FÉDÉRATION AÉRONAUTIQUE INTERNATIONALE

FAI BALLOONING COMMISSION (CIA)

FAI FIRST CATEGORY EVENT SANCTION

Introduction
Sanction Application Guide
Event Planning Guidelines

Version 5/96
MARCH 1996

FAI - 93 boulevard du Montparnasse, 75006 PARIS, France

Table of Contents

FAI FIRST CATEGORY EVENT SANCTION
PROCEDURE

INTRODUCTION

The CIA decided, at the Plenary Meeting held in Vienna in March 1996, that the use of the Event Planning Advisory Service ‘Sanction Application Procedure’ be mandatory for First Category Events with effect from March 1996.

The FAI defines a First Category Event as -

For Aerostation these events can be contested in the following categories -

A 'Special International Event' Sanction would normally be confined to a full competitive event run to the same standards as a World or Continental Championships Other competitive events which cannot be run, or do not aspire to be run, to these standards may apply for a CIA Premier Event Sanction (seperate documentation available).

The documents that follow are:

a) FAI FIRST CATEGORY EVENT SANCTION PROCEDURES which must be followed when applying for a Sanction;

b) FAI FIRST CATEGORY EVENT - EVENT PLANNING GUIDE this document provides information to assist organisers planning their event and making a Sanction Application

The Event Planning Advisory Service is always available to give help and advice at any stage, from conception through to the management of the actual event.

FAI FIRST CATEGORY EVENT
SANCTION APPLICATION PROCEDURE

THE USE OF THIS DOCUMENT IS COMPULSORY FOR ALL ORGANISERS APPLYING FOR A CIA FIRST CATEGORY EVENT SANCTION

Applications from a NAC to organise a First Category Event must be received by the FAI at the latest at least 60 days before the date fixed for the CIA meeting the calendar year before the year scheduled for the Event, so that they can be included in its agenda, unless these time limits are waived by the CIA under special circumstances.

Applications shall not be accepted more than three years before the year of the event. Applications shall be considered by this meeting and the CIA is empowered to accept or reject such applications. (S1, 5.3.3)

The application must include the following information -

A. EVENT ORGANISERS

Name, address, telephone and FAX numbers, contact name for the following:-

1. National Aero Club

2. National Balloon Federation

3. CIA Delegate

4. Organising Committee (if different)

B. EVENT DETAILS

1. Name of the event.

2. Letter of Approval from NAC concerned and National Balloon Federation.

3. Event dates (GS 3.8.1.2).

4. Location of event (GS 3.8.1.2).

5. Suitability of location for the event (GS 3.8.1.2).

6. Local weather conditions for period of event (GS 3.8.1.2).

7. Airspace restrictions, if any (GS 3.8.1.2).
Landowner restrictions, if any.

8. Insurance requirements (GS 3.8.1.2).

9. Proposed entry fee and what it includes (GS 3.8.1.2).

10. Statement of eligibility of NACs (S1 5.5.1)

11. Number of pilots invited (minimum 2 per country plus current Champion (S1 5.5.3).

12. Statement of policy regarding surplus invitations, if any (S1 5.5.4,5).

13. Proposed budget for the event, including source of funds and likely expenditure.

14. CIA Sanction Fee offered.

15. Headquarters facilities available

16. Provisions offered for Officials and Observers

17. Arrangements offered for Pilots and Crews

18. Details of planned Social events .

WHERE TO SEND THE APPLICATION

The application should be submitted to the FAI in Paris with copies to The President of the CIA and the Chairperson of the Event Planning Advisory Service (EPAS).

REVIEW OF APPLICATION

EPAS will appoint an Event Reviewer to review the application. The reviewer has no powers to alter the application in any way; but simply to liaise with the organisers if there are any problems or omissions which might hinder the granting of the sanction. EPAS will then report to the CIA Plenary Meeting on the application, and it is up to the Delegates to grant or refuse a Sanction.

The Event Reviewer will not be permitted to accept any position on the Operations Team of any event he reviews.

Maintaining the confidentiality of the information contained in applications for sanctions is of great importance. EPAS members are not permitted to discuss the contents of applications with any person other than the applicant or other members of EPAS.

Applicants or their representatives are also encouraged to attend the Plenary Meeting and make a verbal presentation of their application.

PRE-EVENT SUBMISSIONS

1. RULES - The proposed Rules for the event must be submitted to the CIA Rules Sub-Committee at lease 60 days before the CIA Meeting immediately preceding the event.

2. JURY - Nomination for Jury President and Jury Members must be submitted to the President of the Jury Board at least 60 days before the CIA Meeting immediately preceding the event. Nomination must be from the Jury Board approved list, and must be for twice the number of Jurors required for the event (i.e: 6 or 8). The Jury Board will then select the Jury from the nominations.

3. SENIOR EVENT OFFICIALS - the names of the following Senior Event Officials must be submitted to the Chairperson of the EPAS at least 60 days before the CIA Meeting immediately proceeding the event - Event Director, Safety Officer, Stewards (minimum 2)

The above CIA Officials will make sure the information is properly reviewed and submitted to the CIA Plenary Meeting for approval.

4. CIA SANCTION FEE - CIA Sanction Fees are payable not later than the CIA Plenary Meeting immediately prior to the Event. 60 days before the relevant Plenary Meeting the FAI in Paris will issue to all Event Organisers invoices for their Sanction Fees which must be paid at the latest by the date of the meeting.
EXTENSIONS OF THIS DEADLINE CAN ONLY BE AUTHORISED BY THE CIA PRESIDENT.

Payment should be made to: Account No: 425737.00-02, Coutts & Co. AG, Talstrasse 59 Postfach, CH-8022 ZURICH, Switzerland, annotated 'CIA Sanction Fee for (name of event) on (date)' and 'without charge for the beneficiary'.

SUMMARY OF TIME-TABLE FOR APPLICATIONS

CIA MARCH MEETING

3 years prior to event:

2 years prior to event:

1 year prior to event

Immediately preceeding event

NAMES AND ADDRESSES 1. FAI
Mr. Max Bishop,
Secretary General of the FAI,
93, boulevard du Montparnasse,
F-75006 Paris, FRANCE
Tel: (33) 1 49 543892; Fax: (33) 1 49 543888

2. CIA
Mr. Jacques Soukup, President, CIA,
PO Box 25388
5020 Anchor Way
Christiansted, 00824-1388
VIRGIN ISLANDS
Tel: (1) 809 773 6000; Fax: (1) 809 773 6969

3. RULES SUB-COMMITTEE
Mr. Jean-Claude Weber,
78 rue des Aubepines,
L-1145 LUXEMBOURG.
Tel: (352) 445508; Fax: (352) 45201165

4. JURY BOARD
Mr. Hans Akerstedt,
Sveavagen 198,
S181-60 Lidingo,
SWEDEN
Tel: (46) 8765 8331; Fax: (46) 8765 8331

5. EVENT PLANNING ADVISORY SERVICE
Mrs. Stella Roux Devillas,
12 rue Boneparte,
75006 Paris,
FRANCE
Tel: (33) 1 4329 1413; Fax: (33) 1 4046 9150

FAI FIRST CATEGORY EVENT
EVENT PLANNING GUIDE

Most of the important planning decisions about an event will have already been made in order to complete the Sanction Application. The following notes give a little more detail, and include other considerations not required for the application.

** Indicates items required for the Sanction Application **

1. ** NAME OF EVENT**
Give the full name of the event

2. ** LETTERS OF APPROVAL**
Attach letters of approval from National Aero Club and Balloon Federation

3. ** EVENT DATES **
Considerations

4. ** LOCATION OF THE EVENT **
Name of the location in which event is to take place

5. ** SUITABILITY OF LOCATION **
Considerations

minimum 25km in all directions
good roads network
good area for landings
suitable terrain

6. ** WEATHER CONDITIONS **
Statistics for period/location of event covering -

For the event it is normal to employ the services of professional met office advisers to provide the twice daily forecasting necessary for task setting.

7. ** AIRSPACE RESTRICTIONS **
List any known restrictions including altitude limits. 10,000 ft amsl should be available. ** LANDOWNER RESTRICTIONS **
List any known restriction made by local landowners.

8. INSURANCE REQUIREMENTS
** Legal limits for Third-Party cover in country concerned.**
In addition to Third-Party cover all pilots must have Passenger Liability cover which specifically includes Observer
Arrange event liability insurance, which must include cover for Observers during official duties whilst on the ground for the duration of the event.

9. ** ENTRY FEES **
An entry fee, even if not required by the budget, is a good idea to ensure the integrity of entrants. It can always be returned as a travel or other allowance if required. You must state what the entry fee includes, eg:

10.**STATEMENT OF ELIGIBILITY OF NACs **
A statement as to which NACs are eligible to enter the event is required (see Sporting Code Section 1, Rule 5.5.1)

11.**NUMBER OF PILOTS INVITED **
This will depend upon budget and space requirements, but the minimum is 2 per country entitled to enter the event plus the current champion.

12.**SURPLUS INVITATIONS **
A statement as to how surplus places, if any, are to be allocated is required.

13.**BUDGET **
This is probably the single most difficult and the most important consideration for the event. Managing the budget is a juggling act dependant very much upon local considerations, and little practical advice can be given here.
Income: the main income sources are likely to be National and/or Local Government; International, National and/or local business; and can be in cash, goods or services.
Expenses: virtually every item on this list will have budget implications which must be considered along with any other local requirements.

14.**CIA SANCTION FEE **
The amount of the Sanction Fee is up to the organiser and will depend upon the budget. The minimum allowable is Swiss Francs 500.00, but 25% of the entry fee for every entry is the suggested norm.

15.**HEADQUARTERS FACILITIES **
a) Main Briefing - must be large enough to seat all competitors at table for 3 (pilot, co-pilot and observer). Top table, PA system, good lighting, access for distribution of markers, etc. required.

b) Observers briefing/HQ - a second briefing area for observers which can also be used as their HQ is also very useful. Large enough to seat all observers plus top table. PA system and lighting as required.

c) Operations HQ -large enough to house flight planning/computers and scoring/debriefing (one table for 2 persons per 7 competitors)/Jury room/non-competition administration

d) On-site bar/catering facilities. Whilst not essential, the provision of an on-site club house with bar and catering can do a lot to improve the atmosphere of an event, especially where competitors and officials are staying in different hotels etc. The club house becomes the central meeting point everybody returns to after each flight. This can be enhanced by having refuelling close by.

e) Press and PR office.

16.**PROVISION FOR OFFICIALS AND OBSERVERS **
The Organisers must state in their Sanction Application what provision they are offering Jurors, Officials and Observers. The minimum provision for all is standard accommodation and meals for the duration of the event, as well as entry to all social events. In addition Jurors, Stewards and Senior Officials will receive free travel to and from the event, as well as adequate transportation during the event (cars). Other officials will expect a contribution towards their travel costs. The organisers must state whom is responsible for the payment of Officials’ expenses and when they will be paid. The payment of fees for services given by senior officials is entirely a matter of discussion between the organisers and the officials concerned.

17.**ARRANGEMENTS FOR PILOTS **
Give details of arrangements for Pilots and Crews in respect of accommodation, meals, travel costs, propane, maps and social events.

18.**SOCIAL EVENTS **
The number of social events is up to the organiser and budget available, but a minimum of two - opening reception and awards banquet - is recommended. Additional events can be provided if required. Style and timing of the events to choice but they should all be free to competitors, crews, officials and observers as well as all VIPs, press, etc, etc, the organisers wish to invite. It is also usual to have Opening and Closing Ceremonies at which the Public are present and at which the VIPs, Competitors and Medals are presented.

19. VIPs
Draw up a list of local VIPs who must be included in the event in some way. Do not forget to consider the VIPs from your National Aeroclub/Balloon Federation.

It is FAI policy for the FAI and CIA Presidents to be invited to World, Continental and all other First Category Events even though there is no financial obligation which needs to accompany the invitation. When making the invitations please be sure to indicate what hospitality (ie: travel, expenses, accommodation, etc.) if any, your are offering.

20.**TIMETABLE **
Considerations

21. LAUNCH SITES
Ideally large enough to allow a 25m square for each balloon on level grass in one compact block to facilitate launching. Cover not considered necessary now-days - airfields often used. If public expected allow for fencing and site management, and a separate entrance/exit for competitors and officials.

22. ORGANISING COMMITTEE
A local organising committee will be required to carry out the pre-event work and run the non-competitive side of the event. The committee should be headed by the Event Administrator. The remaining committee members will be a matter of local choice, but should probably include persons with responsibility for the following as a minimum -

It is difficult to quantify the exact number of people likely to be needed with out local knowledge, but it is suggested that a minimum of around 20 should be allowed for.

It may also be necessary to include a number of local Honorary VIP members on the committee.

The competition side will be the responsibility of 'the Event Director who is in overall operational charge of the of the sporting event' (GS 4.3.5.1) He should also be on the Organising Committee and will liaise regarding his requirements.

See Appendix A for suggested Organisation Chart

23. EVENT DIRECTOR'S RESPONSIBILITIES

**Preparation of event rules and submission to CIA for approval **
Obtaining the computer scoring programme for the event
Obtaining copies of the Sporting Code (General Section and Section One) and the Jury Handbook
Appointing the following competition staff

**Nomination, for CIA approval, of -

24. OBSERVERS
When recruiting Observers the following procedure must be followed:-
The Chief Observer (or CIA Delegate where there is no Chief Observer) of all countries invited to take part in the event shall be asked to nominate an equal number of Observers.
The Organisers may also nominate directly not more than 20% of the Observers required, provided they are acceptable to the Chief Observer or CIA Delegate of the individual nominee’s home country.
In both cases the aim should be to achieve as wide and as equitable a spread of nationalities as possible.

25. PROPANE
Sufficient propane will be required to cover the maximum possible number of flights @ 100 ltrs per balloon per flight. Include practice/fiesta flights. A pumped supply from a bulk tanker with multiple manifolds is essential to reduce refuelling time to a minimum. A layout ensuring through traffic is important, and allow for safety fencing and lights for late night refuelling.

26. MAPS
Sufficient 50.000 scale maps with 1 km grid to cover the competition area must be provided as follows -

Make sure all copies of each map are of the SAME edition. If possible have one single sheet to cover the area specially printed for the event. This can then be overprinted with airspace and other information to choice.
Other maps and plans (eg: accommodation location map; launch field plan; etc) can also be provided

27. ACCOMMODATION
Sufficient accommodation must be available within 10-12 km of the Competition HQ/main launch field for all competitors, crews, officials and observers. Unless accommodation is being offered to pilots and crews it is normal to provide a booking service, and a variety of options from camping thorough to 5 star hotels should be offered. It is preferable to accommodate all officials and observers in the same hotel as near as possible to the HQ/launch field.

28. CATERING
Efforts should be made to provide a pre-morning briefing free coffee/rolls service for pilots, crews and officials. This service needs to be adjacent to the briefing room.

29. SITE SECURITY
A secure guarded area should be provided on the launch field where competitors equipment can safely be left overnight if required
A first aid service should be provided on site at all active times.
Local regulations may require the presence of the local fire brigade during inflation and launching of balloons, and during refuelling.

30. LAUNCH FIELD AND TASK EQUIPMENT
The following equipment will be needed for the launch field and the running of tasks -

*See Appendix B for further details of these items

31. EQUIPMENT HIRE
The following equipment will need to be provided for the event (minimum)

32. TRANSPORT
Most competition and non-competition officials will need individual transport throughout the event. This can either be their own with expenses paid, or rented for those not coming to the event by car.

A shuttle bus for transporting observers between hotel, briefings and launch site will be required.

If the social events are some distance from hotels etc. coaches can be provided to transport guests to and from.

33. PRINTING AND STATIONERY
This is a considerable budget consideration, and should include the following
Printing -

Pilots
Crews
Officials
Observers
VIPs
Press

Launch field
Officials
VIPs
Press

Stationery

34. MEDALS, CERTIFICATES, ANTHEM, TROPHIES, SOUVENIRS
FAI Medals, Certificates, Anthem and Flag must be ordered from Paris well in advanced of the event.

Trophies

Souvenirs

At the closing ceremony the flags of the countries in the first 3 places have to be raised as the results are announced, and the national anthem of the winning courtry has to be played. it is thus necessary to obtain the flags and anthems of all countries taking part in the event (the flags can be used as a display on the launchfield or elsewhere during the event.

35. EVENT LOGO
It is usual to have a suitable logo for each event for use on all stationery, advertising etc. This should be commissioned as soon as possible after granting of the sanction for use on all subsequent correspondence.

36. PRESS AND PR
The handling of Press and PR will be largely a local matter, dictated by, amongst others, sponsors requirements and budgets. As a minimum a Press Officer should be appointed well before the event to handle all press enquiries.

37. EVENT ADVERTISING
Again this is a local matter depending upon sponsors and budgets.

38. PILOTS PACKS
It is usual, but not essential, for Pilots and Officials to be presented with free gifts from sponsors at check-in. The provision of some kind of clothing (jacket, sweat shirt, hat, etc) colour coded for the following groups is a useful aid to identification during a large event. Pilots, Crews, Officials, Observers.

39. SIGNPOSTING
Local conditions will dictate what is needed by way of road signing and policing, and this can become very important in ensuring the rapid movement of crews and officials into and out of the launch site, especially after an evening launch.

40. PRE-EVENT EXPENSES
Numerous expenses can be incurred a long way ahead of the event, and this should be taken into account when negotiating with sponsors if cash flow problems are to be avoided.

END

APPENDIX A - ORGANISATION CHART

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APPENDIX B - EQUIPMENT DETAILS

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BASKET BANNERS

2. FLAGPOLES

3. FLAGS

2 sets of 8 in the following colours - red, green, white, blue, yellow, black, violet, and pink, all made from balloon fabric.

4. TARGETS

5. MARKERS

12 sets of the number of competitors + 10. 2 sets of each colour (red, yellow, white, light blue, pink). Number each set up to number of competitors, with 10 un-numbered spares in each set. Numbering must be on tail with waterproof marker. Underline numbers likely to cause confusion (eg: 6 and 9). Markers should be rolled and secured with elastic bands with the number showing. Material - coated nylon of less than 100gm/sq. m.

Trays, holding about 50 markers each, are useful for marker distribution at briefings.

6. LAUNCHFIELD MARKERS

2 sets required, numbered 1 - number of competitors.
Main set can be left permanently in place on main launch field, and can be same as basket banners pegged flat on ground.
Second set, for remote launch fields must be light weight and easily portable for quick laying out and recovery. They do not need to be very big (say 20cm white square with black number), but should be easily visible (not flat on grass).

7. VEHICLE/TRAILER IDENTITY NUMBERS AND BRIEFING ROOM TABLE IDENTITY NUMBERS

Total 3 sets of self adhesive 15 cm square white with black numbers, numbered 1 - number of competitors.

8. MARKER POSITION FLAGS

3 sets (one for each meauring team) of about half the number of competitors each set. 50 cm wire with small piece of bright coloured balloon fabric attached to the top.

9. LAUNCHMASTER JACKETS

1 jacket for each launchmaster. Bib type in orange balloon fabric.

10. OFFICIAL NOTICE BOARD

The Official Notice Board (which should be labelled as such) should be large enough to hold the results of up to 15 tasks, as well as all other official notices.

APPENDIX C - SAMPLE LETTERS & FORMS

Samples of the following sample letters and forms are attached:

Invitation to Aeroclubs

Aeroclubs reply

Acknowledgement to Aeroclubs of accepting entry

Invitation to Pilots, and Pilots Entry Form

Acknowledgement to Pilots of accepting entry

Invitation to Officials and Observers

Accommodation Booking Form

Pilot Check-in Form

Observer Report Form

Observer Supplementary Report Form

Pilot Goal Declaration Form

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