WAA Event Manual 202305

World
World
Archery
Archery
Asia
Asia
Event
Event
Manual
Manual
World Archery Asia
Event Manual
The WAA Manual is written based on the World Archery Organizer's Event Manual.
INDEX
TABLE OF
CONTENTS
I. Introduction III. Operation
1. WAA Introduction 6 1. Event Registration 24

1.1 World Archery Asia (WAA) 6 1.1 Registration Procedure 24
1.2 Members 6 1.2 WA WRE Requirements 24
1.3 World Archery Asia Secretariat 7 1.3 WAA Requirements for WRE events 25
2. Type of Events 7 2. Local Organizing Committee 27

2.1 WAA Event Properties 7 2.1 Local Organizing Committee 27
2.2 WAA Outdoor Events 7 2.2 T
he structure of Local Organization
2.3 Event Scheduling 8 Committee29
2.3 Technical Officials Role & Responsibility 32
3. Venue Setup 35
II. Preparation (Bidding) 3.1 Qualification(& Elimination) Venue 37
3.2 Practice Venue 44
3.3 Final Venue 47
1. Overview 12 3.4 Functional Area 53
1.1 Bidding Procedure 12 3.5 Supplies by Functional Area 60
3.6 Archery Equipment 64
2. Bidding Application Form14
2.1 Events Overview 14 4. Competition Management 70
2.2 Information of LOC 14 4.1. Sports Team, Officials 70
2.3 Candidate Details 14 4.2 Results, Timing and Scoring 72
2.4 Event Dates 15 4.2.1 Anti-Doping 87
2.5 Entries Fees 15 4.2.2 Medical 92
2.6 Accommodation & Meals 16 4.3 Venue Operations 97
2.7 Lunch during Competition 19 4.3.1 Accreditation 97
2.8 Transportation 19 4.3.2 Sports Presentation 102
2.9 Competition Venue 20 4.4 Contingency plan 110
2.10 Agreement and Signature 21
IV. Finance
5. Ceremonies 115 1. Financial Obligations 196

5.1 Award Ceremony Operations 118
5.2 Rehearsal 123 2. Inspection Visit 198
5.3 Others 124
3. Staging Fee 199
6. Event Services 126

4. Technical Officials & WAA 200
6.1 Accommodation 128
6.2 Transportation 133
6.3 Catering 138
6.4 H
ospitality & Protocol: VIP Lounge,
Fleet car, etc. 143
6.5 Spectator services (Ticketing) 145
V. Evaluation
7. Branding, Identity & Look 151

7.1 Event Identity & Branding 153
7.2 Look & Signage 155
7.3 Final Venue 157
8. Communication 159
8.1 Promotion 161
8.2 Media Operations 164
9. Broadcasting 166
10. Sponsorship 176

10.1 WAA sponsorship program 178
10.2 LOC Sponsorship rights 179
10.3 LOC duties 179
11. Meetings 181

11.1 Team leaders’ Meeting 181
11.2 Congress 184
11.3 Executive Board Meeting 191
INTRODUCTION
I. Introduction
I. Introduction 6
1. WAA INTRODUCTION
1.1 World Archery Asia
World Archery Asia (WAA) is the continental governing

body for the sport of archery affiliated by World
Archery (WA). WAA aims at developing and promoting
archery in Asian region and about 40 member
associations are affiliated.
WAA is responsible for setting continental competitions

(Asian Games, Asian Archery Championships, Asia cup,
Asian Para Games, Asian Archery Para Championships,
Asia Archery Para Cup and other WRE) and organizing
annual development programs.
1.2 Members
The WAA currently has members from 40 countries, but that number is growing. WAA covers from Far East
Asia to Southeast Asia and the Middle East.
WWA
I. Introduction 7
1.3 World Archery Asia Secretariat
World Archery Asia’s headquarter is situated in Seoul, Korea.

World Archery Asia Contact Details
• 199 Gandong-daero (Dasung Building 6F), Gangdong-gu, Seoul, Korea 05402
• E-mail: asianarchery@archery.or.kr
• Tel: +82.2.420.4263
2. TYPE OF EVENTS
2.1 WAA Event Properties
Asian Games Asian Para Games
Asian Championships Asian Para Championships
Asia Cup Asia Para Cup
Asian Youth Championships
Other Events Approved by WAA
2.2 WAA Outdoor Events
1) Championships
Asian Championships
Event Frequency 2 years (Odd years)
Event Duration Six (6) days not including the arrival and departure days
After the World Championships depending on the weather of the host country. (Avoid
Time of Year
overlapping with the WA championships schedule)
I. Introduction 8
Asian Para Championships
Event Duration Six (6) days not including the arrival and departure days
After the Asian Championships depending on the weather of the host country
Time of Year Recommended to be held at the same venue right after Asia championships
(Avoid overlapping with the WA events schedule)
Event Duration Five (5) days not including the arrival and departure days
Time of Year (Avoid overlapping with the WA events schedule)
2) Archery Cup Stages

Asia Cup
Event Frequency Max 3 times a year
Six (6) days (Seven (7) in case of Olympic Qualifier) not including the arrival
Event Duration
and departure days
Time of Year Allocation in consideration of regional arrangement
Asia Youth Championship
Event Frequency Once a year
Event Duration Five (5) days not including the arrival and departure days
Time of Year Allocation in consideration of regional arrangement
3) Others
Event approved by WAA such as WAA Asia Archery Challenge.
2.3 Event Scheduling

Objective
The Events are held from March to November every year for world ranking calculation. Since there are events
organized by WA (This is called the blocked period by WA), the event may not be held on the desired date of
the host city. The desired date of the event and an alternative date must be submitted. The event schedule will
be determined through discussion with the WAA. Event registration may be closed 1.5 year before the event
upon the WAA’s decision depending on the state of scheduled events. Selected host cities and available events
are kept updated on the website.
I. Introduction 9
Timeline Solely responsible for LOC
Responsibl e for WAA
Before 18M Event dates should be submittedwith the bid
12M Provisional daily program can be created af ter the WAA approve the dates in the WAA
international event calendar
WAA to approve the event dates
6M Submit WRE application to the WA
3M 90 days before official practice

Preliminary entries for the event will be received via WAREOS and a preliminary
competition schedule and target layout can be created from the preliminary entry
participant numbers
1M 20 days before official practice

Final entries will be received,via WAREOS, and the preliminary competition schedule
and target layout can be amended with the final entry participant numbers
1 week before official practice

Publish the competitionschedule
D-day 2-4 Weeks after the event

Submit TD, and Chair of Judgesreport, and evaluation survey to the WAA
PREPERATION
(Bidding)
II. Preparation (Bidding)
II. Preparation (Bidding) 12
Purpose
To understand and prepare for the bidding process in order to submit a successful bid for a WAA event.
To be able to fill out the bidding application form and start preparing for the event.
It is important to establish purpose and concept of the event during this process to get goals and objectives
for a successful event. List of events available for bidding are kept updated on the WAA website along with
the deadline.
1. OVERVIEW
1.1 Bidding Procedure
Hosting city candidates

WAA
(NF & LOC)
Notice Event Open

Hostilities agreement
for bids
Selection of Prepare/Submit a LOI

domestic candidates (Letter of Intent)
Request to
hosting application
Review of Write/submit of
the hosting application the hosting application
Paper work &
On-site evaluation
Evaluation
Selection of
Set up the official Bidding
official candidate
Preparation for
Evaluation
on-site evaluation
Due diligence
Organize the events

Decide the host city
committee
Timeline Solely responsibl e for LOC
Before 8M
12M • Submit preliminary event calendar to

the WAA for approval
• Subject to change depending on
international competitions, WA
international blocks, and WAA
schedules
• Arrange inspection visit with the WAA
6M • Submit the WRE application form to the • Inform event schedule, and state of the
WA and copied to WAA Field of Play to the WAA
• Register members of LOC, via WAREOS • Submit LOC logo to the WAA
• Submit invitation package to the WA • In case of Asia Cup, the WAA will
provide the logo
1~6 M 1 month before the event

• Submit contact list (email and phone
number) of all responsible members of
the LOC to the WAA.
― If needed, submit the judge’s uniform
size to the WAA
• Submit materials from Team Managers
meeting to the WAA
D-day
2. BIDDING APPLICATION FORM

2.1 Events Overview
Please check the event you want to apply for a bid
Asian Championships Asia Para Championships (WRE)
Asia Cup (WRE) Asia Para Cup (WRE)

Type of
Asia Cup Asia Para Cup
Competition
Other (Other Events approved by WAA, e.g., WAA Asia Archery Challenge)
2.2 Information of LOC

Please complete all the information requested b elow
Name of bidding organization & Organization name/ Person In-charge name

Person In-charge (PIC)
Member Association
National Olympic Committee

Type of bidding organization
(Choose relevant items)
Government administrative
Other:
Street Number
City
Mailing
Address
Postal/zip code
Country
Telephone Number
E-Mail address General mail
Website address
Any other relevant information
2.3 Candidate Details

Fill in the colored area
Proposed City for the WAA events
Official language
Population of the city

2.4 Event Dates

Proposed Date (DD/MM/YYY Y) (DD/MM/YYY Y)

From To
Alternative Date (DD/MM/YYY Y) (DD/MM/YYY Y)
Note: Event dates subject to change according to WA and WAA’s Annual Event Calendar.
Does this date conflict with any other major international event in your county
(e.g., World Athletics Championships, football, F1, Multi-Sport Games and/or YES NO
festival?)
If yes, please list of competitions

Name of the competition
2.5 Entries Fees

Currency, (please indicate)
Per athlete: USD
Per athlete official (coach, team manager, physiotherapy): USD
Any other charges (e.g., Local Transportation, PCR test, etc.) USD
Note: Maximum entry fees, athletes USD$240 and officials(/Executive) USD$120. No Entry fees can be charged
for team and mixed team events.
2.6 Accommodation & Meals

*Check the colored area and fill in the blanks
Headquarter Hotel Hotel 1 Hotel 2

Name of Hotel
Hotel address
Star rating of
the hotel
Distance from
airport to hotel
(Kilometers,
Average journey
time)
Distance to
Qualification
Venue
(Kilometers,
Average journey
time)
Distance to final
venue
(Kilometers,
Average journey
time)
Distance to
Practice venue
(Kilometers,
Average journey
time)
Room Rates
Single room rate
per night
Twin room rate
per night
Dormitory
(indicate price
per person and
number of
persons)
Meals
Breakfast Hotel Others Breakfast Hotel Others Breakfast Hotel Others
Location Lunch Hotel Others Lunch Hotel Others Lunch Hotel Others
Dinner Hotel Others Dinner Hotel Others Dinner Hotel Others
Note: Able to cover up to 200 rooms per night with full board for the WAA teams.
Attach photos of the accommodation in the space below.
1) Exterior
2) Interior
3) Rooms
Attach photos of the accommodation in the space below.
4) Rooms
5) Facilities
6) Others
2.7 Lunch during Competition
Check the colored area and fill in the blank s
Where will lunch be provided?
Competition Venue Yes Lunch Box / Cafeteria No
Official Hotel Yes Address No
Please additionally check if Various diet are available
2.8 Transportation
Check the colored area and fill in the blanks/ Airport Pick up & Drop off
Where will lunch be provided?
Competition Venue
Any other airports? YES No
If yes, please list the name of the airport
How long does it take from the airport to the hotel?
Is the airport transfer fee included in the entry Yes No
If no, please indicate price of the transport

(Round Trip) USD
What type of transportation will be provided from

BUS Other:
the airport to hotels for participants?
Daily Transportation to venues

Is there a dedicated free shuttle bus for Participant Yes No
If yes, please provide the expected plan

(from where (city, train station) and Timetable, etc.)
WAA Officials & VIP Transportation

Airport to the hotel Yes No
If yes, please provide the expected plan

(Fleet cars with Drivers, etc.)
The hotel to Venues Yes No

If no, where can the spectators park their car?
2.9 Competition Venue
1) Field of Play (FoP)
Practice venue Yes

Is the qualification venue
Qualification venue and final separate? No
Do you provide a separate
place respectively Are the qualification venue
Final venue and final separate?
(kilometers)
2) Qualification & Elimination Field
Please indicate the measurements of Qualification Round Field

Width Length Number of
(in meters) (in meters) Targets (max)
Orientation of the Field, is it a northern direction? Yes No
Will there be spectators’ stands for the Qualification Round? Yes No
If Yes, how many seats will there be in the stands at the qualification venue?
Public seating VIP seating Athlete seating
Note: As per World Archery rules, a single shooting line has 3 archers per target, each archer has a minimum of
90cm each on the shooting line
* Attach photos or illustration of the shooting range in the sp ace below.
3) Finals Field
(If it is Separated from Qualification venue) Separate venue is recommended for Championships
Please indicate the measurements of the final venue

Orientation of Field, is it a northern direction? Yes No
How much, in degrees, is the direction from north (+ or -°)
Will there be temporary or permanent spectator seating at the final venue?
How many seats will there be in the stands at the final’s venue?

4) Practice Field
Please indicate the measurements of the final venue

Orientation of Field, is it a northern direction?
How much, in degrees, is the direction from north (+ or -°)
Will there be temporary or permanent spectator seating at the final venue?
How many seats will there be in the stands at the final’s venue?
2.10 Agreement and Signature
_______________________ (Country) hereby confirm that we are

bidding for _______________________(Competition)
Date: _______________________
Name in print: _______________________
Signature: _______________________
Checklist
▶ Has WAA been informed of which event and year do you wish to bid for, and have you requested the bid
document?
▶ Is the completed bid document for the internal evaluation submitted to the WAA for a review?
▶ Is the event concept and the objective and goals of hosting the event decided?
▶ Does the concept of the event meet the approval of the organizing committee executive board?
▶ Has this been discussed with the local governmental sports authority and what funding, support and
resources can they offer?
▶ Has the WAA Organizers Agreement been received from WAA reviewed, signed, and returned?
▶ Has a financial analysis been completed to establish costs and forecast the required budget to stage the
event?
▶ Have the LOC checked the hosting fee and WAA officials invitation fee according to the WAA Organizer
Agreement?
▶ If it is desired to have the event awarded with World Ranking and World Record, have you checked the
correct procedures to be followed and the deadline for procedures to be completed?
▶ Have potential sponsors been scoped to approach with the desired event concept and how it matches their
values and what are the benefits for them?
If the bid was successful,
▶ Have all hotels and venues been revisited to lock down requirements and form contracts of agreement for
event delivery?
▶ Have the LOC received the hosting fee invoice from the WAA?
OPERATION
III. Operation
III. Operation 24
1. EVENT REGISTRATION
Purpose
For the smooth operation of the WAA competition, it is essential to know the size of the competition based
on the participants. This information is not simply accepted by the application but is elaborated by the
system (WAREOS) provided by WA (World Archery). Registration must be done through WA’s WAREOS,
and all World Ranking Event Application Forms must be filled out 6 months prior to the competition.
1.1 Registration Procedure
World Ranking Event (WRE) registration process

• Fill out World Ranking Event (WRE) Application form from the website. (Click Here)
• Submit the WRE form to the WA
• All late submissions (6 months) will be subject to a penalty fee of 500 CHF, imposed by WA.
WAA event registration process

• Register via WAREOS
• Create a draft of the invitation package
• Click here for details
• When submitting applications to the WA, CC the WAA’s email address.
1.2 WA WRE Requirements
WA WRE Requirements link (refer to 04. WRE Requirements)

•L
OC is requested to submit the materials indicated in 2.4 press operation and 2.5 broadcast to WAA.
WAA will share them to WA.
•L
OC must meet WA-WRE requirements in order to maintain WRE qualification.
•L
OC is requested to submit all related materials to WAA, and WA.
III. Operation 25
1.3 WAA Requirements for WRE events

(which cover WA WRE requirements)
Press operations
• Provide a minimum of 50 high-resolution professional photographs and upload on WAA website per day.
• WAA Administrator (asianarchery.com/admin)
• ID & PW for the website admin will be given from WAA before the competition.
•P rovide quota per day from key athletes and gold medalists. Either English quote or English translation is
needed.
•T hese must be delivered within 1 hour of the end of the day’s competition program and include when
applicable: top qualifiers, finalists, medalists. Additional content, including stories, optional.
•T he event must accommodate external press if any attend. This includes providing a workspace with
dedicated power and internet line, access to results and event information, and a dedicated point of
contact, who will be responsible for:
- Ensuring the behavior and safety of external press on the field of play.
- Arranging interviews in mixed zones.
- Identifying dedicated areas for photographers
Broadcasting
•P rovide a live feed and clean feed (in a week after the event) of the arena gold medal and bronze medal
matches (four, lasting approximately one hour) to WAA that complies with a minimum standard.
•H ave an internet connection of a minimum 20 Mb/s upload and 60 Mb/s download, dedicated for
broadcasting.
• Full camera mix (minimum four cameras).
• Full ambient audio mix.
• Interviews with winners.
• No embedded commentary.
• Following the latest rundown provided by WAA.
• Delivered by RTMP in 1080i high definition.
III. Operation 26
Before 18M
12M
• Submit preliminary event calendar to the
WAA for approval.
• Subject to change dependingon

international competitions, WA
international blocks, and WAA schedules.
• Arrange inspection visit withthe WAA

6M
• Submit the WRE applicationform to the •Inform event schedule, and state of the
WA and copied to WAA. Field of Play to the WAA.
.
•Register members of LOC, via WAREOS. •Submit LOC logo to the WAA.
•Submit invitation package to the WA. •In case of Asia Cup, the WAA will provide
the logo
1~6M
1 month before the event
• Submit contact list (email and phone

number) of allresponsible members of the
LOC to the WAA.
– If needed, submit the judge’s uniform
size to the WAA.
•Submit materials from Team Managers

meeting to the WAA
D-day
III. Operation 27
2. LOCAL ORGANIZING COMMITTEE

Purpose
For the Local Organizing Committee to understand the importance of the committee and appoint
appropriate person as head of functional area.
2.1 Local Organizing Committee
Objective
The head of the Local Organizing Committee should recruit a person responsible for each functional area.
Depending on the abilities of the team members recruited, it is possible for a person to be given several areas
of responsibility.
The head of each functional area need to prepare all the personnel, resources and equipment required for the
event, and should review the relevant sections and checklists within the manual considering the following:
• Considering what is relevant/applicable to the functional area they are delivering.
• Taking ownership, making decisions, and acting on outcomes of those decisions.
-K eeping record of the progress in the status of work for each of the items listed in the checklist such as,
who within the team is delivering and agree the completion date.
•S hare information with other functional area heads on matters they should be aware of or exchanging
information that may impact delivery in either area.
•E scalate matters to other members of the organizing committee, such as:
-D elay in progress and/or risks in delivery not happening.
-A need for increases in budget, resources, or personnel.
- Effects on a particular functional area as a result of a decision being made by the organizing committee.
Effective, specific short meetings between all functional areas should be standard practice. Conflicts between
functional areas and external organizations can be avoided with clear communication, sharing information,
and keeping all informed from the very beginning. Agree the objectives, ownership, how and when tasks are to
be delivered.
III. Operation 28
People required
It is recommended that the Local Organizing Committee begins with a small organization, then, gradually
expands its size.
Job Title Organizing timing
Management Chairperson • Hired at the initial stage of LOC

Position Event Director • Hired at the initial stage of LOC
Service &
• Hired at the initial stage of LOC
Finance Manager
Heads of
Sports &
Functional • Hired at the initial stage of LOC
Venue Manager
Areas
Communication &
• Hired at the initial stage of LOC
Marketing Manager
Working-level staff for each functional area • Hired at the expansion stage of LOC
Temporary staff, volunteers • Hired at the final stage of LOC

III. Operation 29
2.2 The structure of Local Organization Committee
Objective
To clearly state roles and duties of each head of functional areas for smooth operation of the event.
The efficient operation of the competition is carried out by clarifying the roles and responsibilities of each
person in charge.
The Structure of LOC Organization
Chairperson
Technical WAA Event

Event Director
Delegate Coordinator
• Administrative Operations
Service & • Athlete Service
Finance Manager • Protocol & Hospitality
• Spectator Service
• Payment
• Accommodation
• Transportation
• Result and Scoring

Sports Manager • Anti-doping
• Sports Equipment
• Accreditation
• FoP Operation
• Medical
• Administrative Facility
Venue Manager • Logistics
• BIL (Branding Identity Look)
• Clean & Waste
• Ceremony
• Sports Presentation
• PR Operations
Communication & • Photographer
Marketing Manager • Media Relation
• Sponsorship
• Promotions
• Broadcasting Operation
• Social Media
• Merchandise
III. Operation 30
Job Description
Event Director
• Set up and execute the Organizers Agreement.
• Conduct technical inspection visits and workshops in event delivery with LOC.
•A ssist the LOC in event documentation such as the invitation package, competition scheduleand team
managers’ booklet.
• Review Competition Schedule, venue layout, competition, warm up and practice areas.
•E nsure that rules, regulations, and technical aspects of the event are delivered to a satisfactorylevel
according to the WAA rule book and Organizers’ Event Manual.
• Project Management.
• Present all technical aspects in the Team Managers Meeting.
• Appoint the Jury of Appeal with LOC.
• Assist in the coordination of TV operations.
• Work in cooperation with the Chairman of Judges.
•E nsure the service for the WAA team such as, Sport Presentation, WAA TV, Results, timing, and scoring,
Secretary General and President.
• Ensure the service for athletes, athlete officials, anti-doping officer and technical officials.
Sports Manager
• Responsible for smooth operation of the archery event, equipment, and FoP.
•O rder the correct archery equipment according to the event needs and WA rules andregulations,
cooperating with the Venue Manager.
• Operate controls and processes to store securely and maintain the condition of all sportsequipment.
• Manage the distribution and return of all sports equipment during the event.
• Plan and manage zoning and accreditation for FoP.
• Liaise medical crew for emergencies and manage the infirmary.
Venue Manager
• Work with all related departments and external organizations for smooth event operation.
•M anage power, and general utilities such as water, toilets, lighting, heating etc. for the venueand feeding to
the event location.
• Cleaning and waste management of the venue.
• Manage catering if the venue has an existing catering area.
• Maintenance and overall duty of care for the venue.
• Supervise overlay, installation of the event, look and feel of the venue.
• Venue safety and security.
• Devise evacuation procedures, fire and threat prevention.
• Furniture, fittings, and equipment (chairs, tables, IT equipment).
•L ocal Government and community interaction should the event be large enough to have animpact on the
local community/environment.
• Security and spectator services if the venue has existing facilities.
• Logistics and deliveries to the venue.
• Plan and manage Sports Presentation.
• Liaise a producer and prepare script, and scenario.
• Prepare supplies for the award ceremony and finalize list of award presenters.
•C onduct rehearsals for broadcasting, award ceremonies, and other on-site rehearsals,excluding shooting
rehearsals.
III. Operation 31
Service & Finance Manager

•S
upervise smooth operation of transport, catering, and accommodation for the event.
•M
anage spectator services, spectator area, vendors, and souvenirs .
•P
lan and manage accommodation, airport pickup, and transportation.
•P
lan and manage hospitality service for VIPs and officials of the event.
•A
ccounting for participating countries’ payments.
•A
ccounting for LOC.
•D
evelop strategy and manage the process for identifying, recruiting, and training volunteers.
•E
nsure comfort and services of all client groups during the event.
•M
anage help and information desks for the event in the timely distribution of results, competition, transport,
and training schedules.
• Coordinate and oversee the general administration for the event.
Communication & Marketing Manager

•D evelop and implement the media and marketing plan for the event.
•A rrange press conferences, press releases, press introduction activities.
• I nvite and host all local media to the event (press, photographers, and TV).
•C oordinate with the WAA Communications Manager all the events media activities.
•O rganize and provide all the necessary facilities, such as, mixed zones, photography positions, camera
positions, written press activities and media center.
•F acilitate and be the point of call for all media requests for the event.
•C reate and execute social media operations (website, Facebook, twitter etc.).
•C oordinate with WAA Communications Manager social media operations.
•W ork with the WAA guidelines, logos, and athlete biographies.
•A rrange a welcome and information desk to register visiting media, distribute accreditation.
•P rovide event information such as competition schedules, start list and results.
•C oordinate the advanced and on the day registering of visiting all media personnel.
•E stablish with the WAA, the photography positions on the FoP.
•G reet all media personnel on arrival and direct them to the appropriate locations.
•A ssist photographers, press, and media ensuring a comfortable stay and positive experience.
•E nsure lounges, meeting rooms and offices are clean and appropriately stocked.
•E nsure all photographers, press, and media receive the necessary accreditation access, event information
and photography bibs.
•E nsure to inform and update WAA on all links and social media activities to be in line with the social media
activities of WAA.
Marketing and Promotions Manager

• I dentify target audiences and demographics to create a successful method of communication.
•C reate and implement a marketing and promotes activity plan to promote and advertise the event
sufficiently.
•E stablish methods of promotion and distribution of affordable ticketing.
•D evelop a brand for the event and manage the guidelines.
•S upervise and implement the WAA brand and logo according to the WAA guidelines.
III. Operation 32
2.3 Technical Officials Role & Responsibility
Objective
For event preparation, which spans over a long period of time, WAA appoints Technical Delegates to oversee
the technical aspects of the event. For the competition to be clean, fair, and safe for everyone, judges should
be appointed with care.
Job Description
TD (Technical Delegate)
• TD is appointed by the WAA to oversee the technical aspects of events.
• Maintain close co-operation with the WAA and representative of the Organizing Committee.
• Serve as liaison between the Chairperson of the Tournament Judge Commission, the Director of Shooting
and the Organizing Committee.
• Advise the organizers on the rules and their implementation.
• Inspect the sports facilities and the venue equipment to be used during the competition.
• Check that all preparations are in accordance with the rules and the Organizers manual.
• Report to the WAA Executive Board on the progress of the preparation of the events.
• Organize and chair the Team Managers’ meeting.
• Ensure that the rules are observed.
• Advise the Organizing Committee on necessary changes to protect the best interests of WAA and the quality
of the events.
• Submit TD report to the WAA within 1 month after the end of event.
Judge
• Judge commission shall operate the event according to WAA event rules.
• The Judges’ duties are to ensure that the tournament is conducted according to the WA Constitution and
Rules, and in fairness to all athletes.
• Part of the Judge commission including Chairperson of Judge commission (CoJ) shall be appointed by WAA.
• Note: Number of Judges appointed by the WAA:
Event IJ/IJC CJ DOS Total ALT

Asia Cup 2 3 5 1+1
Asia Para Cup 2 2 4 1+1
Asian (Youth) Championships 4 4 1 9 2+2
Asian Para Championships 2 2 1 5 2+2
Asian Games 4 5 1 10 2+2
Asian Para Games 3 4 1 8 2+2
• Rest of judge commission can be appointed by LOC according to the scale of the events.
III. Operation 33
Director of Shooting (DOS)

• The LOC or WAA shall appoint a Director of Shooting. The organizers shall appoint a Deputy Director of
Shooting and, if necessary, one or more Assistants.
• DOS controls timing system and displays the time remaining.
• The DoS, his Deputy and his Assistants shall not have other tasks during the hours of competition nor take
part in the shooting.
Results Manager
• Results manager shall be appointed by the WAA
• Results manager oversees the scoring system, and result verification via using the Ianseo System.
(Ianseo System: result management system)
• Key Task
― Result management
― Delivery and service of results
― Manage scorers
― Arrange and educate archery equipment
― Tablet, Score cards, back number, name board, cable, accreditation etc.
― Scoring tablets, Score cards, back number, nameboard, cable, accreditation
• Cooperate with the LOC and WAA to double check the status of necessary equipment, and deal with any
result-related issues.
Jury of appeal
• A Jury of Appeal of three members shall be appointed by LOC. Members of the Organizing Committee or
persons participating in the events are not eligible for the Jury of Appeal.
• Jury of appeal shall be available from the start of the official practice until the end of event. During match
play competitions the Jury shall be present and available at the competition venue.
• Appeals against rulings by the Judges shall be presented, in writing, by Team Managers, or appellants if no
Team Manager has been designated.
• The written appeal shall be lodged with the Jury within 15 minutes of the end of the relevant round or match,
whichever applies and As soon as an appeal is received, a communication to the Team Managers shall be
made that an appeal has been made and what the appeal is about.
Note:
• Appeals against rulings by the Judges shall be presented, in writing, by Team Managers, or appellants if no
Team Manager has been designated.
• An intention to appeal when it might affect the progression of an athlete from one stage of the competition
to the next.
• In tension to appeal shall be expressed in writing and lodged with the chairperson of the Tournament Judge
Commission within five minutes of the end of the relevant round or match.
• During the Finals of match play rounds, the notice of intent to file an appeal shall be given within five minutes
of the end of the match, or prior to the start of the next match, whichever is first.
• The decision made by the Jury of Appeal is final.
• An appeal is subject to a fee that shall be returned if the appeal is upheld or if the Jury of Appeal decides that
it is appropriate. The amount shall be determined by the Executive Board on an annual basis.
III. Operation 34
Checklist
▶ Is each head of functional area appointed with a person with the right capabilities?
▶ Have communication channels been established between the heads of functional areas for smooth and
fast group work?
▶ Have all heads of functional areas been informed to study the WAA manual and refer to it throughout the
course of organization of the event?
▶ Are regular short group meetings scheduled to keep track of progress and make decisions?
Appendix
Number of Judges appointed by the WAA:
Event IJ / IJC CJ DOS Total ALT

Asia Cup 2 3 5 1+1
Asia Para Cup 2 2 4 1+1
Asia Youth Campionships 4 4 1 9 2+2
Asian Para Championships 2 2 1 5 2+2
Asian Games 4 5 1 10 2+2
Asian Para Games 3 4 1 8 2+2

III. OPERATION 35
3. VENUE SETUP
Purpose
For the LOC to understand the rules and regulations of WAA and construct an archery venue.
Preparation for venue construction must start as soon as possible as it is the most time-consuming step of
event preparation. People responsible for archery venue setup should refer to the WAA manual and WA
rulebook regularly to ensure that venue set up is done correctly.
People Required
Duty
• Establish plans for venue set up such as FoP, facilities, logistics and equipment.
• Facility, supplies, equipment.
• Cooperation of Venue Manager, Field manager, Tech Manager needed for venue set-up.
Sport • Prioritize work related to equipment, logistics, and venue management during the event.
Manager • Secure practice range, Field of Play, and Finals venue ahead of time.
• Establish overall plans for venue set up such as FoP, logistics, and equipment
preparation.
• Prioritize on managing equipment, logistics, and venue during event operation.
• Prior to the use of the venue, consultations with the owner of the venue should be
promoted.
• Read and understand preparation timeline provided by the WAA.
• Cooperation Sports Manager: essential factors such as competition equipment, facilities,
and human resource for the operation of the game should be discussed.
Venue
• Working group management: including Technology Manager, Field Manager.
Manager
• Communicate with the owner/organization of the venue to secure the venue ahead of
time.
• Work with the Sports Manager to prepare equipment, venue, and people required for the
event.
• Oversee core working group such as Technology Manager.
• Establish plans for operating equipment for results, results room, scoring and
Technology
communication system.
Manager
• Install equipment ahead of time and run tests for smooth operation of the event.
• Establish installation plans for targets, temporary flooring, FOP, and other venue
equipment and facilities.
Field
• Install and manage venue equipment according to number of entries, targets, and event
Manager
schedule.
• Replacing targets and temporary flooring is instructed by the Sports Manager.
III. OPERATION 36
Timeline Solely responsibl e for LOC
Before 18M • Arrange and reserve venue.

• Prepare and inspectequipment, shooting lines,athlete waiting areas.
12M • Finalize Practice, Qualification, Finals venues.

• Complete plans/sketches of the venue layout with targets, shooting line, directions,
DOS, timers, score board.
• Submit to the WAA, current state of the venue: photos, videos, field of play
measurements, pathways.
• WAA to approve the plans ofthe venue
6M • Finalize venue construction plan, and layout. (Using Sketch up, Auto CAD)
• Establish construction timeline.
• Establish heads of functional areas, and specific plans for each area.
• Submit to WAA/TD, plans for venue operation.
• WAA to review, suggest modifications and approve the plans
• Plan athletes’ passages to accommodation, FoP, and access routes.

(Work with Accreditation)
• Finish procuring equipment: targets, temporary flooring, platforms, etc.
(Refer to equipment list)
1~6M • Finish venue construction 7 days before the event.

• Install sponsorship logos and brandings. (According to signage plans)
• Assign and train all part time employees for venue operation.
(Volunteers, part time workers, professionals included)
(Sports manager is responsible for training)
• Final venue inspection. (Done by, TD, WAA)
• Enforce Access Control. (When construction is finished)
D-day
III. OPERATION 37
3.1 Qualification venue
Objective
These are the steps for the Sports Manager to prepare and inspect the venue, equipment, and technical tent,
prior to the event. The Sports manager must prepare Field of Play according to WA rules and regulations,
and thoroughly inspect targets, platforms, temporary flooring, shooting line, and tents.
Description
1) Venue candidate
• Field dedicated for archery
• Large open field, park or open space
• Current stadium/arena (such as football, rugby, hockey, cricket, etc.)
• Other sporting venues (such as horse racing venues, etc.)
2) Number of Days
Depending on the event, 7-8 days total potentially consisting of the following:
• 1-2 days unofficial practice (does not need to be staged on the official field).
• 1-day official practice and equipment inspection
• 4-5 days of competition
• 1 day of practice after the individual and team elimination phase of the competition, if the finals venue
does not have capacity
3) Surfaces
Whatever the surface, always consider how the ground will react in bad weather, if it would flood, become muddy,
undulated, slippery or become a hazard to persons safety or event delivery.
• Normally grass
• Concrete (careful of where arrows might go that miss the target)
• Sand, wood chip
• Temporary flooring (must be secure)
• Carpet (must be secure)
4) Securing FoP (field of play)

To avoid unauthorized access and keep the competition area clean:
• Use crowd barriers
• Fencing
• Existing barriers/fences
• Sponsor, look and feel banners, ‘A’ Boards
• Rope, chains, visible tape
• Trees, bushes, or other plants temporary or existing
III. OPERATION 38
5) Qualification Setup
• Always refer to the WA rule book for requirements.
• Shooting distance is a measurement between the shooting line a point vertically beneath the gold of each
target face. Tolerance should be the same as the warmup and practice field.
• Target numbers and wind flags on top of each of the targets.
• Corresponding target numbers to be placed 2M in front of the shooting line.
• Athlete/team name boards (for the elimination phase of the competition) to be placed on either side of the
corresponding target numbers, 2M in front of the shooting line.
• Windsocks, (minimum 2) one either side of the range, 45M from the shooting line. The height of the
windsock should be between 2.5 and 3.5M above the ground.
• Outdoor speakers for the public announcing system, placed on either side of the range, 30M in front of the
shooting line.
• Two routine clocks (digital countdown timers) to be placed on both sides of the field of play, roughly 30M in
front of the shooting line.
• One timing control system for the Director of Shooting to control the routine clock.
• Public Announcing System and audio mixer to make announcements and play music by the sport
presentation team.
• Target faces.
• Replacement targets, centers and target stands.
• Radios for the field of play crew and judges/DOS.
• Athlete (back) numbers for both the qualification/ranking and elimination phase of the competition.
Shooting Line Distance 70M
Distance measurement
Parallel to each other

throughout the whole range
Shooting area Target area
(Additionally, Compound bow category will be illustrated)

III. OPERATION 39
The illustration below shows the measurements for the perimeter of a qualification range:
20m
10m
50m
Shooting line
3m line
30m line ±15cm
50m line ±15cm
60m line ±30cm
70m line ±30cm
90m line ±30cm

Lane lines
6) Competition lines and markings

• A distance of 6M should be between the waiting line and the shooting line.
• The media lane is measured 1M in front of the waiting line (towards the target direction).
• The equipment line is 5M behind the waiting line, opposite direction from the target.
• The athlete shelter can be built from here.
• The 3M line is located in between the target and the shooting line. Measure 3M from the middle of the
shooting line to the furthest edge of the 3M line (direction towards the target). Alternatively, the 3M line can
be a thin white cord/rope (securely fitted to the ground to avoid tripping people) rather than a painted
white line.
• Lines should be in white, measuring between 4-6cm in width.
• Waiting line, Media Line, Equipment Line can be in a different color to differentiate from each other and in
particular the shooting line.
• The shooting line can be double thickness e.g., 10-12cm to be clearly identifiable.
• All lines on the field of play should be squared off using the Pythagoras theorem
• : please refer to illustration.
III. OPERATION 40
7) Competition lines, markings and shooting format

• Distance between the targets.
― ABC shooting format: 6M
― AB-CD shooting format: 4.8-6M depending on the shooting format used
• Space on the shooting line per athlete.
― ABC shooting format: ideally a minimum of 1M (100cm) per athlete
― AB-CD shooting format: ideally 1.2M per athlete
• Mark on the shooting line the center of each target and the area each athlete has on the shooting line.
•
•
3m 3m
•
•Target line
•
•
•
70m
•
•3M line
6m
•
3m
1.5m 3m 1.5m
• 1m
•Shooting line
1m
•Waiting line for

Team box
Team box
Team box
Team box
team event
•
5m
•Judge position
•
Media lane
1m
•Waitiong line for

qualification
•
•
5m
•
•
• Athlete Shelter
•
8) For the team and mixed team elimination competition

• An additional waiting line, 1 meter running parallel behind the shooting line will be required.
• A separate line is needed from the shooting line to the media line to identify two separate areas for each
competing team. This will also be the position for the Line Judge.
• One coach per competing team will be permitted to stand at the back of the team’s box.
III. OPERATION 41
9) Number of targets
• The more targets there are, the more categories and bow disciplines can participate at once, throughout
the various stages of the event, reducing the length of the day.
• Please refer to the number of athletes per category and discipline to establish how many targets are
required for the event. For Asian Championships, minimum of 32 targets are needed for recurve and
compound bow competition. Number of targets required is subject to change depending on the number of
participants.
• Please use the target layout Excel file, provided by WA, to view the layout of all the targets on the
qualification/practice range for each stage of the event from unofficial practice, official practice,
qualification/ranking, elimination phases for individual, team, and mixed team events.
10) Target distance for the event

• Please refer to the World Archery rule book for the correct distances of the event being staged.
• Recommend to place the targets at the furthest distance e.g., 70m closest to the Director or Shooting tent
and the targets at the shortest distant to be the further away from the director of shooting tent. This
enables the judges, sports presentation, and the director of shooting a clear view of the entire qualification/
practice range.
11) Show Range

• To satisfy media interest and live streaming audiences, WAA and its local event organizers constructed a
small separate range “Show Range” consisting of 2 targets to either the far left or far right side of the
qualification range. This is to stage and make more visible: specific matches that involve a local athlete,
current Olympic or World Champion during the preliminary eliminations matches, rounds of 1/48, 1/24, 1/16,
1/8 and so on to enable archery fans to watch specific matches.
• Once the elimination bracket is completed by the WAA Results team, WAA and the Local Organizers select
matches that would appeal to the local media and streaming audiences to be moved to this separate
range. The LOC team and sports presentation will need to be made aware of which matches to move the
athlete’s name boards and announce that their match has been moved to this range rather than the
assigned target.
• Upon request by the LOC, WAA can rent out the Event Toolbox to live stream selected matches. Some LOC
have also encouraged local spectators to the preliminary and installed a large video wall to enable them to
watch.
III. OPERATION 42
Reference
III. OPERATION 43
III. OPERATION 44
3.2 Practice Venue
Objective
To accommodate the qualification and preliminary eliminations matches for the individual, team, and mixed
team events. Enable athletes to practice for each stage of the competition
Description
Ranges should be flat and level throughout
• Ideally the same direction as the main FoP.
• Should be no more than 200M distance from the qualification range.
• Total number of athletes divided by 8 should give an indication of how many practice targets are required.
• One target set at 30M for the opportunity for bow tuning
• Athletes will walk directly from the shooting line to the target to score and retrieve their arrows
• Bottled water distribution station.
• Shelter, chairs and tables for the athletes, coaches, and officials.
• Only persons with the correct and valid accreditation.
• 5M black boss targets
• Should be around 6 targets with no target faces for athletes to warm up
• Next to the practice range and operate to signaling instructions
• Can be in a different direction of shooting but should always be safe and under controlled shooting signals
III. OPERATION 45
Reference
III. OPERATION 46
III. OPERATION 47
3.3 Final Venue
Objective
To accommodate the qualification and preliminary eliminations matches for the individual, team, and mixed
team events. Enable athletes to practice for each stage of the competition.
Description
1) Venue candidate
• Iconic/touristic/recognizable location that defines a country, region, or city
• Field dedicated for archery
• Large open field, park or open space
• Current stadium/arena (such as football, rugby, hockey, cricket, etc.)
• Other sporting venues (such as horse racing venues, etc.)
2) Number of Days
Not including installation and depending on the event, 2-3 days in total potentially consisting of the. following:
• 1 day of testing, victory ceremony/athlete shooting rehearsals and (for World Cup Finals) athlete
familiarization/practice prior to competition
• 1 day of compound finals
• 1 day of recurve finals
3) Surfaces
Whatever the surface, always consider how the ground will react in harsh weather, if it would flood, become
muddy, undulated, slippery or become a hazard to persons safety or event delivery.
• Over the water
• Grass
• Concrete (careful of where arrows might go that miss the target)
• Sand, wood chip
• Flowers
• Temporary flooring (must be secure)
• Carpet (must be secure)
4) Podiums/Platforms
• Used to level the ground or take the slant/angle out of the ground
• Improve the surface of the ground
• Make the target of parallel height to the shooting line
III. OPERATION 48
5) Finals venue equipment
Item Quantity Description

Wind flags For every two targets On top of each targets
Target numbers For each target To be placed 2M in front of the shooting line
To be located 3M in front of the shooting line for athletes

One TV monitor For each target to view their arrows in the target.
Only necessary if LED panels are not available
One either side of the range, 45M from the shooting line.
Windsocks 2 Minimum The height of the windsock should be between 2.5-3.5M
above the ground
For the public announcing system, placed ideally on the

Outdoor speakers ground around the main field of play facing at an
upwards angle to the spectators
Routine clocks To be placed on both sides of the field of play, roughly

(digital countdown 2 14-45M in front of the shooting line Placement also
timers) depends on the size of the screen board
For the Director of Shooting to control the routine

Timing control system 1
clock
Public Announcing
To make announcements and play music by the sport
System and audio
presentation team
mixer
To be placed 15-45M from the shooting line in a position

Large scoreboards 2 for spectators and officials to see Placement also
depends on the size of the screen board
To be placed 15-45M from the shooting line in a position

Wind/arrow speed
1 for spectators and officials to see Placement also
electronic boards
depends on the size of the screen board
Large video wall To be placed left or right of the targets for spectators
1
usually and VIPs to have a clear view
Space for new and

used target faces
Replacement targets,
centers and target
stands
III. OPERATION 49

Radios For every FoP crew For the field of play crew
It is recommended to have between 8-21M of electronic

LED panels, to promote event sponsors at WAA events.
Electronic LED The LED panels form in an ‘L’ or ‘I’ shape, starting
panels approximately 6 M behind the shooting line and follow
down one side of the shooting area on the main field of
play depending on the venue image.
III. OPERATION 50
Reference
III. OPERATION 51
III. OPERATION 52
Checklist
▶ Has a date and time been confirmed with WAA when the venue must be ready by?
▶ Have venue plans been created, technical plans with measurements, scales, and a 3D image (sketch up)
to see what the venue will look like when completed? Has it been sent to the WAA?
▶ Has a venue construction/archery competition risk assessment/prevention been made?
▶ Have risk assessments and contingency plans been considered should the venue build be delayed or
even canceled due to weather conditions or delivery failure by the supplier?
▶ Are the evacuation procedures for all venues set up?
▶ Has an assessment been made of what impact weather conditions might have on the venue?
e.g., rain, wind and what measures have been made to combat this or reduce harm to the event/venue
▶ Have the shooting line and target line been established on all venues before any other work begins and
who is responsible to do this accurately?
▶ Is the safety wall safe enough to stop arrows that miss the target?
▶ Are the targets, tents, temporary structures all secured to the ground?
▶ Has a radio fleet map been devised to establish lines of communication?

III. OPERATION 53
3.4 Functional Area
Objective
For the LOC to understand and plan necessary functional areas for smooth operation of the event.
III. OPERATION 54
Timeline Functional Area
Supplies for functional Area
Before 18M • Check the WAA’s list of functional areas for installation.
• Plan temporary rooms if necessary
• Check the WAA’s list of equipment for functional area.
12M • Plan procurement and sourcing for equipment.

• If possible, plan the layout offunctional areas.
• Check and source requested equipment for functional area.
6M • Submit plans for functional areas to the WAA/TD.

• Create models and sketches of functional area layout.
• WAAto approve the plans for functional areas
• Establish timeline for logistics. (Installation, operation, deconstruction)

• Submit plans to the WAA/TD.
• WAA to approve the plans
1~6M • Finish construction of temporary functional areas.

• Set up functional areas for operation. (Labels and equipment)
• Set up and run logistics
D-day
III. OPERATION 55
Description
List of Functional Areas
Final Qualification Practice

Category Area Note Field Field Field
YES NO YES NO YES NO
Access control
M
(fencing and personnel)
Must include a
M Anti-doping N/A N/A
supervised toilet
M Athlete sheltered area
M Athlete practice range
Athlete call room

M N/A N/A
(Final venue only)
M Athletes bow storage area N/A N/A
Athlete equipment repair

O N/A N/A
booth
M Catering area N/A N/A
M DOS (Director of Shooting)
Exhibition, trade, and fan

O N/A N/A
zone area
First aid and medical

M
services/area
O Free bottled water
Food and beverages to

O N/A N/A
purchase
M General Secretary office N/A N/A
M Judges meeting/rest area N/A N/A
M Result area N/A N/A
M Jury of appeal room N/A N/A
Media registration and

O N/A N/A
workroom
M Mixed zone N/A N/A
M WAA office N/A N/A

III. OPERATION 56
Final Qualification Practice

Category Area Note Field Field Field
YES NO YES NO YES NO
Security 24hrs
M (venue and asset N/A N/A
protection)
Spectator stands area for

O N/A N/A
Elimination
Spectator stands area for

M N/A N/A
Final
Team managers meeting

M N/A N/A
room
Try archery area for

O N/A N/A
spectators
Toilets for available on the

field for athletes, LOC/
M N/A N/A
WAA staff, judges and
coaches
M Toilets for spectators N/A N/A
O WAA storage N/A N/A
M VIP area/hospitality N/A N/A
Victory ceremony
M N/A N/A
preparation area
Volunteer/workforce rest
M N/A N/A
area
Will the athletes’ rest area

be large enough for all the
O athletes and officials in N/A N/A
case of inclement
weather?
* M: Mandatory (WAA Recommendation), O: Optional

** Whole function room should be easily accessible for wheelchair users and persons with disabilities.
*** LOC can refer to Mandatory and install additional functional room necessary for the event
III. OPERATION 57
Reference
III. OPERATION 58
III. OPERATION 59
Checklist
▶ Has WAA’s list of functional areas been referred to in order to prepare all necessary functional areas
properly?
▶ Is the plan for functional area preparation submitted to the WAA?
▶ Are models and sketches of the functional area created to visualize the layout before installation?
III. OPERATION 60
3.5 Supplies by Functional Area
Objective
For the LOC to understand and prepare necessary equipment for each functional area.
Description
List of Supplies
Number Area Tool & Equipment

Access control Table, chairs, laptop to check the registration,
1
(Fencing and personnel) sun shelter
2 Anti-doping Water, chairs
3 Athlete sheltered area Water, chairs, sun shelter
4 Athlete practice range
5 Athlete call room
6 Athletes bow storage area
7 Athlete equipment repair booth
8 Catering area Table, chairs, tissues, cutlery, water
9 DOS (Director of Shooting)
10 First aid and medical services/area
11 Free bottled water
12 General Secretary office Table, chairs, Wi-Fi, power, snacks, sofa
13 Judges meeting/rest area Table, chairs, Wi-Fi, power, snacks
14 Result room
15 Jury of appeal room Table, chairs, Wi-Fi, power, snacks
16 Media registration and workroom
17 Mixed zone
18 WAA results team Table, chairs, Wi-Fi, power, snacks
Security 24hrs CCTV

19
(Venue and asset protection) Monitoring room
20 Spectator stands area
21 Sports presentation and DOS stand
22 Team managers meeting room Podium, chairs, desks, mic, water

III. OPERATION 61
Number Area Tool & Equipment

Toilets for available on the field for
23 athletes, LOC/WAA staff, judges and
coaches
24 Toilets for spectators
Desk & Chair set (at least 15)

25 WAA office Monitor
Colored Laser Printer (Copy/Fax/Scan)
26 WAA storage
WAA technical area incorporating DOS,

27
results and sports presentation
TV (Monitor)
28 VIP area/hospitality Tea table
Sofa
29 Victory ceremony preparation area Refer to the award ceremony
30 Volunteer/workforce rest area
Will the athletes’ rest area be large enough

31 for all the athletes and officials in case of
inclement weather?
III. OPERATION 62
Reference
III. OPERATION 63
Checklist
▶ Is procurement of equipment planned and started as soon as possible?
▶ Is the plan submitted to the WAA for a review?
▶ Is the equipment tested for smooth operation after the installation?

III. OPERATION 64
3.6 Archery Equipment
Objective
For the LOC to understand what specific archery equipment is required for a WAA event, quantities and who
between WAA and the LOC, will provide these items.
People required
Duty
Event Manager • Supervise, review, and approve purchases for procurement
Finance
• Manage the budget and payments of procurement
Manager
• Prepare and install necessary sports equipment for smooth event operation
• Select sports specific equipment, brands, suppliers, and requests for ordering
• Manage Shooting, Results, Timing, and Scoring
• All equipment for an archery event should begin to be sourced and procured from the
moment the event has been awarded and a budget allocated
Sports Manager
• Equipment should be delivered and available at the venue no later than 1 week prior
to the event
• The earlier the procurement process begins the better to generate sponsorship
opportunities, gain reduced rates, source tender bids, guarantee stock levels and
secure sufficient delivery times
Equipment • Manage/handle the ordering process, logistics, secure storage, maintenance,

Coordinator distribution and returns from within the organizing committee
III. OPERATION 65
Responsible for WAA
Before 18M • Check the WAA’s list of Sports Equipment.

(Score board, targets, timer, name boards)
• Plan procurement, and layout of Sports Equipment.
12M • Add equipment layout to existing layout or sketch of the event.

• Plan cable runs which do not interfere with the athletes.
6M • Finalize planning for Sports Equipment, and equipment layout.

• Establish timeline for sourcing and procurement.
• Check preparation of equipment with the WAA, TD, and Result Manager
1~6M 1 Month before the event

• Final inspection of the site with the WAA, TD, and
• Conduct a rehearsal.
7 days before the event

• Finish installing equipment and setting up DOS.
D-day During the event

• Replace target faces
• Replace targets
• Follow CoJ’s instructions
III. OPERATION 66
Description
Equipment List
On the following page is a sample of a typical sports equipment list for a WAA event. Quantities will be
dependent on the type and size of the event and the number of entries.
Item Quantity Description Provider Remark

Strong and suitable for outdoors
Adhesive To temporarily Recommend different colors
20 rolls LOC
Tape secure items Ideal to mark out shooting positions, lines
and range lanes for indoor events
Finals Venue
Arrow To hold and protect 6 Holders will hold and protect arrows while
4 LOC
Holder arrows each the arrow runners return the arrows from
the target area to the coach
Volunteers may be required to assist Para

Arrow To pull arrows out of
20 LOC Archery team managers to pull and retrieve
Pullers the targets
their athletes’ arrows during competition
Qualification Venue
A row of 3mx3m tents Tents should be next to each other, allowing
Width of or wider next to each no rain to fall in between them, flooring,
Athlete the other, to protect the open front, closed sides and a retractable
LOC
Shelter Shooting athletes and coaches backing. Quality should be considered
line from the weather especially for windy
conditions conditions. Keep in mind good visibility for
spectators.
Black Plastic box

approx. D30cm ×
L60cm × W50cm with
Athlete
a lid for athletes and
Storage 2 LOC Finals Venue
coaches to store their
Box
items in on the main
field of play during a
match
Same as
the To use together with scoreboard holders for
Ball-pen Blue or black color LOC
number of recording scores
targets
To cordon off
Barrier As entrances or areas as
LOC Qualification and Finals Venues
Tape required required to secure the
field of play
III. OPERATION 67

To measure the
Bow Qualification Venue
2 strength of an athletes’ LOC
Scales Judges use during equipment inspection
compound bow
To clean the carpet

Broom 4 area of the finals field LOC Qualification and Finals Venues
of play
Carpet, preferably for

outdoor use, for the Finals Venue
As
Carpet finals main field of play. LOC Indoor events will require carpet for both
required
Color to be discussed qualification and finals
with the WAA.
Number is
dependent
on the
quantity of
Chairs with rail legs
athletes, Qualification and Finals Venue
rather than pronged
Chairs coaches LOC More chairs will be required for the
legs on grass surfaces
and shooting format of AB-CD
for agreed areas
shooting
format e.g.,
ABC or
AB-CD
III. OPERATION 68
Reference
III. OPERATION 69
Checklist
▶ Has it been established what needs to be provided by the LOC and what will be provided by WAA?
▶ Does WAA have any specific requirements and suppliers for archery equipment such as, target faces and
target mats?
▶ Have the logistics in the arrival, storage, transfer to the final’s venue and departure for shipping of the WAA
equipment and TV equipment been discussed and arranged with the WAA Event Director?
▶ After the event, is the condition of the equipment good enough to be used at the next event or will there
need to be some repairs or replacement purchased?
III. OPERATION 70
4. COMPETITION MANAGEMENT
Purpose
For LOC’s Sports Manager to understand how to prepare and operate an archery competition.
The Sports Manager is in charge of working and communicating with the WAA Event Director for smooth
competition operation.
4.1. Sports Team, Officials
Objective
Sports Team is a core working group which consists of a Sports Manager, DOS, technician, and Venue
Manager. Sports Team shall arrange necessary equipment and people required ahead of time via cooperating
with National Judges and Results Managers appointed by the WAA. Sports Manager oversees the sports team
by streamlining all communication during event operation to quickly respond to any issues that may arise.
Sports Manager also communicates with the Jury, Chair of Judges, and WAA Event Director to work towards a
successful event.
People Required
Sports Team Chart
Chairperson of
Sports Manager DOS
Judges
Medical &
Filed Manager Judges
Results Manager Anti-Doping
(Facility) (IJ, CJ & NJ)
Manager
III. OPERATION 71
Duty
• Oversees all categories of the competition and establish plans for sports
operations
• Share overall plans for sports operations to the Event Director
Sports Manager • Appoint and train National Judges, Results Team, and Field Manager for
smooth operation
• Check the WAA’s list of WAA officials and consult the TD about overall
preparation of the event
• LOC’s director who oversees the entire event, sports operation

LOC
• Maintain communication with the WAA TD, and Event Director on behalf of
Event Director LOC
• Check with the Sports Manager for preparation progress, key tack for each
timeline and resolve any issues
National Judges • Local judge of the host country
Results staff • Act as a scorer and assist the Results Manager during the operation
Field Manager • Oversees the FoP management such as target replacement
• Resolve any issues and appeals

Jury
• Jury is appointed by the WAA before the Team Leader Meeting at the venue
Technical
WAA • Oversees the entire event and event preparation
Delegates
Chairperson of • Coordinate all officials on the FoP to ensure fair play and that competition
Judges operates to the WA rules and regulation
Radio Fleet Map
Channel-2
Channel-1
Chairperson of
Sports Manager DOS
Judges
Medical &
Filed Manager Judges
Results Manager Anti-Doping
(Facility) (IJ, CJ & NJ)
Manager
III. OPERATION 72
4.2 Results, Timing and Scoring
Objectives
Results, timing, and scoring perform many vital tasks to ensure a safe, fair, and consistent event according to
the WA rules and regulations. Result team produce signals and timing indicators for everyone to understand
when the range is live for shooting and that athletes, officials and spectators are aware of the time available to
shoot in a match. Record the arrow values for each athlete fairly throughout all stages of the competition, to
determine the rank and winner of a match.
People Required
Results Team Chart
Sports Manager Results Manager
Technology Manager
Staffs for Scoring Staffs for Timing
(Technicians)
Duty
• WAA will assign the results manager and the results manager will be responsible for
Results
the delivery and servicing of all results, timing and scoring operations for the event
Manager
through the Ianseo system.
• It will cooperate with the results manager and support him/her to well prepare all the
Sports Manager results system and equipment setting up with technology Manager. And assign and
train staffs or volunteers for results, timing and scoring before the events
• It will be assigned by LOC and will work for the Results Manager to prepare all the
Technology
equipment in advance following Results Manager’s requests such as tablets, internet
Manager
set-up, sound system (AV), LED system for timing and scoreboard, cable containment
(Technicians)
and so on.
III. OPERATION 73
Duty
• There shall be scorers in sufficient numbers to ensure that each target is evaluated.
These scorers can be athletes when there is more than one athlete per target.
Scorer
• Scorers assigned by the organizers and who do not take part in the shooting, shall not
become involved in any discussion regarding the value of an arrow.
• The scorers who are not athletes shall work under the supervision of one or more
officials appointed by the organizers, who shall be responsible for the correct
management of the scoring.
• One or more scoreboards of sufficient size to show the target number, name, NOC
Scorer
code for Member Association and progressive score of at least the first eight in each
event shall be maintained. In the case of electronic scoring, manual scorecards shall
also be kept. The arrow values and information entered on the manual scorecards are
the official reference.
For Qualification and Elimination Venue
Duty
• Deliver and serve all results, timing and scoring operations for the event.
WAA Result
• Work with the LOC to establish the needs and requirements for the WAA Results
Manager
Manager and team members to service the event.
2 WAA timing
• Check the data received in WAREOS, set up and maintain the operation of the timing
and scoring
and scoring devices.
technicians
• Frequently collect the original result reports from the results, timing and scoring team
1~2 People
to copy and distribute to the team pigeon boxes, officials, broadcasting, and media.
1 Volunteer for • Carry the score sheets and electronic scoring devices (tablets) to the targets for
every 3 targets athletes to score their arrows for each end of shooting.
Field of Play • Coordinate the operation of athlete/team name boards in front of the shooting line to
Coordinator indicate where the matches are taking place for each elimination round.
• Produce the score sheets for each athlete/team for each round and distribute athlete
8~10 People
number for qualification target assignment and elimination rank.
• Assist in the preparation for transporting the timing and scoring devices from the
4~6 Volunteers
qualification venue to the final’s venue.
Note: Number of people required should be adjusted according to the number of athletes. It is mandatory to
have 1 Result Manager and 2 timing and scoring technicians.
III. OPERATION 74
For Finals Venue
Duty
• Deliver and serve all results, timing and scoring operations for the event.
WAA Result
• Work with the LOC to establish the needs and requirements for the WAA Results
Manager
Manager and team members to service the event.
2 WAA timing
• Act as a spotter, input scores electronically and setup/maintain the operation of the
and scoring
timing and scoring devices.
technicians
• Immediately transport the completed score sheet for the match from the target area
1 Volunteer on the finals field to the WAA Results Manager located in the WAA technical area by
the shooting line for verification.
• Assist in the preparation for transporting the timing and scoring devices from the
4~6 Volunteers
qualification venue to the final’s venue.
III. OPERATION 75
Responsible for WAA
Before 18M • Appoint Venue Manager and familiarize with the role.
• Arrange and reserve venue. (Work with Sports Manager)
• Secure necessary offices for event operation.
• Finish budgeting for logistics, and procurement.
• Design look and feel to improve branding of the event.
• Establish branding and promotion plans according to the WAA manual.
12M • Assign technical delegates

― The WAA will approve and appoint TD, IJ, Results Manager and CJ
• The rest can be appointed by LOC.
(Results team staff, National Judge, rest of the judges)
• Finish Venue Operation plans.
(Venue, rooms, tents, logistics, human resources, passages, construction dates)
• Establish Venue construction timeline.
• Establish Venue Radio talk groups. (Refer to Fleet Map in the manual)
6M 4-6 Months before the event

• Submit for review: venue plans/sketches of the venue layout for the results team,
WAA technical area and director of shooting for both the qualification and final
venues
• Have conference call with the WAA Results Manager, TD, LOC, director venue
manager to check preparation process
1~6M • Install temporary venues. (Platforms, tents, etc.)

• Install equipment. (For each rooms, tents, venues, shooting ranges, spectator areas.)
• Assign and train heads of functional areas.
• Final inspection of venue.
• Run and inspect operation rehearsals.
3Weeks before the event

• Check with the Results Manager
― Competition schedule, FOP layout, etc.
• Train the results team
2~3 Days prior to official practice

• WAA results and director of shooting areas at the qualification and preliminary range
will need to be ready 2-3 days prior to official practice.
1 Day before the first day of finals

• WAA technical room/tent and protective hide at the finals range will need to be
ready.
D-day
III. OPERATION 76
Description
1) Qualification
There are two forms of scoring for qualification as stated in the WAA rule book:
Manual scoring
There is one (1) score sheet per athlete on each target for athletes to write down their arrow values. The score
sheet template is provided and printed by the WAA Results Team. The LOC will need to provide the protective
score boards, assembled with the score sheets, athlete (back) number and distribute on the range.
Electronic scoring
The software and tablets are supplied by LOC, one for each target of 3 to 4 athletes for the athletes to enter in
their arrow values.
In all cases, the manual paper score sheet prevails

• After each end of shooting, athletes will walk directly to their target to score their arrows themselves. At the
same time, volunteers will also walk to the targets to meet athletes with the manual score sheets and the
electronic tablet for each end.
• Once scoring is completed, athletes return to the shooting line and volunteers to the results area, with the
score sheets and tablet, for cross referencing between the electronic and manual scoring.
• At the end of the qualification round each athlete (or athlete representative) must double check their score
sheet addition and totals and sign before the volunteers return the score sheets to the WAA results team.
• Arrow values that have been entered into the tablets by athletes will immediately update the live scoring
network and will be distributed via the monitors situated in the athlete shelter area, WA
“infosystem”(available for login on venue via Wi-Fi) and on the global internet.
Timing and signaling for Qualification/Ranking

• To comply with WA rules, timing and signaling devices are required to indicate when athletes can approach
the shooting line to begin shooting but also be aware of the time limit they have in which to shoot their
arrows. Please refer to the WA rule book for the allocated time for shooting.
• WAA will supply the software, timing devices and cables of the timing/signaling devices.
• The DOS (Director of Shooting) and Assistant DOS will operate the control panel to operate the timing and
signaling devices with Sports Presentation and the WAA results team.
III. OPERATION 77
2) Eliminations
After qualification, those athletes that qualify for the elimination phase of the competition, will be entered into
a head-to-head bracket. There are two forms of scoring for elimination:
Manual scoring
There is a score card per match consisting of either two athletes or two teams. Athletes will write down the
arrow values for the match. The score sheet template is provided and printed by the WAA Results Manager.
The LOC will need to provide the protective score boards, assembled with the score sheets, athlete (Back)
number and distribute on the range.
Electronic scoring
Tablets are supplied by LOC, one for each target/match for the athletes to enter in their arrow values. In all
cases, the manual paper score sheet is paramount.
• After each end of shooting, athletes will walk directly to their target to score their arrows. At the same time,
volunteers will also walk to the targets to meet athletes with the manual score sheets and the electronic
tablet for each end.
• Once scoring is completed, athletes return to the shooting line and volunteers to the results area, with the
score sheets and tablet, for cross referencing between the electronic and manual scoring.
• At each end of the elimination round and match, each athlete (or athlete representative) must double
check their score sheet addition and totals and sign before the volunteers return the score sheets to the
WAA results team.
• Arrow values that have been entered into the tablets by athletes will immediately update the live scoring
network and be distributed via the monitors situated in the athlete shelter area and on the internet.
• The field of play coordinator and volunteers will need to observe the status of matches to collect the name
boards of the losing athlete/team and reposition the name board of the winning athlete/team in the
correct place for the next round according to the competition schedule, bracket, and field of play layout.
III. OPERATION 78
Timing and signaling for Eliminations

• To comply with WA rules, timing and signaling devices are required to indicate when athletes can approach
the shooting line to begin shooting but also be aware of the time limit they have in which to shoot their
arrows. Please refer to the WA rule book for the allocated time for shooting.
• WA will supply the software, timing devices and cables of the timing/signaling devices.
• The DOS (Director of Shooting) and Assistant DOS will operate the control panel to operate the timing and
signaling devices with Sports Presentation and the WAA results team.
3) Finals
There are two forms of scoring used for the finals:
Pre-manual scoring:
• A score card per match consists of either two athletes or two teams. One to two national judges/officials,
who are located in a protective hide close to the targets, will write down the arrow values for the match
using a TV monitor that has a live (no delay) image of each target.
• Once shooting has stopped, an official, scorer and the two representatives of each athlete will go to the
target.
• At the target, the procedure is that the target judge calls out the arrow values in the target.
• At the same time, the scorer verifies the written scores with the arrow values being called out by the target
judge, and then the scorer confirms via radio with the WAA Results Manager/verifier, or the spotter should
any corrections need to be made to the electronic display scoreboards.
• Once scoring is complete the athlete agents retrieve the arrows out of the target and give to the arrow
runners to transport back to the athletes/coach for the next set/end.
• The score sheets will be provided by the WAA results team. Once the match is over and the score sheet
completed correctly, one of the officials will give the score sheet to a volunteer who will immediately give
the score sheet to the WAA Results Manager in the WAA technical tent for verification.
• Communication throughout the event should be done in English.
Electronic scoring:
• A member from the WAA results team will act as a spotter from the WAA technical tent. Using a telescope,
with an uninterrupted view of the target, the spotter will see the arrow hit the target and immediately
establish the arrow value, enter that value into the scoring system that then displays the score of the arrow
and match on the display screens on the venue.
• Cases of the arrow touching the line, the spotter will enter what they believe and wait for the judge to call
and verify upon scoring and arrow retrieval.
III. OPERATION 79
Timing and signaling for Finals

• The same timing and signaling devices used in the qualification and elimination phase will also be used at
the final’s venue for the final.
• As athletes and teams alternate when shooting their matches, the timing and signaling devices are
required to indicate when athletes can approach the shooting line, which athlete is to shoot first and be
aware of the time limit they have in which to shoot their arrow. Please refer to the WA rule book for the
allocated time for shooting.
• WAA will supply the software, timing devices and cables of the timing/signaling devices.
• The DOS (Director of Shooting) will operate the control panel to operate the timing and signaling devices
with Sports Presentation and the WAA results team.
Equipment List
1) Qualification and Elimination Venue Equipment

WAREOS
(World Archery To allow Member Associations to register the
Results and WA members of their team that are to
Entry Online participate in each WA event
System)
WAA For each category and bow discipline for the

Athlete (Back)
Results qualification/ranking round and ranking for
numbers
Manager the elimination phase of the competition
WAA
Printed score For entire
Results
sheets competition
Manager
WAA
Printed name All athletes
Results That qualify for the elimination phase
sheets and teams
Manager
III. OPERATION 80

WAA
Results For calculation, processing, creating and
Results
software distribution of reports
Manager
Timing and
signaling WA For Director of shooting
control box
2 Routine
clocks and 2 sets LOC
cabling
6 for the results area

Tables 8 2M LOC
2 for the DOS area
6 for the results area

Chairs 28 LOC 2 for the DOS area
20 for volunteers
Color laser
1 LOC
printer
White A4
printer paper 210×297mm For Field Archery 6 different colors of paper
6 packs of
(very thick, or LOC are needed to represent the different
500 sheets
roughly 8.27×11.7 inch categories and bow disciplines.
160gms.)
Protective clip 4 for manual scoring

6 sets LOC
scoreboards 2 for electronic scoring
2 per target with 3 digits each are needed for

Number flip For each compound
LOC
boards target 3 per target are required for recurve to show
the sets and end scores
For each To be placed in between the 3m and the

Display boards LOC
target shooting line, big enough to hold a A4 paper
Electronic
90 LOC
scoring tablets
150~160cm
TV 6 LOC With cabling and power
high
Radio LOC For WAA results team
Timing and
LOC
scoring board
3KW for results area

Power LOC
1.5KW for qualification range
III. OPERATION 81

WIRED Internet
2MB LOC Dedicated for results team
connection
Up to 4G data For backup connection, minimum 2GB

LOC
SIM card traffic available
Wi-Fi LOC Separate internet line than the WAA lines
2) Finals Venue Equipment
Item Quantity Description. Provider Remark

1 for the WAA technical area
Tables 3 2m LOC
2 for the protective hide
8 for the WAA technical area

Chairs 16 LOC
8 for the protective hide
Color laser 8 with network connection and drivers for

1 LOC
printer Windows and Mac
Black and
1 LOC
white printer
White A4
printer paper 210×297mm For Field Archery 6 different colors of paper
2 packs of
(very thick or LOC are needed to represent the different
500 sheets
roughly 8.27×11.7 inch categories and bow disciplines.
300gms)
protective clip
20 LOC To hold the score sheets
scoreboards
Power 3KW LOC In the results areas
Internet
2MB LOC For up and download
connection
LED display To show the athlete/team name and scores

3 LOC
panels for the match
Timing and
signaling LOC For Director of shooting
control box
Radios LOC For WAA results team
Telescopes LOC For the spotters and announcers
For entire
Score sheets WAA
competition
III. OPERATION 82
Timing routine
clocks and 2 sets WAA
cabling
Monitor with For officials to perform pre-scoring from the

WAA
cabling protective hide
Live image of For officials to perform pre-scoring from the

WAA
the target protective hide
Wind and
arrow speed WAA
meter
III. OPERATION 83
Area specifications
• Qualification and Preliminary Elimination Venue
― WAA results team a 3M × 6M enclosed tent, recommended with flooring. Air conditioning or heating
according to the location of the event.
― Director of Shooting a 4M × 4M tent, elevated 1m high with see -through front and side walls to protect
against weather conditions and provide a view to inspect the safety of the range. Sports Presentation will also
be located in this area for qualification.
― Expensive electrical and technical equipment will be installed in the results area and DOS position and will
need to stay in place for 5-6 days. Therefore, reliable security and protective covering will be required from
the LOC.
― Protected cable passage to connect the different operational areas (results, DOS, media, WAA offices).
• Finals Venue
― The WAA results team and director of shooting will be located with WAA TV and Sports Presentation in the
WAA technical tent measuring 6M×12M. The tent should have flooring, one rear entrance and air conditioning
or heating to be supplied according to the location of the event. The tent/structure will be enclosed but the
sides facing the targets and shooting athletes should have a viewing slit the whole length of the tent and
between 60-70cm high to view all of the finals range. There should also be see-through/transparent covering
or glass to use during bad weather conditions to protect electrical equipment as well as having an
uninterrupted view of the finals range.
― Protective hide, with a roof, measuring 3M × 3M with the sides facing the shooting athletes made of 5
plywood. The hide should also have a roof to protect the officials, athlete representatives and TV monitor
from the weather conditions. The hide should be close but to the side of the targets on the main finals range
for fast and easy access to retrieve and score arrows.
III. OPERATION 84
Checklist
Does the results, timing and scoring team have the LOC’s
▶ Organizational structure
▶ List of names
▶ Contact numbers
▶ Position/areas of responsibilities
▶ Competition schedule
▶ Emergency numbers?
Have the WAA results team been sent the LOC’ list of
▶ Staff/volunteers
▶ Names
▶ Job titles
▶ Accreditation access?
▶ Have airport transfers been arranged for the WAA results team?
▶ Have the results, timing and scoring team been given a venue (s) map/plan?
▶ Have the necessary space and equipment been provided for the WAA results, timing and scoring team?
▶ Is team registration for participating teams set up for the WAA results team to double check that the data
entered in WAREOS by the Member Associations is correct, such as, athlete name, date of birth, category
and bow discipline?
▶ Are the procedures for results, timing and scoring staff to go onto the main field of play decided, (FoP)
and has this been discussed with the WAA Event Manager/Director, Chair of Judges, and security?
▶ Have a number of volunteers been recruited and selected to assist the WAA results team and have they
rehearsed, performed a role play exercise to understand the operation and collection of scores during all
phases of the competition?
III. OPERATION 85
Reference
III. OPERATION 86
III. OPERATION 87
4.2.1 Anti-Doping
Objective
To ensure archery remains a clean and fair sport for all to compete. The LOC has an obligation to comply with
a number of standards, rules and procedures when arranging the necessary facilities for anti-doping and
breathalyzing “breath alcohol” testing operations. Testing needs to be recorded, kept confidential. Samples
collected must remain uncontaminated and secure until they leave the venue. Failure to do this will undermine
the validity of a test and as a result, the appropriate sanctions cannot be applied in cases of an anti-doping
violation.
People Required
• LOC is responsible for the financial costs and ensuring that anti-doping control is conducted at the event.
• WAA Sports Science & Medical Committee (SSMC) and WAA are responsible for appointing a medical
delegate to act as the Doping Control Representative (DCR). They will oversee the management, planning
and delivery of anti-doping operations at WAA events with the help of the anti-doping administrator
(off-site).
Duty
Doping Control
• Work on venue with the Doping Control Officer (DCO).
Representative
Anti-Doping
Administrator
(off site)
At least one (1)

Doping Control • Supervise testing and oversee sample collection on venue.
Officer (DCO)
• The quantity of chaperones depends on the amount and the timing of testing to be
carried out. Chaperones must be the same gender as the athlete, a minimum age
of 18 years old and can communicate in English both orally and in writing. Ideally,
1 Chaperone/
the people that have volunteered to be a chaperone, should be for the entire
1 Athlete
duration of the event testing.
• Responsible for notifying the selected athletes and always accompanying them
until they report to the doping control station and if they need to leave the station.
1 Chaperone • Supervise athletes in the Doping Control station waiting room.

III. OPERATION 88
Description
Equipment List

Indicating where the anti-doping testing
Clear signage LOC
unit is on the venue
Anti-doping
WAA
forms
Alcohol testing
WAA
forms
Breath alcohol
Breathalyzers WAA
devices
Mouthpieces WAA
15 for waiting room

Chairs 21 LOC
6 for administration /processing room
1 for waiting room, athletes can sign-in their

arrival at the doping control station in the
Tables 2 LOC
athlete arrival log
1 for administration /processing room
For waiting room

Individually sealed, non-caffeinated and
nonalcoholic beverages, which includes a
Bottles 50 500ml LOC
mix of natural mineral water and soft drinks
(e.g., Fruit juices, Gatorade, 7-Up, Fanta,
and Sprite)
For waiting room

Fridge or cooler 1 LOC
To store the above-mentioned drinks
For administration /processing room

To store samples for more than one day
Lockable fridge 1 LOC
testing and if required by the Authorized
Collection Agency
Large rubbish 1 for waiting room

2 LOC
bin 1 for administration /processing room
For waiting room

TV monitor 1 LOC
For live video feed of the event
Reading For waiting room

LOC
materials For live video feed of the event
III. OPERATION 89
Area specifications
Adjoining toilet facilities which should be large enough for the witness and the athlete to stand in together and
be equipped with
• Facilities to allow the athlete to wash their hands
• Soap or hand wash, toilet paper, paper towels, Kleenex.
• Recommended: a shelf for safe placement of the vessel/sample pot
• Recommended: a large mirror (to aid the observation for the witness)
• At least one (1) toilet as a sample collection area. If possible, a separate sample collection area should be
provided for each gender (female and male) being tested.
• Sufficient space is required to accommodate the Doping Control Officer and athlete in this area, to ensure
that the Doping Control Officer can observe the source of the sample.
• Wheelchair accessible toilets are desired and mandatory for para-events.
• If there are no toilet facilities at the venue the doping control station can either be a tented area with a
portable toilet or nearby hotel room can be hired.
The Doping Control Station includes three separate but interconnected areas
1) Waiting room
2) Administration/processing room
3) Sample/deposit room (toilet)
Fridge:
Cabinet
Registration
Reception
Samples
Low Cabinet
Chair
Chair Chair
Table
Chair Chair
Chair Fridge:
Drinks
Chair
Chair
Chair
Table
Chair Chair Chair Chair
The Local Organizing Committee must provide the Doping Control Officers team with
Chaperones responsible for notifying. Accompanying and observing the selected athletes from their
notificaition until they report to the doping control station, as well as for the supervision of the athletes in and
outside the doping control station.
(Please refere to the IC testing LOC checklist for more details.)

III. OPERATION 90
Requirements for the Doping Control Room

The Doping Control Station must ensure the athlete’s privacy and is used solely as a Doping Control testing
station for the duration of the event. Therefore, the station shall:
• Only be accessible to authorized personnel such as: Doping Control Officer; WAA Doping Control
Representative; chaperones; selected athletes for testing; athlete officials/ representatives of the selected
athletes; Interpreter (if required) with the addition of one other selected, specialist personnel e.g., WADA
observers.
• Marked clearly with signs.
• Be secure enough to store sample collection equipment.
• Be located as close as possible to the field of play, but away from heavily populated areas, such as,
corridors and entrances, etc.
• When there is not an official designated facility for the Doping Control Station at the venue itself, a nearby
hotel room/suite can be used, but this is not the preferred solution. Also, a location that is not a short
walking distance and requires a dedicated shuttle bus to transport the people involved is not
recommended and should be avoided when possible.
• Sufficient lighting, air conditioning, fans, or heating in the doping control station to ensure a comfortable
area for use.
III. OPERATION 91
Checklist
Have you contacted the following groups to see if they offer financial support for anti-doping testing?
▶ National Anti-Doping Organization (NADO)
▶ National Olympic Committee
▶ Local Health/ Sport authorities
Have the 24-hour mobile telephone numbers of the following people shared between them?
▶ Competition Manager
▶ WAA Doping Control Officer
▶ Doping Control Officer
▶ WAA Technical
▶ Have all the anti-doping control forms been given to the WAA representative or the WAA Secretary
General?
▶ Have all LOC staff and representatives been informed not to accept any Therapeutic Use Exemption
(TUE) forms from anyone? Any TUE forms should be sent to the WAA Anti-doping administrator.
▶ Has the national Olympic committee been contacted to see if your national federation has any obligation
to use the national anti-doping agency at your event?
▶ Has the WAA Anti-Doping Administrator or National Olympic Committee been contacted to find out the
contact details of the sample collection agency to make arrangements for the event?
▶ Are the operational dates and times for the anti-doping testing finalized? Remember, these must be kept
confidential and decided in coordination with the anti-doping administrator.
▶ If the doping control station and the administrative area are not beside each other, have sufficient steps
been made to block off the corridors between the two areas where athletes could be walking with their
samples?
III. OPERATION 92
4.2.2 Medical
Objective
Medical services are to be present at the venue during operation hours to provide medical cover and
assistance to all attending the event. Medical services should be available, but are not limited to, athletes,
coaches, athlete officials, officials, volunteers, spectators, LOC personnel, WAA personnel and VIP’s.
People Required
Duty
Doctor,
Paramedic, • One fully accredited and trained Doctor, Paramedic, and/or Nurse for an event.
and/or Nurse
1~2 People from • To be the main contact between the medical services team and organizing committee
LOC to establish operations.
• Ideally, it would also be good to have someone within the local organizing committee
that has medical/first aid knowledge and experience to be able to be the first person
on site before medical services arrive to attend to the incident.
III. OPERATION 93
Responsible for WAA
Before 18M
12M • LOC assigns local medical doctor, emergency paramedic, and/or nurse, with an
ambulance
6M • Medical plans, operations and personnel should be decided.

• An agreement with a local hospital prior to event should be done in case of
emergencies.
• Share with WAA for review.
1~6M No less than 1 month prior to the event

• Full medical plan should be ready for review by the WAA Sports Science and Medical
Committee.
• Secure medical room and equipment according to the WAA manual.
D-day
III. OPERATION 94
Description
• The LOC should cooperate with the local hospital for medical emergency relief.
• The LOC’s first aid box/medical kit should be checked at least monthly and restocked after each medical
incident.
• The medical plans should be operational from the moment the first delegation arrives until the last
delegation leaves. Issues do not just happen only during competition. Also, during pre-competition practice
days. The ambulance should arrive prior to the first arrival of athletes and leave after everyone has left.
• Issues do not just happen only during competition. Also, during pre-competition practice days. The
ambulance should arrive prior to the first arrival of athletes and leave after everyone has left.
Equipment List

• With fully qualified medical staff for
every 500 athletes and 5000
Fully
spectators
Ambulance 1 equipped and LOC
• In case the ambulance serves for
operational
transporting the patient, a backup
should be available
• Indicating where the medical unit is

Clear signage LOC
on the venue
• To use between the medical team

Communication Radio or
LOC and LOC
device mobile phone
• Prepare spare one in case of failure
• Easily accessible in the main office

First aid kit LOC
for use if needed
Defibrillator LOC
Hand towels LOC
Blankets LOC
Ice LOC
Bottled water LOC
I.V. Fluids LOC
Thermometers LOC
Trauma suppliers LOC
General first aid

supplies,
LOC
bandages, and
plasters
III. OPERATION 95

Medication LOC • For acute cardiac care
CPR unit LOC
Wash Basin and

LOC
soap
• Medical area specification

Enclosed tent 3×6M LOC
• Recommended with flooring
Air conditioning • Medical area specification

LOC
or heating • According to the location of the event
Observation beds
2 LOC • Medical area specification
/ Massage table
1.5-2M in
Tables LOC • Medical area specification
length

Screens / dividers LOC
• To provide privacy for the patient
Chairs 12 LOC • Medical area specification
Radio
LOC • Medical area specification
communication

Secure and • For medical records or equipment
Cabinet LOC
lockable need to stay on the venue
unsupervised
Toilets LOC • Medical area specification

III. OPERATION 96
Checklist
▶ Is the medical unit big enough and sufficiently equipped to cater for everyone on venue?
▶ Is the nearest hospital located, and informed of your event in advance?
▶ Are the medical team aware they should arrive on venue 1 hour before and not leave until 1 hour after
athletes and spectators?
▶ Are the medical team aware or have a copy of the World Anti-Doping Agency (WADA) anti-doping
banned substances for the sport of archery?
▶ Can someone within the medical team communicate in English?

III. OPERATION 97
4.3 Venue Operations
4.3.1 Accreditation
Objective
Access control zoning and accreditation system is important for smooth operation of the event, and safety of
athletes and officials. Each zone will clearly show who can and can’t access it. Accreditation system enables
people with a role and duty to perform their function at a specific zone without unnecessary people in the
area.
People Required
Duty
• Design and propose all event venue spaces and routes with correct access control
status and submit to the WAA Event Director for review. Also complete and submit
WAA accreditation template with all the LOC personnel details that require
accreditation.
Venue Manager
• Check that their operation venue spaces and routes are issued with the correct
access control status.
• Check if there are any regular services such as post/deliveries and any booked
maintenance engineers visiting to service areas of the venue during the event.
Security Manager
• Train and deploy personnel to perform access control accreditation checks at
and Spectator
entrances to accredited areas.
Services
WAA • Review the proposed access control zoning venue plans and routes proposed by
Event Director the LOC.
WAA
• Coordinate the production of the accreditation system before and during the event.
Results Manager
Services Manager • Train all volunteers and LOC staff on access control and accreditation awareness.
• Check that their venue spaces and routes are issued with the correct access
All heads of
control status and submit to the Venue Manager the details of their team for
functional areas
accreditation.
• Assist the WAA Results Team in confirming team registration, assembling,

2 Volunteers
activating, and issuing event accreditation.
III. OPERATION 98
Responsible for WAA
Before 18M • Establish on venue plans what is front of house and what is back of house.
• Front of house: for the general public and spectators
• Back of house: operational working areas, accreditation required
• Plan and award each area/space an access control zone category level using the
WAA code.
9M
• Identify what level of access and accreditation is required for each area, checking
with the respective functional areas the routes/pathways for their personnel to get to
a specific area to perform their duty.
6M • Plan and award each area/space an access control zone category level using the
WAA access code. Identify what level of access and accreditation is required for
each area, checking with the respective functional areas for the routes/pathways.
• Assign and contract an Access Control Point company or a manager.
2M • Establish what access control signs need printing, their location and how many staff
are required to check accreditations before entry.
• Develop signage and Access Control Point,and request Signage Manager for
installation.
1M Two (2) weeks

• Submit the completed accreditation list to the WAA Results Manager. list of all LOC
personnel that require accreditation indicating, family name, given/first name,
gender, function/position, and the areas ofthe venue they require.
One (1) week

• Train and inform all staff, volunteers and particular access control staff with venue
plans to illustrate:
― Access control category levels
― Areas of the venue that have been awarded access control and what status
― Types of accreditations used
― Protocol in how to check accreditations, procedures to handle situations of difficulty
and request assistance.
― Any areas of concern in the venue where corridors or stairways need to be used by
accredited persons that have conflicting access privileges and where accredited and
none-accredited persons cross or merge Responsible
D-day 2 days before theevent

• Activate and enforce accreditation
III. OPERATION 99
Description
Equipment List
The accreditation center should be based in a front of house area, close to the venue entrance for easy access
by none accredited persons to have their photo taken and collect accreditation for the event. Close, accurate
and fast communication is required between the team registration/payments and accreditation to know if a
team should be issued or have their accreditation activated for that event.
• Accreditation center
― AD card staff
― Issue AD card, photos, payment
• Zoning Planning
― FoP, Operations zone, Media Zone, Spectator zone and etc.
• Access Control Point(ACP) Planning
― All ACP for FoP should have a person with a scanner to scan the access code and manage entrance.
― Operate ACP at each entrance such as spectator area, media zone etc.
• Need to know
― Zoning Concept
FoP
Operations
Media
Spectators
Accreditation (AD) card

<Front> <Back>
III. OPERATION 100
① Worlds Archery Asia Logo

② Participants’ photo
③ Full Name, Nationality (Country name & Flag)
④ The Coverage Access
⑤ Sponsors’ Logo & Event name
Access
Description
code
0 All zones are accessible
0* All zones are accessible but competition field only in special circumstances
1 Competition field
1* Competition field when wearing a WAA
2 Practice field
3 Operational & Administration areas
4 Press areas
5 Television areas
6 VIP areas
7 World Archery Asia areas
Meals
Accommodation
Transport
III. OPERATION 101
Checklist
▶ Using the WAA access points, have they been applied to the restricted areas/zones identified and to the
venue plans?
▶ Has the WAA accreditation template been completed and sent to the WAA Results Manager containing
a completed list of the LOC staff, volunteers, their positions, and access rights?
▶ Have all access points to restricted areas been identified and clear signage displayed at the entrance to
show who can enter?
▶ Are there any areas/zones that cross, merge, or share the same access points, stairways or corridors and
is this being addressed?
▶ Have medical staff been given the correct accreditation and have all security access control staff been
informed to allow medical staff anywhere to attend to medical incidents?
▶ Have two volunteers been assigned to the WAA Results Department to assist with team registration and
accreditation?
III. OPERATION 102
4.3.2 Sports Presentation
Objectives
For the LOC to understand what personnel, equipment and spaces are required for Sports Presentation. Sports
Presentation (SPP) is responsible for creating the atmosphere of the event via music, graphics, and
announcers. Since the presentation team has to manage competition progression, they must have an
understanding of archery.
People Required
Duty
• Appoint and train the Show Director on sports presentation.
Venue Manager • Establish plans for sports presentation and source necessary equipment such as AV
system, mics, etc.
• Oversee sports presentation planning under Venue Manager’s instruction.

• Appoint and train announcers ahead of time, 1 native language speaker and 1 English
Show Director speaker.
• Direct music selection during the event.
• Direct video board for sponsorship, graphics, and results announcement.
• Understand archery event processes and be aware of their lines according to the
event schedule.
• Announce the progress of competition such as competition start, finish, spectator
Announcers
services, and results.
• Announce sponsors throughout the competition.
• Use proper terminologies for archery event and understand the rules.
• Install and operate AV and mic system under the Venue Manager and Show Directors
Music & Video
requests.
Operator
• Resolve any issues that may arise.
III. OPERATION 103
Responsible for WAA
Before 12M
6M 4~6 Months before the Event

• Submit for review, plans/sketches of the venue layout for the result steam, sports
presentation, WAA technical area and director of shooting for both the qualification
and final venues
4 Months before the Event

• Submit to the WAA Event Director any plans on local sponsor advertisements, host
city announcements and session warm up/entertainment.
1M 2~4 days before the Event

• Submit all music requests, warm up/session entertainment, announcer script and
local sponsor call outs/advertisements to the Show Director
• Appoint announcer who can speak English and local language
2~3 days before the official practice

• WAA results, sports presentation and director of shooting areas at the qualification
and preliminary elimination range will need to be ready
D-day 1 day before the first day of finals

• WAA technical room/tent with tables, chairs, operational power and internet at the
finals range will need to be ready
• Show director must attend the ceremony
• Prepare SPP operation room at DOS room
III. OPERATION 104
Description
The Sports Presentation team will be positioned with the DOS and consist of 6- 8 people. This area should be
elevated 1 meter (minimum) in height and an unobstructed view of the field of play to see all targets and the
complete length of the shooting line.
Usually, an enclosed tent but the front and side walls should have a window running along the length of each
wall and 80cm high to view out of and protect the equipment inside from sunny and wet weather conditions.
The Sports Presentation Team will be located inside the WAA Technical tent with WAA staff, WAA TV, WAA
Results, Spotters and the DOS, Assistant DOS (25-30 people). The technical tent should have a rear
exit/entrance, be enclosed but the front will have a front window 80cm high and running the entire length of
the tent.
Equipment
Qualification and Elimination Venue Equipment
Item Quantity Provider Description

• With see-through retractable covers/panels to protect the
equipment and allow sports presentation/DOS personnel to
operate during competition, 4m by 4m, for the show
director, announcers, audio operator, director of shooting,
Enclosed tent LOC assistant director of shooting and equipment with a rear
entrance, elevated to a minimum of 1m high.
• The tent should be positioned on the main field of play to
have an unobstructed view of the entire shooting line and
targets for the competition.
Tables 4 LOC • Measuring roughly 2m long.
Comfortable
• For the show director, announcer(s), audio operator, director
padded 6 LOC
of shooting and assistant director of shooting
chairs
Audio mixer 1 LOC • Minimum 8 Channel
Amplifier 1 LOC
Outdoor
• To be place 45m in front of the shooting line, 2 in the middle
speakers and LOC
and one on either side of the main field of play.
cables
• To display the athlete/team name for each target to be

Display
LOC placed in between the 3m and the shooting line, big enough
boards
to hold an A4 sized paper.
• On stands measuring 150 – 160cm high with cabling and

TV screens 6 LOC power to display the results after every end of shooting to
athletes, coaches, media, and spectators.
• In the sports presentation and Director of Shooting area of

Power LOC
3KW.
III. OPERATION 105

Wired
• 2MB up and download dedicated for sports presentation
Internet LOC
and director of shooting area.
connection
• To allow Member Associations to register the members of

WAREOS WA
their team who are to participate in each WAA event.
Results
Start lists • Of all athletes and teams for all stages of competition.
Manager
Scripts • To explain the A to Z of what is archery, the rules and

and/or LOC competition format used at a level to educate someone
videos who has no knowledge or understanding of archery.
Results Results • For calculation, processing, creating and distribution of

software Manager result reports.
Routine
2 sets Results
clocks and
of 2 Manager
cabling
Timing and
signaling LOC • For DOS
control box
Laptop LOC • With all licensed approved music
National
flags and LOC • According to IOC protocol
Anthems
Headsets LOC • For the announcers
Radios LOC • For the WAA sports presentation team
Shipping LOC • For the WAA sports presentation equipment

III. OPERATION 106
Finals Venue Equipment

• Roughly 2m long and 2 chairs for the Director of Shooting
Table 1 LOC
(DOS) located in the WAA technical area
• Roughly 2m long and 4 chairs for the Show Director,

Table 2 LOC Announcer (s) and Audio Operator located next to the DOS
in the WAA technical tent
Audio Mixer 1 LOC • Minimum 16 Channel
Amplifier 1 LOC
Outdoor
• To be placed 45m in front of the shooting line, 2 in the middle
speakers and 2-4 LOC
and 1 on either side of the main field of play
cables
Wired Mic 2 LOC • For use in the event of wireless microphone failure
AA batteries 24 LOC • For use in wireless headsets
• In the sports presentation and Director of Shooting area of

Power LOC
3KW
Wired • 2MB up and download dedicated for the results team who
Internet LOC will share and distribute with the sports presentation and
connection director of shooting area
• HD-SDI Signal, on BNC connectors. 1920×1080 50i. If there is

BNC a problem with that type of signal, it could be possible to
LOC
connectors provide a SD-SDI Signal (with BNC connectors also), for a
16:9 signal (1024×576, or 720×576 anamorphic)
• The suppliers of the main video screen/wall will need to

LOC provide the necessary cable for the TV production company
to transmit the images to the screen
• For the entire competition. It is vital to note that sport

Score sheets WAA presentation cannot proceed to any Victory Ceremony
without a copy of the printed result for each final
Results Results • For calculation, processing, creating and distribution of

software Manager reports
Timing
routine
2 sets of 2 LOC
clocks and
cabling
Item Quantity LOC • Description

III. OPERATION 107

Scripts • To explain the A to Z of what is archery, the rules and
and/or LOC competition format used at a level to educate someone who
videos has no knowledge or understanding of archery
LED display 3 LOC • To show the athlete/team name and scores for the match
Live edited
WAA • Of the competition to feed the large video wall for spectators
images
Wind and
arrow speed LOC
meter
Radios LOC • For the WAA results and sports presentation team
Telescopes LOC • For the spotters and announcers
Headsets LOC • For the announcers
• For the WAA sports presentation, results, timing and scoring

Shipping LOC
devices
Sports Presentation area specifications recommendation
Qualification and Preliminary Elimination Venue

Sports Presentation will be with the Director of Shooting in a 4M×4M enclosed tent, elevated 1M high. The
entrance should be from the rear and the front and side tent walls should have an 80cm slit to have an
unobstructed view of the entire shooting line and targets on the field of play. For adverse weather conditions
there should also be see-through retractable covers/panels to protect the equipment and sports presentation/
DOS personnel to operate during competition.
Expensive electrical and technical equipment will be installed in the results area, sports presentation and DOS
positions and will need to stay in place for 5-6 days. Therefore, reliable security and protective covering will be
required from the LOC.
Protected cable passage to connect the different operational areas (results, DOS, sports presentation, media,
and WAA offices).
Finals Venue
The WAA results team, sports presentation team and director of shooting will be located with WAA TV in the
WAA technical tent measuring 6M×12M. The tent should have flooring, one rear entrance and air conditioning
or heating to be supplied according to the location of the event. The tent/structure will be enclosed but the
sides facing the targets and shooting athletes should have a viewing slit the whole length of the tent and
between 60-70cm high to view all of the finals range. There should also be see through/transparent covering
or glass to use during bad weather conditions to protect electrical equipment as well as having an
uninterrupted view of the finals range.
III. OPERATION 108
Recommendation
Make sure that all national anthems are up-to-date. Also, it is vital that there are thorough checks to ensure the
results and victory ceremony scripts are correct. The LOC is required to provide the license to be able to play
music in public places/events.
Ensure to set up and test the PA and audio system and perform regular daily tests before each competition
session.
WAA may have some videos and scripts to illustrate and explain the sport of archery, the competition format
and scoring system before the session or a highlights video showing what has happened so far in the
competition.
To advise announcers, the below list indicates what announcers can do during and archery event:
Can Cannot
• Give an introduction to athletes, their major • Influence the match by providing coaching, such
achievements, previous meetings between the as where to aim, counting down the time
athletes. remaining to shoot.
• Immediately call out arrow values as soon as the • Give comment or an opinion on any current or
arrow has hit the target, even while the other historical ITO actions unless explicitly instructed to
athlete is shooting. do so.
• Call out, enthusiastically 10, 10, 10 when an athlete • Use terms that may offend or insult an athlete or
shoots 3 consecutive 10s. official.
• State the arrow value score required to tie or win a • Degrade the performance of an athlete of team.
set/match during shooting. • Make political statements.
• Announce the winner of the match if it is clearly • Use bad language.
decided before the last arrow is shot e.g., the • Announce during the playing of a national anthem.
opponent would need 13 points on the last • Make any announcements that are the domain of
remaining arrow to tie the match. the DOS unless explicitly instructed to do so.
• Point out any on-field issues which may affect the • Be rude to spectators.
professional and/or safe flow of an event to the • Speak about his/her own sporting achievements,
Show Director (not the DOS or any other member especially in the sport of Archery.
of the WAA Team). • Be too familiar with any athlete in commentary.
• Attend the Team Managers Meeting. • Show preferential treatment to any one athlete
• Unload/Pack up his/her own equipment at the over another.
beginning/end of each day’s competition. • Promote any product or sponsor over another.
• Make results announcements off any electronic • Take directions from anyone (Official or Unofficial)
equipment once it has been verified by the Results other than the Show Director and should always
Team. refer enquiries to the Show Director.
• Advise anyone asking questions regarding Sport • Do any media interviews before clearing this with
Presentation to speak to the Show Director. the Show Director.
• To advise announcers, the below list indicates
what announcers cannot do during and archery
event:
III. OPERATION 109
Can Cannot
• Comment on the performance of any other
member of the team in a derogatory or
condescending manner.
• Attempt to perform the duties of the DOS or get
involved in any judging matters which should be
handled by the Judges Team.
• Speak on the radio as all lines of communication
between WAA and Sport Presentation should be
maintained through the Show Director for clarity.
Checklist
▶ Have the necessary spaces and equipment been provided for the sports presentation team?
▶ Has the LOC submitted the venue plans, both the qualification and finals venue, to WAA for review to
illustrate the location of personnel, equipment, speakers, and power sources for the sports presentation
team?
▶ Does the sports presentation team have the LOC’s organizational structure, listing names, contact
numbers, position/areas of responsibilities, competition schedule and emergency numbers?
▶ Has the LOC appointed an experienced Director of Shooting to operate the shooting signal and timing
devices? Has this appointed person met with the WAA Show
▶ Director to discuss operations for the event?
▶ Is there sufficient and secure storage for the arrival and departure shipments of the WAA equipment?
▶ Have the head of victory ceremonies met and discussed with the Show Director the procedure to be used
in the Victory Ceremony?
▶ Are the protocol messages and procedures for emergency situations, such as medical incidents and fire/
bomb evacuations etc. set up?
▶ Has there been a daily brief and debrief meeting scheduled between the sports presentation team, TV
Producer/ Floor Manager, Chair of Judges, DoS and Athlete Marshal to discuss and review the production
for this finals?
III. OPERATION 110
4.4 Contingency plan
Objective
In case of a natural disaster or unusual events such as COVID-19, emergency measures should be prepared.
People Required
Duty
• Work with the Sports Manager to decide the best exits for evacuation, indicate on
the venue plans and inform all stakeholders.
Venue Manager
• Work with Event Manager, Venue Manager, Technical Delegate, and WAA Event
Director to collectively decide to announce venue evacuation when necessary
• Work with the Venue Manager to decide the best exits for evacuation, indicate on
Sports Manager the venue plans and inform all stakeholders.
• Collectively decide to announce venue evacuation when necessary
Event Director,
(WAA) Event • Collectively decide to announce venue evacuation when necessary
Director/ Technical
Delegate
III. OPERATION 111
Responsible for WAA
Before 18M
12M • Predict and prepare for pandemic, endemic diseases, regional, and seasonal natural
disasters.
• Create protocols for officially declared diseases, or disasters.
― If necessary, submit plans to the WAA.
6M • Document any possible emergencies to the invitation package.

• If necessary, request proof of vaccination or on-site testing.
1~6M • Update all participants.

• Share findings during team captain’s meeting.
D-day
III. OPERATION 112
Description
Types of risk planning
• In case of a storm or gust of wind, the delay or cancellation of the match should be
Natural disasters
considered in order to protect the players.
• Diagnosis of COVID-19 is carried out based on the country's policy. Its scope
includes all group facility use rules, including arrival/departure. In case of an
emergency, you should have a self-diagnostic kit ready. In addition, to prevent the
COVID-19 spread or spread of COVID-19, quarantine facilities and transfers of infected
persons should be prepared.
• For safety, a 2m between players must be maintained within the stadium. Each
person in the transfer bus should be seated and wear a mask.
• An event is considered delayed if it does not start at the scheduled start time or is
Delay
interrupted after the schedule starts.
• An event is considered postponed when it cannot be completed within the

Postponement schedule session (or an extended session) and is rescheduled to another session on
the same day or another day.
• An event is considered canceled when it is delayed or postponed and cannot be

Cancellation
restarted or rescheduled.
Decision making process

The decision to delay, postpone or cancel an archery session at a WAA event will be made between the
Technical Delegate, WAA and LOC Event Director to inform the different members of the team as required.
The decision to start or continue a delayed session will be made between the Technical Delegate, WAA and
Local Organizing Committee Event Director and it is for them to inform the different members of the team as
required.
Rescheduling Options
If the competition is delayed, it will be resumed as soon as “normal” conditions can be re-established. Minor
delays, e.g. due to injury to an athlete, or equipment failure can normally be accommodated within the
competition schedule.
If the competition is postponed, it will have a dramatic impact on the archery competition schedule. This
session should be extended, and a postponement should be avoided at all costs. Postponements are quite
rare in archery. Rain, storms, lightning, or fog may cause delay or postponement of the competition schedule.
Once shooting has started, it will continue in rainy and windy conditions depending on the intensity, safety, and
visibility.
III. OPERATION 113
Scenarios
Leading up to the event it is wise for LOC to have all their heads of departments together and run through
some theoretical scenarios that could happen during the event, such as:
• Venue evacuation due to fire or bomb threats
• Transportation break down or delay
• Delays incurred as a result of seriously ill or injured athlete, official or coach requiring urgent medical
attention and transportation to hospital
• Field of play incursion by a spectator
• Adverse weather conditions
For each scenario, consider the following:

• Steps to be taken and by whom
• Persons to be consulted
• People Required/department
• Assistant People Required/department
Risk Assessment
To ensure the event and everyone attending the event are safe and the wellbeing of personnel is considered,
organizers should conduct a risk assessment before the event:
• Check if there are any current local legislation in how venue (s) are set up and operated
• Review the venue (s) being used for the event to identify what hazards or potential hazards there are to
personnel throughout the build, competition use and disassembly
• Who might be harmed and how
• What is already being done to reduce the risk
• What further action is needed to reduce the risk
• Actions to prevent risk are to be completed by whom
• Actions to prevent risk are done by when
• Date actions are completed by
Evacuation Procedures
• Establish reasons for venue evacuation such as, fire, severe winds, flooding, lightning storms, terrorist
attack or anything that endangers lives.
• Venue Manager and Sports Manager should decide the best exits for evacuation, indicate on the venue
plans and inform all stakeholders with these evacuation maps.
• Event Manager/Director, Venue Manager, Technical Delegate/WAA Event Director should decide
collectively to announce venue evacuation.
• Create a subtle and controlled protocol in how to raise the alarm without causing panic.
• Appoint LOC members to be responsible for evacuating all stakeholders from their area in a safe and
orderly manner through the nearest exit.
• Create safe meeting points away from the venue for all stakeholders to meet after evacuating the venue to
assess if any persons are still missing.
• Ensure ALL fire exits are clearly marked, unlocked, unobstructed and are functional daily.
III. OPERATION 114
Checklist
▶ Is a contingency plan established for all possible risks, such as natural disasters, delay and etc.?
▶ Are all the staff aware of their roles during each possible risk?
III. OPERATION 115
5. CEREMONIES
Purpose
The ceremony is where the theme of the event, and the culture of the host country can be promoted.
Ceremonies can showcase the host country’s uniqueness through choreographed show with a central
theme, atmosphere, and decorations. On request, the WAA can provide assistance with preparation.
People Required
Working Group for ceremony
Venue Manager Service Manager Sports Manager
Marshal for athletes

Show Director
(Ushers)
Bearers Marshal for VIP

Floor Staff
For medals & gifts (Ushers)
III. OPERATION 116
Duty
• Establish plans, prepare for the ceremony, and streamline communication between
working groups
Venue Manager
• Submit plans and list of award presenters to the WAA
• Hire a short-term show director to operate finals and award ceremony
• 2 days before the ceremony, conduct rehearsal
• Establish plans, prepare for the ceremony, and streamline communication between
working groups
• Submit plans and list of award presenters to the WAA
Show Director
• Hire a short-term show director to operate finals and award ceremony
• 2 days before the ceremony, conduct rehearsal
• Appoint 1 LOC Floor staff to manage walk outs for award winners and presenters
• Include ceremony in the finals schedule for planning, and share with working group
Sports Manager • After the final match, share list of award winners with the Venue Manager
• Inform and train athletes about the procession directions and routes for the ceremony
• Notify the award winners to be at the call room 5 minutes before the ceremony
Service • Inform the award winners about the route and their role for the ceremony
Manager • Work with the Venue Manager to finalize LOC’s award presenters and submit the list
of presenters to the WAA 1 day before the ceremony
• Conduct group photoshoot via LOC appointed photographer after the ceremony
Communication
• Work together with the broadcasting company to live stream the ceremony
& Marketing
• After the ceremony, conduct interviews with the athletes at the mixed zone
Manager
• Prepare FoP accreditation for media personnel for the ceremony
• Appoint and train 5-6 people to assist ceremony operation (3 bearers and 3 ushers)
• The bearers will transport the medals and mementos in a tray
Assistants &
• The ushers will guide the athletes and presenters for entrance and exit
Marshal
• Entire assistants must attend the rehearsal to be fully aware of their roles and routes
used for the ceremony
III. OPERATION 117
Responsible for WAA
Before 12M

• Venue, plans/sketches of the venue layout for the results team, sports presentation,
WAA technical area and the location of the VIPs and podium at the final’s venue.

• Submit the ideas of the victory ceremony performance and awards to WAA
• WAA to review, suggest modifications and approve the ideas
1M • Award Ceremony medals and equipment to have been purchased and delivered
1 day before the Event

• Submit all the potential local VIP names, positions, titles, and phonetic
pronunciations to WAA that the LOC would like to present in the victory ceremonies
• VIP area clean, tidy, operational, and ready for the event
• Award Ceremony rehearsals to have been discussed and performed
D-day 1 hour before the first scheduled ceremony

• Award Ceremony equipment, and staff should be ready for the ceremony
30 minutes before the first scheduled ceremony

• Flag poles, flags, lectern, anthems, oaths, WAA, WA, LOC VIP, athletes, and officials
ready to perform the event opening.
Immediately after the last match has finished

• Award Ceremony presenters and athletes to be at the field of play entrance ready to
march out for the award ceremony
Within 4 minutes after final match

• Award ceremony begins
III. OPERATION 118
5.1 Award Ceremony Operations
Objective
The Awards Ceremony is one of the most important parts of the event as it celebrates the winner and
motivates the rest of the athletes. For Local Organizing Committees to provide correct medal ceremonies to
ensure smooth operation and enhance the image of archery. Responsible for coordinating the victory
ceremonies ensuring respect and protocol is adhered to in the raising of the national flags and playing of
national anthems making the athletes’ achievement extremely special.
Fundamental principles of the award ceremony

• Podium may stay in place throughout the whole final event days or may be put in place shortly before the
start of the ceremonies.
• Medal presenters will be decided by LOC and WAA. Final decision is made by the WAA.
• A dignitary person may deliver flowers or a small gift to the medalists.
• All the awards, trays, cushions, and ceremony bearers be ready, by the main field of play entrance, no later
than 1 hour before the medal ceremony.
• All Award ceremonies (Recurve, Compound) will take place at the end of the event days shortly after the
end of the last game. Each award ceremony could be conducted between the events accordingly to
medal matches depending on media or LOC conditions.
• The award ceremonies shall start within 10 minutes after the conclusion of the last game.
• Medals are made by the LOC, but the design should be submitted to the WAA.
• The order of ceremony is bronze, silver and gold.
• The ceremonies also include the national anthem and flag raising. Flag raising can be replaced with a
digital screen.
Award Ceremony Event Procedure

• Venue manager has to make sure that all the hostess (or bearers), flag risers and dignitary persons, the
WAA Representative and the athletes are in the award ceremony area and ready. The WAA Event Director
will assist and help.
• Sports manager and Service manager from LOC will arrange the award ceremony procession for athlete,
hostess, dignitary persons to fulfill the ceremony smoothly.
The correct lineup is as follows:

• The parade of award ceremonies is marched in one line in the same order as b. The award ceremony
procession will walk out in single file in the following order:
⑪ ⑩ ⑨ ⑧ ⑦ ⑥ ⑤ ④ ③ ② ①
Bronze Silver Gold
VIP VIP VIP Athlete Silver Gold Bronze Athlete Medal Medal Medal
(Gift) (Medal) Usher Usher Athlete Athlete Athlete Usher Beater Beater Beater
III. OPERATION 119
Gold Athlete
Silver Athlete Bronze Athlete
Athlete Usher 2 Athlete Usher 1

1
2 3
VIP Usher Bronze medal one
& mascot one bearer
VIP 1
Silver medal one
VIP 2 & mascot one bearer
Gold medal one

& mascot one bearer
Gold Silver Bronze Usher

& VIP
Athlete Athlete Athlete bearer
• The WAA Show Director will play the award ceremony music and give the cue to the Athlete Marshal, via
radio communication, and the Athlete Marshal will instruct the first award bearer to start marching.
• Award bearers will lead the procession, walk behind the podium and stop at a 45 degree angle to the side
of the podium while the athletes stand behind their respective placing. Please refer to the following pages
below this section for the illustrations of the formation used for each victory ceremony.
• The announcer will announce the category being awarded, introduce the VIP presenters, and what the
presenters will be presenting.
• Athletes will be awarded in reverse order, 3rd, 2nd and then 1st.
• Once the announcer has finished announcing the 3rd position the VIP Usher should guide the VIP presenter
to the position to be awarded. At the same time the bearer with the medals will walk to meet the VIP
Presenter to give the award
• Having awarded the medal, the medal bearer and VIP Presenter should return to their original position. At
the same time, the second VIP Presenter and the flower/mascot bearer will walk to the position to be
awarded to present their awards. Upon completion, return to their original positions for the next athlete to
be announced. This process will repeat for the 2nd and 1st positions.
i.1. F
or the team ceremony, VIP Presenters should always present first, the athlete team member standing
on the far left of the team (as they face the team).
i.2. F or the mixed team ceremony, the VIP Presenter should always award the female member of the team
first, followed by the male member of the team.
III. OPERATION 120
• Once all positions and awards have been presented, the announcer will ask everyone to stand for the flag
raising and national anthem of the winner.
• All members of the award ceremony should face the flagpole or large video screen to observe and respect
the raising of the flags and anthem of the winning athletes.
• Once the national anthem of the winner has finished, winning athletes remain on the podium for
photographs and the athlete ushers remain in position to escort the athletes off the main field of play once
the photography session is completed.
• At the same time, all the Award Bearers, VIP Usher and VIP presenters should walk back to the victory
ceremony assembly area to prepare for the next award ceremony. Award Bearers should walk behind the
podium and not in front as it will block the view of the photographers and TV.
Any further details, changes or amendments in the procedures will be decided by the WAA Event Coordinator
and communicated in due time.
Equipment List

Gold, silver,
bronze 3 level
Podium look and signage be considered
Podium 1 set (approx. 2 LOC
by event’s branding concept
meter × 1
meter)
M/W team medals, Mixed team medals,

For each Gold, silver,
Medals LOC Individual medals for Recurve and
category bronze
compound
Flowers or For each Gold, silver,

LOC Can be replaced with a small memento
Gifts category bronze
For medals
Trays 3 and LOC
memento
For placing
Desk 1 LOC
awards
Of the award LOC or Each

Flags receiver’s member Can be replaced with a digital screen
country association
III. OPERATION 121
Reference
III. OPERATION 122
Checklist
▶ Has the head of victory ceremonies met and discussed with the Show Director the procedure to be used
in the Victory Ceremony?
▶ Will the athlete marshals and victory ceremony coordinator ensure that no athlete, official, bearer, award
presenter or performer marches out in the victory ceremony with their accreditation or radio?
▶ Is there a victory ceremony announcers’ script and is it required to have the victory ceremony
announcements in both English and the native language?
▶ Has a debrief meeting been scheduled after the first set of victory ceremonies between the sports
presentation team, TV Producer/Floor Manager, Ceremonies Coordinator and Athlete Marshal to discuss
and review the victory ceremony production?
▶ Has it been established with WAA and TV production where the accredited photographers and press can
be located for the victory ceremony?
▶ Can a temporary barrier be put in place to prevent photographers encroaching?
▶ Has the World Archery Asia Event Director, Show Director and TV Producer been informed to schedule
this in their calendar?
▶ Does the LOC wish to have some of their selected VIPs and local authority guests to present awards at
the victory ceremony and has this been discussed with WAA?
▶ Did the WAA confirm the attendance of the VIPs, and local authority guests invited by the LOC?
▶ Is the entire planning and preparation of the ceremony reviewed by the WAA?
▶ Is broadcasting and photographer zone established?

III. OPERATION 123
5.2 Rehearsal
Objective
Award ceremony rehearsal has to be done on the evening before the final event with the involvement of TV
broadcasting team, Announcers, DJ, volunteers, bearers and sports production team. Also, it is vital to have
the same bearers, trays, etc. that will actually be used in the awards ceremony.
The rehearsal must take place before the final. The WAA strongly recommends that it be held in the afternoon,
1 day before the finals. It must also be conducted under the participation of the WAA Coordinator.
The WAA Event Coordinator will organize a coordination meeting and an official rehearsal with all individuals
involved in the ceremony (Officials, Announcer, medal presenter, TV host broadcaster and volunteers).
III. OPERATION 124
5.3 Others
Description
The opening and closing ceremonies are not necessary. If the host decides to have the ceremony, submit a
plan to the WAA for discussion.
Opening
Please check out the ceremony that you have a
Closing
plan
Both
1. Describe the concept of Opening Ceremony
• Theme:
• Plan (Symbolic color, Date, etc.):

III. OPERATION 125
2. Describe the concept of Closing Ceremony
• Theme:
• Plan (Symbolic color, Date, etc.):
Is there a closing party/banquet foreseen? Yes No

III. OPERATION 126
6. EVENT SERVICES
Purpose
For the LOC to understand and arrange necessary services for athletes, and spectators.
People Required
Service & finances Working Group Chart
Service and Finance

Sports Manager
Manager
Accommodation Transportation Catering Hospitality & Protocol Spectators Service

Assistant Manager Assistant Manager Assistant Manager Assistant Manager Assistant Manager
Marketing and
Promotional
Assistant Manager
Venue General
Assistant Manager
Archery Specialist
Volunteers
Duty
• Oversee accommodation, transport, catering, hospitality & protocol, spectators

service.
• Work with other assistant managers to manage all financial matters regarding event
Service and services such as contracting, negotiating and operation.
Finance Manager • Streamline communication with other managers for smooth operation.
• If necessary, arrange transportation and accommodation with an external company.
• Check Ianseo for each team’s reservation status.
• Aid with Visa related issues.
• Work with Service and Finance Manger to review the plans for each
Sports Manager
• event services and finalize plans with event schedule in mind.
III. OPERATION 127
Responsible for WAA
Before 12M • Inform the WAA about overall plans for accommodation, catering, transportation
and spectator services
• When arranging accommodation, also arrange catering service within the hotel
• Decided Ticketing and promotional activities
• Optimize on food and drink sponsorship or value in kind (VIK) services for the event
after the event has been awarded.
6M-9M • The events Invitation Package informing and inviting member associations to the
event should be published with information regarding accommodation,
transportation, catering, and spectator services
• Establish the menus for the event and share with WAA for review
• Seating and pricing plan should be ready for review by WAA
3M • By using preliminary entries submitted on the WAREOS identify demand for

accommodation, catering, transportation and spectator services
3M • By using final entries submitted on the WAREOS, finalize arranging accommodation,

catering, transportation and spectator services
• Install necessary signages for accommodation, catering, transportation and
spectator services
• Update invitation package with airport pick up information
D-day
III. OPERATION 128
6.1 Accommodation
Objective
Accommodation standards set the first and last impressions people have regarding an event. Host city should
ensure that suitable accommodation is offered to all stakeholders according to their needs and budget
requirements for a comfortable stay during the event. Strongly advise all participants to stay at the LOC official
hotel for the ease of athlete management, safety, and communication.
People Required
Some local organizing committees may wish to recruit an external company that already has an established
network with the local hotels to manage the negotiations, contracts, and accommodation services for the
event. Whether the accommodation manager is from the local organizing committee or an external company
they should work in collaboration with the Service & Finance Manager to respect budgets.
Duty
• Excellent relationships with local hotels, manages the negotiations, contracts,

reservations, and accommodation operations for the event.
• Once the event has been awarded by WAA, secure the rooms, services and meal
provision needed for clients and firm up agreements/contracts.
Accommodat
ion Assistant • Discuss with local government event departments and local tourist boards if they would
Manager be able to suggest hotels and offer assistance in negotiation.
• Investigate any sponsorship opportunities for the event with hotel chains.
• During the event ensure smooth operation such as check in, meal services, event
information desks and resolve any issues as they arise.
• Streamline communication with other managers for smooth operation.
• Manage and oversee hotel relationship building, negotiate room rates/services,

1 Person establish contracts, reservations, and overall operations for event accommodation.
• This person should ideally, have previous experience in managing hotel contracts,
reservations and have good connections with the local hotels and tourism office.
Tourism • If using an external organization/person, the management fee for this external service
Office will also need careful analysis.
• Speaks English, to be based at an information desk in the hotel lobby to handle or

1 Volunteer escalate to the accommodation manager any problems that may arise between the
hotel and event personnel.
• Ideally, it would be preferable to have someone from the LOC to observe the operations
1 Person of the catering area during mealtimes at hotels to ensure smooth operation. Should
(Optional) there be any difficulties the observer will be able to provide immediate feedback for
immediate action to resolve any issues.
III. OPERATION 129
Responsible for WAA
Before 12M • Establish the dates that are required, estimation of rooms, room types, hotel services,
room rates and contracts with the hotels for the event.
• Inspect the hotel, see in section list at the end of this section.
• Inform the WAA about the current state of accommodation agreements and or
contracts.
• Inform the WAA about the details of the accommodation including payment plans.
• WAA to review, suggest modifications and approve the details
9M 6-9 months prior to official practice

• The events Invitation Package informing and inviting member associations to the
event should be published with the accommodation options, prices, and photos.
3M • Preliminary entries will be received from participating teams where provisional

entries and accommodation demands will be submitted
1M 20 days prior to official practice

• Final entries and accommodation requirements will be confirmed
D-day
III. OPERATION 130
Description
Accommodation area specifications/recommendations

Before bidding for the event, visit and evaluate what hotels and accommodation establishments would be
ideal. Give hotels a brief of the event such as:
• Event type
• Dates
• Number of nights
• Number of pax (singles, doubles, triples)
• Room types, single, double, triples or (junior) suite
• Event program
• Additional hotel services required
• Rates: (best offer, with or without commission, VAT)
• Deadline for hotels to respond with their tender
• Large drop off zone outside the hotel entrance sufficient for a large 56 seat coach/bus when dropping off
or collecting event personnel for airport transfers.
• Event welcoming/information desk to be visibly located in each of the hotel lobbies for event personnel to
collect information and ask questions.
• Hotel and rooms to be air conditioned or heated according to the environment of the event
• Enough tables and chairs spaced out according to the amount of event personnel staying at the hotel.
• As most archery event personnel tend to eat all together to match the competition schedule it is advisable
to separate food distribution, there should be standalone islands (serving stations) for drinks, salad bar and
fruit or desserts to increase access and avoid queuing. There should also be a station for disposal of
rubbish, dirty plates and cutlery or hotel staff will need to be warned to clear tables more frequently.
• Designated and secure area for event participants to put their bags/bows while they eat at the hotel
restaurant to avoid having them lying around the restaurant area/entrance or on the tables and chairs
while people dine.
• Ensure there are wide doors and ramps for disabled access.
• Storage for event personnel to leave their suitcases and any bow cases securely for those arriving before
hotel check in times or who have checked out and have some time before their departure airport transfer.
III. OPERATION 131
Information Desk
Equipment list

Table 1 To construct a welcoming information desk in
Chairs 2 each hotel lobby.
This will allow event participants to see
results, bulletins, departure information, ask
Notice
1 questions, gain information on the
board
hotel and local area activities/attractions
For each
For accommodation and catering
Mobile Information
managers to keep in contact with persons
phone desk at the
operating the information desks
hotels
With internet For the information desk to receive and

Laptop 1
connection print the latest results and information bulletins
to display or make any research
Printer 1 to assist event participants staying at the hotel
To inform what the meals are and what

Clear ingredients they contain for stakeholders
In English
labels to make their informed choice at hotel
buffets
Reference
III. OPERATION 132
Checklist
▶ Has an individual been appointed to liaise with each hotel or accommodation facility throughout the
event and resolve any issues as they arise?
▶ Are the room rates for all room types and services and cancellation fees and deadline dates sent to WAA
and listed in the invitation package?
▶ Has it been made clear to the hotel they are not to accept direct bookings from event
personnel/participants but to book using the proper process through the local organizer?
▶ Have WAA sent what quantity/type of rooms, how many nights and the arrival information for their
delegation?
▶ Have the correct types of rooms been booked for WAA delegation, for example, a junior suite for the
President, single rooms with full board for officials and other staff/guests?
▶ Have measurements of the hotel corridors, elevators, doors, and passageways in the room been
collected for those wheelchair users to establish if their wheelchair will fit in these spaces. Have these
measurements been published in the invitation package for those athletes wishing to participate in the
World Para Archery championships?
▶ Do mealtimes fit around the start and finish times of the competition schedule and is there sufficient time
for people to travel, have lunch and return to the competition venue in time?
▶ Has there been enough food estimated for the amount of people at mealtimes and is there an extra
percentage included for those unexpected diners?
▶ Have the menus been reviewed by WAA?

III. OPERATION 133
6.2 Transportation
Objective
The LOC will need to have excellent planning and time management skills to produce an effective transport
schedule and manage the deployment of a range of vehicles. The LOC must cater for the needs and
requirements of transporting accredited people and event equipment, without hindrance, between venues
before, during and after the event and the ability to respond to ad hoc requests that may arise.
People Required
Some local organizing committees may wish to recruit an external company that already has a fleet of
vehicles, drivers, and experience to provide a sufficient transport service according to the needs of the event.
Whether the transport assistant manager is from the LOC or an external company they should work in
collaboration with the Sport Manager, Event Manager/Director, and Finance Manager to keep within budgets.
Duty
• Recruit a collection of vehicles and drivers, create and coordinate transport
schedules to provide transport services for the event.
• Once the event has been awarded by WAA, the amount of accommodation options
for the event will be known to then establish distance and journey times.
Transportation • During the event ensure smooth operation with drivers, hotel event information desks
Assistant and resolve any issues as they arise.
Manager • Work with the accommodation manager to establish access routes, drop off and pick
up locations at hotels and the sport manager to adjust services to the competition
schedule.
• Work with other managers to manage all financial matters regarding event services
such as contracting, negotiating and operation.
• Review the transport schedules proposed by the Transport Manager to ensure the
Sport manager correct people are being transported at the correct times and destinations when
needed.
• Meet and greet event personnel at each airport and terminal as event personnel
2 Volunteers/
arrive at the arrival’s hall.
Committee
• Communicate with bus drivers to request for standby.
Representatives
• Update status to the Transportation Manager.
• Speaks English, to be based at an information desk in each of the hotel lobbies to

1 Volunteer handle drop off and collections, report or escalate to the transport manager any
problems that may arise with transportation at the hotel collection point.
• Speaks English, to be based at each of the competition and practice venues to

1 Volunteer handle drop off and collections, report or escalate to the transport manager any
problems that may arise.
Qualified,
• Match the vehicles to be driven with knowledge of the location of the event.
insured drivers
2 Qualified, • With knowledge of the area to drive the cars of the World Archery President and
insured drivers World Archery General Secretary during their stay at the event.
III. OPERATION 134
Responsible for WAA
Before 12M • Plan and arrange transportation for the venue, accommodation, and airport.
• Confirm with the WAA, overall plans for transportation
9M 6-9 months prior toofficial practice

• The events Invitation Package informing and inviting member associations to the
event should be published
3M • Preliminary entries will be received, via WAREOS from participating teams where
provisional entries and transportation capacity will be identified.
1M • Establish plans for shuttles between the venue and accommodation.

• Confirm with the WAA, detailed plans for transportation
Before Within 2 weeks of event

in 1M • Install transportation Signage
• Update invitation package with airport pick up information
20 days prior to officialpractice

• Using final entries in WAREOS, complete shuttle arrangement between hotel and
venue
• All arrival and departure details (flight information) for everyone attending the event
should have been collected and transport arrangements finalized.

• Operate information desk and post any schedule changes
• Dispatch airport drop off for participants
III. OPERATION 135
Description
Discuss with local government event departments and local tourist boards if they would be able to suggest
transportation/bus companies and offer assistance in negotiation.
• Investigate any sponsorship opportunities for the event with transportation companies.
• Once the event has been awarded by WAA, the amount of accommodation options for the event will be
known to then establish distance and journey times.
• When evaluating transportation companies, the following information:
― Event description
― Dates of operation
― Number of hotels, competition/practice venues and airports
― Number of people
― Transport vehicles, cars, minibuses/people carriers and 53 seat coaches/buses
― Competition Schedule
― Additional services required, e.g., disabled passengers
― Rates: (best offer, with or without commission, VAT)
― Deadline for hotels to respond with their tender
Equipment

Estimated 53 seats
To transport athlete,
Coaches/ team managers, coaches,
luxury buses 2-3 at minimum and athlete equipment LOC
with drivers (bow, arrows, and bags) between
hotel and competition/practice
venues
Per Dispatch according to

Car or Minibus participating participating LOC
country teams’ itinerary
With a driver
Minibus 2 A minimum 16 seats LOC
For Technical officials
With a driver
Car or Minibus 1 LOC
For WAA Secretariat
Meet and At the airport,

1 LOC
greet signs easily visible to participants
III. OPERATION 136

Meet and
1 At the hotel LOC
greet signs
Table 1 LOC/hotel
Chair 2 LOC/hotel
Timetable for the daily shuttles

Notice board 1-2 and airport drop offs LOC/hotel
Mounted on athlete
Signage
2-3 transportation LOC
(or decal)
For each information desk at the

Radio or
1-2 hotels and competition/practice LOC
mobile phone
venue
Reference
III. OPERATION 137
Checklist
▶ Are the competition and practice dates for the event confirmed and agreed with World Archery?
▶ Has a central transport office been set up with a list of contacts and information packs to give to all
drivers and information desks containing maps, outlining whom to contact for what issue, what to do in
certain issues such as, breakdowns, road accidents and missing passengers?
▶ Do the drivers have the correct qualifications, insurance and are familiar with all the routes to be used in
the area for the event? For those drivers that are not familiar with the area, will there be a rehearsal or
training for drivers to be familiar with all the routes and drop off/pick up points?
▶ Are transport services familiar in transporting archery personnel, their equipment, and people with
impairment/disabilities?
▶ Has a main transport contact number been put in Team Managers Booklet and on all notice/information
boards situated in the hotel lobbies and venue for event personnel to contact should there be any
difficulties?
Will the following minimum standards be met:
▶ Airport transfers, local transportation (between official accommodation and venues) for all accredited
event personnel residing at official hotels
▶ Athlete, coaches, team managers and their sports equipment to arrive no later than 45 minutes before
the start of competition/sessions
▶ A maximum of 1 hour between successive transportation runs between official accommodation and
competition venues
▶ That the transport schedule reflects that of the competition and practice schedules
III. OPERATION 138
6.3 Catering
Objective
To ensure that all stakeholders gain fast and easy access to a variety of hygienically prepared, quality,
nutritional food.
People Required
• The manager/director of the LOC may recruit an external catering company to provide catering services at
the event venue.
Duty
• Manage and oversee the cleaning, catering, and waste control services for the event
• Once the event has been awarded by WAA, secure the meal provision with the official
event hotels and/or catering company, should lunch be served at the venue
Catering
• Menu should be continental, with vegetarian and halal menus if necessary
Assistant
• Check for any allergy inducing ingredients ahead of time
Manager
• For an event with 350 personnel upwards and should lunch be served at the venue, 1 head
chef, 4 to 6 people to serve food at the serving points and 1 or 2 people to clear the tables
for the next sitting
• Ideally, it would be preferable to have someone from the LOC to observe the operations of
1 Person the catering area during mealtime at both the venue and hotels to ensure smooth
(Optional) operation. Should there be any difficulties the observer will be able to provide immediate
feedback for immediate action to resolve any issues
• Manage operations such as, serving drinks, laying out food and maintaining the area’s
1~2 People
tidiness at the VIP area
III. OPERATION 139
Responsible for WAA
Before 18M • Optimize on food and drink sponsorship or value in kind (VIK) services for the event
after the event has been awarded.
12M • When arranging accommodation, also arrange catering service within the hotel.
• Negotiate price and menu, continental buffet is preferable.
• Catering should be provided in the hotel restaurant.
• Depending on the distance between the venue and hotels, consider providing lunch
boxes at the venue.
6M Less than 4 months prior to the event

• Establish the menus for the event and share with WAA for review
• WAA to approve the menus
• Update the invitation package with the latest information about catering services.
D-day • Provide catering for the event

III. OPERATION 140
Description
Equipment

An existing or
mobile fully
operational • Sufficient to prepare a variety of fresh meals hygienically
catering
facility
• In English, to inform what the meals are and what ingredients they
Clear labels 1
contain for stakeholders to make their informed choice
Posters 1-2
• To indicate the mealtimes and the menu choices for the day
Menu boards 1-2
• Indicating where the catering area(s) is on the venue

Clear signage • Routes to take within the catering area and instructions in the
1-2
/Illustration process of food collection and disposal of the plates, cutlery, and
waste, especially for the environmentally conscious
• Visible and conveniently placed

Dustbins/trash
4-5 • Should be placed in personnel spaces and where food and drinks
/Garbage bins
are served.
Area specifications
• Catering area specifications are recommended to be
― Large enough to cater for the entire participants, in an existing building or can be a tent with flooring that is
level, non-slippery, can be easily cleaned and meets the necessary safety standards.
― Air conditioning or heating according to the environment of the event
― Separate from food distribution, there should be standalone islands (serving stations) for drinks, salad bar and
fruit or deserts to increase access and avoid queuing. There should also be a station for disposal of rubbish,
dirty plates, and cutlery
― Access to toilets and wash basins
― A minimum of 2 access points for easy entrance and exit flows
― Ensure there are wide doors and ramps for disabled access
III. OPERATION 141
Checklist
▶ If using an external catering company, do they have the necessary equipment, experience, and valid
qualifications/accreditations/certifications to satisfy the environmental health regulations?
▶ Is there a control system in place on how the client groups gain access to the catering facilities/services,
such as, using their accreditation, presenting a voucher given by the Local Organizing Committee or will
the diner's name be on a predetermined list?
▶ Are the hotel catering and/or catering company aware of any dietary requirements/limitations such as,
vegetarian; religious; or gluten free diets or allergies to nuts; cheese; cream; to cook with little to no
alcohol and do not serve drinks to athletes with alcohol or caffeine heavy drinks?
▶ Have the menus been reviewed by the WAA?

III. OPERATION 142
Reference
III. OPERATION 143
6.4 Hospitality & Protocol: VIP Lounge, Fleet car, etc.
Objective
The LOC can invite local VIPs from related organizations, sponsors, WAA, or WA executives. For their
convenience, VIP lounge and car with driver should be provided. VIP lounge should be next to the main field of
play with an unobstructed view of the target, performing athletes, video wall and podium.
People Required
Duty
• Aid with immigration and Visa related issues for the VIPs
• Send out invitations when VIP list is finalized Itinerary can be finalized according
Hospitality & Protocol to the event schedule, however, for those that are not related to the operation of
Assistant Manager the event can decide for themselves
• Resolve any issues regarding airline tickets, visa, and any other itinerary related
issues
• Provide food and drinks for the VIP zone

1~2 People
• Maintain cleanliness of VIP zone
Equipment
With a driver for the WAA General

Car 1 LOC
Secretary
Seats (sofa) 10 Comfortable padded lounging chairs LOC
Tables 3 Low knee height and dressed LOC
Mineral
LOC
water
Hot drinks
1 LOC
maker
Drinks &
Tea, coffee, Soda LOC
snacks
III. OPERATION 144
To show live footage of the

TV monitor 1 LOC
competition/results
If temperature over 21 degrees

Fan/AC 1 LOC
centigrade
If temperature under 14 degrees

Heater 1 LOC
centigrade
Rubbish bin 1 To be emptied regularly LOC
Reference
III. OPERATION 145
6.5 Spectator Services (Ticketing)
Objective
Spectator services are required to be in operation at an event before, during and after scheduled competition
to ensure the wellbeing of spectators attending the event, making certain of their safety and positive
experience. Spectator services and ticketing is up to LOC, however, confirm with the WAA ahead of time.
People Required
• The Manager/Director of the LOC and/or the Venue General Manager should recruit and plan with the
head of spectator services the safety and operations for spectators at the event.
Duty
• Design routes, spaces, facilities to cater for all types of spectators in and around
the venue that entertain and provide the necessary information for a positive
Spectator Service
event experience.
Assistant Manager
• Work with LOC and venue manager to implement and supervise the operations
on venue.
Marketing and • Create and execute a successful promotional campaign to advertise the event
Promotions and inform spectators how they are to gain access to the venue e.g., registering
Assistant Manager or purchasing tickets.
• Inform about the competition schedule to establish the quantity of sessions in the
Archery specialist
event and seating designs for a positive spectator experience.
Venue General
• Design and construct the necessary seating capacity for the demand of
Manager and/or
spectators.
Architect
• Manage the ticketing distribution on the event website, or through an external

ticketing promotions company.
• Some people may be required to operate a ticketing booth, on the venue during
the event to manage any ticketing issues and sell any tickets that may be
1~2 People
returned or available on the day.
• Depending on the size of the spectator stands and the quantity of spectators,
there will be a need for a team of several people to advise and guide spectators
to the correct stand and seating area for the ticket they have.
III. OPERATION 146
Responsible for WAA
Before 12M 12 months before the event

• Ticketing and promotional activities should be decided.
8 to 12 months prior
• Establish spectator transport options, routes to/from and inside the venue, spectator
facilities, and service operations.
6M 6 months in advance
• Seating and pricing plan should be ready for review by WAA.
• Ticket pricing is determined by the LOC.
4 to 6 months prior
• Tickets should be on sale.
• Spectator entrance and accessible area should be confined to seating areas only.
If necessary, confirm and arrange with the WAA ahead of time.
1M • The WAA can provide support promotion for spectator services and ticketing when
requested.
D-day • Support and guide spectators visiting the events and ensure safety.
III. OPERATION 147
Description
Recommendation
• Approximately, 5 toilets for every 500 people and provide at least 2 extra accessible toilets for the disabled.
• Areas of shelter for spectators to seek protection from the rain or sun.
• 3m × 6m secure, enclosed space to store baby prams, children pushchairs and walkers on venue that
cannot be taken into the spectator stands.
• Radio communication between spectator services staff.
• Tiered seating, stable, temporary, and adhering to building safety regulations.
• Rear loading, for example spectators enter from the back of the stands to ease disturbance to athletes and
watching spectators. If this is not possible, then access from both sides.
• Roughly 16m–20m apart from each other either side of the main FoP and at a 6-degree angle from the
shooting line and targets (depending on the finals venue being used) to improve sightlines.
• Spectator seats should be fixed plastic chairs and easy to clean/wipe dry.
• The first row should ideally be measuring 1.5m from the ground so that the first row of spectators can see
over the TV cameras, camera operators and photographers.
• Plenty of aisle to allow easy egress and ingress of spectators.
• VIP sections should have a roof to protect against the weather for outdoor events. Seating should be of
higher quality and padded/cushioned.
• Provision of rubbish bins next to the entrances/exits to prevent littering.
• Tickets should ideally be available for each session rather than 1 ticket for all the sessions on that day
• If there is to be a spectator guide, it is recommended to have the following content:
― Event, Event title, Date, Event logo, Venue location
― “Plan your trip” how to get to the venue by public transport, car or walking and time needed
― Venue Map to show venue location, venue entrance/exit routes, disabled access/parking, toilets, public
transport links, merchandise, food and drink, medical areas, information desks, ticket resolution, smoking
areas, baby changing, lost property/lost children and seating blocks
― Archery introduction, history
― Competition schedule/session time
― Athletes competing, athlete biographies
― How to watch archery, e.g., can spectators make noise, when, turn off mobile phones and no flash
photography
― How and when can spectators get to their seat, e.g., pauses between shooting
― Basics about archery, competition format and how to find the local club
― What can/cannot be brought into the venue, such as light pointers, whistles, illegal substances, liquids, and
weapons etc.
― Where and how to dispose of rubbish
― Sponsors logos
― Top tips list 10 of the most important tips to ensure spectators enjoy the event to the maximum e.g., credit
cards are not accepted, arrive 90 mins prior to competition, only small bags will be allowed on venue, bring
an umbrella, sunscreen or sun hat and sunglasses
― Legal terms and conditions (see Organizer agreement)
III. OPERATION 148
Safety Measures
• When constructing a temporary seating, ensure that it is safe and strong enough to handle the weight of
the spectators
• Ensure that all the passages and stairs are safe
• Ensure that all passages are wide enough for a large crowd and install steps with height and width in mind
• Clearly define and establish what a security issue is and what a spectator services issue is. When does, or
at what point does the spectator services role end and a security or police role begins regarding the
handling of spectators.
• Keep weather condition in mind and prepare for the hot and cold
• When necessary, install signages to prevent infectious diseases (For example: Please wear a mask, Keep
distance)
Equipment list
To direct spectators to their seat, entrance/exit

Signage 6 routes and others LOC
Toilets, information desks, merchandise etc.
Barcode To scan the tickets for admission

3 LOC
scanners Barcode is given for each date and session
Number
Category Note
of seats
Total 2,000
VIP 50
Power and
Accredited Media 50 internet
Chairs Seats access
For all LOC
(Seats) Stier
Sponsors 50
allocation
Seating for spectators 1,850
S 350
Tier of
A 750
seating
B 750
III. OPERATION 149
Disabled Have a ratio of disabled seating in accordance

LOC
seating with the local laws
Fencing To direct spectators and show restricted areas

LOC
for safety
Tickets Printed or electronic LOC
Radio or
Communication between spectator services
mobile 5 LOC
team, venue manager and LOC
phone
Rubbish
4 Next to the entrances/exits to prevent littering. LOC
bins
III. OPERATION 150
Checklist
▶ Are the bid commitments/promises being met with the current ticketing strategy?
▶ Are the spectator services team aware they should arrive on venue 2 hours before and not leave until 1 hour
after the competition schedule?
▶ Does the capacity in the venue comply with the local authority safety standards against overcrowding and
enable easy emergency evacuation?
▶ If using an external ticket promotion and distribution company, is there a valid link from the website of the
LOC and World Archery Asia website to their website and does it work?
Does the spectator services team have the local organizing committee’s
▶ Organizational structure
▶ List of names
▶ Contact numbers
▶ Position/areas of responsibilities
▶ Competition schedule
▶ Venue map
Is the ticket promotional plan arranged for the following?
▶ When it will begin
▶ What promotional activities will be used
▶ What is target audience
▶ Pricing strategy
▶ Any discounted rates for early booking

III. OPERATION 151
7. BRANDING, IDENTITY & LOOK

Purpose
To give the field of play and the overall event an individual identity. Also, give the sponsors of WAAand the
LOC ideal locations on the field of play for maximum exposure.
People Required
Branding, Identity & Look Working Group Chart
Venue Manager
BIL Assistant Manager
Duty
• Oversee BIL Manager and share BIL related issues with the WAA ahead
• of time for a review
Venue Manager
• Oversee process of signage installation so that venue set up can be
• completed in accordance with the timeline
• Appointed by the LOC

BIL Assistant • Shall be a professional designer who has experience with sports event branding
Manager • Work with the Venue Manager, WAA, and signage installation company
• Establish plans for BIL according to the WAA branding guide and run operation
III. OPERATION 152
Responsible for WAA
Before 18M • Develop an original look and feel of the LOC brand identity, considering the host city
(history, features, symbols, etc.)
• Contract human resource or company for branding and design work.
• Check and follow the WAA’s manual for BIL
12M • Finish planning for branding and signage (Branding guidebook).

• Submit plans to the WAA/TD.
• For Asia Cup events, WAA will design and provide the logo to the LOC
6M • Create branding booklet and have it approved by the WAA/TD.

• If changes are requested, they should be reflected before the event.
• For Asian championships LOC shall prepare the logo
1~6M • Install look and signage office.
5 days before the event

• Finish construction. (Must consider rain when choosing a material.)
• Establish contingency plans for damaged signage.
D-day
III. OPERATION 153
7.1 Event Identity & Branding
Objective
The BIL Technical Manual provides a directional framework so that the LOC can establish appropriate plans.
For the LOC to develop a unique and consistent brand identity as well as a functional and
successful look of the event.
Description
1) Event Identity Development

Designing and branding the WAA events is a pioneering project which reflects its time and sets high
standards on the national and hosting city’s branding and design scene.
The challenge in achieving a truly successful WAA events brand identity is in creating an identity and
look that will on one hand capture and display of the event.
A solid, unique, and coherent BIL program provides the LOC with the platform from which to create its own
identity and to attract awareness and excitement around the event in the planning and
preparation phases. During the event, the program translates into a strong and powerful look, which is one of
the key ingredients for a successful event experience and celebration.
The BIL works with accommodation, accreditation, venue, airport, and etc.
2) BIL Work Procedure Diagram
Emblem
Core Identity Key Color

Launch
Look of the game

Graphic & Pattern
- Guide Book -
Applications Pictograms
Qualification & None Competition Materials

Final Venus
Practice Venue Venue (AD, Book, Medals, etc)
III. OPERATION 154
3) WAA Branding principle

Put yourself in the place of the sponsor when considering awarding space on the main field of play.
To decide and sell space on the field of play for sponsors to locate their branding, first identify:
The sponsors of WAA and the locational requirements and sizes/format to satisfy existing
sponsorship agreements
• Establish the gold, silver, and bronze sponsors of the LOC according to what level of sponsorship has been
agreed. Normally, there are a maximum of 2 gold and 3 silver sponsors of the LOC and no maximum of
bronze sponsors. Each level of partner/sponsor will receive a different amount of entitlements in regards to
rights to the event; ticketing, hospitality, advertising, promotional activities and communication
involvement
• Establish the prime locations on the field of play with WAA that have high visibility, giving prime areas to
WAA Sponsors, then the gold, silver and bronzes sponsors of the LOC
The event branding assets shall consist of the following elements:

• Arch
• Advertising boards (A boards)
• LED display panels
• Flags
• Walls
• Inflatables
III. OPERATION 155
7.2 Look & Signage
Objective
LOC would prepare all designs of look and Signage and should have a confirmation from WAA. After reviewing
the plan, then LOC install signage at competition venue, non-competition venues and so on following by WAA
event signage list.
Description
WAA Event Signage List

Need to confirm the logo with
Asian Archery Championships
LOC WAA 8 months before the
Logo
Logo 1 event
Asia Cup & Challenge WAA
Athlete Main entrance for

1 LOC
Gate archers with the Arch
Logos be printed
- WAA
Flag 20 - Event Name LOC
- LOC Sponsors
Refer to the WAA’s logo guideline
Back wall be covered by the

signages
- Size(W):14-17m
- Size(H): 4-6m
Back Wall 1 LOC
Centered Event Logo and City

Name Both side WAA logo,
Local Sponsors
The wall be covered by the

signages
- Size(W):14-17m
- Size(H): 4-6m
Safety Wall 1 LOC
Centered Event Logo and City

Name Both side WAA logo,
Local Sponsors
III. OPERATION 156

Logo be placed in the middle of
the FoP with right size of logo
Shooting (Proper viewing)
1 LOC
Platform -Size(W): 10-12m
-Size(D): 7-9m
-Size(H): 0.5-0.8m
-Size(W): 10-12m
Target
2 -Size(D): 7-9m LOC
Platform
-Size(H): 0.5-0.8m
Event logo be printed on middle

Podium 3 LOC
of podium (first place)
Logos be printed
20 -WAA
A-boards LOC
(2*0.9m) -Event Name
-LOC Sponsors
Signages
Around
surrounding Banner, Wall, Tents,
FoP LOC
FoP Spectators Stands, etc.
covered
Covered
Coach &
Event and LOC Sponsors logo
Judge 3 LOC
be printed
Boxed
LED boards will be placed end of

LED system 10m shooting platform facing the LOC
targets
Optional
Video Board be decorated with

Video 1~2 event’s look around the screen
LOC
Board (16:9) Optional for Asia Cup &
Challenge
III. OPERATION 157
7.3 Final Venue
The following illustrations show branding applications on the field of play
***
III. OPERATION 158
Checklist
▶ Has it been decided, who will design the look and feel of the event?
▶ Have the locations of the LOC and WAA sponsors’ branding been reviewed and approved by WAA?
Has the WAA look and feel guidelines been referred to when deciding the location of the following on
the field of play?
▶ WAA sponsors
▶ Host City branding
▶ LOC sponsors
▶ Are there any guidelines and restrictions to the logos of sponsors and how they can be
▶ used? For example, must have a white background, must be in full color rather than a
▶ negative contrast.
▶ Has the sponsor reviewed all drafts of promotional/brand material with their logo such as,
▶ posters, websites, radio, TV advertisements to ensure they are satisfied with the way their
▶ logo, company name etc. is being used in conjunction with the event?
▶ Have sponsorship agreements been met in regards to exposure?
▶ Is there any branding in a location or color that may cause a negative distraction to athletes being able to
perform or block views of coaches, officials, TV production or WAA operational staff to function?
▶ Are all branding items secure to prevent collapsing in bad weather or strong winds
▶ hindering the competition or even injuring someone?

III. OPERATION 159
8. COMMUNICATION
Purpose
For the LOC to understand communicational aspects of the event to effectively promote the event.
Promotion is essential for a successful event, so that the participants and sponsors receive maximum
exposure. The LOC should maintain close communication with the local media companies for smooth
media service operation.
People Required
Communication & Marketing Working Group Chart
Communication &
Marketing Manager
Marketing Press Brodcasting

Assistant Manager Assistant Manager Manager
Duty
• Establish overall communication operation plan.
Communication • Media service, promotion, sponsor management.
& Marketing • Access management related to competition media activities, such as establishing
Manager media access plans, distributing AD cards and VIP operation.
• Performing WRE media obligations, including photo, streaming, interviews, etc.
• Shall be experienced with sports marketing and have communication skills for its
clients etc.
Marketing
• Shall be professional in developing sponsorship programs, advertising
Assistant
properties(products), working in selling the event properties and operating events’
Manager
marketing sectors.
• Work with the Communication & Marketing Manager and Venue Manager.
• Shall be experienced with media environment and have communication skills, etc.
• Shall be professional in writing reports, editing video clips, and managing overall
Press Assistant
media service.
Manager
• Communicating with local and international medias, and others.
• Work with the Communication & marketing manager and Venue Manager.
• Shall someone with experience in broadcasting.

Broadcasting
• Work with local and international broadcasting company for WA-WAA live streaming
Manager
• Share clip feed with WA, and WAA
III. OPERATION 160
Responsible for WAA
Before 12M • As early as possible, identify the desired target audience, establish a promotional
campaign and the methods to be used either by an external company or by the LOC
2M 2 Months before the event

• Media invitations sent and accreditation process clear
• Contact with local/national and relevant press agencies to find distributor for LOC
press content (this includes sports organizations, like NOCs)
• Social media strategy
1M Preferably 3 weeks in advance

• Create press pack for distribution
• Appropriate Reporters identified and trained

• Check From athlete training opening to end of competition
― Press accreditation system in place to welcome, accredit, inform and enforce
photographers’ access and responsibility on site
― Distribution channels - images to local/national agencies (program of press material
distributed - preview and throughout event, daily bulletin plus specific additional)
― Social media presence
― Selling extraordinary stories
― Acting as expert panel for visiting press
2-4 Weeks after the event

• From end of event until minimum one week after
― Post-event publicity (Create bulletins and distribute results to wide range of media)
― Measuring
― Impact of self-published
― Impact of PR and wider mentions
― Impact of social media
• Maximum two weeks after event
― Post-event follow up with press (build contact list)
III. OPERATION 161
8.1 Promotion
Objective
To promote the event to create interest, encourage attendance by spectators, athletes, and media,
generating revenue from ticket sales and merchandise opportunities.
Description
It is necessary to promote LOC’s and WAA’s sponsors if they would like to have their own promotional activities
such as having their promotion booths, online events, etc.
There are no set rules in promotional activities. Establish the best methods to communicate with that target
audience and be creative to be memorable.
You should inform potential participants of the WAA event and when and where they can participate.
Choose potential participants. Identify where you live, what channels they use, etc. and develop a promotion
strategy accordingly. As the channel you use varies depending on your age, apply it well
and produce the right promotion.
Before producing the merchandise, LOC need a confirmation from WAA due to protect and secure WAA
event’s properties and logo branding guide. And LOC would be informed about WAA’s promotion plans for its
sponsors if it is needed.
III. OPERATION 162
Checklist
▶ Has the WAA Communications Manager been informed on all activities to structure and time the various
releases and content leading up to the event?
▶ Is the archery event listed in the venues’ hotels, and city’s lists of events, calendars of what is on in the week,
month, and year?
▶ Is it decided how the merchandise be launched, promoted and what are the plans to sell and distribute
(online or shop) before, during and after the event?
▶ Will there be an event website and if so, has it been linked to the WAA and national federation web page?
Have the following been studied?

▶ What the national media and promotional plan for the event?
▶ What is to happen?
▶ When will it happen?
▶ What media is to be used?
▶ For what audience?
▶ Promotional benefit?
Have you checked if promotion activities have been finalized?

▶ Start, End date (Time)
▶ Place
▶ Target audience
▶ What media is to be used
▶ Promotion benefit
III. OPERATION 163
Reference
III. OPERATION 164
8.2 Media Operations
Objective
Media operations should be generated by on-site reporters from the LOC to make the material easily
accessible for consumers (fans and press) who are not on site, while additional on-site external media are
managed by LOC communications and marketing manager.
Description
1) Media Service Plan

• Allocate the media operation budget.
• Recruitment of Reporters (Ability to speak English and communicate in local language).
• Scheduling of workforce and preparing how to identify employees.
• Produce and distribute content for use by LOC communications & marketing manager.
• Effective management and encouragement of external media.
• Invitations sent to local/national media and check media attendance list.
• Identify relevant companies (local newspapers, national television and relationship building).
• Creation of media pack for visiting media.
• Send thanks letter after the event.
• WRE Media service requirements implemented.
― Daily Photos upload
― Athlete interview
2) Functional Area for Media

• Media working spaces
― 8 tables (approx. 1M×2M) and 15 chairs.
― Internet Lan Port (less than 3 ports) and Free Wi-Fi service for media.
― Feed from results (provided by World Archery via Infosystem or printed results distribution).
• Media Tribune
• Media Accreditation Desk

― Brief both on access and responsibilities on site.
― Manage distribution of media bibs (supplied by WAA), if required.
• Mixed Zone
― Press requires secure location to store equipment during event.
― Workspace with high-speed internet upload (and download), power and ability to quickly access the results.
III. OPERATION 165
Equipment List

Media Working Spaces,
Table 10 1m × 2m LOC
Tribune

Chair 20 LOC
Tribune

Feed from TV with a stand feeding
3 LOC Tribune
Results system from competition results
Mixed zone

Internet LAN 10 Wi-Fi could be substituted LOC
Tribune
2m x 3m size and
Interview WAA sponsors printed
1 LOC
Backwall Only Installed
at Mixed zone
Checklist
▶ Is a briefing pack for all media personnel created?
▶ Contact list (telephone and email) created and distributed? Are points of contact
▶ established or external media, and the WAA?
Accreditation zones (including bib requirements, if necessary) set with security?

▶ Ensure awareness of all functional areas
▶ Inclusion on venue accreditation flow maps
▶ Accreditation zones and press areas enforced by security?
▶ Procedure for arranging press conferences with athletes set?
Space for the WAA communications team set?

▶ Easy access to the field of play?
▶ View of field of play or video screen?
▶ Is there a process for sharing information set?

III. OPERATION 166
9. BROADCASTING
Purpose
To gain a basic understanding and familiarity of TV terminology and operations. Understand the minimal
set up, format and images to be generated for archery events with little to no disruption to athletes,
officials, and spectators. Be able to prepare and deliver the venue on time for TV installation and testing TV
needs are met.
People Required
Broadcasting Working Group Chart
Communication &
Venue Manager Sports Manager Result Manager
Maketing Manager
Brodcasting
Show Director Field Manager
Manager
Production Technology Manager

Company (Technicians)
Duty
• Allocate budget for broadcasting.

• Inquire WAA about broadcasting operation procedures.
• Establish overall plans for broadcasting production and arrange production
Communication
company.
& Marketing
• Read and understand WAA, and WRE’s terms for broadcasting.
Manager
• Work together with the Venue Manager, Sports Manager, and Event Director after
initial planning, to set up the venue for smooth event operation.
• Share with the WAA, broadcasting preparation status.
• Establish plans for operating broadcasting equipment, scoring/ communication

system, and any other necessary equipment.
Broadcasting
• Cooperate between LOC and TV production company to produce the stream.
Manager
• Shall be a broadcasting production expert.
• Plan and run final rehearsals.
III. OPERATION 167
Duty
• During finals venue construction, cooperate with broadcasting company and

Broadcasting Manager to install any temporary structures.
• Check if there are any issues with broadcasting operation, and planning.
Venue Manager
• Oversee final rehearsal for broadcasting.
• Appoint a show director for SPP operation and streamline communication for
smooth cooperation.
• During the Finals venue planning, work together with Broadcasting Manager,
Communication Manager, Marketing Manager, and Venue Manager to finalize
overall plans for venue and sports operation.
Sport Manager • Install and test Results, Timing and Scoring system ahead of time with the Results
Manager.
• Work with CoJs to appoint judges for the finals.
• Appoint and train arrow runners for broadcasting.
• After finals venue construction, install and inspect FoP according to the rules.
Field Manager
(Shooting line, target distance, judges’ area, coaching box, etc.)
III. OPERATION 168
Responsible for WAA
Before 12M • WAA Event Manager or Technical Delegate and should make a sitevisit to the finals
venue todetermine camera views and thetype of cameras to be scoped.
6M A minimum of 6 months before

• A complete TV production proposal plan should be created and reviewed by WAA for
approval.
• All TV requests should be known and agreed.
D-day Day before the finals

• The venue for finals and all branding decoration needs to be installation completed,
with secure power and internet fully operational and handed over TV Production
camera installation and testing.
• As it is required to have athlete familiarization, the venue for finals will need to be
handed over for camera installation.
III. OPERATION 169
Description
Key Tasks for Broadcasting

• WAA owns the entire broadcasting rights on all WAA events therefore, must always be consulted in regards
to TV production and TV distribution.
• Allocation of budget to television production and/or distribution.
• Schedule TV broadcasts for each competition.
• Signing a contract with a TV production company.
• Live Stream Required to WAA official Channel.
Plans for Broadcasting

The key tasks which mentioned above should be developed by detailed plans. Camera positions, facility for
broadcasting, selecting the production and so on. Please check the details below.
• Camera positions plan (more than 6 camera for archery events).
• Overlay plans for broadcasting such as camera platforms, fence for OB van.
• Check Look of the FoP with venue manager for good looking on the TV.
• Graphic plans for TV production which should be checked by WAA.
• Overall broadcasting plan in draw for clear working with stakeholders such as WAA.
• On site or off-site commentary and graphic in English.
Equipment List
Item Quantity Description Remark

Video HD1080 i50
2 Robot or fixed cams

Camera 6~8 • Check the reference of camera position.
1 Rail or JIB cam
interview microphone
Microphones 8~10
should be included
Audio 2 channels 2 channel ambient • A1+A2 ambient mix including Interview.
EVS: live replay and • For calculation, processing, creating and

Replay 1
highlights system distribution of reports.
1 SDI to SNG,
Output 2 signals • For Director of shooting.
1 SDI to house
Recording 1 1 PGM clean
Assents 2 30-sec Count

III. OPERATION 170
Camera narratives
Name Build Lens Location Narrative

Target 1 Robo 6M in front of target 1. Arrow impacts, target 1
Target 2 Robo 6M in front of target 2. Arrow impacts, target 2
Downrange on the right, MAIN

Face Hard SSM Long (x84) 20M in front of archers. Shooting: archer shooting.
On wheels if possible. Break: team T1
SECOND
Downrange on the right,
Reactions Hard SSM Long (x84) Shooting: Archer reax.
2M to the right of 3.
Break: team T2
Intros: Detail
Hard Behind archers, central to Shooting: Detail/reax last
Rear x22
(wheels) the field. arrow
Break: Detail
Hard Sticks rear right of

Intros: Athlete walkout
handheld Shooting platform,
HH1 x22 Shooting: Wide reax/Wildcard
(plus handheld for athlete
Break: Detail
sticks) intros and detail.
Hard During shooting, in

Break: Scoring.
handheld judges tent for walkout to
HH2 x22 Interview: Mixed zone for athlete
(plus targets. During the
frame.
sticks) interview, in mixed zone.
Intros: Athlete walkout,

Parallel to shooting line, cutaway.
Crane Hard jib x17
+2M from archer T2. Shooting: Transitions.
Break: Wides->transition.
Beauty, must have a view of

Beauty Wide fixed Wide Best view from stands
athlete entrance.
Optional camera changes and additions:

• Add Hard fixed for second rear (5B).
• Convert rear (5)/second rear(5B) or both to SSM (require additional EVS) to capture arrow follow.
• Add (or move Beauty (10)) to wide behind, central to field looking downrange.
• Add additional robos for detail (line, scoring line, judge watch).
III. OPERATION 171
Audio narratives
# Type Location Coverage
M1 Shotgun – low stand In front of target 1. Target impact.
M2 Shotgun – low stand In front of target 2. Target impact.
M3 Shotgun – low stand In front of archer 1. Arrow release.
M4 Shotgun – low stand In front of archer 2. Arrow release.
M5 Shotgun – low stand By coach 1. Coach conversation.
M6 Shotgun – low stand By coach 2. Coach conversation.
M7+8 Interview Mixed zone Interviewer/interviewee.
M9+10 Ambient Stands Crowd noise
Replay
Based on 2 x SSM, single EVS
Channel 1 2 3 4 5 6 7 8
IN 3 (3x, 150fps) 4 (3x, 150fps) PGM 5
OUT RED BLUE

III. OPERATION 172
Staff Required
Role Quantity Provider

Producer/director 1 LOC
Engineer-in-charge 1 Facility
Vision mixer
1 Facility
(Technical director)
Camera operators 1 Facility
Crane crew 5 Facility
Robot operator 1 Facility
Shader 1 Facility
A1 1 Facility
A2 1 Facility
Replay operator (minimum) 1 Facility
Riggers and utility as required Facility

III. OPERATION 173
Video wall
Local organizing committees should rent a HD-SDI Signal, on BNC connectors. 1920×1080 50i. If there is a
problem with that type of signal, it could be possible to provide a SD-SDI Signal (with BNC connectors also),
for a 16:9 signal (1024×576, or 720×576 anamorphic).
The suppliers of the main video screen/wall will need to provide the necessary cable to link the video wall to the TV
production equipment.
Typical spaces and power requirements for a TV production company not operating from TV production
vehicles:
• 12M× 6M enclosed tent with flooring. Single entrance at the back of the tent, position to be defined during
planning with the WAA Event Director. Front panel of the tent should have an 80cm slit/gap through the
middle of the panel for seated production staff to view out onto the field of play. A see-through panel or
cover that can be rolled down over the slit during bad weather conditions.
• Fan or heating according to the local climate.
• 13 chairs.
• 13 tables measuring a minimum 1m×2m.
• Layout of the inside of the tent can be viewed at the end of this section.
Typical space and power requirements for a TV production company operating from TV production
vehicles they bring themselves:
• OB Van: 12m in length, 4m in height (when antenna is deployed) and 4m wide with an additional 2m either
side of the truck for clearance and operation. Allow an extra 2m behind the truck for clearance to open the
back doors.
• Tender Van: 12m in length, 3m in height and 3m wide with an additional 2m either side of the truck for
clearance and operation. Allow an extra 2m behind the truck for clearance to open the back doors.
• There will also be one (1) satellite truck (SNG), roughly 5m in length, 3m high and 3m wide.
• Super Slow Van: 5m in length, 3m high (when antenna is deployed) and 3m wide in the event the TV
production company can manage with a DVS.
• Power requirements for the above, 2 × 63 amp on 380 Volts + 1 × 32 amp on 380 Volts
• All plug sockets and devices on the field of play will need to operate with safe, grounded 220 voltage
power.
For those local organizing committees wishing to rent and operate a suspended overhead cable camera (Sky
Cam) across the main field of play, requirements can be given upon request from the WAA Event Director.
Online distribution
Live stream broadcasting preparation for the event should be done by WAA Event Director and LOC Results
Manager. In order to comply with the WRE requirements, any broadcasting sent to the WA should be consulted
with the WAA.
WAA has currently web TV platforms: WAA Youtube

1) https://www.youtube.com/@WorldArcheryAsia
III. OPERATION 174
Lighting for Indoor Events

For Indoor events there is a need to have 2000 LUX lighting around the shooting line and on the target for
successful operation of the slow motion and super slow-motion cameras.
WAA are able to provide different level of TV coverage and production, all under the same format and standard:
FULL HD 1920 × 1080i 50/60
Reference
Giant Screen
CAM 1 CAM 2
HD-SDI
Signal, on
BNC
CAM 3 Connectors.
1920*1080
50i
CAM
4
D.O.S &
Speaker
CAM 5/Rail Camera
Shooting Area Shooting Area
WA TV:
Waiting Area Waiting Area
6 tables
(2M*1M)
LED Panel 8 chairs
CAM 5/Slide camera
Beauty camera area

III. OPERATION 175
Checklist
▶ Have the television and rights holder sections in the organizer’s agreement been read and understood by
the Event Manager/Director and the LOC Executive Board?
▶ Has the WAA Event Director been contacted with regards to the desired images to be produced and
distribution expectations?
Do media personnel know what the need is for generating images?

▶ Show live footage just on the venue for spectators
▶ Live footage for live TV distribution
▶ Produce and record for a highlights package
▶ Live streaming on YouTube or other channels
▶ Or All of the above
▶ Has camera placement been agreed with the TV producer, judges, and technical director?
▶ Are the athletes, officials, director of shooting and other operational staff aware if the TV production is live
or not?
▶ Are the types and positions of the cameras agreed with the WAA?
▶ Is there any camera that requires a platform?
▶ Are there any sponsor/host city adverts to be played or entertainment/cultural performances on the main
field of play as warm up acts to the sessions?
▶ If so, has the WAA Event Director and the TV Production Company been consulted to see if this can or
should not be included?
▶ Remember to collect data on the actual TV broadcasting durations, distribution, and TV ratings, if possible,
to review and evaluate afterwards.
▶ Please refer to ‘Appendices’ at the back of this section for reference with an illustration of a typical TV set
up for an archery main FOP. Do consult with the technical director, chairman of judges, coaches, and
athletes to ensure their views are not obstructed in a way that they are unable to perform their role.
III. OPERATION 176
10. SPONSORSHIP
Purpose
To encourage LOC to explore all sponsorship opportunities for the event. In addition, to also understand the
position of the sponsor to ensure sponsor satisfaction from their contribution to develop on future
cooperation.
People Required
Duty
Event Manager/
• Report to the LOC board and approve sponsorship commitments and duties
Director
Sports Manager/
• Provide the technical knowledge of where sponsorship branding/placement can be
WAA Event
on the FoP
Director
• Include ceremony in the finals schedule for planning, and share with working group
• After the final match, share list of award winners with the Venue Manager
Sports Manager
• Inform and train athletes about the procession directions and routes for the
ceremony
Finance Manager • Oversee the budgeting and financial transaction of the event
• Person with legal knowledge to ensure the agreement between the LOC and the
Legal Advisory
sponsor is legitimate and with little risk to either party
III. OPERATION 177
Responsible for WAA
Before 12M • Contacting sponsors should be done as early as possible as finding sponsors,
contacting them and securing agreement takes time.
• Usually before the bidding stage, major sponsorship interest and networks should be
established.
• Certainly, as soon as the bid has been awarded, sponsorship opportunities should be
explored and executed in particular for specific areas of service or value in kind that
supports the event.

• Consult with the WAA for WAA sponsorship rights and benefits
4-6 Months before the event

• The event sponsorship logos and placement on the event venue should be agreed.
• Preparation for delivering the sponsorship rights for activation

• Closing sponsorship sales and focusing on the activation of sponsorship rights.
• Production of agreed sponsorship brand and logos to be placed on the venue and
should be in production with an agreed delivery date.
2 Months before and during the event

• Communicate continuously with sponsors, check for any concerns by sponsors and
find a way to support them.

• Check the rights are appropriately delivered and focus on the hospitality program.
2-4 Weeks after the event

• There should be a meeting with the sponsor to thank them for their support and
illustrate/measure the positive impact the sponsor made to the event.
III. OPERATION 178
10.1 WAA sponsorship program
Description
Below is the basic concept of a "Reasonable sponsorship program".
• WAA sponsor is at the top and the LOC sponsors are classified as a local sponsor with three tiers
considering the size of sponsorship.
• The tier should be determined by the volume of sponsorship offered by sponsors (Cash/VIK).
• Avoid recruiting any competitors of WAA sponsors as local sponsors.
• It is not recommended to have more than two companies in the same industry such as having two
beverage sponsors for the event.
Unit of measure
Establish a reasonable sponsorship program
• Properties
― Asian Championships
WAA Title Sponsor
• Business owner : 1 Company
WAA
― World Archery Asia
• Period of a contract
― Date of contracts
Gold Sponsor
signed until the end of LOC
: 2 Companies
event
• Classification - WAA 1
Tier, LOC 3 Tier
― WAA Title Sponsor Silver Sponsor
LOC
― Gold Sponsor (Local) : 3 Companies
― Silver Sponsor (Local)
― Bronze Sponsor (Local)
• Classification Criteria Bronze Sponsor

― Sponsorship size LOC
: More than 4 Companies
III. OPERATION 179
10.2 LOC Sponsorship rights
Sponsorship Rights & Benefits (Example)
Sponsorship
No Content
Benefits
• Title sponsorship
Intellectual Property
1 • Use of emblem and mascots
Rights Designation
• Premium (Promotional) production and utilization rights
• Sponsor recognition program (Athletes entrance arch, LED Panel,

Wall, A boards, Media backdrops, flags, tickets, Materials, etc.)
2 Brand exposure rights
• Allocation principle should be discussed and agreed mutually
between WAA and LOC before beginning of sponsorship sales.
• Showcase of products/services in the venue at a cost (e.g., USD

3 Promotion rights
2,000 for a 25㎡)
• Free admission
4 Hospitality
• VIP lounge, AD card, etc.
5 Product supply right • Exclusive products or services supply right
6 Marketing support • Sponsor support activities
10.3 LOC duties
Tasks Description
• Budget should be allocated for expenses on sponsorship sales
Budget allocation
and exercising the sponsorship rights
To identify contractual
Pre-Event • Government legislation
restrictions on sponsorship
To deliver the • The sponsorship rights stated in the sponsorship agreement

sponsorship benefits should be delivered before/during/after the event
• LOC Should at least send a letter of thanks to the sponsors

• Research and analysis should be conducted on how the
sponsor affected the event and how the event improved the
Post Event
brand, value, and promotions
• LOC Shall review/evaluate the partnership for future
• opportunities
III. OPERATION 180
Checklist
▶ Has a plan been developed regarding which potential sponsors are to be approached, by what means, by
when and by whom?
▶ Has WAA been informed immediately on all event sponsorship recruitment achieved and their obligations
such as, brand/logo placement on the main field of play?
▶ Has WAA been informed of which event sponsors the local organizing committee has recruited and will be
attending the event in order to meet, thank and welcome them to archery?
▶ Has the desired sponsorship income been agreed with the main organizing committee’s budget?
▶ Has it been established what coverage the sponsor will get from supporting the event?
Appendix
Delivering a sponsorship exposure through A boards
Sample B S G WAA
No. Type Size(cm) EA

<1> A-board 300X100 20
WAA WAA 1 2 3 4 1 2 1
company company company company company company company company company
WAA
Sooting Line Target
WAA WAA WAA 4 3 2 1 3 4 2

company company company company company company company company company
III. OPERATION 181
11. MEETINGS
Purpose
WAA can hold meetings for the operation of competition and federations on a regular and irregular basis.
LOC supports on-site preparation according to the requirements and objectives.
11.1 Team leaders’ Meeting
Objective
A team leaders’ meeting means a meeting between the executive officers in charge of the team's
squad before the competition. This is a place where the LOC or WAA provides information about the event-
related progress and cautions.
Meeting should be no longer than 2 hours. Preparation for this is provided by the LOC, and the information to
be provided should be decided in consultation with the WAA Coordinator.
People Required
Duty
Sport Manager • Prepare meeting agendas and materials
TD • Deliver notes related to the competition
CoJ • Deliver notes related to the competition
LOC
• Attend the meeting
Representatives
WAA
• Attend the meeting
Representatives
III. OPERATION 182
Responsible for WAA
Before 12M
6M
1M • Prepare Team Managers meeting material according to the sample from Ianseo .
• Arrange place, time, attendance list, table layout and system for the meeting.
• Submit all outcomes of the meeting to the WAA
• Upload all outcomes on lanseo and the WAA website.
D-day First day of the event

• Provide information about the team leader meeting to the participants
III. OPERATION 183
Description
Use the indoor office in the venue (Maximum of 40). The meeting materials include overall information such as
competitions and services. Also paper prints are to be minimized. (Share PDF files using Link or QR code)
Equipment List

• TOs
(TD, CoJ, Result Manager)
Seats for officials 8
• LOC
WAA representatives
Seats for teams

32
(desks & chairs)
AV system • Including MIC
Screens 1 • Optional
Podium 1
• For LOC
Name plate 8 • AD card can be replaced
• For WAA Officials
Leaflet • Optional
Internet • Wired or Wireless Wi-Fi

III. OPERATION 184
11.2 Congress
Objective
A congress is held once every two years, attended by WAA member countries and executives. To discuss
agendas such as federation projects, event reports and election of executives.
People Required
Duty
Service and • Proceed/check contracts and details for Overall event preparation
Finance manager • Close liaison between venue(hotel) manager and WAA
2 Technicians • AV system operation
3~4 People • On site operation assistance

III. OPERATION 185
Responsible for WAA
Before 12M • Finalize date, time, accommodation and meeting room for congress with the WAA. If
necessary, non -official partner hotel can be arranged.
• Discuss with the WAA about financial support for the congress meeting
6M • Submit invoice and menu for dinner, and coffee break to the WAA
• Check with the WAA, venue arrangement, dinner, layout, and details about the
meeting
• Submit ideas for WAA meeting room decoration to the WAA.
• Decoration is printed by the LOC, on site.
D-day 1 day before the event

• Finish installation of equipment
• Conduct a rehearsal
III. OPERATION 186
Description
The congress should be held in the host city of the WAA Championships. LOC needs to prepare and hold the
event and request close cooperation from the WAA. At the request of the WAA, an executive board meeting
can be held before the congress.
The conference hall in the official hotel shall be used. It should be large enough to cater for 50~60 people, with
space for a reception, coffee break, and a dining hall. If needed, WAA will inspect the OC. OC will submit to the
WAA, photos of the venue, specifications, budget, menus, etc.
The WAA will decide the date for the congress. Congress usually takes place during the official practice day of
the Asian Championships and takes about a half-day. The WAA Executive Board will sit at a raised platform/
stage at the front of the hall. Member countries will be seated in a classroom style seating arrangement in
alphabetical order. Additional requirements such as the WAA working area should be prepared in cooperation
with the WAA.
Equipment List
Stage 1 For EB members
Executive
Board
Max 11 pax On the stage
Members’ Seat
(Desk & Chair)
Executive
Board Design: WAA
1
Members’ Seat Print: LOC
(Table Cover)
About 40 MAs
Members’ Seats Seats for
with50 pax (3
(Desks & Chair) 50 pax
members/ 1 MA)
Design: WAA
Name Plates Max 50 For EB & MA
Print: LOC
III. OPERATION 187
Podium 1
Design: WAA
Podium Banner 1
Print: LOC
Hospitality
1 For reception
Desk
Hospitality
Design: WAA
Desk Table 1
Print: LOC
Cover
Design: WAA
All
AD cards Print: LOC
participants
Lanyard: WAA
Can be replaced Design: WAA

Back wall 1
by screen Print: LOC
Operation
support seat
1 main
Screen 3-4 1 for EBM
1-2 for MA
Including 6-7 mic

(2-3 wireless)
AV System To send out

meeting
materials and
videos
III. OPERATION 188
Design: WAA
X-Banners 6
Print: LOC
Simple sweets
Food & All
Mineral water
Beverage participants
coffee or tea
All
Dinner Venue Buffet style
participants
Wire or Wireless
Internet
Wi-Fi
III. OPERATION 189
Reference
Congress hall
III. OPERATION 190
Reception/Photo Zone
Banquet hall
III. OPERATION 191
11.3 Executive Board Meeting
Objective
The meeting will be held for the needs of the WAA. Discussion, review, and. approval of the overall federation
project is conducted at the meeting.
People Required
Duty
• Proceed/check contracts and details for Overall event preparation
1 LOC manager
• Close liaison between venue(hotel) manager and WAA
1 technician • AV system operation
• On site operation assistance

3~4 People
• Airport pick-up
III. OPERATION 192
Responsible for WAA
Before 12M • Prepare executive board meeting upon the WAA’s request
6M • Check with the WAA, equipment and meeting room specification.

• Arrange accommodation for executive board.
• Arrange LOC meeting room, coffee breaks, equipment, and transportation.
• Provide accommodation for the WAA executives. (max. 2 nights per person)
1M • Submit list of LOC members, and itinerary to the WAA.
1 day before the meeting

• Check airport pick up arrangement
D-day 1 day after the meeting

• Check Airport drop off arrangement
III. OPERATION 193
Description
WAA President, Vice-President, Executive Board members, Treasurer, Secretary General and WAA staff will
attend the Executive Board Meeting. The LOC and WAA will work closely to prepare for the meeting and
decide the venue, date, and time.
Meeting will be held at the meeting room (max 15 people) of the official hotel where the organizing committee
is staying. The LOC arranges accommodation (3 days, entire board members), airport pick up and drop off
according to the WAA’s request.
Additional requirements such as WAA working area should be prepared in cooperation with the WAA.
Equipment List

Executive Board
Members’ seat For EB members
(Desk & Chair)
All Design: WAA

Name Plates
participants Print: LOC
Use screens or
Signage Design: WAA
Signage in the hotel
Design: WAA
X-banner 2 When requested by WAA
Print: LOC
Including 4-5 Mic

AV system To send out Meeting
Materials and Videos
Screen 1
Simple sweets,
All
Food & Beverage Mineral water,
participants
Coffee or tea
All Airport-hotel/Hotel-
Airport pick up
participants airport
III. OPERATION 194
Reference
FINANCE
IV. Finance
IV. Finance 196
1. FINANCIAL OBLIGATIONS
Objective
To be financially responsible in managing event finances with true estimation of budgets to then apply
administrative procedures to control and monitor expenditure to be able to create an accurate set of
accounting records.
People Required
Duty
• Produce and monitor the events finances with strong finance experience and proven
Financial
successful in managing and generating accounts.
Manager
• Supervision to monitor and approve expenditures for effective finance management.
Event Director/ • Guide Financial Manager in forecasting budgets, monitor and approve expenditure for
Manager effective finance management.
LOC Executive • To monitor financial expenditure to ensure the committee is responsible and works
Board within the financial means available.
IV. Finance 197
Responsible for WAA
Before 12M • Contacting sponsors should be done as early as possible as finding sponsors, contacting
them and securing agreement takes time
• Usually before the bidding stage, major sponsorship interest and networks should be
established
• Certainly, as soon as the bid has been awarded, sponsorship opportunities should be explored
and executed in particular for specific areas of service or value in kind that supports the event

• Consult with the WAA for WAA sponsorship rights and benefits
4-6 Months before the event

• The event sponsorship logos and placement on the event venue should be agreed
• Preparation for delivering the sponsorship rights for activation

• Closing sponsorship sales and focusing on the activation of sponsorship rights
• Production of agreed sponsorship brand and logos to be placed on the venue and should be
in production with an agreed delivery date
2 Months before and during the event

• Communicate continuously with sponsors, check for any concerns by sponsors and find a
way to support them

• Check the rights are appropriately delivered and focus on the hospitality program
2-4 W eeks after the event

• There should be a meeting with the sponsor to thank them for their support and illustrate/
measure the positive impact the sponsor made to the event
IV. Finance 198
2. INSPECTION VISIT
Objective
Inspection visit is required for fair host city selection and smooth operation of the event. The expenses for the
inspection visit are borne by the host city. To minimize the expenses, the host city, WAA, and TD should plan
and decide how the inspection visit is done.
Description
Inspection is done by TD, and WAA secretariat staff (max 3). Date and duration of the inspection (max 3 days)
is decided by LOC, TD, and WAA. Expenses including airfare (economy class), accommodation (official hotel),
meals, transportation, and visa are covered by the LOC.
Depending on the level of preparation, inspection may be held two times. During the inspection, all aspects of
the event such as venue, accommodation, catering, athlete service, other facilities, and allocation of people
required, will be checked. Findings from the inspection will be submitted to the WAA.
IV. Finance 199
3. STAGING FEE
Objective
The staging fee is the minimum cost to cover WAA’s support in promoting, sharing of the rights, preparing and
administering the event.
Description
WAA recommends a maximum of 500 USD for Cup competitions and a maximum of 700 USD for
Championships competitions. The WAA will send the invoice after approving the host city. Apart from
emergencies such as sovereign default or epidemic, staging fee cannot be refunded when LOC cancels the
event. Failure to pay the staging fee may result in penalties in future event hosting. Staging fee shall be sent
according to the given timeline.
IV. Finance 200
4. TECHNICAL OFFICIALS & WAA

Objective
For LOC to understand the requirements for inviting Technical Delegates, juries, and WAA officials.
To budget finances for inviting technical officials and WAA officials for smooth event operation.
Description
For LOC to plan and budget staffing. In case of WAA appointed technical officials refer to the following table.
Allowance
Accommodation
Position Quantity Airfare (competition Remark
(single/3 meals)
days)
TD 1 ✓ ✓ US$100
Jury 3 ✓ ✓ US$50
Judeges Refer to P.9 ✓ ✓ US$50
DOS 1 ✓ ✓ US$50
Preparation
$100/a day
Result Manager
1 ✓ ✓ US$300
(verifier)
Including scoring
system
Result staff 1 ✓ ✓ LOC decision
Classifier
1 ✓ ✓ N/A
(for para)
1(SG) N/A ✓ N/A

WAA
2(Staff) N/A ✓ N/A
* Note: All the technical officials should stay at the Headquarter hotel. Visa cost should be reimbrursed.
IV. Finance 201
Checklist
▶ Has a realistic budget been forecast with the Event Director/Manager approved by the LOC Executive
Board and submitted with the bid for WAA evaluation?
▶ Has a person with valid accounting qualifications and proven financial management experience been
appointed to control all financial matters of the event?
▶ Once the event has been awarded, have all budget forecasts from each functional area been received,
reviewed, amended, and approved by the Financial Manage and Event Director/ Manager to consolidate
one budget for submitting to the LOC Executive Board?
▶ Has the event staging fee been paid to WAA immediately after the host city announcement, and invoice
received?
▶ Will all budgets be reviewed by each functional area head and the Event Director/Manager to monitor
expenditure and immediately identify any risks in being over budget?
EVALUATION
Ⅴ. Evaluation
Ⅴ. Evaluation 204
1. EVALUATION
Purpose
For organizers to take the time to review, debrief on all aspects of the event to learn and establish what
went well and what didn’t. Have the reasons for staging the event and the goals and objectives set in the
bid phase been achieved? For Event Directors to identify what has been achieved from the event and what
positive impacts have come from hosting a WAA event.
Develop and gather concrete data of what methods, quantities and practices actually worked to gain the
knowledge that can be transferred to the next event or indeed the next organizing committee of the event.
The questionnaire differs by depending on the qualifications of the participants (Athletes, Team Managers,
TDs, Jury, etc.)
People Required
• Everyone in the LOC is responsible to evaluate and identify what worked well and what didn’t in their
respective areas/function. There should be an opportunity for everyone to feedback their findings in a
group or individual debrief exercise to suggest ways to improve for the future. This feedback should be
recorded and grouped together in a report for reference in the future or for other organizers to use.
• Everyone should take note of what was changed before, during and after the event and why. Update all the
competition, practice and transport schedules and quantities with the new data after the event. This will
make future events more efficient in terms of workforce, supplies, choice or equipment and finances.
• The evaluation process should be managed ideally by one person, the Event Manager/Director with the
support of the other managers/heads of area in order to collate and record all the findings from the
evaluation process. Once all the feedback is collected, analysis should be made and compared to what
was put in the original bid document.
• The Event Manager/Director might be expected to evaluate and present the findings to the LOC executive
board and/or local government/ sponsor to justify their involvement and support. This is also a great
opportunity to show what positive impact and how much appreciated their support was giving that “feel
good factor to them” which could in hand, sell the idea to generate more support and funding for the
future.
Ⅴ. Evaluation 205
Duty
• Organize and coordinate with the managers and heads of functional areas to
debrief with their teams, collate information and learnings for evaluation and
Event Manager/ comparison to the bid document.
Director • Present to the LOC executive board, local government and sometimes
sponsors the positive impact and achievements the event generated and the
contributions their support gave.
• To review all costs/expenditure after the event, compare the initial forecasted
Finance Manager budget to the actual end of accounts to establish what forecasts were correct
and which needed adjusting.
Functional head of • Coordinate a debrief with team members, collate information and learnings
areas for evaluation and comparison to the bid document.
Local Organizing
• To provide constructive feedback on the event.
Committee Executive
• Review evaluation/debrief findings.
Board
Local Government • To provide constructive feedback on the event.

Authorities • Review evaluation/debrief findings.
• To provide constructive feedback on the event.

Sponsor
• Review evaluation/debrief findings.
• To debrief and review with Event Manager/Director on a daily basis during the
WAA Event Director event and also immediately after the event.
• Review and plan on ideas and concepts and improvements for future events.
Timeline
• Link to the survey will be sent to participants’ emails after the event. Survey analysis takes 1 month to be
completed.
• After 2 weeks of surveying, the WAA will provide the analysis with a TD report within 2 weeks after the
survey completion.
Ⅴ. Evaluation 206
Description
Survey participants
Athletes, Coaches, Team staff, Member of state, Technical officials, Judge, etc. who participated in this
competition. The WAA and the local organization committee do not respond to the questionnaire for
objectivity.
Survey method
After the contest is held, it will be held for one week and will be conducted online to the survey participants.
The site goes to (Click here)
Checklist
▶ Has an evaluation process been created?
Has everyone in the LOC been informed about the evaluation process and to keep record of the
following to help for future events?
▶ All changes/corrections and amendments to schedules
▶ Quantities
▶ Operations
▶ Has an impact analysis been made and matches what was mentioned in the original bid to establish,
illustrate, and quantify the positive impact that has been created from staging the event?
▶ Has the WAA Communications Manager been contacted to review the media activities of the event?
▶ Have all the heads of functional areas been made aware of the evaluation process, how it should be
coordinated and communicated to their team members?
▶ Have regular meetings (daily, weekly, or monthly) been arranged with all the heads of functional areas to
evaluate event progress and event delivery?
▶ Have dates and times been set and communicated for evaluation and debrief meetings before, during and
after the event?

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1. WAA Introduction 6 1. Event Registration 24

2. Type of Events 7 2. Local Organizing Committee 27

5. Ceremonies  115 1. Financial Obligations  196

6. Event Services 126

7. Branding, Identity & Look  151

10. Sponsorship 176

11. Meetings 181

World Archery Asia (WAA) is the continental governing

WAA is responsible for setting continental competitions

1.3 World Archery Asia Secretariat

World Archery Asia’s headquarter is situated in Seoul, Korea.

Asian Games Asian Para Games

Asian Championships Asian Para Championships

Asia Cup Asia Para Cup

Asian Youth Championships

Other Events Approved by WAA

2.2 WAA Outdoor Events

Event Frequency 2 years (Odd years)

Asian Para Championships

Event Frequency 2 years (Odd years)

Asian Youth Championships

Event Frequency 2 years (Odd years)

Time of Year (Avoid overlapping with the WA events schedule)

2) Archery Cup Stages

Event Frequency Max 3 times a year

Time of Year Allocation in consideration of regional arrangement

Asia Youth Championship

Event Frequency Once a year

Time of Year Allocation in consideration of regional arrangement

2.3 Event Scheduling

Timeline Solely responsible for LOC

Responsibl e for WAA

Before 18M Event dates should be submittedwith the bid

WAA to approve the event dates

6M Submit WRE application to the WA

3M 90 days before official practice

1M 20 days before official practice

1 week before official practice

D-day 2-4 Weeks after the event

II. Preparation (Bidding) 12

Hosting city candidates

Notice Event Open

Selection of Prepare/Submit a LOI

Organize the events

Timeline Solely responsibl e for LOC

Responsibl e for WAA

12M • Submit preliminary event calendar to

1~6 M 1 month before the event

2. BIDDING APPLICATION FORM

Asian Championships Asia Para Championships (WRE)

Asia Cup (WRE) Asia Para Cup (WRE)

2.2 Information of LOC

Name of bidding organization & Organization name/ Person In-charge name

National Olympic Committee

E-Mail address General mail

Any other relevant information

2.3 Candidate Details

Proposed City for the WAA events

Population of the city

2.4 Event Dates

Proposed Date (DD/MM/YYY Y) (DD/MM/YYY Y)

If yes, please list of competitions

1. WAA Introduction 6 1. Event Registration 24

2. Type of Events 7 2. Local Organizing Committee 27

5. Ceremonies 115 1. Financial Obligations 196

6. Event Services 126

7. Branding, Identity & Look 151

10. Sponsorship 176

11. Meetings 181

II. Preparation (Bidding) 12