Plan and organise an IOF Event

Planning and organising an event is much dependent on the level of event. On this page you will only find generic templates and tools to help during this phase.
  • For detailed guidelines for your specific event type, please visit the specific page for your event type under DISCIPLINE/INTERNAL/EVENT ORGANISING/Organising "Event type"
  • For guidance around specific areas please go to the IOF/RESOURCES sections:

Generic Documents and templates

 

Embargoed Areas

The competition terrain shall normally be embargoed as soon as it is decided, normally at the time of appointment of an Event. If that is not possible, then arrangements for access to the terrain must be published as soon as possible. Embargoed areas are preferably presented, maintained and communicated according to the Guide "Embargoed Areas for IOF Events".

Event Adviser Expenses claim

Expenses Claim Form is found in the documents section. For SEAs appointed for an IOF Event, the IOF reimburses the travel costs related to the planned control visits in exchange for the appropriate receipts. The local organiser carries the costs for accommodation and transport during the visits and during the events. Any additional visits deemed necessary need to be approved by the IOF Office. Travel reimbursement is paid according to the cost of the most affordable way of travel. In order to collect your travel reimbursement, please fill in the IOF Expenses Claim form and return it to the IOF Office within one month after the visit, accompanied by the appropriate visit report. The IOF does not pay daily allowance for control visits. Should there be a specific need to travel by private car, please contact the IOF Office in advance (the reimbursement rate for private car transport is SEK 1.85/km, or equivalent in other currency).

Jury Guidelines

See guideline in the document section of this page.

IOF Protocol Guide for ceremonies

This Protocol has been prepared by IOF to assist Member Federations and event organisers to appreciate the diverse nature of the matter and to develop a feeling for formal details to ensure the success of an IOF event. An IOF event fulfills several purposes. The event is also showcase for the IOF as a respected international sports organisation. Therefore, an IOF event is also an important platform to promote the IOF branding. IOF Protocol Guide

Start list creation

Start list creation is a time critical procedure that needs to tested and rehearsed before an event. The rules on start list creation is defined in the Competition rules and complementary information can be specified in Special Rules. IOF Eventor do only manage the basic entries for a competition and that data can be exported. IOF Eventor DO NOT have the logic and processes for creating the start list and it is a manual work that needs to be prepared outside IOF Eventor. Properly created start lists are imported to IOF Eventor after start list creation. For some support, IOF Rules commission, have created excel macros and guides on how to use them and these macros can be used for creation of start list for some IOF Events. See excel macros and corresponding guides in the document section of this page.

Cancelling a competition

See guideline in the document section of this page.

Complaint Protest Form

See form in the document section of this page.

Bulletins

There are no specific Bulletin template but reuse the most recent bulletins as a template for bulletin creation. What each bulletin should contain at a minimum is stated in the Competition Rules. Read more in the Administrative Resources.

Medals management

IOF Provides medals for IOF Events.
  • Normally, the medals is sent to the organiser at the latest at -1 month.
  • All medals, except World Cup medals, are sent without a hanger (ribbon) and the organiser must provide hangers.
  • World Cup medals are sent WITH a standard IOF hanger (ribbon)
Read more in the Administrative Resources.

Entries management and setup

The basic entries rules are found in the IOF Competitions rules. In 2017, IOF did a review of the entries process and defined new process with more well define periods and process. IOF have also defined a standard set of entry deadlines For FootO WOC, World Cup, JWOC and WMOC events.
  • Team Size Entry deadline = -2 months
  • Team Names Entry deadlines = -10 days
The standards are recommended to use for other IOF Major Events to make it easy for organisers, IOF, Teams and Athletes to understand and to plan against and communicate. Example deadlines and periods schedule:  

The deadlines calculation template and bulletin entry information

The template can be found in the documents section above. The template can be used for:
  • Calculate the entry periods and payment schedule
  • Produce a visualisation of the periods
  • Produce bulletin text for the entries section in the bulletin.

Event Start date

The event start date is important to define. The event start date is normally one day before the first competition. It is the date when the Teams/Athletes must be at the Event, at the latest. Sometimes is can be that the date is two days before the first competition.

When to set deadlines and setup IOF Eventor?

The deadlines should be set well before the bulletin 2 (-12 months for WOC, JWOC and WCup). Eventor support recommend that the deadlines are set at -18 months to be able to setup the entries in IOF Eventor before the release of bulletin 2. These deadlines is important to feed back to Eventor support when the support setup the entries in IOF Eventor. Due to the complexity of setting up the entries for major events, it shall be done by IOF Eventor support.