SECTION 5 – COMMUNICATION
Good communication is often the key to a good event. Most reasons for complaints arise due to miscommunication or lack of information.
1. Information to participants
Key dates should be set for sending information to and requesting information from participating players or teams.
This information should be published on the event’s webpage and could also be sent out in the form of newsletters.
Upon arrival, the participants should receive a final newsletter which could contain the following information:
| Accreditation procedure |
Parking |
| Anti-doping |
Physiotherapy |
| Catering |
Practice schedule |
| Ceremonies |
Public transport |
| Clothing regulations |
Results service |
| Functions, parties |
Safety and security |
| Hotel information |
Schedule of play |
| Laundry |
Seating in venue |
| Information desk location |
Sightseeing and tours |
| Maps of city centre |
Shuttles |
| Map of venue |
Stringing service |
| Medical arrangements |
Tickets for spectators |
| Meetings |
Transport |
| Names/contact details of key people |
Video access |
2. Visas
Visas are a crucial area. Contact should be made with the local Ministry of Foreign Affairs to get an understanding of all requirements connected with the visa issuance procedure.
A specific invitation from the event Organisers is necessary for some teams and players to obtain visas. This invitation should typically contain the names of the players and officials involved including their dates of birth, passport numbers and dates of issue and expiry.
3. Signs and information
A list of required signs for the venue, major arrival points and the hotels should be produced.
An information desk should be set up at the venue where team managers can collect draws, results and other relevant information for the players. Locations, staffing plans and opening hours for additional information desks should be agreed upon.
Information for spectators regarding draws and daily schedules should be available at the venue entrance.
4. Meetings
During the event, the Steering group should have regular meetings to exchange information and to solve problems that may arise.
Event related meetings like the Team managers meeting and Umpires briefing should be organised in consultation with the Referee.