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international olympic committee manual for candidate cities for the games of the xxix olympiad 2008

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contents part i guide 1 introduction 1 2 3 4 5 6 7 8 9 stages of the candidature 2 summary of main landmarks 2 deadlines 3 official registration of the candidature 3 promotion campaign 3 candidature file preparation and presentation 4 visit of the ioc evaluation commission 5 designation of cities to be submitted to the ioc session for election 6 election of the host city 6 preparing for the potential constitution of the organising committee for the olympic games 6 related documents a candidature procedure 9 ­ chapter i ­ general rules 9 ­ chapter ii ­ rules 13 b conditions governing the use of the olympic symbol by candidate cities for an olympic games 17 c undertaking 19 part ii candidature file 21 1 questionnaire 22 theme 1 national regional and candidate city characteristics 23 theme 2 legal aspects 27 theme 3 customs and immigration formalities 35 theme 4 environmental protection and meteorology 39 theme 5 finance 43 theme 6 marketing 57 theme 7 general sports concept 63 theme 8 sports 77 theme 9 paralympic games 81

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theme 10 theme 11 theme 12 theme 13 theme 14 theme 15 theme 16 theme 17 theme 18 2 3 olympic village 85 medical health services 89 security 93 accommodation 97 transport 105 technology 111 communications and media services 117 olympism and culture 121 guarantees 125 model candidature file 127 abbreviations 141 part iii annexes 143 1 olympic charter 2 undertaking original ­ to be signed 3 host city contract appendix a guide to organising meetings appendix b accreditation and entries at the olympic games appendix c provisions regarding transportation for the olympic family appendix d ioc olympic village guidelines and noc requirements appendix e ioc media guide guide for the written and photographic press broadcasting guide appendix f ioc guidelines regarding accommodation appendix g ioc marketing guidelines appendix h technology ­ data processing appendix i provisions regarding the ioc medical commission appendix j provisions regarding insurance for the olympic family appendix k provisions regarding olympic protocol 4 requirements by the international olympic summer sports federations international amateur athletic federation iaaf international rowing federation fisa international badminton federation ibf international baseball federation ibaf international basketball federation fiba international amateur boxing association aiba international canoe federation fic union cycliste internationale uci international equestrian federation fei

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fédération internationale d escrime fie fédération internationale de football association fifa international gymnastics federation fig international weightlifting federation iwf international handball federation ihf international hockey federation fih international judo federation ijf international federation of associated wrestling styles fila fédération internationale de natation amateur fina union internationale de pentathlon moderne uipm international softball federation isf the world taekwondo federation wtf international tennis federation itf the international table tennis federation ittf international shooting federation issf international archery federation fita international triathlon union itu international sailing federation isaf international volleyball federation fivb 5 paralympic games guidelines 6 general information 6.1 olympic movement directory 6.2 olympic biographies 6.3 ioc graphic standards pictograms 6.4 ioc factsheets

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part i guide introduction as candidate cities you are now in phase ii of the process to designate the host city of the games of the xxix olympiad in 2008 the aim of this manual is to guide you through the various steps of your candidature until the election of the host city on 13th july 2001 during the 112th ioc session in moscow the guide outlines what is required of a candidate city as well as the procedures rules and deadlines to be respected during phase ii it also contains many useful recommendations and along with the following documents should be considered as essential reading for anyone connected with the preparation and promotion of a candidature for the olympic games candidature procedure conditions governing the use of the olympic symbol by candidate cities for an olympic games code of ethics undertaking the text of the undertaking appears in this guide the original document is annexed to the manual and must be signed by the representatives of the candidate city authorities and the noc of the country and submitted to the ioc with the candidature file this manual is subject to the provisions of the olympic charter and the host city contract should there be any conflict between on the one hand this manual and on the other hand the olympic charter and/or the host city contract the olympic charter and/or the host city contract shall prevail the contents of this manual and its appendices represent the current position of the ioc on such matters the ioc reserves the right to amend such guidelines and other directions it is the responsibility of the city and the noc to adapt to such amendments so that the games will be organised in the best possible manner.

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stages of the candidature 1 summary of main landmarks the main landmarks of the candidature process are briefly summarised below w information meeting between the ioc and the candidate cities 25th september 2000 sydney signature of the candidature procedure creation of an emblem to represent your candidature a single ten-minute presentation to the ioc executive board by a small delegation from the candidate city the aim of this presentation is to give the candidate cities the opportunity to introduce its management to the ioc executive board december 2000 lausanne submission of the candidature file and signature of the undertaking deposit of us 150,000 with the ioc at the time of submitting the candidature file to be returned with interest to those cities which have not been awarded the games any outstanding costs by the candidate cities may be deducted from the deposit e.g registration of marks in the event of a withdrawal of a candidature us 25,000 of the deposit is nonrefundable designation by the ioc executive board of the candidate cities which will be submitted to the ioc session for the election of the host city election of the host city by the ioc session wwwwwww

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2 deadlines 28th-29th august 2000 lausanne 13th september 2000 sydney acceptance of candidate cities by the ioc executive board drawing of lots by the ioc executive board to determine the order of candidate city presentations etc games of the xxvii olympiad 2000 15th september 1st october 2000 sydney 25th september 2000 sydney information meeting between the ioc and the candidate cities signature of the candidature procedure ten-minute presentation to the ioc executive board submission of candidature file to the ioc visits of the ioc evaluation commission to the candidate cities report of ioc evaluation commission to the ioc executive board designation by the ioc executive board of candidate cities to be submitted to the ioc session for election election of the host city of the games of the xxix olympiad in 2008 6th september 2000 13th december 2000 lausanne 17th january 2001 mid-february to mid-april 2001 mid-may 2001 13th july 2001 112th ioc session moscow 3 official registration of the candidature the candidature becomes official when the candidature procedure has been signed by the candidate city and its noc within the time limit established by the ioc 4 promotion campaign once the candidature has been officially registered with the ioc the promotion campaign may begin consideration should be given to the creation of an emblem representing the candidature consisting of the olympic symbol the five rings and another element representing the candidature following the provisions of the olympic charter and in accordance with the conditions governing the use of the olympic symbol by

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candidate cities for an olympic games this emblem must be submitted to the ioc for approval it may not be made public prior to ioc authorisation candidate cities must be cost conscious throughout the promotion campaign the candidature will be under tough public scrutiny and whilst all efforts to promote the project will be enthusiastically supported during the candidature the post-election attitudes of the public media sponsors and supporters can be very critical and damaging in this respect it is essential to consider the value and target audience of any promotional activities particularly those involving international travel and to plan and budget accordingly in order to avoid unnecessary expenditure and criticism maintaining objectivity throughout the promotion campaign is essential casual promises and unrealistic goals are very quickly seen through and can often damage the image of the candidature and its chances of success for this reason it is important to maintain coherence and harmony between the projects described in the candidature file and those developed in the promotion campaign all the declarations guarantees and agreements contained in the candidature file have the force of obligations as do all the other commitments made by the candidate city the noc the candidature committee and all declarations made during official presentations 5 candidature file preparation and presentation the candidature file which consists of a compilation of the answers of the candidate city to the ioc s questionnaire in part ii is one of the ioc s principal tools in evaluating a candidature and analysing its technical characteristics the file must accurately reflect the current situation of the city and present its plans in a realistic manner the candidature file must be presented in accordance with the model candidature file described at the end of this manual in order to facilitate the ioc s assessment of replies and to allow for an objective analysis it is important that the order of questions is respected and that precise and concise answers are given collaboration with your national sports federations and the international federations is essential when preparing your candidature file the candidature file may not be distributed or made public until it has been submitted to the ioc and the ioc s written authorisation has been obtained delivery of the file to the ioc by the deadline of 17th january 2001 seventy 70 copies of the bilingual candidature file french and english must be given to the ioc administration for

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ioc internal use members of the ioc evaluation commission and executive board and the olympic museum they may be sent by post or by special messenger or they may be handed over personally the ioc does not consider the personal delivery of the files to the ioc headquarters as an official occasion as such no ceremony will be arranged study of the candidature and dispatching of the file the candidature file is studied by the ioc to ensure that all the required information has been provided the ioc may ask for any further information it deems necessary at the end of this process the ioc gives its authorisation to the candidate cities to dispatch a copy of the file to the following persons or organisations vvvvvv ioc members honorary ioc members each international olympic summer sports federation the association of summer olympic international federations asoif the association of national olympic committees anoc each of the five noc continental associations anoca paso oca eoc onoc such candidature files must be identical in all aspects to the candidature file approved by the ioc the candidature files sent to the above persons organisations must not contain any additional material to that approved by the ioc a copy of any covering letter accompanying the file must be sent to the ioc upon receipt of written authorisation from the ioc the candidate city is at liberty to release its candidature file to the public and to the media 6 visit of the ioc evaluation commission after receiving the candidature file the ioc co-ordinates the visits of an ioc evaluation commission to the candidate cities as stipulated in bye-law to rule 37 of the olympic charter the commission inspects the sites proposed for the games and holds meetings with the candidature committee and experts on all aspects and themes of the candidature at the end of the visits to all candidate cities the evaluation commission issues a report.

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7 designation of cities to be submitted to the ioc session for election after examination of the report of the ioc evaluation commission the ioc executive board will designate the cities which will proceed through to the vote at the ioc session 8 election of the host city the host city of the games of the xxix olympiad in 2008 will be elected at the 112th ioc session in moscow each candidate city will make a presentation to the ioc session at which the vote will take place the order of presentations is determined by the ioc by the drawing of lots see candidature procedure ­ chapter 1 general rules 9 preparing for the potential constitution of the organising committee for the olympic games the olympic games are the exclusive property of the ioc which owns all rights and data relating thereto in particular and without limitation all rights relating to their organisation exploitation broadcasting recording representation reproduction access and dissemination in any form and by any means or mechanism whatsoever whether now existing or developed in the future rule 11 of the olympic charter it is essential that the candidature committee plans for the constitution of an organising committee for the olympic games ocog as it is the ocog which is the main body responsible for organising the olympic games the candidature committee should ensure that all parties concerned in the preparation of the candidature are aware of this fact and that in the earliest stages of planning consideration is given to the persons who may form a potential organising committee in the event that the city is elected to host the games it is important that there is some continuity between the candidature committee and an eventual organising committee immediately after the announcement of the host city the host city contract is signed by the ioc the host city authorities duly empowered by the city to make this commitment and the noc of the country in which the city is located this contract specifies in detail the obligations incumbent upon the city chosen to organise the olympic games within ten days of signing the contract the elected city must increase the guarantee deposit initially us $150,000 to us $1,000,000 this deposit must progressively

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be increased to a total of us $5,000,000 from funds taken from the ocog s revenue including the sale of television rights and the marketing programme the host city contract will also contain a mechanism pursuant to which the ioc will have the right to withhold certain monies owing to ocog pending resolution of any disputes involving the ocog the ocog must be constituted within five months of the date on which the host city contract is signed the executive body of the ocog must include the ioc members in the country the president and secretary general of the noc an athlete representative and at least one member representing and designated by the host city the executive body may also include representatives of public authorities and other leading figures in order to ensure continuity it would be appropriate for some members of the candidature committee to be members of the ocog from the time of its constitution and until the time of its dissolution the ocog must conduct its activities in accordance with the olympic charter and the instructions of the ioc executive board moreover it will be called upon to act in its capacity as party to the host city contract and will be jointly and severally liable with the host city and the noc of the country for realising the obligations contained in the host city contract and its annexes the ocog must comply fully with the commitments and the promises made during the candidature phase both in the technical file and the declarations and comments made by the candidature committee during its presentations to the session and other olympic meetings.

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related documents a b candidature procedure conditions governing the use of the olympic symbol by candidate cities for an olympic games undertaking c.

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a candidature procedure in view of paragraph 5 of rule 37 of the olympic charter which states any city applying for the organisation of the olympic games must undertake in writing to respect the conditions prescribed for candidate cities issued by the ioc executive board as well as the technical norms laid down by the if of each sport included in the programme of the olympic games the ioc executive board shall determine the procedure to be followed by the candidate cities the ioc executive board has adopted the following rules chapter 1 general rules 1.1 definitions 1.1.1 candidate city an applicant city the candidature of which is accepted by the ioc executive board as a candidate city to host the 2008 olympic games 2008 olympic games the games of the xxix olympiad in 2008 1.1.2 1.1.3 olympic meetings all meetings or events of the ioc an if a noc or their organs commissions working groups committees or other bodies or associations if any 1.1.4 ioc without further indication for the implementation of the present rules the ioc executive board and/or the ioc administration.

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1.2 abiding by various rules and conditions the candidate cities shall abide in all aspects by all provisions of the olympic charter the ioc code of ethics this candidature procedure and all other rules instructions and conditions which may be established by the ioc executive board 1.3 1.3.1 evaluation of candidatures the candidate cities will provide the ioc with all requested information relative to their candidature and their plans for organising the 2008 olympic games the candidate cities shall provide in writing a candidature file by 17th january 2001 the candidature file shall contain the candidate city s response to the questions set out in the ioc candidate city manual once submitted to the ioc no changes or additions may be made to the candidature file upon receipt of written authorisation from the ioc candidate cities may send their candidature file to the ioc members and make it public pursuant to paragraph 4 of the bye-law to rule 37 of the olympic charter the ioc will appoint an evaluation commission to study the candidatures of all candidate cities this commission will be composed of three members representing the ifs three members representing the nocs four ioc members one member proposed by the athletes commission one member representing the international paralympic committee ipc members of the ioc administration as well as specialists whose advice may be helpful the costs of the visit of the evaluation commission to each candidate city shall be borne by the ioc the ioc evaluation commission shall make a report to the ioc the ioc will make this report public the ioc executive board based upon the report of such evaluation commission shall draw up the list of candidate cities to be submitted to the ioc session for election 1.3.2 1.3.3 1.3.4 1.3.5 1.3.6

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1.4 election of the host city procedure 1.4.1 1.4.2 1.4.3 1.4.4 the ioc session elects the host city each candidate city will make a presentation to the ioc session at which the host city will be elected each candidate city presentation shall not exceed 45 minutes the presentation will be followed by questions from the floor minutes will be taken of the candidate city presentations all statements and representations including answers declarations or other commitments made by the candidate cities on this occasion shall be binding upon the host city the noc and the future ocog and shall be deemed to be an integral part of the host city contract at the end of all candidate city presentations the ioc evaluation commission will make a report to the ioc session the ioc members vote in secret ballot the ballot will have as many rounds as necessary in order for one city to gain an absolute majority of votes after each round of voting the city with the least number of votes is eliminated the final result is announced by the ioc president it may be broadcast live on television the ioc representatives of the elected city and the noc concerned immediately sign the host city contract a representative of the government of the host country signs a confirmation of government support which will mirror previous guarantees that the government has been asked to provide in the context of the candidature file pursuant to this manual 1.4.5 1.4.6 1.4.7 1.4.8 1.4.9 delegation 1.4.10 each candidate city and noc delegation shall include six official delegates four advisors the above-mentioned persons will be seated on a platform reserved for the presentations of the candidate cities each of the above persons may address the ioc session.

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