and common technical ground within the venue perimeter, or outside thevenue perimeter, as long as this is used for the live TV coverage in that venue;
Integrated power distribution to all broadcast areas, disconnect panels, power distribution
boards, outlets, etc. as required and specified by OBS;
provision of fuel, refuelling and usage costs for backup generators (twin-packs); andanti-lightning protection for the full compound area and any other exposed broadcast
equipment in the venue.

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Supply and operate:
−

−

−

•

technical power: provided to all broadcast operations that require the utmost reliability (i.e.
production and technical facilities, equipment racks, flash units, robotic cameras, uplinkequipment, CCR, etc.);
domestic power: used for container/trailer/cabin office air conditioning, utility lighting, heating,food and beverage (both kitchen and dining facilities), concessions and various ancillary
services; andfood and beverage domestic power connectors, to be agreed with OBS and be consistently
applied across all venues.

Provide and operate power in particular for the following facilities:
−
−
−
−
−
−
−
−
−
−
−
−

compound;camera platforms/positions;
CCR;
commentary positions;BIO;
mixed zones;
occasional presentation positions;announce positions;data and timing hub;Radio Frequency (RF) receive point;
specialty and robotic cameras; andbeauty camera locations.

46. Facilities and parking space requirements•

Provide sufficient parking space for OBS and RHBs, to be managed and allocated by OBS, tocomply with the following:−−

The parking facilities shall be as close as possible to the venue/compound (no more than
250m from the media entry) with appropriate supplementary access devices (VAPPs) for
vehicles provided.
Parking areas, ranging from 50 to 300 spaces, depending on the size and location of thevenue. Parking can be located either outside or within the security perimeter, based on the
distance to venue media entrance.

•

Define and locate Electronic News Gatherer (ENG) drop-off points at each venue, according to
the size or classification of the venue.

•

Locate the ENG drop-off area conveniently close to the venue media entry (and no more than
50m from the media entry at the security perimeter border, allowing easy access for equipment
and personnel drop off).

•

If the distance between the security perimeter and the venue media entrance is extensive, asecondary ENG drop off point should be made available in front of the venue media entrance,
inside the security perimeter. ENG vehicles will be allowed to reach and drop off, only after going
through Vehicle Screening Areas (VSA) and security checks.

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47. Heating and air conditioning•

Supply heating and air conditioning to all broadcast areas identified by OBS in order to heat andcool these areas to 22-24º C.

•

Provide heating for commentary positions for the Olympic Winter Games.

48. Cleaning•

Ensure and provide:
−
−
−
−

−

daily cleaning of all broadcast offices, cabins, temporary tents, technical rooms, waste
containers and restroom facilities inside the compound;
all necessary waste and recycling containers (including food waste) and waste bins at anagreed point inside the broadcast compound;daily removal of all waste (including packaging waste, cables, etc.) from OBS and RHB
installation through all phases to tear-down;
regular cleaning of all toilets and all broadcast areas outside the broadcast compound: BIO,
CCR, commentary positions, mixed zones, camera platforms, secondary compounds, etc.
andfor Olympic Winter Games, the OCOG will provide snow-removal services on vehicle andpedestrian areas and accesses, including container/trailer roofs, camera positions/platforms
and mixed zone.

49. Venues security and access control•

Ensure and provide:
−
−

−
−

−
−

•

24-hour site security for the broadcast compound;
fencing/perimeter controls, including agreed numbers of gates and doors for vehicles andpedestrians. Fences should also be capable of supporting cables as a means of a cable
path;
monitoring of all access points;
access control to all broadcast areas within the venue (i.e. compound, commentary
positions, CCR, BIO, mixed zones, interview areas, camera positions/platforms), including
proper access control for the venue during high-demand events:
asset protection; andinternal roaming/control points including all broadcast facilities throughout the venue andalong courses (e.g. marathon, race walks, etc.).

Ensure that service begins with venue occupancy and through load-out in all OBS areas, as per
the OCOG security plans.

50. Lighting•

Provide lighting of the highest quality at each competition venue for television and photographic
coverage, to comply with the detailed specifications set out in the BRS Annex 3 - Specifications
on Broadcast Lighting (applicable to both the Games of the Olympiad and the Olympic WinterGames).

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51. Cable infrastructure•

Provide all broadcast cable infrastructure including poles, bridges, ducts, conduits, hooks, fences,messenger wire, trays, underground diverse conduits connecting TOC to metropolitan fibre
networks, troughs, piping, culverts, core drilling, protection, maintenance, etc., as per OBS’s
specifications and approval, and delivered to all broadcast areas (compounds, offices, camera
platforms/positions, microphone areas, etc.).

•

Ensure that cable infrastructure is in place by the date specified by OBS´s Games-time timelines
for venue pre-cabling, i.e. six months prior to Games.

•

For some mountain venues, cable paths may be required to be installed during summer.

52. Cabling operations•

Provide the necessary cabling for CIS, Info, graphics, data/timing, telephony, CATV, etc.

53. Beverage services•

Supply beverage services (soft drinks, water and coffee) to the broadcast compound,commentary positions, CCR and BIO.

54. Information technology operations•

Provide CIS and Info with individual printers for OBS broadcast
production/technical facilities, offices, commentary positions, CCR and BIO.

•

Provide the number of terminals depending on the size of venue, ranging from 10 – 30 CIS andInfo terminals each – not including CIS for commentary positions.

areas,

including

55. Olympic Data Feed (ODF) delivery to OBS areas•

Deliver the ODFs to OBS areas, as per OBS’s specifications. In order to provide televisiongraphic interface, the feed shall be delivered to mobile units or other areas, as specified by OBS.
The services shall be delivered with appropriate redundancy including diverse cabling etc.

56. Telecommunications devices and services•

Provide the necessary telecommunications devices and services, including long-distance if
required (landlines, mobile, two-way radios) for communication during Games time. Provide landlines for venue operational offices and mobile phones for key venue management personnel, twoway radios, digital and analogue, for OBS staff to communicate between the OBS crews and with
the OCOG staff.

57. Public address feed delivery to OBS areas•

Deliver the public address feed to OBS areas to provide for the integration of the public address
system into television audio. The system shall be balanced and adequately zoned so as not tointerfere with the commentary positions, broadcast coverage (including announce positions) ormixed zones.

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58. Media interview room•

Provide a formal interview area, to be managed by the OCOG Press Operations area, to holdpost-competition interviews/media conferences, equipped with television lighting, audio facilities(translation/microphone feeds) and a broadcast platform.

59. Commentary positions•

Provide commentary positions, built in accordance with BRS Annex 2 - Broadcast Master Plan –Timelines, to allow for appropriate setup and testing before the Games.

•

Ensure that the commentary positions located at each venue have the best sightline to the FOP,
with easy access to the CCR. Outdoor positions for the Games of the Olympiad shall beprotected from sun and rain; for the Olympic Winter Games, they shall be enclosed.

•

Provide protection devices as necessary to avoid glare etc.

•

Ensure that commentary positions are equipped, constructed and serviced with:
−
−
−
−
−
−
−
−
−

•

a table and three chairs;
CIS terminal, where applicable with UPS;
desk lamp, when applicable;
power outlets for CIS, lamps, TV monitors, etc;
printed results distribution;
beverage service;
waste removal and general cleaning;
telephones (by request); andcabling for all OCOG provided services.

Ensure that commentary positions are sized and arranged as follows:
−
−
−
−
−
−
−

2.0m x 2.0m (for all positions unless otherwise specified by OBS, except for at Olympic
Winter Games outdoor venues);
2.0m x 2.5m (for Olympic Winter Games outdoor venues);
the positions must be in cabins, to provide enclosed, acoustically isolated booths. Cabins
may also be required for the sailing and golf venues for the Games of the Olympiad;
positions separated from each other by clear Plexiglas or plastic screen;
selected positions may also be equipped with a camera and require additional space;adjacent positions may be combined to create customised shapes/sizes; andaccount for a division of the commentary position for one or two persons.

60. Broadcaster seats•

Provide broadcaster seats located adjacent to the commentary positions, providing RHBs with theopportunity to work with or assist the commentators during the competition.

61. Camera positions/platforms•

Provide locations and infrastructure/construction for OBS/RHB cameras that provide clear
sightlines and are reserved exclusively for the broadcasters, for which construction and seatremoval may be required. The size normally required is 1.8m x 1.8m per position. Dedicatedunilateral camera positions should be provided with power.

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December 2016•

Positions may be within venues, along courses or located outside venues (beauty cameras, RF
receive points, etc.).

•

Provide infrastructure for specialty camera (rail, cable, vertical) installation, including support
structures, anchor points and rigging.

•

Provide towers, scissor lifts, cherry pickers, cranes, etc. for certain positions that require
maximum height. Ensure that geo-tech studies and all necessary permits and authorisations shallbe provided by the OCOG.

•

Ensure that the required platforms are stable, constructed in accordance with OBS specifications,
without vibration and separate from the temporary stands, with the necessary safety rails. OBS
camera platforms shall be freestanding and physically separate from RHB camera platforms.

62. Mixed zone•

Provide an interview area at venues where athletes “mix” with the media to conduct interviews.
These areas shall be located immediately adjacent to the FOP and have a venue backdrop.
Television lighting power and Look of the Games barriers are required.

•

Provide barriers/dividers to separate individual broadcasters; broadcast and press; andbroadcast/press from the athletes. Mixed zone barriers/dividers should be modular, withsuggested dimensions of 1.1m high x 1.0m long. These barriers should be dressed in Look of theGames. At some locations where there is a roll-out mixed zone, e.g. football venues, thebarriers/dividers should be retractable belt type barriers.

•

Ensure lighting for all booked positions and for mixed zones located in the FOP. For complete
detail, refer to BRS Annex 3 – Specifications on Broadcast Lighting .

•Supply a sufficient number of television monitors with the CATV feed, as defined by OBS for
broadcasters unable to view competition at selected venues.
Television monitors require sun protection so that they can be viewed in sunny weather and rain
protection for wet weather.

•

For the Olympic Winter Games, provide rubber matting on all flooring to stop RHBs slipping on
snow/ice while carrying heavy equipment.

63. Announce/presentation positions/studios•

Provide an area for bookable stand-up presentation/interview positions immediately adjacent tothe commentary area and with a view of the FOP at each venue. Referred to as the Occasional
Presentation Position (OPP), the OPP shall require lighting and power and is typically 2.0m x
4.0m.

•

Provide areas to be used by RHBs to conduct presentations by their commentators. Theseannounce positions usually require the construction of a camera platform type that is larger thannormal or an existing suite which can be converted to a studio.

•

Ensure that positions have sufficient lighting and power, are located at the back of the
grandstands, on top of the commentary position cabins (for Winter outdoor), use existing suites
when applicable and are free-standing. These positions are typically 4.0m x 4.0m per position.

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64. Distribution of information•

Deliver printed results and other informational material to broadcast areas in the venue(compound, area near commentary positions, BIO, etc.) as defined by OBS.

65. Water, sewage, drainage•

Provide drinkable water delivery and connections, appropriate waste water, sewage removal anddrainage to agreed locations (normally to the external wall of the kitchen tent/s) in the broadcast
compound.

•Provide connections, with agreed and consistent types across all venues connectors, to all toilets,
OBS and RHBs food and beverage facilities within the compound.

66. Logistics service/support vehicles•

Provide dedicated service vehicles (4-wheel drive pickup trucks, cargo vans, snow cats,snowmobiles, 4-wheel gators, golf carts, quads of varying types which OBS shall define, All
Terrain Vehicles [ATV] etc.) for equipment load-in/load-out, movement and television coverage.
Additional scissor lifts, cherry pickers, etc. shall be required for installations and cabling. The
OCOG shall also provide MHE, a limited amount of which shall be dedicated to OBS, andlogistics support for broadcast deliveries to the venues.

•

Provide access and relevant logistical support for refuelling across all venues and sites, in andaround the host cities.

67. Signage•

Provide wayfinding, identification and transport signage in all broadcast areas including
compounds, offices, commentary positions, observer seats, mixed zones, platforms, announce
positions, commentary control rooms, broadcast information offices, occasional presentation
positions, etc.

68. Heliports•

For the Games of the Olympiad, provide one helipad near the sailing venue, two helipads withinclose proximity to the outside race courses (marathon, race walk, cycling road, etc.) and aheliport at the Olympic Park. Additionally, OBS may require airport parking space for OBS´ fixedwing aircraft.

•

For Olympic Winter Games, provide one helipad at the mountain cluster and one helipad in theproximity of the IBC/warehouse.

•

These facilities are required for equipment movement during set-up and competition with 24-houraccess. Additionally, the OCOG shall ensure the availability of areas for helicopter landing at the
IBC/MBC.

69. Look of the Games•

Design the Look of each venue with broadcast considerations taken into account (in particular,
the announce positions and ComCam positions should be considered when placing Look, as they
will require Look elements).

•

Provide the Look of the Games in close coordination with OBS.

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December 2016•

Submit the venue designs for review and validation by OBS.

70. Sports presentation requirements•

Ensure that the use of theatrical lighting is integrated with venue planning and coordinated withOBS and RHBs, taking into consideration the requirements for broadcast.

•

Submit the lighting plans to OBS as per BRS Annex 2 – Broadcast Master Plan – Timelines andrefer to BRS Annex 3 – Specifications on Broadcast Lighting for complete details on lighting
specifications.

Games Operations Phase – other facilities and services
71. Warehouse/field shop•

Provide warehouse/field shop facilities for OBS, close to most of the Olympic venues and/or IBC,
to store, assemble, test and stage equipment, as well as ship and receive goods. The facilities
should include both internal and external space and respect the following specifications:
−

−

−

−
−
−

•

maintenance provisions shall be in place for all aspects of services that are contained in thefacility for the entire period to support electrical issues, plumbing, building maintenance, IT,
MHE, etc.;
space to be located within a shared OCOG facility with direct and separate access, completewith loading docks and an external yard according to OBS requirements (loading, parking
space) and centrally located to the venues and IBC;
design as a warehouse with a high roof and a single large open space that can be designed
and fitted out to function as a warehouse and a field shop (including storage areas, offices,
workshop areas, break areas dining facilities, changing rooms and sufficient toilets);
equip with normal utilities and services including HVAC at normal working levels (18-23º C)
and with humidity control to properly store various sensitive broadcast equipment;
minimum size for Games of the Olympiad: 15,000–20,000m²/Olympic Winter Games: 7,500– 12,000m²; andsecurity (access control and asset protection) must be provided at least to the level requiredby the OCOG to comply with any "clean site" conditions, including Closed Circuit Television(CCTV) surveillance cameras for the entire area and 24/7 guard patrolling, withenhancements as may be requested by OBS for the protection of OBS assets.

Additional requirements for this facility include:
−
−
−
−
−
−
−
−
−
−

technical and domestic power and distribution (with backup generator and UPS);
warehouse shelving and racking;lighting;
perimeter fencing;internal movable fencing that separates various areas inside the warehouse;
gypsum walls for all offices and technical areas where required;service vehicles (forklifts, scissor lifts, trucks, golf carts, etc.);
all FFE required;required telecommunications (service, usage and equipment for telephony, internet andbroadcast telecommunications, i.e. video fibres, Wi-Fi, cabling), etc.;
cleaning services, waste management and recycling provided at various levels from the time

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December 2016−of occupation of the building; andparking and outdoor available space for storage containers.

•

Conduct a full risk assessment of the facility based on the final construction drawings andfollowing the completion of construction, and ensure that all permits are provided in accordancewith applicable regulations and local law.

•

Ensure that the fit-out of the building includes all health and safety elements necessary underapplicable regulations and in compliance with the requirements communicated by OBS(wayfinding signage, emergency exits, fire suppression - extinguishers only etc.).

•

Deliver the facility according to OBS timelines and based on detailed requirements provided by
OBS.

72. Accreditation•

Provide pre-Games, Games time and post-Games (including transition) accreditation,
supplementary devices (including those for high-demand events etc.) and any other accesspasses and devices necessary for personnel and vehicles to access the controlled venues (basedon the supplementary device numbers, types and specification needs provided by OBS) as
defined in ACR Annex 1 - Accreditation at the Olympic Games – Detailed Specifications). The
following elements shall be respected:
−

−

−
−

For RHBs accredited under the code RT, all accreditations, numbers and categories for
RHBs shall be coordinated by OBS with the totals based on previous Games and RHB
contracts.
For planning purposes, the OCOG shall account for a minimum of 13,000 RHB
accreditations for the Games of the Olympiad and 8,000 for the Olympic Winter Games notincluding the requirements of OBS.
Accreditations for personnel of RHBs, including contractors, suppliers, drivers, etc. shall be
included in the RT allocation.
Host broadcaster: OBS staff shall be accredited under the code of “HB”. For planningpurposes, a sufficient number of accreditations including those for support staff, shall be set
aside.

73. Transport•

Provide media transport according to BRS Annex 4 – Transport Media Table and the transportrelated requirements included in this document.

74. OBS transport services•

Provide Direct and Dedicated Services (DDS), to be used exclusively by OBS, to transport OBS
personnel from their accommodation to venues and the IBC. The service level should be no lessthan for previous Games (or consistent with) and in any case, sufficient to meet OBS’s production
requirements. The DDS system cannot be considered as a replacement for the Transport Media
System. The system shall be developed based on OBS’ requirements. The OCOG Transport FA
shall coordinate and agree with OBS regarding specific policies for the provision of these
services, that may include:

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−

−

−

Service scheduling for competition days: two services at the start of each shift (fromaccommodation to venues and the IBC) and also at the end of each shift (from venues or the
IBC to accommodation).
Service scheduling for non-competition days: one service from accommodation to venues
and the IBC and one service from venues and the IBC to the accommodation provided eachday according to the OBS crew daily working schedule.
On all days, schedules may change and require longer service hours. In these instances, theOCOG shall be flexible and work with OBS to ensure the required service parameters aremet.

•

Provide an agreed number of contingency buses for the DDS services. These may also, by
request, be used for Ceremonies or arrivals and departures services. The dates of DDS
operations shall follow the transport media system dates (-14 days/+3 days).

•

A separate DDS Service Level Agreements (SLA) shall be produced by the OCOG for OBS final
approval, following the same deadlines of the media transport Principle Service Level
Agreements (PSLA) and Detailed Service Level Agreements (DSLA).

75. OBS allocated vehicles•

Provide OBS with a number of vehicles for its exclusive use to enable smooth operations. The
vehicle types and numbers are to be agreed between the OCOG and OBS, and should beconsistent with previous Games provision.

•

The estimated/planned vehicle numbers are listed in the table below:

Games of the Olympiad
Olympic Winter Games
Paralympic Games (Summer)
Paralympic Winter Games•

275 – 325 vehicles
150 – 200 vehicles
Approximately 70 - 80 vehicles
Approximately 30 - 40 vehicles

Produce VAPPS and provide to OBS for distribution to OBS and RHBs, based on previous
Games provision, allocated in the following three primary categories: IBC, ENG and ACT (AllCompetition and Training Venues). There may be additional and specific VAPPs required for
Ceremonies, deliveries, compound access, etc.

76. Permits/licences•

Provide all working, construction, installation (including temporary) and occupancy permits atvenues and the IBC (including health related and all the associated necessary permits required
for food services).

77. Work permits/visas•

Assist with the approvals for RHBs’ and OBS’s planning and Games-time personnel work permits
and visas, to be issued in an expedited and simplified manner, for a period beginning no later
than one year before the Games and continuing until at least one year after the Games (inaccordance with the HCC - Principles).

•Coordinate with the relevant authorities and obtain their guarantee that the application of labourlaws and regulations of the Host Country for accredited persons will not prevent or hinder the

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performance by such accredited persons while performing their Olympic functions, in accordancewith the specific needs and requirements of such functions.
•

Provide assurances that foreign broadcasting companies may employ local personnel, outside
the Olympic Identity and Accreditation Card (OIAC) validity period, without constituting apermanent establishment in the country within the meaning of the Host Country tax legislation.

78. Games ticket plans•

Provide to OBS access to Games ticket plans and grant OBS the right to order tickets.

79. Rooms for broadcasters’ production teams and OBS•

Ensure the availability of 18,500 rooms for the Games of the Olympiad and 12,500 rooms for the
Olympic Winter Games, for media including broadcasters’ production teams.

•

Within this allocation, provide the following rooms to accommodate OBS staff:−−

Games of the Olympiad – 4,000 to 4,500 single rooms with private (en suite) full bathroom;
andOlympic Winter Games – 2,500 to 3,000 single rooms with private (en suite) full bathroom.

80. TV studio building•

Provide a fully constructed and operational facility to house a number of RHB mid-sized studios(e.g. 50 to 100 m2 each) and ensure that the following parameters are respected:
−
−

−

−

−

−

The design of such facility shall be based on specifications provided by OBS, with the final
design and location approved by OBS before construction.
The number of RHB studios should not exceed 20. A multi-story construction shall be
acceptable as long as the view provided is adequate for all studios and that elevators andvertical material lifting devices are provided.
The TV studio building shall have a back-of-house fenced area (compound, including cabins
and tents) and be provided with a similar level of security and access as any internal venue
location.
Power and HVAC shall be provided, in line with the venue/compound OBS standards. The
OCOG shall also provide standard compound operational services (cleaning, janitor, etc.), as
well as telephone, data circuits and CIS.
The TV studio building shall be accompanied by a number of stand-up positions with asimilar view to the individual studios, either in close proximity to the TV studio building or as
an integral part of the building; the back-of-house compound shall be shared. Stand-up
positions shall be open but with a canopy, as well as lighting and power. An RF platform
shall be provided as part of the roof of the building.
The TV studio building should be erected in a location that allows for an unobstructed view
towards an area of Olympic or Host City interest. A location close or adjacent to the IBC,
inside the Olympic Park, or facing an iconic area of the Host City is preferred.

81. Commemorative medals and certificates•

Provide commemorative medals and certificates, traditionally given to all members of the media
and OBS staff as a souvenir of the Games, in the following amounts:−

Games of the Olympiad – approximately 20,000; andPage 247 of 276

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Olympic Winter Games – approximately 12,000.

82. Frequency coordination•

Organise and coordinate with the relevant authorities regarding the Games-time frequency
allocations and coordination for cameras, microphones, air-to-ground communications,microwaves, satellites and general two-way communications.

•

Provide assurances that adequate frequency spectrum is available, with the required number of
frequencies, to ensure a state-of-the art broadcast of the Games.

•

Accommodate OBS radio frequency requests, ensuring that OBS and RHB requests are satisfied
and appropriately managed.

83. Music rights clearance•

Provide clearance of musical rights for music to be used as part of International Television andRadio (ITVR) signals, such clearance to be provided in a timely manner so that RHBs canmanage clearance in their own territories.

84. Graphics standards manuals and elements•

Provide manuals containing the various OCOG graphic specifications and requirements, inquantities defined by OBS.

85. Vendor Certification Programme (VCP)•

Ensure the availability of a VCP for OBS, RHBs and RHB vendors if required.

86. Venue rehearsals•

Conduct a full test of all systems during the rehearsal of the venue.

•

Agree with OBS and all other stakeholders, during the Planning Phase, on the dates for the fulldress rehearsals for all venues.

87. Opening and Closing Ceremony media guides•

Supply a sufficient number of Opening and Closing Ceremony media guides for the IBC daily
briefing held in the days prior to the Opening Ceremony and Closing Ceremony.

88. Filming policies and procedures in Host City and Co-Host Cities•

Submit generic filming policies and any required generic licences, or procedures to obtainlicences, for OBS and RHB filming in the Host City and Co-Host Cities, to OBS for review andapproval. This shall include assistance with licences and parking agreements for any state, local
authority and selected private premises.

89. Filming access•

Provide access to OBS cameras for filming of key phases and elements related to the staging of
the Games, for example, but not limited to, Ceremonies rehearsals, the making of medals, selectplanning meetings.

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BRS Annex 2
Broadcast Master Plan – Timelines
Planning Phase timelines: key deliverables/milestones
Responsibilities
Seven years out: HCC signed by IOC and OCOG

•
•

IOC

OCOG

X

X

OBS

Six years out: Initial OBS/OCOG Agreement

X

X

OBS reviews OCOG’s general Games plan: confirming IBC, optimisation ofvenues and resources G –72 months

X

X

Initial brief on IBC (MMC) conducted G –72 months

Five years out

Responsibilities
OCOG

OBS

OBS begins negotiations for major elements required for the Directory ofServices (DOS) (Part A – OBS) including broadcast telecommunications,furniture and for other key contracts required for production such as mobile
units and production teams/crews and technical equipment, etc. G–60 months

X

X

OCOG preliminary IBC plans (to incorporate basic broadcast requirements)
G–54 months

X•

OCOG and OBS agree contract G–54 months

X

X

•

OCOG and OBS agree formal coordination structure/procedure with OBS. G–
54 months

X

X

•

•

IOC

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Planning Phase timelines: key deliverables/milestones (continued)
Four years out•

Responsibilities
IOC

OCOG

OBS

OCOG Preliminary Venue Plans (to incorporate basic broadcast requirements)
G–48 months. Update of IBC preliminary plan, v2.0

X

Health and safety guidelines need to be provided with the beginning of thevenues planning phase (G-48 months) concerning construction, fit-out, bumpin, operations, transitions and dismantling.

X

OBS continues negotiations for major elements required for the DOS (Part A –OBS) including broadcast telecommunications, furniture and for other key
contracts required for production such as mobile units and production
teams/crews and technical equipment, etc. G–48 months

X

X

•

OCOG/OBS CAD revisions procedures agreed and in place G–48 months

X

X

•

OBS conducts initial venue surveys and reviews G–46 months

X

X

•

OBS prepares first budget G-45 months•

First Venue Survey Report produced by OBS and confirmed by the OCOG G–
44 months•••

OBS Preliminary Production Plan in place G–44 months•

Establish accredited seating working group and distribute block plans ofaccredited seating G-42 months

•

X
X

X
X

X

X

X

X

initial detailed venue plans; compound locations/sizes, commentary
positions, mixed zones, multilateral camera positions G–38 months

X

X

master IBC plan in detail to allow for RHBs space allocation and firstversion of IBC fit-out and operations plan G-38 months

XX

an introduction to logistics, accommodation, accreditation, transport G–
38 months

X−

technology - IT (CIS, Info, RF) and telecommunications G–38 months

X−

initial power, lighting plans G–38 months

X

X

−

other general information G–38 months

X

X

Preparations for first World Broadcaster Briefing (WBB). The following items
must be developed and included as OBS and OCOG deliverables a minimumof eight weeks in advance of the WBB; G–38 months:−−−

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Planning Phase timelines: key deliverables/milestones (continued)
Three years out

Responsibilities
IOC

OCOG

OBS

•

OBS conducts first World Broadcaster Briefing (3 years out) G–36 months•

OBS starts unilateral meetings and surveys with RHBs G–36 months

X•

OCOG gathering source/pricing information in order to prepare/develop theirrespective parts of the DOS (elements of Part A, all of Part B). OCOG tosupply necessary information for the DOS G–36 months

X

Broadcast telecommunications contribution fibres master plan compiled andpresented by the OCOG to be approved by OBS G-36 months

X

X

X

X

X

X

X

X

•
•

First draft of competition schedule (daily competition schedule w. medals.) G–
33 months

X

X•

OBS/RHBs initial accommodations requirements finalised G–30 months•

Session competition schedule drafted and submitted to IOC administration,
OBS and IFs for review G–30 months

X

Obtain IOC in principle agreement to proposed numbers and layouts G-27
monthsX•••

OBS finalises negotiations for major elements required for the DOS (Part A –OBS) including broadcast telecommunications, furniture and for other key
contracts required for production such as mobile units and production
teams/crews and technical equipment, etc. G–28 months
Preparations for first World Broadcaster Meeting (WBM). The following items
must be developed and/or updated and included as OBS and OCOG
deliverables a minimum of eight weeks in advance of the WBM; G–26 months:

X

X

X

X

Venue Plan (including detailed CADs/overlays) for compounds,
commentary positions, mixed zones, camera positions, cable paths G–30
monthsX

X−

Rate Card, Part A (OBS+OCOG) G–28; Part B (OCOG) G–26 months

X

X

−

IBC master plan (Winter: MBC) G–26 months

X

X

−

detailed logistics plans (accommodation, accreditation, transport) G–26
monthsX

IT (CIS, Info), telecommunications, RF spectrum allocation andmanagement plan. G–26 months

X−

power system design (IBC and venues) G–26 months

X

X

−

broadcast lighting plan for all venues G–26 months

X

X

−

specifications for FFE G-26 months

X−

specifications for Material Handling Equipment (MHE) G-26 months

X−other general information G–26 months

X

−

−

X

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Planning Phase timelines: key deliverables/milestones (continued)
2 years out - kick off for RHBs planning

Responsibilities
IOC

OCOG

•

OBS conducts first WBM. G–24 months•

High Level Design (HLD) of the cable containment solution for the contribution
network. Cable containment proposed specifications and layout from thevenue perimeter to TOCs and CCRs. Dependency on OBS broadcast
compound design and CCR location. OCOG shall align with OBS
telecommunications partner for the meeting point of the telecommunications
backbone network at the venue perimeter. HLD approved by OBS G-24
monthsX•

Opening Ceremony, Initial concept G–24 months

X•

First draft of broadcast brand guidelines for RHBs provided; these guidelines
include final design of pictograms, pantones, draft of Look of the Games(G–24) months

X

Service Level Agreement (SLA) (for both TM and DDS): OCOG submits PSLA
draft to IOC/OBS for discussion/review (to OBS only for DDS PSLA) (G-24)
monthsX•••

Competition event schedule finalised and shared with IOC and relevant OCOG
areas G–20 months

X

X

X

SLA (for both TM and DDS): OCOG submits Preliminary SLA final to IOC (toOBS only for DDS PSLA) (G-18 months)

X•

Final design of Look of the Games including Field of Play (FOP) G–18 months

X•

Air space rules and regulations for helicopter coverage G–18 months

X•

IF/sport presentation/Omega camera splits plus additional cameras (video
adjudication and sport presentation) G-18 months

X•

Final Broadcast Brand Guidelines for RHBs delivered (G-14 months)•

Warehouse to be delivered to OBS for the Games of the Olympiad G-16 andfor Olympic Winter Games G-9 months

X

OBS and RHBs confirm and secure their accommodation requirements G–16
monthsX••

First draft of Detailed Competition Activity Schedule (DCAS) developed G–16
months

OBS

X

X

X

X

X

X

X

X

X

•

Broadcaster final unilateral requirements submitted to OBS G–15 months•

Final venue operations policies and procedures G–15 months

X

X

•

Final broadcast Games-time timelines G–14 months

X

X

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Planning Phase timelines: key deliverables/milestones (continued)
1 Year Out•

Responsibilities
IOC

OCOG

OBS

Detailed Design (DD) of cable containment solution for the contribution
network. Cable containment proposed specifications and layout from thevenue perimeter to TOCs and CCRs. OCOG shall align with OBS
telecommunications partner for the meeting point of the telecommunications
backbone network at the venue perimeter. Detailed design approved by OBS.
G-12 months

X

SLA (for both TM and DDS): OCOG submits DSLA draft to IOC/OBS for
discussion review (to OBS for DDS DSLA) (G-12 months)

X•

OBS submits final unilateral broadcast requirements to OCOG G–12 months

X•

OCOG to provide OBS with preliminary script for Ceremonies G–12 months

X•

Final WBM G-12 months

X•

OBS IBC fit-out construction starts; OCOG to provide fit-out related services
G–12 months

X

•

•

OCOG accreditation, zoning plans finished G–12 months•

OCOG supplemental device access control plans finished G–10 months•

Final sports presentation scripts and running order G-12 months

G– 9 months (minimum)

X

X
X

X

X

X
Responsibilities
OCOG

OBS

OCOG to provide certain services at the IBC (HVAC, power, IT,
telecommunications, etc) related to the OBS move to their offices at the IBC at
G–9 months

X

X

•

Telecommunications video transmission – solution implemented G-9 months

X

X

•

SLA (for both TM and DDS): OCOG submits final Detailed SLA to IOC (toOBS for DDS DSLA) (G-8 months)

X

•

•

Creation of a monitoring taskforce for Games time engineering, facilities andservice deliverables. Taskforce to include all relevant stakeholders (OBS, Atos
Origin, Omega, OCOG Technology and Venue Development areas)

IOC

X

X

X

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Broadcast Games-time timelines
As per agreed timelines, all items shall be delivered, installed and functional at venue level throughout
the venue operational phase.
Games-time timelines: OCOG key deliverables

Responsibilities
IOC

OCOG

•

Final accredited seating sign off by the IOC G-6 months

X•

Final DCAS completed G–6 months

X•

Delivery of the cable containment solution for the contribution network from thevenue perimeter to TOCs and CCRs G-5 months

X•

Venues exclusive use with all permits and licenses available (including RF)

X•

Compound and venue security, access control and fencing installed.

X•

Pre-cable paths and other cable paths available and accessible

X•

Domestic and technical power available

X•

Venue temporary buildings installed/operational (TOCs, offices, CCRs, BIOs,
commentary positions), including shades, kitchens, dining tents, toilets, etc.

X

Venue IT (Voice + Data, CIS, INFO) installed/available including
terminals/other equipment.

X•

Venue trash removal/janitor services (Winter: snow removal)

X•

Venues camera platforms built, powered and available.

X•

Venues Public Address (PA), results/timing feeds, FOP lighting, mixed zone
lighting + Look of the Games installed/ready.

X

Media transport and broadcast parking available.

X

•

•

OBS

X

From a minimum of eight weeks out until the start of the Games of the Olympiad, and from a minimumof twelve to eight weeks until the start of the Olympic Winter Games) and continuing through theGames, all items must be delivered, installed and functional at venue level through the venue
operations phase.

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Games-time timelines: OBS key deliverables

Responsibilities
IOC

OCOG

OBS

•

IBC operations start (Winter – MBC)

X•

Games-time food and beverage services operational in the IBC (G-50 days)X•

All IBC common facilities and services to be provided and operational (G-1month)

X•

Venue cabling (OBS and RHBs)

X

X

•

TOC installation and test at venues

X

X

•

Technical equipment installation at venues

X•

RHB installations

X•

OBS mobile units arrival at venues

X•

OBS crew deployment

X•

Rehearsals

X

X

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BRS Annex 3
Specifications on Broadcast Lighting
GeneralThe requirements listed below will be further specified by OBS to the OCOG based on the concrete
environment of the OCOG and further information supplied by the OCOG, or on the basis of otherfactors such as result of test events, or outcome of detailed lighting surveys.
The broadcast lighting at each competition venue must be of the highest quality for television andphotographic coverage.
The following information outlines only certain generic broadcast lighting requirements. There are
ongoing advancements in the art and science behind high-end broadcasting (of the nature required for
the Olympic Games) and also the implementation of lighting for high-end sports competition. Thus it isalmost impossible to fully project all of the exact requirements in terms of proper lighting for the best
possible television coverage several years before the actual events take place. This does not,however, alter the significant importance that high-quality lighting has in ensuring the best possible live
broadcast of the Olympic Games. The OCOG, in close cooperation with Olympic Broadcasting
Services (OBS), should take all necessary measures to ensure that the lighting at each competition
venue is of the highest quality for television and photographic coverage. Thus, the provided
specifications should be used as guidelines and guaranteed minimums whereas the final aim should
always remain the best possible television coverage of the Olympic Games.
OBS reserves the right to instruct and approve final changes to installed lighting during live camera
rehearsals or other suitable times required by the OBS.
Technical specifications and placement for lighting will also depend on the specific sports competitionand venue itself and are to be established in consultation with the IF, OBS and Press Operations(photographers).
Additional theatrical lighting that may be required for some sports, events and Ceremonies will need to
be fully agreed with OBS.
The lighting design must take into consideration the sport/discipline to be covered and the desired
effect on the television production and photographic coverage without disturbing the sport/discipline
activity.
Special care must be taken to match colour temperature in the case of venues where there is a mix ofartificial light and daylight.
All indoor venues will need to be blacked out and no natural light shall be allowed to enter the venues.
These requirements and specifications cover the FOP, all areas in general where competition takes
place or is initiated, temporarily adjourned or completed such as the athletes' entrance and exit routes(start houses, kiss-and-cry, etc.), the run-off area around the FOP, the spectators’ area, the mixed
zone, the occasional presentation positions, Victory Ceremonies area, venue dress and media
conference rooms/areas.
Venue lighting designs that meet the OBS specifications provide a starting point for the proper creationof appropriate broadcast lighting plans. It is important that these designs are provided to OBS andsubsequently reviewed before approval by OBS. After installation and commissioning, live Gamestime OBS camera tests will then serve as the final and conclusive confirmation of the broadcast

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lighting.

FOP lighting•

The FOP broadcast lighting should approximate a television studio environment.

•

FOP includes all the areas where the competition takes place. For television lighting purposes the
FOP may extend beyond the area defined by the OCOG. Generally the ‘lighting’ FOP extends toeither 1.0m or 2.0m outside the official marked competition area.

•

The specification incorporates the production requirements of OBS and the RHBs. These areinformed by extensive experience of delivering television coverage for past Olympic Games, thelighting requirements and specifications of IF and also other organisations with expertise inLighting and Lighting for Television Coverage (e.g. Illumination Engineering Society of North
America [IESNA], CIE [Commission internationale de l’éclairage/International Commission on
Illumination], the European Broadcasting Union [EBU] etc.)•

All lighting performance criteria are the minimum required during the Olympic Games.

•

The lighting shall remain unchanged throughout the Olympic Games competition schedule. No
adjustments of any nature by the OCOG or the lighting designers or any other party are
permitted.

•

Light source: all lamps (bulbs) and/or LED light sources shall have a [correlated] colour
temperature (Tk) of 5600 K and have a CIE Colour Rendering Index (CRI) Ra of ≥90; low wattage
lamps are preferred. With the rapid development of television technologies, other metrics ofcolour quality for television (e.g. TLCI – Television Lighting Consistency Index) should also be
considered as an alternative to CRI which was originally developed for the human eye.

•Design calculation and measurements: Light levels (vertical illuminance) calculated to thecameras at 1.5m above the FOP; light levels (horizontal illuminance) on the FOP surface; allcalculated/measured on a 2.0m grid.

•

Minimum illuminance (light level): The minimum light level (vertical illuminance) at any point of the
FOP is to be not less than 1,600 lux towards the main cameras and ≥1,200 lux towards the four
directions facing the sides of the FOP. In the special case of high speed cameras (High Speed
Slow Motion - HSSM), the vertical illuminance should be approximately 2,000 lux.

•

High-definition television demands highly uniform light over the FOP surface and across thevirtual vertical planes to the cameras.

•

A maximum to minimum ratio not to exceed 1.5:1.

•

A ratio of average horizontal to average vertical not to exceed 2:1.

•

A minimum ratio of 4:1 vertical between the FOP and audience areas.

•

A uniform colour temperature (example 5600 K) from all sources.

•

A colour rendering index greater than 90 from all sources.

•

Coefficient of Variation (CV) should be between 0.13 and 0.15.

•

Uniform Gradient (UG) should be between 1.5 and 2.

•

Good modelling with a suitable contrast between the subject and the background. In the case ofPage 257 of 276

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flying athletes, the FOP and all the requirements that pertain, its lighting design should beconsidered as inclusive of the body of the flying athlete.
•Lens Flare and Glare: lighting equipment is to be positioned to ensure that the direct glare andreflected glare (“skip light”) off the ice or a polished floor towards the cameras is eliminated; andthe reflected glare off the snow towards the cameras is minimised. The designed Glare Rating(GR) to be ≤40 for the cameras.

•

Reflections of polished or icy FOPs: the luminaires (FOP and other lights within camera shot) areto be located such that their reflected image is not within the ice sheet or the polished floor withrespect to the main cameras. Non-FOP lights should be suitably screened.

•

If a stationary camera is within a zone made by horizontal lines 25° either side of the horizontal
aiming angle of the luminaire and either:−−

the vertical angle between a horizontal plane through the luminaire and the camera lens is<25°; orthe luminaire is aimed >40°, then the luminaire shall be constructed, or fitted, with a glarecontrolling device, such that the light-emitting area of the lamp is shielded from the camera’s
field of view or fitted with barndoors, louvres or similarly acceptable devices.

•

Flicker-free or ‘tungsten-type’ technology for super slow motion of at least 600 frames-per-second
along with Colour Rating Index (CRI) > 90 is mandatory for lighting of the FOPs in all venues,
both indoor and outdoor. This should normally be achieved by the use of electronic ballasts orother high speed power supply systems for all sport fixtures, LED lighting or an equivalentalternative solution.

•

Back-up of lighting: in the event of a power failure, primarily for athlete safety reasons, the IOC
requires that the OCOG provide at least 50 per cent of the lighting backed up by an alternative
source of power. OBS, in addition, requires the 50 per cent to be uniformly distributed across the
FOP.

•

Lighting operation: full live competition lighting available from two-and-a-half hours (2½ hours)
before the start of competition, to be fully operational until 2 hours after competition.

Luminaries and aiming logic•

The luminaire (floodlight) elevation aiming angle (away from downward vertical) shall be ≤65°.

•

Light should reach any point of the FOP from at least three directions.

•

There is to be a clear path between any luminaire and any point of the total FOP – no structure ormaterial (flags, banners, video boards etc.) to obstruct the light path.

Lighting for TV coverage areas outside the FOP•

There should be at least two lighting control settings (corresponding to different zones) at eachvenue as a minimum requirement that will allow for significant flexibility during final adjustments.
The FOP would be the first zone and the first 20 rows would normally be the second of theseseparate control zones.

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Spectator area: the average illuminance level, towards the cameras, over the first 12 rows shallbe ≥25 per cent and ≤30 per cent of the FOP; and reduce uniformly beyond the 12th row to aminimum of 10 per cent at the last row.

•

Run-off area (just around the FOP): the light levels outside the FOP or corral or FOP-surroundshall reduce uniformly.

•

Flags of nations, protocol and medallists’ flags: the flags are to be illuminated.

•

Start house; finish area; athlete FOP entrance/exit; warm-up area; kiss and cry; heat box; leader
box; coaches’ area; gun check; ski check; mixed zone; occasional presentation positions; studios,stand-ups and announcement positions; presentation platforms; medals dais; medallists’processional route and media interview/press conference room:−−•

In general the requirement is for a minimum vertical illuminance ≥1,000 lux towards thecamera(s) but not less than the background. If cameras have to be placed a long distancefrom the covered objects/people (e.g. Press Conference Rooms) higher illumination will be
required (≥1,400 lux). Details to be further defined by OBS for each specific venue.
The lighting to be operational at the same times as the FOP lighting.

The lighting requirements for these areas may be adequately (and preferably) met by the venue
FOP lighting (except back-of-house areas). Where this cannot be achieved the following are therequirements for additional lighting:
−

−
−

−
−
−

Luminaires shall be constructed or fitted with purpose-made glare controlling devices –snoot, louvre, barn-door etc., and located/aimed such that the flashed area cannot be seenfrom anywhere on the competition area of the FOP; and such that to the main cameras, theluminaires shall appear to be “off”.
Luminaires should be fixed to the ceiling or building or to a truss suspended from the building
in some way. Lights should not be mounted on floor-mounted 'light-stands'.
The lamps shall have the same colour temperature (Tk) and shall match, or be colourcorrected to, the Tk of the FOP and be within the International Engineering Consortium (IEC)and manufacturer’s tolerances. They have a CRI (Ra8) of ≥ 90 and be from the same
manufacturer and from the same production batch.
Low wattage lamps should be preferred
Incandescent lamps (tungsten halogen), if used, shall not be dimmed – run only at 100 per
cent.
The lighting of these areas shall be pre-planned and fixed before the first day of competition.
Additional portable or temporary lighting (stands, etc.) shall not be brought in and usedduring the duration of competition days.

Sports presentation lighting
Sports presentation lighting should not affect television coverage lighting, as specified herein. If
transitions are required between television coverage lighting and some special sports presentation
lighting, then these transitions should be undertaken out of the live coverage schedule and should notaffect it.

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Other lighting-related issues
Indoor venues•
Look of the Games elements should be suitably illuminated.
•

Decorative lighting shall, as a general rule, not be the primary colours of light (Red/Green/Blue RGB) when used over large areas (wash) or when used as a dominant saturated source.

Outdoor venues•
Shadows on the FOP should be avoided, day or night – in particular at or near the finish line.
•

To alleviate shadow issues, lights may be required to be operational during outdoor daytime
competition.

•

Late afternoon finish or bad weather may require lighting of the finish line area at some daytime
venues.

•Spill and obtrusive light – the choice of equipment, glare control and aiming logic shall meet thefollowing:•

Spill light control – light should be contained within the venue•

Luminaire beam distribution at 10 per cent of maximum intensity in the vertical plane above theaiming angle (top of the ‘field angle’) shall be:−−

10° below the horizontal; and100,000 cd•

Luminaires should be fitted with louvres or other intensity limiting devices to restrict spill andobtrusive light.

•

Apart from aerial sports, in principle the luminaires should be designed and installed such that
there is no light projected above the horizontal.

Broadcast work reas
Additionally, safety/security/work lighting in all broadcast compounds and the Satellite Farms isrequired.

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BRS Annex 4 - Transport Media Table
Start from 14 days before the Opening Ceremony and for 3 days after the Closing
Ceremony.
Airport(s) - Accommodation
Airport(s) - MPC/IBC (MBC)

According to operational hours of the Airport(s) (at scheduled frequency) and reinforced according to
information provided by RHBs through the Arrivals and Departures System (ADS).

Some crews will arrive earlier than this. The OCOG should ensure that public
transport options are available and information on these services communicated to
the Media arriving early.

To increase efficency, the OCOG will give the possibility to groups (min 20 people) arriving/departing
together and staying in close proximity accommodation, to book a bus to cover their airport transfers

Accommodation - MPC / IBC (MBC)

Starts 14 days before Opening Ceremony.
Ceases 3 days after Closing Ceremony.

24 hours, with variations in frequency. Reduced frequency when lower client demand expected; overnight,
during non- competition days and during daytime hours (media expected to travel to/from IBC/MPC at
beginning and end of day).
Transport services from accommodation to the MPC / IBC during morning peak periods should haveenough passenger capacity to ensure that all media personnel are able to make their journey quickly,
comfortably and on time.
The transport schedules need to consider working shifts for world time-zones and transmission schedules
and not only local times.

MPC / IBC (MBC) – Olympic Village

Starts 14 days before Opening Ceremony, or the day of the Olympic Village
Opening.
Ceases the day after the Closing Ceremony.

Operates daily 08h30 to 21h30. Frequency can be lower during pre-competition days.

MPC / IBC (MBC) – Executive Board and IOC Session

Operates for the period of the Executive Board and IOC Session.

Operates according to the Executive Board and IOC Session hours.This may/may not be required- OCOG
should discuss with Press Operations and OBS

MPC / IBC (MBC) – training venues

Operates according to the ‘open to media’ training schedule.

Operates according to the training schedule. Services operate –1/+1 hours from the start and finish oftraining with reduced frequency during the actual training session. As required

MPC / IBC (MBC) – Competition Venues

Must be 100% operational for the 4 days before the start of competition at each
respective venue in line with the opening of the venue media centre.
Services cease to each competition venue on the last day of competition at eachvenue.
Some venues may require a limited service prior to this (up to 7 days precompetition) based on demand provided by Press Operations and OBS

Operates according to the competition schedule and the venue media centre operating hours.
The Venue Media Centre generally operates –3/+3 hours from the start and finish of competition. This
timeframe could be increased or decreased by the IOC according to need. Transport services need tooperate to allow media to reach the venue 3 hours before competition.
Should the Venue Media Centre remain open longer than 3 hours from the finish of competition, transport
services must be provided until the Venue Media Centre closes and all media have left the venue.
Reduced hours and frequency on non-competition days
Some routes (e.g. Olympic Park shuttle if existing or route to Ceremony Stadium) may be requested tostart earlier.

Between Competition Venues, where appropriate

Operates according to the competitions in the venues being connected.

Same service hours as the MPC / IBC - Competition Venue Services (above).

Accommodation direct to Venues, where appropriate

Operates according to the competitions in the venues being connected.

Same service hours as the MPC / IBC – Competition Venue Services (above).

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VIL Annex 1
Specifications on NOC Office SpaceTeam office (team size 1 – 24)
To ensure NOCs can operate correctly, the OCOG must provide NOCs with the minimum
requirements of FFE including:
−
−
−
−
−
−

desk and chair;table and four chairs;
recycling bins;
one computer;one printer;
Telephone Olympic Network (free ofcharge)*;

−
−
−
−
−
−

internet connection;
climate control;
fax machine;
electronic kettle;
office consumables; andtelevision with Olympic feed.

* The Olympic network telephone must have the capability for international, local and Internet
connections (usage will be at cost to the NOC).

Team office (team size 25+)
The minimum requirements of FFE for team offices (team size 25+) include:
−
−
−
−
−
−
−
−

desk and chair;four-drawer filing cabinet;climate control;
coat rack;internet connection;
television with Olympic feed;recycling bins.;
Telephone Olympic network (free ofcharge)*;

−
−
−
−
−
−
−
−

info system;
lockable cabinet;
fax machine;
copier machine;
one computer;one printer;
office consumables; andelectronic kettle.

* The Olympic network telephone must have the capability for international, local and Internet
connections (usage will be at cost to the NOC).

Meeting room
Meeting rooms should be equipped with:−−−

one conference table;
eight folding chairs;
blackboard or whiteboard with markers
and eraser set;

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coat rack;
recycling bins; andclimate control.

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Medical space
Each doctor’s room and massage room should be equipped as follows:
Doctor’s room

−
−
−
−
−
−
−
−
−
−
−
−
−

disposable paper cups
small refrigerator/freezer
climate control
at least 6 electrical power sockets
enough direct light (ceiling)
wash basin (nearby)
pillows, blankets and towels
disposable covers
trolley
examination table
movable partition
chairslocking drug cabinet−

waste bins - standard andrecyclables
waste receptacle – hazardous
sharps disposable container
desk with drawers – lockable−−−

Massage room

−
−
−
−
−
−
−
−
−
−
−
−
−
for

−

disposable paper cups
storage unit for ice
climate control
at least 4 electrical power sockets
enough direct light (ceiling)
wash basin (nearby)
pillows, blankets and towels
disposable covers
trolley
massage table
movable partition
chairslarge lockable cupboard to store tapes,
bandages, dressings, etc.
waste bins – standard and forrecyclables

Medical spaces must be lockable and private. Theeyshould be provided with laundry services for
towels, linens and blankets as well as with housekeeping and waste removal and the safe handling of
medical waste and sharps. Ice machines must be readily available, usually at the Resident Centre andPolyclinic.

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MED Annex 1
Specifications on Office Space for the IOC Medical and ScientificCommission
Offices and meetings rooms
The OCOG should provide offices for the IOC Medical and Scientific Commission base of operationsin the Olympic Family Hotel (OFH) at the IOC expense, as well as in the Olympic Village Polyclinic, at
the OCOG expense. The OCOG shall liaise with the IOC Medical and Scientific Director for full detailsof these office facilities
The proposed facilities in the OFH, including prices and locations, shall be submitted to the IOC for
approval before entering into any contractual agreement.
•

Requirements for IOC Medical and Scientific Commission offices in the OFH are as follows:
−
−
−
−
−
−
−

•

closed office for the cChairman of the IOC Medical and Scientific Commission, secure with
Audio-visual (AV) privacy;
closed office for the IOC Medical and Scientific Director, secure with AV privacy;
office for the IOC Therapeutic Use Exemption TUE applications reviewer;
closed office for the doping control forms reviewer, secure with AV privacy;
office for the OCOG Chief Medical Officer;
working area for the IOC Medical and Scientific Commission secretariat; andmeeting room large enough to accommodate 20 persons.

Requirements for IOC Medical and Scientific Commission offices in the Olympic Village Polyclinic
are as follows:
−

−
−
−
−

office for the injury and illness surveillance Ttam to be located in quiet area; the room must
include office desks to accommodate six persons of whom three will needworkstations/computers with full access to both the electronic medical record system and theinternet. Equipment to include WiFi, a printer/scanner, and a TV connected to the OBS
stream;meeting foom nearby the entrance of the Polyclinic, easily visible to team doctors, large
enough to accommodate 6 persons, with Wi-Fi and fax;;
two rooms near the entrance to the Polyclinic, easily visible to team doctors;
one office/reception with telephone and Wi-Fi and three work stations equipped withcomputers with full access to internet and printer; andnearby secure meeting room large enough to accommodate six people with Wi-Fi and fax.

Meeting rooms for NOC team doctors, physiotherapists and IF Medical
Commission chairpersons
A meeting room should be scheduled for the NOC team doctors’ and physiotherapists’ meeting, to beheld in the afternoon on the day before the Opening Ceremony. This is a one-time need, and requires
meeting space for approximately 400 individuals for the Games of the Olympiad, 200 for the Olympic
Winter Games and 50 for the Paralympic Games, with appropriate language services and AV
equipment required. This meeting room should be located in the Olympic Village, for the convenienceof the NOC team doctors and physiotherapists.

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The IF Medical Commission chairpersons need to be provided with the necessary accreditation toaccess the Olympic Village for this meeting.

Educational programme workshops
A meeting room, located in the Olympic Village Polyclinic, should be scheduled on a daily basis forworkshops within the IOC Medical and Scientific Commission educational programme for NOC
medical staff. Workshops require seating space for 30-40 individuals with an area for practicaldemonstration (sufficient space to allow for a minimum of three treatment plinths and adequate
circulation space).
Ideally this room should be in a quiet area of the Polyclinic (an open area or corridor are not sufficient
to provide a suitable learning environment.
Powerpoint projector and screen are required. Adjacent office facilities are required (for printing
attendance certificates, etc.). For further detail, refer to the Olympic Games Guide on Olympic Family
and Dignitary Services.

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FIN Annex 1
Specifications for OCOG Insurance
Introduction
In accordance with the HCC – Principles, the OCOG is responsible for procuring and maintaining, at
its expense, all the necessary insurance policies required to comply with the laws of the Host Country
applicable to its activities (e.g. Employer’s Liability and Employment Practices Liability) and with therequirements set forth below in respect of all risks associated with the planning, organising, financing,staging and host broadcasting of the Olympic Games and Paralympic Games (including Test Events).

I.

Key insurance policies to be procured by the OCOG

The OCOG shall procure and maintain the insurance policies described in this section in accordancewith the compulsory insurance terms and conditions (refer to section II. Terms and Conditions
Applicable to OCOG’s Insurance Policies and Risks). The list below is not exhaustive and the IOC
reserves the right to require the OCOG to procure and maintain other types of insurance policies
depending on the outcome of the OCOG’s risk assessment (as further described in the HCC Operational Requirements - Games Management).
1.

Third party liability insurancesa)Public or general liability•

This policy shall be written on an “occurrence” basis, or on a “claims-made” basis and for aduration of a minimum of two years after the dissolution of the OCOG or more if it is required by
the law. This policy must at least cover the following risks: bodily injury, property damage (to any
property that is leased, rented, and/or in the care, custody, or control of the OCOG), personal
injury, pure financial loss, advertising liability, premises and operations liability, products andcompleted operations, loss adjustment expenses, pollution liability, contractual liability andindependent contractor operations. This insurance must also include cover for acts of terrorism.

•

Inception date: from the creation of the OCOG.

•

Limit: USD 10 million when the OCOG is formed and increasing to (i) at least USD 250 million, if it
is on a “claims-made” basis, or (ii) at least USD 100 million, if it is on an “occurrence” basis. The
latter limits should be in force by the date of the first Test Event.

b)

Product and completed operations liability•

To cover claims arising in connection with the sale of products specifically bearing the OCOG’semblem or other OCOG’s trademarks or products otherwise licensed or authorised by the OCOG.

•

Inception date: from the date the OCOG’s products are for sale or otherwise distributed.

•

Limit: is part of the limit of the public or general liability (refer to point 1. Public or general liability
above).

c)

Professional liability•

To cover costs related to the defense and indemnification of claims in connection with actual or
alleged negligent acts/omissions of the OCOG in the planning, organising and staging of the
Olympic Games and Paralympic Games. This policy shall include cyber liability.

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Inception date: within 6 months of the creation of the OCOG.

•

Limit per claim and in the annual aggregate: at least USD 10 million for the first two years,
increasing to (i) at least USD 100 million, if it is written on a “claims-made” basis, or (ii) at least
USD 30 million if it is written on an “occurrence” basis. The latter limits should be in force at least
four years before the Opening Ceremony.
Depending on the local market, each of the three covers indicated above can be procured on astand-alone basis or written globally within the same insurance policy.
In addition, they should be written with a worldwide territorial definition.

d)Directors and Officers liability (D&O) insurance•

To cover claims arising from the actions of the directors and officers of the OCOG. It is payable tothe directors and officers of a company, or to the organisation itself, as indemnification(reimbursement) for losses or advancement of defense costs arising out of criminal andregulatory investigations/trials as well.

•

Inception date: within six months of the creation of the OCOG.

•

Limit per claim: no less than USD 5 million.

e)Medical malpractice insurance•

To cover claims arising from the medical activities of all of the OCOG’s medical workforce(including the staff at Olympic and Paralympic competition and non-competition venues and at
the OCOG Polyclinic(s)) to the extent that such workforce is not already covered by other means(hospital insurance cover and/or by the Host Country’s health system or provider).

•The OCOG, in cooperation with the local health authorities, must ensure that all medical staff
working in designated hospitals are covered by medical malpractice insurance (hospital’s
insurance cover and/or by the Host Country’s health system or provider).

•Inception date: three months before the first Test Event.

•

Limit: according to local laws and regulations but, in no event, less than USD 25 million, peroccurrence and on aggregate, during the Olympic Games and Paralympic Games.

2.

Medical treatment and repatriation insurance•

To cover the medical expenses relating to all injuries and illnesses that require treatment before
the accredited person is able to return home, and to include repatriation. However, if medical
treatment is delivered at no cost by the government health service and this level of service isagreed as suitable by the IOC, medical insurance is not required. In such cases, repatriation has
to be covered on a stand-alone basis.

•

Inception date: three months prior the first Test Event.

•

Limits: (i) medical treatment, gradually increasing with the number of people to cover. No limit perperson, annual limit of no less than USD 7.5 million; (ii) repatriation has to be covered at real
cost.

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3.

Property insurance•

To cover damages to all property owned, leased or in the care, custody and control of the OCOG,
or for which the OCOG is contractually responsible, including subsequent financial loss of
income. Subject to local market conditions, a mutual waiver of subrogation between the IOC and
its affiliates on one side and the OCOG on the other side has to be mentioned in the policy(ies).

•

Inception date: immediately after the OCOG leases, rents, buys buildings or property.

•

Limit: the value of the relevant property.

4.

Construction all risk insurance•

To cover risks related to the OCOG’s responsibility for specific construction projects (including
equipment and overlay).

•

Inception date: one month prior the beginning of construction projects.

•

Limit: value of the construction(s) including taxes and fees.

5.

Motor liabilitya)Automobile/motor liability•

To provide defence and indemnification against claims for bodily injury and property damage forall registered and non-registered vehicles used on-road or off-road (e.g. golf carts, snow mobiles,
motorcycles, All Terrain Vehicles [ATV]s, forklifts) by the OCOG, during its entire lifecycle. Nonregistered vehicles can also be included in the public or general liability policy.

•

Inception date: when the OCOG assumes the responsibility of vehicles.

•

Limits: (i) USD 5 million per occurrence for liability towards third parties, including the driver andthe persons being transported; (ii) an excess limit of USD 10 million per occurrence as anunderlying schedule of the public/general liability policy or as a stand-alone insurance contract.

b)

Watercraft liability insurance•

To cover claims for bodily injury and property damage arising from the use of any watercraft
vehicle owned, rented, borrowed, chartered or leased by the OCOG.

•

Inception date: one month prior to the first Test Event where watercrafts will be utilised for the
Games of the Olympiad.

•

Limit: USD 5 million combined single limits for bodily injury and property damage per occurrence
and in the annual aggregate minimum limits. This insurance cover may be included within the
public or general liability policy where permitted by law.

c)

Aircraft liability insurance•

To cover claims for bodily injury and property damage arising from the use of any aircraft owned,
rented, borrowed, chartered or leased by the OCOG. Policy includes use of drones if provided
and/or regulated exclusively by local/government supplier.

•

Inception date: at the latest on the first day prior to the use of the aircraft.

•

In case the policy is placed by the owner of the aircraft, the OCOG must ensure that the relevant
contract with the owner includes a waiver of recourse/subrogation against the OCOG, the IOC

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and IOC Controlled Entities.
•

Limit: limit will depend on the size of the aircraft but no less than USD 25 million combined single
limits for bodily injury and property damage in the annual aggregate.

6.

Personal accident including permanent disability•

To provide compensation in the event of death or disability of accredited persons following an
accident occurring in connection with their activities at the Olympic Games and Paralympic
Games (including terrorism).

•

Limit: subject to laws and practice in the Host Country but at least USD 80,000 in case of death orif the percentage of disability is higher than 59 per cent, otherwise pro rata of that amount if thedisability percentage is comprised between 1 - 59 per cent.

7.

Crime, fidelity and fraud•

To cover the loss arising from theft and robbery of assets or fraud (crime).

•

Limit: dependent on the risk exposure.

II. Terms and conditions applicable to OCOG’s insurance policies and risks
The following terms and conditions shall apply to all insurance and risks described in the present
annex. The OCOG is responsible to take any necessary measures so that these terms andconditions are respected at all times.
1. Notification to the IOC•

The insurance policies mentioned in section I. Key insurance policies to be procured by the
OCOG above, including the extent and level of coverage, shall be submitted to the IOC for its
prior written approval, prior to any contract being entered into between the OCOG and therelevant insurer. The approval of the IOC shall not relieve the Host City, the Host NOC or the
OCOG of their responsibilities under the HCC or this annex.

2. Insurance certificates•

The OCOG must provide to the IOC written proof in English of each insurance policy in place(copy of the insurance policy or certificates of insurance) when the relevant insurance policy isplaced.

3. Alternative risk coverage mechanisms•

Certain OCOG insurance policy requirements listed in section I. Key insurance policies to be
procured by the OCOG above may be waived in whole or in part, with the prior written consent of
the IOC, if the OCOG demonstrates to the IOC’s satisfaction that the concerned requirements are
already provided and/or that the relevant risks are already covered by private or public third
parties, in particular in case of any medical/health public system in force in the Host Country.

•

The OCOG may, with the prior written consent of the IOC, decide to cover the risks described in
section I. Key insurance policies to be procured by the OCOG, paragraphs f) and g) above,
through other means than insurance policies (e.g. self-financing). In such case, the OCOG must
inform the IOC of all measures and arrangements to be implemented by, or on behalf of theOCOG, to cover these risks and, on request of the IOC, take all necessary measures to further
address these risks to the satisfaction of the IOC.

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4. Deductibles•

Any policy with a deductible or self-insured retention, along with the amount and descriptive
condition, is subject to the approval of the IOC. In addition, the IOC reserves the right to require asecurity deposit to be posted in cash, letter of credit, or guarantee of a third party, acceptable tothe IOC, equal to the amount of any deductible or self-insured retention on a per policy basis.
Should any guarantee be used, the OCOG is required to immediately restore the guarantee to theoriginal amount.

5. Non-cancellation provision•

Insurance coverage must contain a non-cancellation provision. The OCOG’s insurance
arrangements should be in full force and effect from the date the OCOG is formed to execute theOlympic Games and Paralympic Games operations through to its dissolution. Should, for any
reason, a policy be cancelled or the cover be restricted, the IOC shall be informed as soon aspractically possible.

6. Insurers•

All insurance policies must be underwritten by insurers who are licensed, admitted, authorised
and/or approved to underwrite the specific line of insurance in the Host Country and have aminimum A.M. Best’s Rating of A- VII. The approval of any policy or underwriting insurer shall beobtained from the IOC.

7. Additional insureds•

The OCOG shall designate and maintain, at a minimum, the following entities as additional
named insureds in all liability insurance policies listed in section I. Key insurance policies to be
procured by the OCOG a) above:−−•

the IOC, as well as Olympic Broadcasting Services (OBS), Olympic Channel Services SA(OCS) and all other IOC Controlled Entities, including their respective subsidiaries (asdefined in the HCC); andthe Host NOC.

All such additional insureds must be considered as third parties one towards the other (crossliability).

8. Failure to procure•

Should the OCOG fail to procure or maintain the policies of insurance required herein, then the
OCOG grants to the IOC the right to procure, or to have any IOC Controlled Entity or any third
party procure on its behalf, any insurance policies at the OCOG’s sole cost and expense. It isagreed and understood between the parties that the right granted to the IOC to procure saidcoverages on behalf of the OCOG or if the OCOG fails to comply with the procurement and/or
maintenance of the policies of insurance required herein, does not impose any obligation (legal,financial or otherwise) on the IOC to do so. The failure or refusal of the IOC to procure or
maintain said policies on behalf of the OCOG does not waive, diminish or reduce theindemnification requirements of the OCOG to the IOC. If the IOC does procure and effect (bind)coverage for the OCOG, the latter shall be responsible for reimbursing the IOC any premium, allfees and expenses invoiced to the IOC (or any third party acting on the IOC’s behalf) by the IOC’s
insurance broker or the insurance company underwriting the insurance policies related to theplacement of the OCOG’s insurance contracts.

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PRT Annex 2
Specifications on Protocol

1. Flags and national emblems
All flags need to be produced according to IOC, NOC and IF specifications regarding colour, designand orientation. The quality of the material of the flag has to be appropriate for its use.
At Olympic venues, the OCOG Protocol area ensures that the flags displayed are accurate and reflect
the specifications in the IOC Protocol Guide. The protocol area also manages issues such as
damaged flags.
There are three flag sets for each venue:•
protocol set;•

participating NOC set; and•Victory Ceremony set.

The details related to the use of sets and the display of flags are described in the IOC Protocol Guide.
All flags shall be displayed from the official opening of the Olympic Village until the end of the Olympic
Games. At the Olympic Family Hotel (OFH), flags shall be displayed from the official opening of the
IOC offices.

Flag proportions
A standard 2:3 ratio (2 height x 3 length, e.g. 1.5m x 2.25m) is applied as the standard ratio for flags
during the Olympic Games. All NOCs have consented to this proportion to comply with the Olympic
Protocol. Any variation to this rule needs to be submitted to the IOC for approval.

Olympic flag
The Olympic Charter states that “the Olympic flag has a white background, with no border. The
Olympic symbol in its five colours is located in its centre”.
At the Opening Ceremony of the Olympic Games, the Olympic flag is presented and raised in thestadium. At the Closing Ceremony, it is lowered in the stadium.
The Olympic flag is “handed over” during the Closing Ceremony from the current Host City Mayor to
the Mayor of the next Host City. The flag remains the property of the IOC in trust to the city of the
Olympic Games.

Protocol set of flags
The Protocol set of flags is composed of the following flags in order of precedence:•
Olympic flag;•

flag of the host nation; and•flag of the OCOG/LOC or city (depending on circumstances).

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Opening and Closing Ceremonies
During the athletes’ parade at the Olympic Games Opening Ceremony:•
Greek flag;•

flag of each country in alphabetical order according to the language of the Host City with the IOC
protocol order exceptions; and•flag of the host nation.

The OCOG shall submit the order of flags to the IOC for its approval.

At the Olympic Stadium and Olympic Village(s)•Olympic flag;•

United Nations (UN) flag;•

flag of the host nation•

OCOG flag;•

Greek flag; and•national flags in alphabetical order according to the language of the Host City, with the IOC
protocol order exceptions, followed by the flag of the host nation.

The OCOG shall submit the order of flags to the IOC for its approval.

Competition and training venues
During sports competitions, the flags are displayed as follows:•
Olympic flag;•

IF flag;•flag of the host nation; and•OCOG flag.

At the competition venues, only the flags of NOCs qualified to compete at that venue shall be
displayed, in line with the protocol set. They shall be displayed from left to right in alphabetical orderaccording to the language of the Host City, with the IOC protocol order exceptions. As host the flag of
the host nation shall fly last in the set of participating NOC flags.
The OCOG shall submit the order of flags to the IOC for its approval.
NOCs flags are not displayed at training venues.

Olympic Family Hotels (OFH), Olympic Medals Plaza (Winter Games), MPC, IBC
and airport•

Olympic flag;•

flag of the host nation; and•OCOG flag.

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Victory Ceremonies
For the Victory Ceremonies, all national flags, at both indoor and outdoor locations, are raised in theirhorizontal format. Flags shall be raised in the following formation when viewed from the athletes’
position on the Victory Ceremonies podium.
Gold

SilverBronzeIf a tie occurs in an Olympic medal event, at the Victory Ceremony two flags may be flown from thesame pole during Victory Ceremonies. The flags will be hung in the order provided by the sports
results team. Two flags shall not be flown from the same pole under any other circumstances. Hunging
details are specified in CER Annex 2 – Specifications on Victory Ceremony Staging andAnnouncement Scripts.

Opening Ceremony of the IOC Session
A protocol set of flags shall be placed on the stage, if possible behind or next to the podium where theofficial speeches are held.

Other IOC eventsThe OCOG shall provide the Olympic flag at IOC events, which includes the Executive Board (EB)meeting and the IOC Session.

2. Medals, diplomas, pins and floral bouquets
The medals and diplomas distributed to athletes shall adhere to specific guidelines relating to theirproduction, approval and distribution.

Individual sports
For the individual events, the first prize shall be a silver gilt medal and a diploma, the second prize asilver medal and a diploma, and the third prize a bronze medal and a diploma. Competitors placed
fourth, fifth, sixth, seventh and eighth shall also receive a diploma, but no medal. In the case of a tie
for a first, second or third place, each competitor is entitled to a medal and a diploma.

Team sports
For team sports, and for team events in other sports, each athlete member of the winning team isentitled to a silver gilt medal and a diploma, each such member of the second team to a silver medal
and a diploma, and each such member of the third team to a bronze medal and a diploma. Prior to the
Olympic Games and after consultation with the IFs concerned, the IOC EB shall decide the extent towhich such athlete members shall include those athletes who have not taken part in at least one
match or competition during such Olympic Games. The members of a team placed fourth, fifth, sixth,
seventh and eighth shall receive a diploma.
If an Olympic athlete is disqualified (individual or team sport), his/her medal(s) and diploma(s) shall be
returned to the IOC.

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IOC copyright for medals
The OCOG shall ensure that a valid assignment of all rights, including intellectual property rights on
the medals, designs, molds and other related elements, is made in favour of the IOC, which shall
automatically be the recognised owner of such rights, including copyright. If the law of the country
requires that an assignment shall be made in writing, the OCOG is obliged to draw up the necessary
document and to submit it for signature to the IOC, who shall thereon be the sole holder of such rights
as the OCOG will cease to exist soon after the Games.

Requirements for producing medals
Size
The medals shall be at least minimum 70 mm - maximum 120 mm in diameter and minimum 3 mm maximum 10 mm thick.
Weight
The weight of each medal shall be 500-800 grams.
Material
The medals for first and second places shall be of silver of at least 925-1000 grade; the medal for firstplace shall be gilded with at least 6 g of pure gold. The medals shall be easily recognisable as gold,
silver and bronze. The medals shall be of the same “finish”, whether matte or highly polished.
Mould
In principle, the medals shall be round in shape.
RibbonEach medal shall be provided with a ribbon to give the athletes the possibility to wear the medalaround the neck. The ribbon could be decorated with the emblem and OCOG Look of the Gameselements.
Special attention shall be made in the production of the ribbon to ensure high quality and that theclosing mechanism, holding the medal in place, is re-enforced and secure.
DesignThe same design applies for all medals. The design of the medals shall be in line with the vision andLook elements of the OCOG, reflecting its cultural and aesthetic elements but at the same time
respecting and expressing the values of the Olympic Movement. The lines shall be simple and clean,
and the text (engraved or in relief) shall be appropriate for the dimension.
ThemesEach medal shall include the following elements:
For the Games of the Olympiad:•
Front side (obverse):−
Nike standing in the Panathinaiko Stadium; and−full name of the Games edition (Games of the (number) Olympiad).
•
Back side:−name of the sport (or discipline as appropriate) and event; and−OCOG emblem.

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For the Olympic Winter Games:•
Front side:−
Olympic emblem; and−full name of the Games edition (number) Olympic Winter Games.
•
Back side:−name of the sport (or discipline as appropriate) and event; and−OCOG emblem.
Before going into production, the text to be engraved on medals needs to be approved by the IOC.

Requirements for producing victory diplomas
Material/shape
The diploma shall be printed on a card of at least 4-ply quality. The format shall be “landscape”.
DesignThe look of the diploma shall be in-line with Look elements of the OCOG, simple and clear to read.
Text
The text shall include the following elements:−
Olympic symbol and edition of the Games;−
emblem of the Olympic Games;−
French, English and host nation official language (if neither French nor English);−athlete’s family name, followed by given name;−name of the NOC that the athlete represents;−
sport, discipline and event name;−signature and title of:−
IOC President - lower left-hand side;−
OCOG President - lower right-hand side;−for 1st place - Olympic Champion and Gold medallist;−
for 2nd place - Silver medallist;−
for 3rd place - Bronze medallist; and−positions from 4th to 8th place shall be indicated by - 4th place, 5th place, 6th place, 7thplace and 8th place respectively.

Requirements for floral bouquets
Floral bouquets are presented to athletes during Victory Ceremonies. The specifications of the floral
bouquets are defined in collaboration with the IOC.

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Cover page: © IOC/Mine Kasapoglu; Getty Images/Richard Heathcote; IOC/Charlie Neibergall; IOC/Jason Evans;
Getty Images/Rob Carr; IOC/John Huet; Getty Images/Quinn Rooney; Getty Images/Jamie Squire; Getty
Images/Clive Rose; AP Photo/Silvia Izquierdo; Getty Images/Ryan Pierse; Getty Images/David Ramos; IOC/Jared
C Tilton; IOC/Clive Mason; IOC/Matthew Stockman; Getty Images/Clive Brunskill.
Inside: IOC/Mine Kasapoglu; IOC/Jared C Tilton; IOC/Matthew Stockman; IOC/John Huet; IOC/Alexandre
Loureiro.
Any unauthorised use including, but not limited to, copying, editing, using, or otherwise dealing with the photos
found within this document or any part thereof is strictly prohibited, without the prior written approval of the IOC.
© 2017 International Olympic Committee – all rights reserved.

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