1.ORGANIZATION / STRUCTURE 22.CORRESPONDENCECORRESPONDENCE 3.DATE 4.BUDGET / FINANCING 5.COMPETITION SYSTEM / FACTS OF THE TOURNAMENT 6.COACHING AND REFEREE COURSES 7.ARRIVAL AND DEPARTURE OF TEAMS / TRAVEL 8.ARRANGEMENTS 9.VISA REQUESTS 10.ACCOMMODATION 11.FOOD 12.VENUE 13.MATERIAL 14.TRANSPORTATION 15.INSURANCE 16.MEDIA 17.FINAL REPORT 18.DEADLINES INDEX 3
MANUAL CHALLENGE TROPHY ORGANIZATION / STRUCTURE The Challenge Trophy Tournament is an official IHF event and therefore the IHF is the central office. The continental federation defines a national federation to be the host. There must be one person nominated by the host to be responsible for the organization on site and to work in close cooperation with the IHF Head Office. The invitation to all participants for the tournament will be issued by the IHF. The IHF needs complete contact information (address, e-mail, and fax and phone number) of the organizer and the nominated coordinator on site. The key factor for success is to have a good cooperation with the local organizers. CORRESPONDENCE All correspondence to the participants should be concentrated and pre-decided by the IHF and the local organizer. Before and after the tournament the local organizer should provide news and information to the IHF for the Web page and the newsletter. It is important that all participating parties are available via e-mail, phone, fax In principal a copy of all main correspondence will be sent to the continental federation. DATE 3.1 The date is set by the local organizer in cooperation with the continental federation and the IHF. 3.2 The date should be in line with the event calendar at continental and national level considering holidays, cultural festivities (e.g. Ramadan) etc, so that most of the possible participants can take part. 3.3 First of all a period of time (approx. 7-8 days) will be set for the tournament. 3.4 The exact date of the tournament will be fixed at a later stage depending on the definitive number of participants after their confirmation. BUDGET / FINANCING 4.1 IHF covers all costs for the participating teams. 4.2 Delegation consists of: 14 players, 2 coaches, 2 referees, 1 team official free of choice. 4.3 The organizer has to provide a detailed estimate of costs to the IHF before the tournament to be approved by the IHF. 4.4 Please bear in mind that invitations to the possible participants will not be sent out until the estimated budget is accepted and a date is fixed. Therefore the organization should start at least 6 months before the Intended start of the tournament. 4
MANUAL CHALLENGE TROPHY 5 4.5 The budget must include board and lodging for all participants and costs for local transportation between the hotel, the airport and the playing hall. The following conditions must be accepted and taken into consideration when calculating the budget: There is a maximum lump sum for board and lodging for one person per day: Players30 $ Course participants30 $ Team Officials40 $ IHF Officials40 $ As the Challenge Trophy Tournament signifies a great opportunity for the host country, the IHF relies on cooperation with the government and the sports ministry regarding support and courtesy to the organizer. If possible, the local organizer should find some sponsors. Remarks for the reimbursement of costs: 1)The IHF financial department definitely needs an invoice addressed to the International Handball Federation as a basis for the bank transfer. A pro forma invoice will also be accepted. The final invoice must then be sent to the IHF, as soon as it is issued. 2)The travel expenses of the participating delegations can be reimbursed in advance directly to the account of the respective service provider, i.e. the travel agency, transportation company, bus rental, etc. The participants therefore have to provide the IHF with the bank details (name, address, SWIFT/BIC Code and IBAN) of their service provider. If not, the costs can only be reimbursed upon presentation of the final invoice and then be paid into the account of the respective handball federation. 3)The costs of organizing the Challenge Trophy Tournament can be transferred to the account of the host federation. Please note that a prepayment will be done in advance. A further payment will be effected as part of the final settlement of accounts. 4)Please bear in mind that money transfer is only possible with complete and correct bank details of one bank. SWIFT/BIC Code and IBAN are absolutely necessary!! 5)We kindly ask you to provide us with the complete and correct bank details of only one bank, as we cannot transfer money to several banks. 6)An international bank transfer takes some time and cannot be done overnight or over the weekend. We therefore kindly ask you to submit your invoice in due time. If not, the payout in time cannot be guaranteed by the IHF, as it is impossible for us to influence the process or speed, once the bank transfer has been initiated.
MANUAL CHALLENGE TROPHY 6 5. COMPETITION SYSTEM / FACTS OF THE TOURNAMENT 5.1 The duration of the tournament depends on the number of participants but should not exceed one week. The winner qualifies for the Final.Tournament of the Challenge Trophy in the continent concerned. 5.2 A team consists of 14 players and 1 officials. As it is a tournament to develop handball and to support young athletes, the age limit for players is 20. 5.3 Every player needs a proof of citizenship/identity as eligibility to play. Any kind of official proof of identity will be accepted, provided that it clearly includes citizenship, date of birth and a photo. 5.4 After confirmation of all teams the match schedule will be drawn up by the IHF. We therefore ask the Zone President or the continental federation for a ranking of the participating nations. The local organizer provides the timekeepers and scorekeepers. 5.5 The IHF and the local organizer must be provided with the complete contact information of the responsible team official. it is important that everyone is reachable by phone, e-mail and fax. The local organizer is responsible for the opening ceremony, not only for the tournament but for the opening of the Challenge Trophy including the coaching and referees courses. Therefore a presenter has to be nominated. The local organizer shall organize a victory ceremony in cooperation with an IHF representative. Additionally, there shall be a closing ceremony for the whole Challenge Trophy including the coaching and referee course. We assume that the ceremonies could be organized without any additional costs but based on the help of volunteers if need be. 5.6 In order to assure a smooth running of the matches: A technical committee has to be set up, composed of the CAHB Supervisor, the IHF Official and lecturer, the Zone President,he local organizer (in total 5 persons). They have to deal with all technical and critical issues related to the championship. The IHF highly suggests that the technical committee meets before the beginning of the tournament in order to discuss all relevant organizational and technical issues and to demonstrate the course of the tournament program.
6. COACHING AND REFEREE COURSES 6.1 Two separate rooms for the coaching and referee course must be available equipped with a TV, a DVD player and equipment for a power-point presentation. 6.2 Participants: The participating nations nominate 2 coaches, a referee couple for the courses and the tournament and send a list (form provided by the IHF) with the complete contact details and the preferred languages to the IHF (to be forwarded to the local organizer). 6.3 The course language will be the one spoken by most of the participants. In case of communication problems the local organizer is responsible for a translator. A translator will also be needed if the IHF lecturer does not speak the language fixed for the course. Students or teachers could be contacted for the translation services. At the end of the course there will be an exam to test the performance of the participants. The test will be used as the qualification for continental courses or GRTP. To ensure improvement of the courses in the future the IHF conducts a survey among all participants. As the referees can qualify for a GRTP course, whose age limit is 32, it is advisable to appoint referees within this age group that can be advanced in the medium term. The same applies to the coaching course participants. 7. ARRIVAL AND DEPARTURE OF TEAMS / TRAVEL ARRANGEMENTS 7.1 As soon as the locations (hotel, playing hall, and classroom) are defined the local organizer has to send the addresses including location plan and distances between the locations to the IHF Head Office. 7.2 They will be sent to all participating teams with all necessary information shortly before the tournament. 7.3 The arrival of the teams will be one day before the official start of the tournament. Departure will be the day after the last match day. Each participating team has to ask an offer from a travel agency respectively a pro forma invoice for their travel to the host country and back. The local organizer should ask a travel agency for an offer regarding the travel arrangements of all the participants. The pro forma invoices have to be sent to the IHF immediately. Then the IHF will send the travel schedules to the participants for confirmation. Travel by bus should be preferred. Teams shall travel by bus, if bus transportation takes more than two days, teams may use air travel. MANUAL CHALLENGE TROPHY 7
8. VISA REQUESTS The participating federations must be aware of any visas needed to enter the country where the tournament is held. They must submit a request to the local organizer, who will help them to obtain visa. The local organizer therefore has to ask for an agreement/ a confirmation from its own government, as soon as a date for the Challenge Trophy has been fixed, saying that the participating nations will be supported in their visa request. The agreement has to be sent to the IHF. In order for the participants to obtain visa, the host country has to send a formal invitation (in addition to the official IHF invitation) to each participating nation. This invitation will be submitted together with the visa request. 9. ACCOMMODATION 9.1 The accommodation has to be of a certain standard and preferably close to the venues. 9.2 A laundry service or a possibility nearby must be available. 9.3 There must be two separate accommodation facilities – one for the teams and team officials and one for the course participants and the IHF officials. Must-Haves for the accommodation facilities: Single and double rooms with own bathroom Cupboard, table, chairs, bed Air conditioning / Heating Possibility to lock the door Internet Restaurant 10.FOOD 10.1 All participants shall have breakfast, lunch and dinner every day including snacks/fruits for the match days. 10.2 Mineral water must be provided for each meal. Religious and cultural differences must be taken into consideration 10.3 when preparing the meals. Maybe a menu suggestion can be sent out in advance to be approved by the participants. Will there be an opportunity of having lunch at the playing hall? Is there a possibility of getting drinks for free from a sponsor? MANUAL CHALLENGE TROPHY 8
11. VENUE The venue are: 1) playing hall and 2) location for the courses. 11.1 The playing halls will be used for the matches and for practical lessons as part of the courses. 11.2 The playing halls need to have the proper markings for handball and have to match the regulations of the IHF. 11.3 The organizer has to make sure that the venue (especially the playing hall) is equipped according to the Rules of the Game and the IHF Technical Regulations (available at the IHF Head Office or at www.ihf.info).www.ihf.info 11.4 The local organizer is responsible for the medical matters. A doctor and a paramedic shall be available all the time as well as transportation to the nearest hospital. The host is responsible for volunteers or event staff for the smooth running of the tournament and the courses, especially for the preparation and the dismantling of the venue. 11.5 Signs have to be put up to mark the infrastructure and the workflow on site. 11.6 As the Challenge Trophy Tournament is an official IHF event organized by a national member federation, it is assumed that the locations are provided for the organizer free of charge. 12. MATERIAL 12.1 The IHF will provide a set of material to the organizer to ensure a smooth running of the tournament and the courses. The material is explicitly destined for the use during the tournament. The IHF Official has been informed about the provided material and will control the proper delivery of the material on site. 12.2 The package contains amongst others balls, training vests, goal nets, coaching and referee equipment as well as material for the match management. After the tournament the host (national federation) will come into possession of the equipment. Please bear in mind that the basics for a handball tournament should be already available at the venue selected. 12.3 For the logistics it is very important that the local organizer assures customs clearance in advance to ensure the proper arrival of the material. Therefore a valid delivery address and a person in charge must be announced to the IHF. 13. TRANSPORTATION 13.1 Depending on the distance between the different locations there should be an easy and fast transportation. If necessary a shuttle service from the hotel to the playing hall/ course venue should be organized. 13.2 For the welcome of the participants the pick-up at the airport or the point of arrival must be organized. 13.3 The possible costs have to be included in the estimate of costs of the local organizer. MANUAL CHALLENGE TROPHY 9
14. INSURANCE The national federations are obliged to insure all their delegation members against accident and sickness. 15. MEDIA 15.1 The local organizer will appoint a media responsible. He is responsible for a daily bulletin and a daily summary including photos, results, etc. during the Challenge Trophy. The IHF has the rights to use the material for the Web page and other publications. 15.2 Before the tournament the IHF in cooperation with the local organizer will publish a press release to announce the event. 15.3 The local organizer is in charge of the invitations and accreditations for local press representatives. He is responsible for promoting the event and creating interest and awareness on site. 15.4 A press conference will be held before the closing ceremony. The local organizer is in charge of organizing and preparing the press conference that will be executed in cooperation with the IHF delegate and the IHF lecturer. One topic will be the idea and objectives of the Challenge Trophy. 16. FINAL REPORT 16.1 A final report after the Challenge Trophy tournament should be written by the local organizer, the IHF delegate and the IHF lecturer as well as by each delegation. An overall feedback is desirable. 16.2 Questionnaires will be issued to the participating coaches and referees and to the team officials that have to be returned before departure. Any other forms of feedback after the tournament and courses as well as proposals for the future organization are appreciated. 17. DEADLINES For common interest and in order to ensure a smooth and easy organization it is of utmost importance to stick to the deadlines stipulated. 1.Estimate of costs to be accepted (4 months before the tournament) 2.Estimate of travel costs (pro forma invoice) (2 months before the tournament respectively with confirmation of participation) 3.Confirmation of participation (6 weeks before the tournament at the latest) 4.Complete delegation list (together with confirmation; changes are accepted no later than 7 days before start of the tournament) 5.Contact details of a responsible team official (together with the confirmation of participation) 6.Visa applications (upon confirmation of participation) 7.Confirmation of the travel schedule (3 weeks before the start of the tournament at the latest) 8.Returning of the questionnaire (by the end of the tournament) 9.Complete final report (3 weeks after the tournament at the latest) 10