FEDERATION INTERNATIONALE DE SKI
INTERNATIONAL SKI FEDERATION
INTERNATIONALER SKI VERBAND
GUIDE FOR TECHNICAL DELEGATES AND
ORGANISING COMMITTEES
OF
LONG DISTANCE
POPULAR CROSS-COUNTRY SKI RACES
1. DEFINITION (ICR 380.1.1 and 380.1.2)
Popular Cross-Country competitions are competitions open to all
Cross-Country competitors, licensed and non-licensed.
There is no limitation on the competition distance or format of Popular
Cross-Country competitions and the main race may be supported by a series of shorter races
to create a varied programme with opportunities for skiers of all ages and standards and
of both genders to compete. The main races in the programme should be in mass start
format and of a minimum distance of 40 km for men and 30 km for ladies; supporting races
may be of such distances and format as the organisers of the competition may decide to
meet local demand and to attract as many skiers as possible into the competitions.
2. THE ORGANISING COMMITTEE
2.1 Responsibilities
The Organising Committee will normally be formed under the auspices of a
club, or a group of clubs, affiliated to the respective national ski federation.
The Organising Committee will bear the legal and financial responsibility
for the conduct of the race and should be formed of experienced persons, each responsible
for a specific area of technical or administrative expertise. These committee
members will normally include the key officials as set out in paragraph 2.2.
2.2 Appointment of Key Officials
The Organising Committee must appoint individuals or sub-committees to
oversee all of the administrative and technical aspects of the competition. These
may well vary according to the exact nature of the competition, but may include:
Chief of the Competition
Chief of the Course
Chief of Stadium
Chief Medical Officer
Public Relations and Marketing
Timekeeping
Protocol, Press and Media
Transport
Communications
Logistics
Administration, Secretarial and Finance
2.3 Technical Delegate
The Technical Delegate (TD) is the delegate of the governing body which
appoints him (see below) and is a guarantor to that body that the competition is conducted
in accordance with ICR. The TD acts as a consultant to the organising committee in
all matters relating to the preparation, carrying out and following up of the competition
and is responsible for organising the work of the Jury.
For races entered in the FIS Calendar, the TD will be appointed by the
International Ski Federation (FIS). In other cases, the TD will be appointed by the
relevant national ski federation. Where a FIS TD is appointed, the national ski
federation will normally appoint an Assistant TD to help the TD in his duties and to
provide local knowledge, e.g. language, laws and local geography. The organising
committee must liaise with the TD from the date of his appointment and must provide him
with copies of all relevant information about the event. They are responsible for
the payment of the TD's expenses in accordance with ICR.
The TD is expected to arrive at the race venue in time to have two full
working days prior to the competition. One of his first actions must be to organise
a meeting with the principal members of the Organsing Committee and other members of the
Jury.
2.4 Reimbursement of TD Expenses
The Organising Committee is responsible for reimbursement of the TD's
expenses, including travel, accommodation and subsistence costs, in accordance with ICR
305.1.1.
2.5 The Jury
The Organising Committee must also appoint a Jury to oversee the actual
running of the race, to advise the organising committee in dealing with the various
aspects of the competition, and to act as a forum for the resolution of disputes.
The Jury must pay particular attention to the safety of the competitors. The
Jury should consist of:
The Technical Delegate (TD), who is Chairman of the Jury
The Assistant TD, appointed by the appropriate national ski federation
The Chief of Competition
The TD may invite additional persons to attend Jury meetings where appropriate (e.g.
the Medical Officer). These persons are advisory in capacity and do not carry a
vote.
2.6 Liaison with Outside Authorities
The organisation of a major race, often attracting thousands of competitors and
spectators, will involve a wide range of organisations to deal with traffic, security and
other matters. The Organising Committee must establish early liaison with these
organisations and must work closely with them to ensure the success of the event.
Important outside organisations will include:
- Local Government Authority (Regional, Departmental, County, Municipal etc)
- Police and Traffic Authorities
- Ambulance and First Aid organisations
- Education Authority (e.g. for the use of school premises)
- Meteorological Office
The use of military personnel or local volunteer groups may also be possible (up to
1000 people may be needed to help in various functions on the day of the race) and early
contact to determine the availability and scope of such help is essential.
2.7 Insurance
The insurance requirements, both of the race organisers and of the competitors, may
vary from one country to another according to local law. The Organising Committee
may wish to take out adequate insurance to cover possible financial loss in the event of
cancellation and must ensure that it carries insurance to meet its possible legal
commitments in regard to a claim lodged against the organisers either by a competitor
(generally as a result of death or injury) or from a spectator or other member of the
public (public liability).
It is important to note that in most countries an Organising Committee cannot generally
dissociate itself from its legal responsibilities. The signing of a waiver by a
competitor may not prevent him/her later suing the organisers for alleged negligence,
although the fact that the dangers of participation had been brought to his/her attention
in writing might be a limiting factor in assessing the amount of any damages awarded in
the event of a successful claim.
The Organsing Committee should seek legal advice if in doubt about the insurance
requirements necessary to meet their potential liabilities.
2.8 Press and Media
The long-term success of an event and its long-term financial viability may well be
governed by the extent and quality of its media coverage. Everything possible must
be done to facilitate such coverage. In particular, each Press or Media organisation
should receive a comprehensive Press briefing document, which should include:
- The date, time and place and all relevant details of the event
- The past history of the event
- A map of the course
- A list of previous winners
- A copy of the Start List
- Profiles of the leading elite competitors
- Profiles of "local heroes"
- Numbers of competitors (and comparisons with previous years)
- Details of prizes to be awarded
- Details of major and minor sponsors
Where large numbers of Press and Media representatives are likely to be present, a
pre-race Press Briefing (generally the day before the race) should be held.
Provision must be made for media facilities in the start and finish areas and
dedicated Press transport must be provided during the race. An early copy of the
results must be made available to the Press and Media, who must also be afforded the
opportunity to interview the leading athletes shortly after the finish. Dedicated
facilities must be provided for these interviews.
2.9 Finance
A race budget must be drawn up, which will include amongst its outgoings:
- The salaries of any paid staff, whether part- or full-time
- The costs of preparing the course, including the provision of flags, notice boards and
other ancillary equipment
- The cost of race numbers
- Prizes in different categories and commemorative medals for finishers
- Accommodation and subsistence for key officials and invited (elite) athletes
- Official transport
- Any payments to local authorities, police or helpers
- Advertising
- The printing of information booklets, entry forms, result sheets etc
- Provisions (drinks, food) at feeding stations
- Transport to start, or from finish, if provided for competitors
- The cost of baggage sacks and their transport from start to finish, if necessary
- Post-race meal for competitors, officials and Press
- The cost of entering the race in the FIS Calendar and any fees payable to national
federations
- Hire of buildings, marquees, portable toilets etc
- Payments for medical, first aid and rescue services
- Insurance premiums
- TD expenses
This is not an exhaustive list and organisers should add to it in the light of local
circumstances.
To meet these costs, an entry fee must be determined. In calculating the amount
of the entry fee, the following factors should be taken into account:
- The amount of total expenditure
- Any offset accruing from sponsorship etc
- The likely number of competitors
- The extent of facilities provided
- The ability and willingness of competitors to pay a realistic entry fee (this may vary
from country to country)
- The fees charged by other similar races, particularly those which might be regarded as
competitors
Race organisers may decide to charge increased fees for entries received after
previously specified dates, or conversely to offer a discounted fee for early entries.
In many cases, income raised from entry fees will be insufficient to cover total
outgoings and the balance will need to be made good through sponsorship. The
Organising Committee will be responsible for seeking such sponsorship, which may come in
the form of cash subventions, through the provision of cash or other prizes, or through
contributions in kind, e.g. the provision of food and drink at refreshment stations, the
provision of baggage sack or race numbers etc. Income can also be derived from
advertising on the course or on km marker boards, in the race programme or similar.
Sponsors can broadly be divided into two groups:
- Major sponsors - national or international companies, sports goods firms etc.
- Minor sponsors - local businesses, advertisers in the race programme, providers of
assistance in kind etc.
For major races, additional income may be generated through the negotiation of payments
for local, national or international TV coverage.
2.10 Entries and Information
Outline details of the race should be published in the FIS or National Calendars for
the year. Entry forms and fuller information should be available to potential
competitors at least four months in advance of the event.
For races on the FIS Calendar, the information for competitors should be available at
least in the national language(s) and in German and English.
Information and entry forms should be sent promptly to all enquirers. To increase
the field of potential competitors, organisers should consider mailing their information
and entry forms to:
- All competitors from the previous year(s)
- All clubs affiliated to the national ski federation
- External national ski federations for distribution to clubs.
Initial information issued in response to enquiries or sent out to advertise the race
need not be detailed, but must as a minimum include information as set out in ICR Section
G (Guidelines for Popular Cross-Country Competitions).
More detailed information must be issued to competitors before the start of the
competition. This may either be sent by post in response to the receipt of race
entries, or may be handed to competitors when collecting their race numbers. This
information must cover the items listed in ICR Section G.
It is at the discretion of the Organising Committee, bearing in mind the costs of
printing and postage, whether they wish to produce two separate information documents, or
to combine both sets of information into one document.
3. RACE PROGRAMME
3.1 Compilation of the Programme
When compiling the race programme, the Organising Committee must consider the following
questions:
- The distance over which the race is to be held
- Whether the race is to be held in Classical or Free Technique
- Whether to stage supporting races over shorter distances
- If so, whether these should be in the same technique as the main race
- If more than one race, should all the races be held on one day, or spread over two or
more days
- Whether there should be special races for different groups (e.g. children, ladies)
- Whether any special arrangements can be made to enable disabled, handicapped or
sit-skiers to compete
3.2 The Opening Ceremony
Major events will normally include an Opening Ceremony, which should be staged in a
conspicuous place, such as the town centre, where it will attract spectators and bring
maximum publicity to the event. The Opening Ceremony will generally be organised to
take place on the evening before the main race and can include:
- Presentation of dignitaries and elite athletes
- Parade of the flags of competing nations
- Playing of the national songs/anthems of the competing nations
- Cultural activities (music, dancing etc) from the host nation
- Fireworks
Where space permits, the Opening Ceremony can be accompanied by a short ski event, such
as a knockout sprint competition, which will attract and thrill spectators and give
greater exposure to the main event and its sponsors.
4. START LISTS
A Start List must be produced and made available to competitors, officials and media
representatives before the start of the race. The Start List should contain the
skier's name, bib number, club or nationality, year of birth or class/age group, if any.
Nationality must be designated in all official documents (Start Lists, Results etc)
using the following internationally-recognised three-letter code:
ALB Albania GUA Guatemala
ALG Algeria HON Honduras
ASA American
Samoa HUN Hungary
AND Andorra ISL Iceland
ARG Argentina IND India
ARM Armenia IRA Iran
AUS Australia IRE Ireland
AUT Austria ISR Israel
AZE Azerbaijan ITA Italy
BHA Bahamas JAM Jamaica
BAR Barbados JPN Japan
BLR Belarus JUG Jugoslavia
BEL Belgium KAZ Kazakhstan
BOL Bolivia KEN Kenya
BIH Bosnia-Herzogovina KOR Korea
BRA Brazil KUW Kuwait
BUL Bulgaria KGZ Kyrgyzstan
CMR Cameroon LAT Latvia
CAN Canada LIB Lebanon
CHI Chile LIE Liechtenstein
CHN China
P.R. LTU Lithuania
TPE Chinese
Taipei LUX Luxembourg
COL Colombia MAR Morocco
CRC Costa
Rica MEX Mexico
CRO Croatia MDA Moldova,
Republic of
CYP Cyprus MON Monaco
CZE Czech
Republic MGL Mongolia
PRK D.P.R
Korea NEP Nepal
DAN Denmark NED Netherlands
EGY Egypt NZE New
Zealand
ESA El
Salvador NOR Norway
EST Estonia PAK Pakistan
FIJ Fiji PER Peru
FIN Finland PHI Philippines
MKD Former Yug. Rep
of POL Poland
Macedonia POR Portugal
FRA France PUR Puerto
Rico
GEO Georgia RSM Republic
of San
GER Germany Marino
GBR Great
Britain RUM Rumania
GRE Greece RUS Russia
GRN Grenada SEN Senegal
SVK Slovakia TRI Trinidad
& Tobago
SLO Slovenia TUR Turkey
RSA South
Africa UKR Ukraine
SPA Spain USA United
States of America
SUD Sudan URU Uruguay
SWZ Swaziland UZB Uzbekistan
SWE Sweden VEN Venezuela
SUI Switzerland ISV Virgin
Islands
TJK Tajkistan ZIM Zimbabwe
THA Thailand
5. LADIES RACES
The relatively small number of ladies participating in popular races, especially those
over the longer distances, has been a cause of concern both to race organisers and to the
International Ski Federation.
Research carried out by the FIS Ladies Sub-Committee for Cross-Country Skiing indicates
a very positive preference from female competitors for races of a shorter distance than
those raced over by men, with a maximum of around 45 km.
In Scandinavia, successful experiments have been carried out in the organisation of
races in which entry is restricted to ladies only and which are held over shorter
distances. In the cases of the Inga Lami (NOR 15 and 30 km) and Tjejvasan (SWE 30
km) races, this has resulted in very large numbers of competitors taking part, with fields
of several thousand female racers in each event.
The lessons to be learnt from these races are:
- There is a strong demand for races in which ladies are competing only against others of
their own gender
- The majority of ladies appear to prefer races over shorter course, with a maximum
distance of around 45 km
- Races attract larger numbers of competitors when they are part of a framework of events,
perhaps including group travel arrangements and a social programme
One possibility for organisers to consider is to hold a Ladies race over a shorter
distance either on the preceding weekend or during the week prior to the main race, whilst
also giving ladies the opportunity to take part later in the main race over the longer
distance.
Where ladies do compete in races where participation is statistically male-dominated,
arrangements should be made, wherever possible, for a separate start line or section of
the start area to be allocated to ladies. This enables ladies, particularly the
leading racers, to compete directly against each other within their own section of the
race.
6. SKIERS WITH PHYSICAL DISABILITIES
6.1 Encouragement to Participate
Races should take every opportunity to encourage participation by skiers with physical
disabilities, including sit-skiers. Whether or not such skiers can start at the same
time as the rest of the participants will depend on the nature of the start area and the
width and profile of the course in each case. The primary consideration must be the
safety both of the disabled skier and of other competitors who could be impeded, for
example, by a sit-ski on a downhill or narrow section of the course. Early or late
starts, or a dedicated section of the track for the disabled skiers, may be possible to
overcome this problem
6.2 Course Requirements
Where it is possible to provide a dedicated section of track or where sit-skiers are
using the same course as other participants, organisers must recognise the difficulties of
following the track around corners in a sledge (sit-ski). Every attempt must be made
to ensure that the angle of the corners is not less than 90 degrees on flat sections and
with a larger angle for downhill corners.
6.3 Further Information
Further information on the requirements (not specific to popular racing) of sit-skiers
and other disabled skiers can be found in IPC Nordic Skiing - Biathlon and Cross-Country
Rules & Regulations and in the IPC Nordic Skiing Homologation Guide.
7. THE START
7.1 The Start Area
Finding a suitable start area can be one of the most difficult tasks facing the
Organising Committee. The start area must be wide enough to accommodate the
anticipated number of participants, to give each of them a fair and equal chance (i.e.
without one side of the start area being more favourable than another) and to enable the
start to take place smoothly. The start should gradually narrow to the width of the
course over a distance sufficient in length to allow competitors to spread out before
entering the tracks and without creating bottlenecks.
The Start Area must be fenced off to prevent spectators and other unauthorised persons
gaining access. Only those taking part in the race or officiating at the start
should be permitted to enter the start area. Such entry should be through one or
more control gates, where the competitor's bib should be stamped to indicate that he/she
has started the race. Skis should also be checked to ensure that they are correctly
marked. Once through the control gate, no competitor should be allowed to leave the
starting area, other than as part of the race.
The following facilities should be provided within the immediate vicinity of the Start
Area:
- Sufficient toilets for the number of competitors (recommended ratio 1:100 for ladies and
1:200 for men)
- Parking area for competitors, spectators, press and officials
- Ski waxing facilities (often provided by specialist firms)
- Medical facilities (competitors are particularly prone to cardiac arrest whilst waiting
for an event)
- Late collection of race numbers
- A collection area for outer clothing (to be transported to the finish or otherwise
safeguarded)
- Advertising space for sponsors
- A Press/Media area, suitably sited to attract the best possible photographic
possibilities
- A loudspeaker system, with announcements being made in at least the local language(s),
English and German
Before the start, competitors waiting in the start area should be encouraged to keep
themselves warm and active. It can be very motivational if a warm-up programme is
provided, with special music and good aerobic instructors leading the exercise from a
visible vantage point.
7.2 Starting Procedures
The start will normally take place on an audible signal, such as a shot from a gun or a
blast on a hooter, when the starting nets will be lifted on rope pulleys to allow the
competitors to start. This system should be rigorously tested before the race to
avoid an embarrassing failure on race day.
Where there is a large number of competitors, racers may start in groups. The
group in which any competitor is placed may be determined by:
- Elite competitors with FIS points
- Results in previous years' competitions
- Results in other competitions
- Date on which entry is received
- Age
- Gender
Invited racers or those entered by their national ski federations should be placed in
an elite group, which will start in front of the rest of the racers.
Groups should be physically separated in the start area, e.g. by net barriers, but will
normally all start on the same signal. Groups may, however, start at fixed time
intervals ("wave" starts). Where this procedure is followed, each wave
should wear a clearly defined set of numbers (e.g. 1-999, 100-1999, 2000-2999 etc) and the
computer program used for producing the result must be adapted to make allowance for the
different starting time of each wave (see also paragraph 7.4).
7.3 Equipment Exchange
Mass starts frequently result in breakages of equipment. At a point approximately
800 metres after the start, and on a flat or uphill section of the course, an equipment
post should be set up to enable skiers to exchange broken or damaged poles or skis.
The Organising Committee will need to ensure that the post is equipped with poles of
different lengths to cover possible breakages (a suggested ratio of poles to skiers is
1:50).
7.4 Types of Start
There are various methods of starting a popular race and the method selected must take
account of the number of competitors, combined with the width of the starting area and the
course. The objective must be to ensure that there is a smooth flow of competitors
along the course and that bottlenecks in narrow areas are avoided. The most common
types of start are:
Mass Start - competitors are seeded on the start line according to ability and
previous performance and all start on the same signal. An example of a Mass Start is
shown on the next page:
Wave Start - competitors are seeded into groups according to ability and previous
performance, but each group ('wave') starts at a predetermined interval, usually with one
to five minutes between each wave. Final times will be adjusted either by
subtracting the elapsed time from the start of the first wave and subsequent waves from
the overall time, or by achieving an exact time for each competitor by using chip timing
technology. An example of a Wave Start is shown below:
SHAPE \* MERGEFORMAT
'Le Mans' Start - a recent innovation to popular races is the 'Le Mans' Start.
In this method, which is combined with a Wave Start, competitors are held in groups
in a waiting area, with skis in hand, before the start. On the starting signal, each
wave of competitors is released in turn to the starting area, where they must put on their
skis before crossing the start line and proceeding onto the course. This method
achieves a steady flow of competitors through the start line and is very effective in
reducing bottlenecks where there is a narrow area of the course shortly after the start.
Two examples of 'Le Mans' Starts are shown below.
8. THE COURSE
8.1 Preparation of the Course
Pre-Season
Work must continue on the preparation of the course throughout the year. During
the Summer, work should be carried out to level the track, to remove large stones, tree
roots and saplings, to eliminate excessive camber, to improve drainage, to rectify
identified dangerous areas and to ensure that the competition can be held safely with a
minimum of snow cover. If possible, narrow parts of the course should be widened to
reduce the risk of bottlenecks during the race.
The widening of courses, particularly where this involves the cutting down of existing
trees, may cause problems with local environmental authorities or groups. Their
concerns must be understood and attempts made to avoid confrontation. Objections may
be overcome by proposing remedial measures, such as the planting of additional trees to
compensate for those which have to be taken out.
Early Season
Preparation of the course should start as soon as there is sufficient snow to make this
possible. The track should be regularly groomed and compacted and if necessary snow
should be brought to the course from surrounding areas. A well compacted and
prepared base will retain its form even through a long period without snowfall and will
ensure that the event can take place even under these adverse conditions. Where
there is inadequate natural snow and artificial snow-making equipment is available,
stockpiles of snow may be prepared for use in the final preparation of the track and to
improve those areas where snow is sparse.
8.2 The Event
Classical Technique: The course should be set with
a minimum of two tracks throughout. Where the width makes it possible, more tracks
should be set. In curves, the tracks should only be set if the skis can glide
unrestrained in the set track. Where the curves are too sharp or the speed is too
great to remain in the tracks, then the tracks should be removed. In steep
downhills, or other locations designated by the TD and the Chief of Competition, no tracks
should be set.
In the finish area, the last 200 metres should be set with as many tracks as possible.
The last 100 m should have a minimum of three finishing corridors with set tracks,
separated by appropriate markings which will not interfere with the skis.
In appropriate conditions (e.g. heavy snowfall) and with the approval of the TD and the
Chief of Competition, course grooming may take place during the competition.
Free Technique: In Free Technique competitions, the
course should be well packed and wide enough to allow at least two competitors to ski side
by side. Where possible a single track may be set along one or both sides of the
course. The last 200 metres should be prepared to a width of at least 10 metres.
The last 100 m should be divided into at least three (and preferably more) equal
lanes, separated by appropriate markings which will not interfere with the skis.
Where more than one race is being held over the course at the same time (e.g. a 25 km
and a 50 km race) more lanes should be provided and certain lanes dedicated to the
finishers in the shorter race, leaving a minimum of three lanes for the finish of the main
race.
Competitions may be carried out in both Classical and Free Techniques at the same time
and along the same course. In such cases, the course for Free Technique should in
principle be separated from the course for Classical Technique, preferably with physical
barriers (e.g. a low snow wall) or a separation in distance, or with flags or other
markings, to prevent classical skiers from gaining an advantage by using the skating
course, and likewise preventing the racers in the Free Technique from destroying the
classical tracks by skating across them. Each of the two courses should be prepared
as set out above. An example of how Classical and Free Techniques can be separated
is shown below.
8.3 Measuring and Marking
The course should be so well marked that the competitor should never be in any doubt as
to which direction he should take. The marking is normally effected with flags
and/or signs. Marshals may also be used at track junctions or other points where
there is any likelihood of doubt. (Marshals may also be needed on the course to
control road crossings or to restrain the general public from encroaching onto the
course.) It is permissible for a snowmobile to precede the leading racers and this
may also be used by, or accompanied by, a similar vehicle for the Press, although great
care must be taken to ensure that sufficient separation is maintained to prevent the
racers from being hindered or distracted or affected by exhaust fumes from the vehicles.
The competition course must be measured for length from start to finish. This has
historically been carried out using a chain, tape or measuring wheel, but modern GPS
systems may also be used. A GPS survey of the course will also enable a precise and
accurate course profile to be produced. In principle, the course should be
restricted to areas that are below 1800 metres above sea level.
Each kilometre should be marked with an indicator board clearly visible to all
competitors, showing the distance remaining to the finish. (Kilometre boards may be
provided by sponsors or "sold" for advertising).
The last 500 metres and the last 200 metres should be clearly marked. The last
100 metres should be designated as a finish zone in accordance with ICR 315.3.4.
Where "hot spot" sprints or prime prizes are awarded, the sprint line must
be clearly marked and distance marker boards set up before the sprint line.
Difficult areas, such as steep downhills (where no tracks should be set), curves,
crossings or other potentially hazardous locations should be clearly marked. Warning
signs should be placed along the track before reaching the hazard and the area itself
should be clearly marked (e.g. with streamers or flags). Any such areas should be
brought to the attention of the competitors before the start of the race. Where
necessary, protective devices, such as barrier netting or padding around trees and other
hard surfaces should be installed. Organisers should take care not to use the word
"dangerous", as this could be used against them in litigation in the case of an
accident. Instead, the warning signs pictured in paragraph 8.9 should be used.
Courses should normally be confined to one single lap to avoid the situation where the
leading skiers, on a second or subsequent lap, have to thread their way through groups of
slower competitors who are being overtaken.
8.4 Feeding Stations
Feeding stations must be provided at intervals of approximately 10 km. The exact
location of each feeding station may be dictated by the terrain and (e.g.) the location of
villages or access points along the course. The feeding stations should be set up on
flat stretches or at the top of uphill stretches and should be clearly visible to
approaching racers. Boards should also be set up 200 m before each feeding station
informing competitors that they are nearing the refreshment point. These should be
written in several languages or should use internationally recognised signs (see paragraph
8.9). If the terrain or weather conditions make the course more than usually
difficult, the distance between feeding stations may be shortened, whereas on a relatively
easy course the distance may be increased.
The types of food and drink available at feeding stations should be made known
beforehand to competitors and, wherever possible, should be laid out in the same order at
each feeding station, so that racers do not have to spend time searching for their
preferred refreshment. This also aids the through-flow of skiers at the refreshment
station. Drinks should always be warmed before serving and must not be allowed to
get cool by being poured out too soon before the arrival of the first racers. (An
example of a feeding station layout, from La Transjurassienne, is shown on the next page):
8.5 Equipment Exchange
Consideration should be given to providing equipment exchange posts following difficult
descents or congested sections of the course. The same procedure should be followed
for these posts as for that set up immediately after the start (see paragraph 7.3).
Equipment exchange posts may be conveniently located at feeding stations.
8.6 First Aid Stations
Medical posts with shelter, blankets and first aid equipment should be set up at
intervals of no more than 10 km along the course. These first aid stations must be
manned by suitably qualified staff, provided with communications equipment linking them to
a central control point, and with the means to evacuate sick, injured or exhausted
competitors. In warm weather conditions, plenty of liquid should be available at
first aid stations to combat the effects of dehydration; in very cold weather, extra
blankets and clothing should be provided to protect competitors showing signs of
hypothermia. In very cold conditions, staff must be designated to physically check
the features of competitors for signs of frostbite.
The first aid stations will be under the overall control of the chief medical officer,
who must be a licensed medical officer. He will be responsible for the production of
a written safety plan, coordinating the work of the medical and rescue services.
8.7 Time Limits
Where the information to competitors has indicated time limits at various points along
the course, controls must be set up to enforce those limits, which may only be varied with
the prior consent of the TD. The purpose of setting time limits at intermediate
points is to ensure the safety of the competitors. Skiers arriving late at a time
check should not be permitted to proceed even if they undertake to do so at their own
risk.
8.8 Technique Controls
Where the race is being conducted in Classical Technique, periodic controls, which may
be either static or mobile, must ensure that competitors complete the course without
skating. These control posts must be manned by people of suitable qualification or
experience, who may be supported by video cameras. Any infringements, by
recreational skiers as well as by athletes in the elite group, must be reported to the
Jury.
8.9 Information to the Competitors
A map of the course, including the course profile with heights above sea level, and
showing the location of feeding, first aid and equipment stations and indicating time
limits at intermediate points along the course, must be issued to all competitors as part
of their pre-race information. An example from Birkebeinerrennet is shown on the
next page:
As with all other information, German and English versions should be included as well
as the language of the host nation. Universally recognised signs, examples of which
are shown below, should be used wherever possible:
1. START - English and local language may be displayed on the banner
in conjunction with race motif and/or sponsors' logos
2. FINISH - English and local language may be displayed on banner in
conjunction with race motif and/or sponsors' logos
3. TURN LEFT - to be used in conjunction with race motif and/or
sponsors' logos
4. TURN RIGHT - Same comments as for 3. above
5. STRAIGHT ON - Same comments as for 3. and 4. above
6 and 7. DISTANCE MARKERS - to be used in conjunction with appropriate
signs. Distances shown on signs to be relevant to the circumstances
8. SPRINT - Always to be used in conjunction with distance markers
(e.g. 200 m, 100 m)
9. TIME CHECK/LIMIT - To be used in conjunction with distance markers
10. FEEDING STATION - To be used in conjunction with distance markers
11. DRINKS STATION - to be used in conjunction with distance markers
12 - 14. TAKE CARE - PROCEED WITH CAUTION - EXTREME CAUTION - to be used at
downhills, road crossings, icy stretches etc
15. WAXING FACILITY - to be used in conjunction with the logo of the company
providing the service. Also in conjunction with distance markers
16. REPLACEMENT POLES - may be used in conjunction with the logo of the firm
providing the service
17. REPLACEMENT SKIS - comments as for 16. above
18. Km SIGNBOARDS - showing distance to the finish
19. SAFE CUSTODY OF SKIS
20. PRESS/MEDIA - signs may be in English and local language (as for START
and FINISH - see 1. and 2. above)
21. INFORMATION
22. FIRST AID
23. TOILETS
24. OUTER CLOTHING SACK COLLECTION POINT
25. TRANSPORT
26. PARKING
27. SHOWERS
9. THE FINISH
9.1 The Finish Area
The area selected for the finish must be chosen bearing in mind not only the space
available to accommodate the finish of the race, but also the many supporting services and
facilities that are required. Access to the finish area must be restricted to
competitors and officials and the general public must be confined to defined spectator
areas and physically restricted, normally with barriers, from entering the finish area
itself.
The course should enter the finish area on a flat and straight approach. The
finish itself should be flat and sufficiently wide to allow several competitors to finish
at the same time without impeding each other. The last 100
metres should be designated as a finish zone as set out in ICR 315.3.4. The
beginning of the zone must be clearly marked by a coloured line. This zone should be
divided into at least three lanes separated by flags or other appropriate markings which
do not interfere with the skis.
Where two races, e.g. a long and a short race, are held on the same course on the same
day, care must be taken to ensure that the slower skiers finishing the short race do not
impede the leaders finishing the long race. A special finishing corridor should be
dedicated to those finishing the shorter race.
The finish line must be clearly marked in the snow by a red line at least 2 cm in
diameter and visible to incoming skiers, officials and spectators as well as to the Press
and Media. There should be a minimum separation distance of 20 metres between the
finishing line and any finishing chutes or pens.
9.2 Timekeeping and Recording
Timekeeping facilities must be immediately adjacent to the finish line. Where the
race number includes a tear-off portion, sufficient officials must be provided at the
finish line to ensure that these are removed from the bib and passed immediately to the
recorders. A separate backup system must be provided in case of computer failure.
Computerised chips are now the normal method of recording finish times in large races
and can also provide timings at intermediate points along the course. Many
computerised systems require the competitor to wear a chip around the ankle and these must
be recovered from the skier in the finish area to be used again in other competitions.
Other systems are incorporated within the race bib for once-only use.
Video cameras or professional cameras for timekeeping must be provided to record the
finish in case of later protests. For best results, one camera should be placed
above the finish line and the other at an angle to it.
9.3 Facilities
At the end of a long race, skiers may be exhausted physically and tired and confused
mentally. It is therefore important that facilities are provided within a closely
confined area and are clearly identified. The competitor should be channelled to
follow a logical and clearly defined route from one facility to the next.
In races which attract international participation, all signs and announcements made at
the finish should, as a minimum, be in the local language(s), German and English.
Signs may use internationally recognised graphics to depict food, drink etc (see
paragraph 8.9).
Immediately after they have finished the race, competitors should be channelled through
the following functions:
- Check of ski marking and advertising (elite group only)
- Award of commemorative medal (if awarded)
- Collection of outer clothing
- Safe custody of skis (to be handed in against a receipt and returned only to the
competitor in person)
- Food and drink
- First aid and recuperation
- Toilets, showers and changing rooms
- Return transport (if needed)
Additionally, the finish area must make provision for:
- Stands for spectators, including special provision for VIPs
- Sponsors signs and advertisements
- Press and Media
- Interview Room
- Doping control room
- Prizegiving ceremony
A suggested layout of a finish area, from La Transjurassienne, is shown below:
10. CONTROLS
The Organising Committee will be responsible through its appointed officers for the
following controls:
- Ski Marking - in Start and Finish areas for elite group only. See
paragraphs 7.1 and 9.3
- Advertising - in Start Area for elite group only, who must comply with the
limitations on advertising set out in ICR (see the following diagram of current FIS
advertising limits on clothing for elite competitors):
- Equipment - in Start Area for elite group only, who must use equipment
which satisfies requirements (e.g. length of ski) set out in ICR
- Technique - for races in Classical Technique, with static or mobile
controls. See paragraph 8.8
- Route Controllers - where necessary, control points (marshals) may need to
be set up to ensure that racers follow the competition course without short cuts
- Medical - In addition to the routine first aid stations (see paragraph
7.6), medical controls must be set up at intervals along the course in adverse weather
conditions to combat hypothermia, frost bite, dehydration and similar conditions
- Time Limits - Controls must be set up at predetermined points along the
course to enforce time limits which have been announced to competitors beforehand.
See paragraph 8.7
- Doping - Facilities for doping controls must be available in or near to the
Finish Area for use by national or international specialist teams. See paragraph
15.5
11. MEDICAL AND SAFETY
11.1 Safety of Competitors
Popular races are generally long distance events, which may take place in all weather
conditions and in arduous terrain. The safety of the competitors in these
competitions is the primary responsibility of the Technical Delegate and the Organising
Committee.
Participants may not necessarily be well prepared, nor in the first flush of youth, and
frequently strain themselves to the point of exhaustion and collapse. Such a
situation may occur in an isolated area of the course, where shelter and medical
facilities would not normally be available.
The Organising Committee have not only a moral responsibility for the safety of the
competitors, but also exercise a legal duty of care, for which they may afterwards be held
to account. Medical and safety considerations are therefore of prime importance in
the organisation of any popular event and race organisers must take great care to minimise
unfavourable situations, such as long periods waiting in cold temperatures before the
start, which might give rise to physical difficulties amongst the athletes.
11.2 The Chief Medical Officer
The Organising Committee must appoint a Chief Medical Officer (CMO) for every race.
The CMO will be a member of the Competition Committee and may be invited to attend
Jury meetings in an advisory capacity. The CMO must be a licensed medical officer.
The CMO will be responsible for the equipping and setting up of First Aid stations
and medical controls along the route and for ensuring that the staff who man them
are properly trained. The CMO will also be responsible for ensuring that adequate
backup and evacuation facilities are available and that there is an effective
communication link between the various elements under his control, as well as with outside
medical agencies. He/she will be responsible for liaison with the national doping
agency/WADA (see paragraph 15.2).
The detailed regulations concerning the medical and safety aspects of the competition
are contained in ICR 386 and 387.
11.3 Medical and Safety Plan
Every Organising Committee, acting in concert with the CMO, must prepare a detailed
Medical and Safety Plan, which should incorporate measures for the rapid evacuation of
casualties during the race. The success of the plan will be heavily dependent on the
efficiency of communications and all elements of the plan should be rehearsed before the
event.
For a large race, with competitors numbering in their thousands, the medical plan
should include:
- completion by the competitor of his/her medical history, including any heart disease or
problems, high blood pressure or other long-standing medical complaint or treatment.
Where these exist, the competitor should have obtained written medical authorisation
to take part
- written information to competitors, to be delivered in their race pack, on how to avoid
frostbite, dehydration, general preparation for the race and conduct during the event
- a plan of medical posts under cover at the start and at intervals along the course,
equipped with medical supplies and manned by trained staff
- arrangements for the provision of massage and physiotherapy where possible
- means of evacuation for injured skiers along the course (normally by skidoo) and from
the course (by ambulance or helicopter)
- means of communication between the medical posts and control and a list of contact
numbers, including police and other emergency services
- details of a closing patrol
- the name of the Chief Medical Officer and his principal assistants, with their contact
details
11.4 Fatal Accidents
In the event of death or serious accident, particularly one which might give rise to a
later claim against the organising committee or its national governing body, or against
the FIS, a full written report must be submitted by the CMO to the TD as soon as possible
after the event. The TD must include this in his report, or forward it, as soon as
received, to those bodies to whom the TD Report was sent.
11.5 Management of Cold Weather Issues
The FIS temperature limit for popular races is -25C, 5 degrees lower than in other FIS
races, because in the experience of the FIS Medical Committee popular competitors are less
likely to push their limits in cold conditions and are more likely than elite racers to
dress conservatively for the races. However, the TD has also to consider the health
and safety of the elite competitors.
It is essential that both elite and popular competitors are kept clearly informed about
the temperature and are given advice on the necessity to wear extra clothing, if
appropriate.
See Section 14 for detail on the considerations to be taken into account by the TD and
Jury in managing cold weather issues, particularly in regard to cancellation or
postponement.
12. RESULTS AND MEDIA
A short provisional result sheet, listing the first 50 or 100 finishers, must be posted
conspicuously in the finish area as soon as possible after the finish to allow protests to
be lodged.
Full provisional result lists should be produced and presented to the TD as soon as
possible after the last competitor has completed the course. Result lists should be
in finishing order and should contain at least the following information: position
in race; bib number; family and forenames; club or country (using the internationally
recognised 3-letter code - see Section 4 - Start Lists); year of birth or class (if any);
and finishing time.
Separate result lists must be published for men and ladies. Other classes (e.g.
age groups) need not be shown separately, but can be differentiated within the two overall
lists.
A copy of these results should be made available to local, national or international
Press and Media agencies and representatives. It is essential that the Press receive
this information on the day of the race to enable publication on the following day.
Modern electronic methods of communication make it possible for results to be
displayed to a wider audience on the Internet within 24 hours of the race taking place.
13. PRIZES AND PRIZEGIVING
13.1 The Prize List
A good prize list can be a strong motivating factor in attracting elite and other
athletes to an event; however, in seeking to create an attractive list of prizes, it must
be remembered that the cash value of any prizes awarded must not exceed the current limits
specified in ICR.
Prizes for the leading skiers may be either cash prizes or valuable and attractive
gifts, or a combination of the two. As a principle, the prize money for the first
man and for the first lady should be the same. Where there is a numerically larger
field of skiers in the men's race than in the ladies' race. It is acceptable to have
a longer list of prize winners in the men's race. As an example (with illustrative
figures only) the respective prize lists might be:
Men Ladies
1st 3,000 3,000
2nd 2,000 1,800
3rd 1,000
800
4th
750 500
5th
500 200
6th
300 100
7th
200 ---
8th
100 ---
9th
50 ---
10th
25 ---
13.2 The Prizegiving Ceremony
The Prizegiving Ceremony should take place where it can be seen by a large number of
people, e.g. close to the Finish Area. The timing of the Ceremony must be clearly
stated in the pre-race information to competitors and to Press and Media. The timing
must allow the leading competitors the opportunity to recover from their exertions and to
attend doping control and to allow any protests to be lodged and considered by the Jury,
yet must be soon enough after the finish to ensure that Press and Media representatives
are still present and that a sufficient crowd of spectators is present.
Where the official Prizegiving Ceremony has to be scheduled to take place at some time
after the race has finished, or in a different place, it is permissible to hold an
unofficial ceremony with a presentation of flowers immediately after the race.
It is essential that sponsors, particularly those associated with the prizes, are
publicly acknowledged at the Prizegiving. Wherever possible, representatives of the
sponsor companies should be invited to attend the ceremony and to hand out the prizes
and/or be presented to the spectators.
13.3 Commemorative Medals
In addition to the main prizes, two types of commemorative medal or memento may be
considered. The first system, which is commonplace in Scandinavia, is to award
medals based on performance. Medals may, for example, be awarded to any competitor
finishing within 25% of the average time of the best three finishers in each class or age
group. The second system, which is used more widely, is to award medals as a reward
for participation. These medals are normally handed to every competitor as he or she
crosses the finishing line.
Both systems may, of course, be used in conjunction if finances permit.
14. CANCELLATION OR POSTPONEMENT
14.1 Factors to be considered
The factors to be considered when taking a decision to cancel a race and the procedures
to be followed are set out in ICR 388. Whereas the lower temperature for FIS races
is -20C, for popular races the limit is -25C, measured at the coldest point of the course.
The figure of -25C has been accepted because competitors in popular competitions may
feel less compelled to push their limits and are more likely than elite racers to dress
conservatively for the race.
In calculating temperatures likely to be encountered during the race, the Jury must
take account of the wind chill factor and its effect on the ambient temperature. A
chart showing the effect of wind chill on ambient temperatures is reproduced below:
Cancellation of a race should be regarded as a last resort since, particularly for
races on the International Calendar, many competitors will have committed themselves -
often at considerable expense - to travelling to the event on the published date. In
many cases this may involve international air travel, which cannot easily be amended.
14.2 Alternate Course
Where snow conditions or other factors make it impossible to hold the race over the
intended course, the race should, if possible, be switched to an alternate course.
The Organising Committee must make early contingency plans for this eventuality and
early measures must be taken to prepare the reserve course if there is a likelihood
that it will be needed.
14.3 Announcement of Cancellation
If a decision is taken to cancel a race, the announcement should be made in sufficient
time to reach competitors before they set out for the race venue. This can best be
achieved by posting notice of the cancellation on the Internet as soon as the decision has
been taken. The announcement should, where possible and if applicable, state a
revised date on which the race will take place. If a decision to cancel the race is
taken at the last moment, i.e. the day before the race, the decision must be transmitted
to all hotels and accommodation where competitors may be staying. The notice should
include a helpline telephone number on which competitors can obtain further information.
14.4 Postponement of the Start
A decision to postpone the start of the race, taken on the day of the race, is rarely a
feasible option. The practical and logistical difficulties of informing the
competitors and officials; the safety of competitors waiting in the start area in adverse
weather conditions; the possibility of participants remaining out on the course until a
late hour as a result of a delayed start; the amendment of transport schedules and of TV
or radio broadcasts; all make on-the-day postponement an undesirable and impracticable
option.
15. DOPING CONTROLS
15.1 Clean Winners
All competitors must be confident that they have competed in a race which has been
fairly contested and in which no banned substances have been used. Spectators must
equally be able to enjoy the competition knowing that the winners have achieved success
without the use of illegal substances.
15.2 Responsible Person
The Organising Committee must appoint one person, normally the Chief Medical Officer or
a colleague working under his direction, who will be responsible for all contacts with the
World Anti-Doping Agency (WADA) and the National Doping Agency (NDA), as well as with the
National Ski Federation, on all matters relating to doping. He/she will be
responsible for organising all facilities and services for the doping control officers and
will also be responsible for drawing up a check list of facilities and necessary actions
before, during and after the race.
15.3 World Anti-Doping Agency (WADA)
At popular races included in the World Cup, doping controls (blood screening and
haemoglobin start prohibition controls) will be carried out by WADA in accordance with FIS
Rules. FIS pays the cost of these doping control services, but the Organising
Committee is responsible for the on-site expenses of two doping control officers, such as
meals and accommodation.
WADA will determine where unannounced in-competition doping controls are carried out
and there will be n o prior notification. All doping officers must be provided with
the necessary accreditation to enable them to access all relevant sites at all times.
15.4 National Doping Agencies (NDA)
Other in-competition doping controls will be organised by the NDA of the host country
and practical arrangements for the tests remain the responsibility of the NDA, the
Organising Committee or the National Ski Federation, depending on their national
arrangements. Where the tests are the responsibility of the NDA, they must be
carried out by two registered nurses and according to FIS/WADA regulations.
15.5 Facilities and Equipment at the Doping Control Station
The Organising Committee must provide a doping control station near to the finish area
and clearly marked. The Doping Control Station shall consist of a waiting area, a
working room and separate toilets for men and ladies. It is recommended that the
station is also equipped with running water, shower and a TV set. Canned or sealed
bottled refreshments (mineral water, soft drinks, fruit juice etc) must be available in
the waiting area. These drinks must contain no caffeine or alcohol.
15.6 Chaperon(e)s
A chaperon(e) (companion) of the same gender must remain together with the person being
tested from when this person is notified that he/she will be tested until the tests have
been completed.
16. POST RACE ACTIONS AND FORWARD PLANNING
16.1 Post-Race Meetings
Wherever possible, the principal members of the Organising Committee should meet the TD
immediately after the race to discuss with him lessons learnt from the race. As soon
as possible after the race, and while events are still fresh in the mind, the Organising
Committee should meet to discuss the success or otherwise of the event and to decide what
organisational changes need to be made for the following year. Particular attention
should be paid to budgetary issues. The meeting must be prepared to be self-critical
in its analysis of the race, thus enabling the organisation, by working on areas which are
less than perfect, to improve from year to year. Any points made by the Technical
Delegate in his report should be discussed seriously and acted upon if necessary.
16.2 Setting the Date
The date for the following year's event should be set as soon as possible, to assist in
forward planning, and to avoid the possibility of a clash of dates with similar races in
the same geographical area. It is helpful in formulating national and international
calendars and in enabling competitors to plan their programmes, if major long distance
races are held every year on the same weekend (e.g. Vasaloppet on the first Sunday in
March each year).
16.3 Letters of Thanks
Letters of Thanks should be sent as soon as possible after the event to major and minor
sponsors and to volunteers and other helpers.
16.4 Key Officials and Forward Check List
Key officials for next year's event should be appointed and the key dates leading
towards the next year's race should be noted on the calendar. If not already in
existence, a check list of forward actions should be drawn up and work set in hand as soon
as possible to start preparations for next year's event. The check list should
include some or all of the following items:
- Fix time and date of next event
- Appoint key officials and members to Organising Committee
- Book stadium and other necessary facilities and premises
- Arrange services of police and traffic authorities
- Arrange medical, ambulance and first aid cover
- Notify date of event to International and National Ski Federations
- Book all necessary transport
- Arrange insurance cover
- Publicise event to press and media, to other race organisers and to prospective
participants
- Draw up budget
- Secure sponsors
- Engage necessary full- or part-time staff
- Ensure availability of adequate volunteer support
- Order race bibs
- Design and order commemorative medals
- Reserve accommodation for officials and athletes
- Decide on number and level of prizes
- Fix level of entry fees
- Draw up contract for timekeeping and results publication
- Place order for portable toilets and temporary marquees, portacabins etc for start and
finish areas
- Place order for baggage sacks
- Ensure availability of maintenance and track-setting machinery
- Make arrangements for pre-season work on course
- Decide on alternate course, if necessary
- Measure course(s)
- Prepare course descriptions and profiles
- Contract with service companies for waxing services and equipment exchange
- Draw up medical/evacuation plan
- Draw up communications plan
- Arrange for training of first aid teams
- Appoint multi-lingual commentator(s)/announcer(s)
- Prepare information for competitors
- Prepare entry forms
- Prepare media briefing documents
- Make arrangements for the Opening Ceremony
- Arrange Prizegiving Ceremony
- Invite dignitaries to Opening Ceremony and to Prizegiving, if appropriate
- Arrange hospitality for VIPs
- Make provision for supplies at feeding stations
- Organise facilities and services for doping controls
- Prepare multi-lingual signposting for start, finish and around course
- Prepare km markers
- Set up start and finish areas
- Set up feeding stations
- Arrange preparation/dissemination of results
- Thank sponsors and helpers
- Arrange review meeting - and start again!
16.5 Race Results
A full copy of the race results must be published on the race website with the minimum
of delay. Where a race does not have its own website, the full results should be
sent to all competitors as soon as possible after the event. It is useful to keep
this address list and to use it to send out invitations later in the year for the
following season's competition. |
