World Masters Games 2017 Candidature Guidelines - SportingPulse

World Masters Games 2017
Candidature Guidelines

1. Introduction ......................................................................................................................... 4
2. Deadlines and landmarks .................................................................................................. 4
3. The Fundamental Idea ........................................................................................................ 6
3.1 What is a Master ............................................................................................6
3.2 Who are the athletes at the World Masters Games ....................................6
3.3 What is the World Masters Games ...............................................................7
4. Why bid for the World Masters Games ............................................................................. 9
4.1 The World Masters Games is a Major Sports Event ...................................9
4.2 The World Masters Games is a major tourism event .................................9
4.3 The Games are a major driver of visitation for your city and region ........9
4.3.1 Visiting athletes stay for an extensive period of time ............................................. 10
4.3.2 Athletes bring Family and friends with them .......................................................... 11
4.3.3 Where do they stay ................................................................................................ 11
4.3.4 Activities during the Games ................................................................................... 13
4.4 Increase and strengthen the event knowledge of the city .......................14
4.5 Strengthen relationships with the International World of Sport .............14
4.6 No expenditure on new venues ..................................................................14
4.7 No expenditure on event software .............................................................14
4.8 Build a strong Sport for All legacy .............................................................14
4.9 Media exposure ...........................................................................................15
4.10 Boost community and regional ties ...........................................................15
4.11 Athletes Database .......................................................................................15
5. Guidelines and conditions ............................................................................................... 16
6. The IMGA ........................................................................................................................... 16
6.1 The IMGA board of governors ....................................................................16
6.2 IMGA’s Obligations to the host city ...........................................................17
6.3 IMGA responsibilities during World Masters Games ...............................17
7. Athletes .............................................................................................................................. 18
8. Host City ............................................................................................................................ 19
8.1 Responsibilities of the Host City Organising Committee (HCOC) ..........19

8.2 Logistics .......................................................................................................19
8.2.1 Accommodation & Transport ................................................................................. 20
8.2.2 Registration Centre ................................................................................................ 21
8.2.3 Activities ................................................................................................................. 22
8.2.4 Media ..................................................................................................................... 24
8.2.5 IT solution .............................................................................................................. 24
8.2.6 Volunteers .............................................................................................................. 24
8.2.7 Environment ........................................................................................................... 24
8.3 Sports ...........................................................................................................25
8.3.1 Competition ............................................................................................................ 25
8.3.2 Sports organisation ................................................................................................ 25
8.3.3 Competition Rules ................................................................................................. 26
8.3.4 Officials .................................................................................................................. 27
8.3.5 Venues ................................................................................................................... 27
8.3.6 Results ................................................................................................................... 28
8.3.7 Sports Guarantees ................................................................................................. 28
8.4 Finances .......................................................................................................29
8.4.1 Sponsorship ........................................................................................................... 29
8.5 Marketing ......................................................................................................30
8.6 Medical Coverage ........................................................................................31
8.6.1 Doping .................................................................................................................... 31
8.7 Further information in support of your bid ...............................................32
9. Formal bid document content ......................................................................................... 33
9.1 Candidature file ...........................................................................................33
9.2 Guarantees ...................................................................................................33
9.3 Candidature fee ...........................................................................................33
9.4 Approval of host city Contract ...................................................................33
9.5 Electronic format of documents .................................................................33
Appendix 1 : Games Deliverables - Divisional Check list ..................................................... 34

1. Introduction
As Candidate Cities, you are now in first phase of the process to designate the Host City of the 9 th
World Masters Games in 2017.
The aim of this document is to guide you through the various steps of your candidature until the
election of the Host City by Board of Governors of the International Masters Games Association
(IMGA).
The Candidature Procedure outlines what is required of a Candidate City, as well as the
procedures, rules and deadlines to be respected during the various phases. Apart from essential
information, it also contains many useful recommendations and should be considered as essential
reading for anyone connected with the preparation and promotion of a candidature for the World
Masters Games.
2. Deadlines and landmarks
The bid document produced by the candidate cities by answering the bidding questionnaire, with
the assistance of these guidelines, will be the basis for the first part of the evaluation. After the
initial evaluation the Board of Governors reserves the right to reduce the number of candidates.
The remaining candidates will then enter the second stage of the evaluation process where a small
evaluation commission will visit the cities. This group will normally not exceed 3 persons and
consists of IMGA governors, representatives of the international federations and members of the
administration.
The commission will evaluate, whether facilities and venues are satisfactory for an event of this
magnitude. The commission will also meet with representatives from the sports and local
government supporting the bid. An evaluation report will be distributed to the bid cities and The
IMGA board of Governors.
The Finalist cities will be given 20 Min to present their bid at the IMGA general assembly and 5 Min
to answer questions from the international sports federations and the board.
The selection of host city will subsequently to the evaluation report take place by the IMGA board
of Governors.
Please see Table next page for more detail on dates. Main deadlines and landmarks of the
candidature procedure.
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Table 1 : Deadlines of the candidature procedure
Object
Deadline
Submission of Official letter confirming candidature. * Thursday 8 th of September 2011
Payment of candidature fee (EUR 30.000) **
An invoice will be sent by email
Submission of candidature file in electronic format to the
IMGA *
Thursday 10 th of November 2011
Friday 10 th of February 2012
Selection of finalist cities published Thursday 1 st of March 2012
Visit by the IMGA evaluation commission and negotiation of
host city contract.
Presentation of bids by finalist cities at IMGA General
Assembly in Quebec
Submission of financial and sports guarantees to the IMGA
as described in the Bidding Questionnaire
Final selection of host for the 2017 World Masters Games
at IMGA Board Meeting held after the Annual General
Assembly
Signature of host city contract following selection of Host
City
Final day for payment of first instalment of rights fee for the
2017 World Masters Games
March, April and May 2012
Monday 21 st of May 2012
Monday 21 st of May 2012
Monday 21 st of May 2012
Monday 21 st of May 2012
Friday 1 st of June 2012
* All correspondenae must send to WMG2017@imga.ch Letter can be attached to email as
image, pdf file or other electronic format.
Should a host city also decide to send information by post, please use the following
address:
International Masters Games Association, Maison du Sport International
Avenue de Rhodanie 54
1007 Lausanne, Switzerland
** This amount will cover the flights for the evaluation. EUR 28’000 will be returned if the city
is not part of the evaluation. EUR 2’000 will be retained for administration costs.
Please Contact IMGA for invoice and payment details.
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3. The Fundamental Idea
In recent decades Masters sport has grown significantly at various levels: local, regional, national
and international. The emphasis in Masters sport on participation and ‘sport for all’ has made it
accessible to people of varying abilities and performance levels. For many of these athletes,
Masters sport is as much a social occasion as a sport event—a chance to meet others with an
interest in exercise for enjoyment, recreation and health promotion. Masters sport is also appealing
to athletes with a more competitive ethos; performance excellence is recognised by the award of
medals. Masters sport also attracts athletes who have retired from elite competition, but who
welcome an opportunity to perform in a properly organised setting. Masters sport, one of the fastest
growing areas of sports participation, will become even more important for community sport and
health as the population ages. Unlike World Championships for veterans or masters, the World
Masters Games do not have qualification criteria for participation, other than the minimum age
requirements. Such a wide range of participants and diverse patterns of involvement help to
account why the World Masters Games is the largest sporting event, in terms of athlete numbers,
on earth.
3.1 What is a Master
Masters sport is a generic term that encompasses veterans, golden oldies, legends, seniors and
many other forms of mature-aged sport. In the context of World Masters Games, the term „Master“
is applied to male and female competitors who comply with the International Sports Federations’
rules regarding the minimum age in their respective sport, normally between 30 and 40 years. In
the case where such minimum age has not been established, the Host City Organizing Committees
and the IMGA may decide. Most Masters’ sports are furthermore organised in age categories of
five or ten year intervals.
Participants in Masters Games may be former World Champions or Olympians, national
representatives, club athletes or social level sportspeople. They participate for a multitude of
reasons, with the level of competition ranging from elite to social standard.
3.2 Who are the athletes at the World Masters Games
There is a general misconception that Masters Games are for older and potentially retired people.
Reality is however that the average age of participants is 49 mostly well educated at the height of
their careers. They have a high average income and the vast majority are in a relationship and
usually travel to the games with their family/partner.
Please also note that IMGA pursues a goal of even genders distribution at our games which to a
large degree has been achieved due active encouragement and promotion of female participation
by the organising committees in the past.
The charts below will give you a brief overlook of this data. It is however strongly encouraged the
full reports are read to tailor the event better and to bring maximum benefit to both city and
athletes. The full reports are available in the media section of the IMGA website.
6

Figure 1 General statistics for athletes participating in the World Masters Games
Gender Distribution
Education
56%
21%
High School
44%
Male
Female
32%
47%
Post Degree
Graduate
Degree
33%
Age Distribution
32% 16%
19%
40 and
under
41 to 50
51 to 60
61 an over
Marital Status
11%
1% 11% Single/never
married
Married/Part
ner
Widowed
77%
Divorced
Income per household
12%
39%
30%
19%
0 - 50.000 $
50.000 -100.000 $
100.000 -150.000 $
150.000 - Above $
3.3 What is the World Masters Games
Another virtue of Masters sport in the minds of many participants, is that it is far less commercially
oriented and performance bound than high-profile elite sport. Unlike the highly paid athletes who
appear regularly in televised sport, Masters athletes mostly represent themselves rather than their
locality, region or country and pay their own way for the privilege of competing. To many
supporters, Masters sport seems to be more in touch with the best traditions of sport: camaraderie,
the joy of participation and the health benefits of an active life at all stages of life.
The games are therefore for people who see sport as an enjoyable path to fitness as well as an
opportunity to use physical activity as a means to satisfy other individuals and social needs. The
World Masters Games was therefore created with a view to:
Promoting the philosophy of “sport for life“ and “sport for all”
Motivating a goal-orientated and long-term attitude towards sport and physical fitness
7

Offering a broad-based participation in an open sports event featuring a number of
disciplines in a truly multinational environment
Encouraging mature individuals from all over the world to participate in sport regardless of
sex, race, religion or sports status
Setting an example by the participants to inspire the youth of the world to acknowledge that
competitive sport may continue throughout life
Bringing together mature athletes every four years in different cities around the world to
practise their sport and to share cultural and tourist experiences.
This framework of principals and ideas has been the foundation behind the establishment of a
festival that in many ways stand out from other international sports events. The games are unique
in that:
The Games are open to everyone who complies with the minimum age requirements and who
registers for the sport(s) in which they wish to participate.
All participants represent themselves only.
There are no national teams, groups or official national representatives.
With regard to team sports, it is accepted that several teams from individual countries may
participate, while participants from several different countries may unite to form multi-national
teams.
All participants shall compete in the outfit and the clothes normally used in their particular sport.
Participants may wear their national uniforms; however this is at the discretion of the
participants and their national sports organisation.
Participation in the World Masters Games does not require any qualification competitions or
selection criteria.
Participants, their family and friends will be offered a range of accommodation options which
will satisfy any individual need and budget. The establishment of a Games athletes village is
not a requirement.
The Games offers an opportunity for Paralympic athletes to compete alongside or in the same
field of play as able-bodied athletes.
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4. Why bid for the World Masters Games
During the bid preparations you are likely to be asked by potential stakeholders, unfamiliar with the
games, why your city is bidding. While the reasons behind a bid can be numerous some or all of
the factors below should be considered as motivation for hosting the World Masters Games.
All statistics below is derived from independent reports made during or after previous World
Masters Games. All reports are either available on the IMGA website or can be requested in their
entirety from the IMGA office.
4.1 The World Masters Games is a Major Sports Event
The numbers of participants and the size of the event have been steadily growing since the
inaugural games in 1985. It is now attracting over three times as many athletes as the Summer
Olympics and has truly established itself as the biggest participatory multi-sports event in the world.
Some of the key numbers from the 7th version of the games in Sydney are listed below.
• 9 days of sport
• 28 sports on the program
• 72 venues in use
• 60 full time employees
• 5500 Volunteers
• 95 countries present
• 3593 Visiting Coaches and Officials
• 28292 Athletes
• 61% of participants were International or Outer-state visitors
4.2 The World Masters Games is a major tourism event
The following paragraphs go to underline the major tourism aspect of the games. It is encouraged
to involve your local tourism board or similar in planning the bid.
4.3 The Games are a major driver of visitation for your city and region
73 % of participants at the 2009 World Masters Games in Sydney said the games were the most
important or a major factor for going to Sydney
9

Figure 2 Did the Games play a role in you going to Sydney?
48 25 18 7 1
0% 20% 40% 60% 80% 100%
Most important factor
Influence but not a major factor
Not sure
Major factor
Little or no influence
4.3.1 Visiting athletes stay for an extensive period of time
Most participants are making the games part of their vacation and therefore stay longer that just the
days they are competing, presenting an excellent opportunity for the host city to offer tour
packages, day trip and local tourist attractions. The tables below are very good indicators of length
of stay.
National non-local athletes stay on average 9.4 days in the host city and region of the games.
Table 2 Length of Stay by national athletes during World Masters Games
National non local
participants
Before the
Games –
total nights
stayed
During the
Games –
total nights
stayed
After the
Games –
total nights
stayed
In Host City 1.0 6.6 0.5 8.1
Total nights
stayed
Regional 0.3 0.8 0.2 1.3
Total stay 1.3 7.4 0.7 9.4
10

While international athletes tend to stay longer with an average stay in the country of 15.8 days
Table 3 Length of stay by international athletes at the World Masters Games
International
participants
Before the
Games –
total nights
stayed
During the
Games –
total nights
stayed
After the
Games –
total nights
stayed
In Host City 1.9 7.4 1.2 10.5
Regional 0.5 1.0 0.9 2.4
Rest of the Country 1.0 0.2 1.7 2.9
Total nights
stayed
Total stay 3.4 8.6 3.8 15.8
4.3.2 Athletes bring Family and friends with them
As the Games often are part of the athlete’s vacation, more than half of all non-local athletes are
bringing others with them when attending the games
Table 4 Athletes bringing friends and family with them
Travel group
National nonlocal
athletes
Travelled on my own 43 % 48 %
Travelled with others in my party 57 % 52 %
International
athletes
They brought on average more than 2 additional travellers with them, bringing the number of
visitors to the host city up to well over 50.000.
Table 5 Average size of traveling party
Average travel party size
Average number of additional
travellers
Average number of total travel party
size, including Games participant
National nonlocal
athletes
2.0 2.3
3.3 3.7
International
athletes
4.3.3 Where do they stay
Studies have shown 85% of all visitors stay in paid accommodation. Especially serviced
apartments and hotels have proven very popular.
11

Figure 3 Participants choice of accommodation during the World Masters Games
0% 20% 40% 60% 80% 100%
Paid
85
Serviced apartment
Hotel 4 or 5 stars
Net 3/2 star hotel/motel
Hotel 3 stars
20
16
19
11
Hotel 2 stars
1
Motel
Hotel Don't know how many stars
Net rented & other self contained
accommodation
Other self contained accommodation
Rented house, apartment, unit or flat
Backpacker hostel, or other hostel
Caravan or camping
B&B (bed and breakfast)
Unpaid
Staying with friends/family
7
9
14
8
7
5
4
2
15
15
Those staying in serviced apartments tend to be international athletes (23%), females (25%) and
aged between 40 to 49 years (24%)
Visitors staying in either 4 or 5 star hotels are most likely to be international athletes (21%), male
(19%) and be travelling with others (18%)
Unpaid accommodation (those staying with family or friends) is higher among non-local national
athletes (31%)
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4.3.4 Activities during the Games
Social interaction is a major part of masters sport and athletes predominantly spent their money on
eating out, shopping and tourist attractions throughout their stay, apart from games registration and
accommodation.
Table 6 Average consumption per athlete during the 2009 World Masters Games
Local residents $ National $ International $
AVERAGE PER PERSON 560 2,174 3,476
Accommodation including any meals and
drinks where you were staying and any
amounts prepaid as part of a package
37 669 1,264
Domestic airfares 2 242 276
Vehicle hire 4 102 157
Shopping (including duty free) 21 147 311
Meals, food & beverages – all purchases
made apart from any you included in your
accommodation
79 312 418
Event registration fees 227 222 224
Eating out (cafés, restaurants, food outlets) 49 188 296
Tour services & tourist attractions 3 34 164
Entertainment activities (eg cinema,
nightclubs etc) 15 38 61
Event merchandise & retail purchases 62 84 130
Car expenses, petrol, toll, parking 15 14 1
Taxi transport 5 30 51
Personal services (hair dressing, laundry,
massages) 17 19 20
Tickets to any SWMG event requiring
purchased tickets 11 15 27
Other transport (buses, trains etc) 8 9 25
Other 3 7 50
Based on the numbers above, the total direct spending by participants at the 2009 World Masters
Games was conservatively calculated to:
$ 60.2 Million
This number does not include any multipliers and do therefore not take into account the indirect
spending boost to the local economy.
13

All previous World Masters Games where comparable studies have been made shows similar or
better results guaranteeing a return of investment many times above the total investment in the
games. This is one of the major reasons the event has become so popular to host.
Economic impact studies from previous games are available on the IMGA website or by request
from the IMGA administration
4.4 Increase and strengthen the event knowledge of the city
The World Masters Games is a very large and complex multi-sports event which will add to the
operational games expertise within the city and region. Hosting a multi-sports event is very different
from an individual sports events and such experience is beneficial when hosting both small and
large events.
The IMGA has additionally assembled such experience from past host cities and compiled it into a
Games operations manual comprising of recommendations, document templates, contract samples
and suggested timelines etc. which we make available to the next host city
4.5 Strengthen relationships with the International World of Sport
The IMGA is recognised by the International Olympic Committee (IOC) and owned by the
international sports federations and therefore very closely linked into the international world of
sport. There are currently 11 IOC members and 8 presidents of Olympic sports on the board of
IMGA (see section 6 for more detail). Hosting the World Masters Games offers access to some of
the most influential decision makers in sport which can be very beneficial when bidding for future
sports events or establishing a future bid strategy.
4.6 No expenditure on new venues
There are no costly expenditures on venue construction as no new venues can be built for the
World Masters Games. The games are designed to be participatory rather than spectator oriented,
which allows the city to use many smaller venues placed in schools, universities and sports clubs in
addition to the more traditional big event venues.
4.7 No expenditure on event software
The IMGA has worked closely with an IT partner to provide a software solution free of charge and
suited specifically to the World Masters Games. The Software covers Expression of interest,
registration, payment link to bank, accreditation, games management and results.
4.8 Build a strong Sport for All legacy
The World Masters Games offers a platform to promote sport for all - both locally and nationally.
The athletes are role models who as colleagues, parents, coaches, teachers or friends will inspire
peers and youth in the community. The advocacy of a healthy lifestyle and an overall improved
fitness level has long term benefits to society and especially to those with an aging population.
Surveys of past World Master Games have shown an increase in local sports club memberships of
up to 60% in the age groups over 30, following the games.
14

4.9 Media exposure
While the World Masters Games is not a traditional media orientated sports event it does offer
interesting content due to the diversity of athletes, particularly with regards to lifestyle rather than
live sport. A media survey of the 2009 games showed they generated just over $ 13 million in
Advertising value.
Table 7 Advertising values generated by media type
Media
Type
Volume
Audience/Circulation
Advertising
Space Rate
Television 3,292 57,543,702 $7,818,513
Radio 2,945 36,712,200 $2,098,333
Press 2,224 134,985,567 $3,219,842
Total 8,461 229,241,469 $13,136,688
4.10 Boost community and regional ties
It is unlikely all sports events can be held in the city centre, due to the size of the games and vast
numbers of venues needed. This gives surrounding suburbs and other parts of the region a chance
to actively be part of the games and thereby help in strengthening community and regional ties.
4.11 Athletes Database
The IMGA has over the years build a database with over 80.000 email addresses of active masters
athletes which will but made available to the next host city for promotion of the games.
15

5. Guidelines and conditions
The running of a first class, multi-sport event like the World Masters Games with a large number of
participants from around the world represents a great opportunity and a great challenge for the
Host City; consequently neither should be underestimated. The following paragraphs will provide
relevant information about the role of the four main stakeholders in the event: The IMGA, The
Athletes, The Host City and The Sports.
6. The IMGA
World Masters Games are governed by The International Masters Games Association (IMGA), a
non-profit organisation, constituted under the laws of Switzerland. For a detailed description of the
organisation please refer to the constitution.
6.1 The IMGA board of governors
A Board of Governors elected by the General Assembly for a four-year period, administers the
IMGA. It is compose by:
A President proposed by either a Member Federations (IFs) or any member of the Board of
Governors and elected by the General Assembly. If the president comes from a member
federation this federation must approve the appointment.
Members proposed by the IFs and elected by the General Assembly. Of those members at
least two shall be elected from the Winter Sports Federations.
Members representing expertise, knowledge, and continuity within the interest areas of
IMGA.
President:
Kai Holm
Members:
Tamas Ajan
Denis Oswald
Gian-Franco Kasper
Gianni Gola
Bob Elphinston
Phil Craven
Anders Besseberg
Don Porter
Marisol Casado
Pat. McQuaid
Jose Perurena
Richard L. Carrion
John D. Coates
Carlos A. Nuzman
Ex-IOC member, Ex-President of NOC Denmark
IOC member, President of the International Weightlifting Federation (IWF)
IOC member, President of The International Rowing Federation (FISA)
IOC member, President of the International Skiing Federation (FIS)
Ex-President of the International Military Sports Council (CISM)
Ex-President of international Basketball Association
IOC member, President of the International Paralympic Committee (IPC)
President International Biathlon Union (IBU)
President International Softball Federation (ISF)
IOC member, President International Triathlon Union (ITU)
IOC member, President International Cycling Union (UCI)
IOC Member, President International Canoe Federation (ICF)
IOC Executive Board, Chair IOC Finance & Audits Commission
IOC Executive Board, President NOC Australia, President CAS
IOC Member, President NOC Brazil and Rio
Honorary Vice President:
H.R.H Tunku Imran IOC member, President NOC Malaysia
16

6.2 IMGA’s Obligations to the host city
The IMGA has in its capacity of governing body for the World Masters Games, the following
obligations to the host city:
To develop, promote and grow Masters sport globally.
To ensure communication with and support of the International and National Sports
Federations
To select the host city for future World Masters Games in accordance with the established
guidelines
To approve rules and regulations for the World Masters Games event
To approve the proposed sports programme for each sport participating in the Games
To secure compliance with the overall guidelines as to preparation for and the conduct of
participating sports in the World Masters Games
To act as adviser to the host city and to work conjointly to ensure the quality in the
organisation and presentation of the World Masters Games
To act as Jury of Appeal in any dispute emerging from the World Masters Games competitions.
The Board of Governors is to meet at least once a year in the period between the Games and to be
present during the World Masters Games event.
6.3 IMGA responsibilities during World Masters Games
The attendance by the Board of Governors at the World Masters Games contributes to giving the
event a higher status in a truly international manner. While attending the Games, governors will
have the responsibility of:
Undertaking the official opening or closing of sports competition’s when requested
Participating in the opening and closing ceremonies, press conferences, seminars,
conferences, etc.
Attending as many sports competitions as possible
Meeting with the sportsmen and women, and if possible competing at the Games
Presenting medals, when requested
Attending functions when invited by the Host City Organizing Committee, the state and local
politicians, etc.
Attending the IMGA’s Board of Governors meeting, to be held at the time and place of the
Games.
17

7. Athletes
To ensure the games are successful and held in the spirit of the international Masters Movement
and “Sport for all” the athletes must.
Comply with the age requirement and abide by the competition rules laid down by the
International Sports Federations and the organizing committee of the host city. Proof of age
and identity is required
Agree to observe the principles and rules laid down by the IMGA’s Board of Governors
Be responsible for transportation to the games, accommodation and any other costs on an
individual basis
Pay a Games’ registration fee and separate fee (if any) for each sport in which they participate.
It is generally recommended to keep the same registration fee for all sports. However sports
such as golf might demand extra payment due to green fees.
Subject to the requirements of the participating sports and be a registered member of a club or
association in the sport(s) they enter.
Hold the required licence for sports including weapons such as shooting and archery.
18

8. Host City
In this section some helpful pointers will be given to aid the answering of the Host City
Questionnaire. The paragraphs are organised to follow the layout of the questionnaire.
It is strongly recommended to study Appendix 1 of this document for more detail on deliverables
split into departments.
8.1 Responsibilities of the Host City Organising Committee (HCOC)
The Host City may choose to form their organising committee in a way that is most suitable for the
country, state or region. Experience has shown the most suitable structure is to establish a
separate legal entity which operates independently but under supervision of local government.
Samples of the organisational structure from past World Masters Games can be found in the final
reports available on our website. Whatever structure is chosen the following obligations must be
observed.
To plan, organize and stage an international multi-sport event of the highest possible standard
To plan the sports programme and to procure all venues and facilities for the Games
To develop a marketing and promotion strategy
To organise the official ceremonies
To arrange a social and cultural programme
To set up registration, accreditation and media facilities together with other information services
To liaise with state, national and international sports organizations and keep them informed of
the progress of the Games
To provide written reports to the IMGA Board of Governors, in accordance with the terms and
conditions stated in the contract between the IMGA and the Host City
To pay rights fees to the amounts and dates specified in the payments schedule in the contract
between the IMGA and the Host City
To ensure against any liability towards participants, volunteers, professional staff and the
members of the Board of Governors
The Host City must endeavour to raise the profile and the interest for master sport and the
World Masters Games and to encourage widespread global participation in the Games
8.2 Logistics
Welcoming more the than 25.000 athletes and their families for ten or more days, demands a
thorough and highly proficient logistics plan. A major part of this is to organise for adequate
transport and accommodation. See also under Games Services in Appendix 1.
19

8.2.1 Accommodation & Transport
The Host City Organising Committee (HCOC) must ensure that a full range of accommodation
options are available to participants, accompanying persons and others attending the Games. The
appointment of an appropriate credentialed Travel Organisation by the HCOC is strongly
recommended. This can open for the opportunity of establishing tour and packages for the games.
The range of accommodation opportunities must be available in hotels, hostels, motels and private
accommodation. As some masters athletes prefer to find private accommodation, a provision of
home host accommodation by the general community and ethnic communities is encouraged and
recommended. Please see Section 4 figure 3 for more detail on Athletes choice of accommodation.
The Host City should establish, if possible, an arrangement with the hospitality industry to ensure
that no price gouging or cost manipulation occurs.
The Host City must designate a major hotel as the official hotel for Games. IMGA must provide
approval to the appointment prior to completion of the arrangements.
Transport should consider all aspects from arriving in the country (City) of the Games to travel
around between major venues and to and from accommodation, with a wide range of transport on
offer, including air, rail, road, public transport (e.g. city/state-run tram/bus/coach network). An
environmental solution for moving large numbers of people at peak times (e.g. opening and closing
ceremonies) should be included.
Figure 4 Choice of transport for athletes at the World Masters Games 2009
0% 20% 40% 60% 80% 100%
Private / own vehcile
48
Train
28
Rented/hire vehicle
14
Bus, coach
4
Games Transport services
2
Walking or cycling
2
Boat, ferry
1
20

8.2.2 Registration Centre
The registration and accreditation centre is the first point of contact to the Games for the
participants and accompanying persons. As all athletes pass through this centre, such location can
efficiently be turned into a games centre with additional services throughout he games. The choice
of location for the Registration Centre should therefore address at least the following:
Expected number of participants and accompanying persons
Geography of the location
Proximity to transportation hub.
Limitations of permanent or temporary structures
Access to easy parking facilities
Access to toilet facilities
Access to public transport
Access for staff/VIPs and emergency services
Access for staff to rest areas and refreshments
Access to power and other utilities
Secure storage facilities for equipment etc.
Adequate storage area
Location of associated services such as merchandise, exhibition space, medal engraving, etc.
Access to information services
A representative from each sport should be in the registration centre or alternatively a
representative from each sport should be contactable by telephone during the opening hours of the
registration centre.
21

8.2.3 Activities
Many participants attend the games as part of their holiday along with their family. Recognising
their wants and needs can therefore be a substantial revenue generator for the Host city. The
IMGA has consequently worked closely with the organising committees, universities and
independent consultants to identify these factors.
As the Games are both a sporting experience and a social experience. Host Cities are required to
arrange a programme of related activities to promote the festival atmosphere of the World Masters
Games.
An impressive opening and closing ceremonies significantly adds to the Games experience and
might even serve as an additional revenue source through ticket sales to locals prepared to pay for
a great show. Organising committees have in the past organised an increasing number of events -
social gatherings and balls as the social dimensions of the Games are almost as important as the
sporting ones.
The two most popular activities amongst the competitors are the opening (welcome) and closing
ceremonies.
Figure 5 Types of events patronised during World Masters Games
0% 20% 40% 60% 80% 100%
Opening ceremony
57
54
68
Sports functions
Closing ceremony
Masters Club House events
8
7
11
23
18
36
33
44
39
None of these/did not attend any
social events
17
30
34
Total National International
Opening Ceremony
Masters sport is less associated with national display than the Olympic Games and other mega
sporting events. It is therefore significant that in the contemporary World Masters Games athletes
march into the stadium not by country but by sport. Although the national flags of all the competing
athletes are paraded in the WMG opening ceremony, national identification is far less at issue at
these Games.
22

The opening or welcome ceremony must contain the following core elements:
A maximum of three official speeches,
Marching-in or other participation of athletes or representative groups from the athletes
Hoisting of IMGA flag
Official opening
Participants’ oath
Be open for free to all participants, accompanying guests, officials and volunteers, while the
general public can be charged a suitable admission.
The national anthem of the host country may be played
The organizers may feature the flag of the participating countries in the ceremony or at the
venue
Athletes are encouraged to carry club, state or national flags or sports banners
An element of local folkloristic entertainment
Closing Ceremony
The closing ceremony should contain the following core elements:
Official speeches
Lowering of the IMGA flag and handing over to next Host City
Entertainment
Speech from next Host City
Farewell to participants
Official closure of Games
Participants, accompanying guests, officials, volunteers and the general public should be
encouraged to attend.
Other activities
Related activities such as cultural and social events, sightseeing and conferences relating to health
and fitness of masters age athletes are encouraged during the period of the Games. Such activities
are not only highly rated by the athletes, but can also serve as an additional source of income
given their attractiveness to sponsors.
Such activities could be, but not limited to:
Formal balls, dances and dinners
Social activities special to the area of the Host City
23

Cultural activities - displays
Street parties
Speakers or seminars, etc
There are no firm rules for these activities regarding contents and form. I the past everything from
opera to square dance has been on the program with equal success and the Host City is therefore
entirely free to arrange a programme.
8.2.4 Media
The nature of the games lends itself to attract journalists outside the traditional sports press. The
many lifestyle related stories offers an opportunity to reach a much wider audience than at other
sport events.
A media centre must be provided with a standard of resources and services which will be sufficient
for the event and for the number of media expected and include modern communications facilities,
catering and press conference rooms.
The participating sports and HCOC should appoint media liaison officers whose function is to
collect the results and stories of the Games and forward them to the media centre for distribution.
8.2.5 IT solution
The IMGA will according to contract provide a software solution covering pre-registration,
registration, payment, accreditation, games management and results. It is the responsibility of the
host city to provide the IT infrastructure consisting of standard workstations, laptops or other web
enabled devices to support such a system.
8.2.6 Volunteers
The organising committee will usually consist of up to 50 professionals, supported by several
thousand volunteers working under the direction of HCOC or the sports organising committee.
Volunteers are essential and careful consideration should consequently be appointed towards a
comprehensive volunteer program including: Recruitment, communications, training, rewards and
other motivational programs.
8.2.7 Environment
Apart from the financial benefits, the competition and social benefits, the environment remain an
important factor when hosting an event of this size. Due attention should therefore be given to
environmental solutions in the bid preparation and in the subsequent development of the Games.
24

8.3 Sports
Sport is above all the core of the Games and hence their organisation and execution must be
impeccable. Please also consult the sport & venue section in Appendix 1
8.3.1 Competition
All competitions are run by the rules laid down by the respective International Sports Federations.
A ”Technical Delegate” may be appointed by the IF of the participating sports to ensure compliance
with their rules. As described in the host city contract the cost of Technical delegates will be borne
by the Host City,
The total number of sports shall not exceed 30 and consist of two groups: core sports and optional
sports. The core sports are those of the 16 international member federations in the IMGA and are
therefore mandatory on the events program. They are:
Archery
Athletics
Badminton
Basketball
Canoeing
Cycling
Football (Soccer)
Field hockey
Orienteering
Rowing
Shooting
Softball
Squash
Table Tennis
Triathlon
Weightlifting
Optional sports, not exceeding 14, should be chosen with emphasis on sports which: invite to
lifelong involvement, support the philosophy of games and have a truly international dimension.
Additionally, the sports organisers must have a demonstrated the ability and capacity to organise
and present the sporting competition in a successful manner, to an appropriate standard. Examples
of optional sports could be: Life Saving, Taekwondo (Poomsae), Dance Sport, Floorball, Golf,
Swimming, Tennis, Baseball, Volleyball, Rugby, Lawn Bowling, Handball and Diving.
The selection of the optional sports is subject to the approval of the IMGA.
A contract must be made with each participating sport of the sports programme. This contract must
be with the national/local organization and in accordance with the International Federation,
governing the actual sport.
8.3.2 Sports organisation
It is essential that each sport have their own committee with full responsibility of running their part
of the event. It is recommended that these specific organising committees are made up of
representatives and volunteers from the sport. Committee members should be selected in close
cooperation with the relevant national sports organisation.
25

It is essential that a budget be prepared for each sport. The budget should make it possible for the
sport to conduct all aspects of the organisation and presentation of the sports competition in
accordance with the rules.
The sport organising committees should be the natural link to the technical delegate for the sport,
who is appointed by the International Federation. This delegate’s role is to ensure:
That the facilities offer correct conditions for running the relevant events
That the rules of the relevant International Federation are used in the events. If no specific
rules for masters have been made, rules should be agreed upon between the organising
committee and the technical delegate, while allowing enough time to advise competitors of the
rules
In cooperation with the HCOC to nominate a jury with due respect and regard to the budget
constraints of the HCOC and the availability of qualified officials living in the country of the
Games.
To liaise with the HCOC to develop the event programme and to approve the event programme
and to approve the final programme.
During the event, to supervise the competitions according to the agreed rules.
To assist the organising committee in dealing with all related technical questions put before
them.
To assist the HCOC to network within the sport at the level of the International and National
Federations, particularly with respect to the recruitment of competitors.
8.3.3 Competition Rules
The sporting competition shall be conducted in accordance with the rules and regulations of the
International Sports Federations. Where the sport federations have developed specific rules and
regulations for Masters’ competitions, those rules will normally be in force. A technical delegate will
be responsible for arbitrating in the event. The HCOC shall appoint an arbitrator if no technical
delegate has been appointed,
The age categories normally increase by increments of five or ten years and these categories must
be the same for both sexes unless the specific rules of the IF state otherwise.
All participants must have reached the minimum age determined by the sport before being allowed
to take part in the Games. Date and transfer from one age category to the next will be as
determined by the IF rules.
All participating sports must include at least one extra day in their programme to allow for
contingencies such an increased number of competitors, bad weather conditions, delays in keeping
to schedules, etc.
It is not acceptable that athletes travel at own cost to the games, only to find their event cancelled
due to lack of planning. Alternative venues should therefore also be taken into consideration when
planning the sports program.
26

8.3.4 Officials
Only qualified officials shall be appointed to officiate at the competitions in a World Masters
Games.
The number of officials at any competition should be in accordance with the international (masters)
rules for that particular sport.
Sports must ensure that they have sufficient numbers of qualified officials to conduct the
competition. All sports are responsible for developing programmes to train officials to an
appropriate standard.
Officials should receive Games accreditation and should be duly recognized by the individual
sports and the HCOC.
8.3.5 Venues
Each city should seek to deliver all venues within a compact area. This will add to the athletes
feeling of partaking in a multi sports event and encourage a strong social atmosphere vital to
Masters Events. However due to the large numbers of events, athletes and the nature of some
sports this might not always be achievable. No new venues should be constructed in order to fulfil
the Games’ requirements.
It is essential that the competition area at each venue is of a suitable standard, complying with the
Masters rules of the International Federation. This normally means venues where the field of play is
of a standard to host national championship. There are no requirements regarding spectators.
The number of courts, tracks, lanes, pools, etc. must be commensurate with the number of
competitors expected.
Special attention must be taken to ensure that all public road surfaces are safe for events, using
these facilities such as cycling, triathlon and long distance running.
All venues must, as minimum, provide the following services:
Rest rooms
Changing rooms and showers
Spectator seating or stands
Media facility
Medical, first aid and drug testing rooms (if drug testing is to be performed)
Catering outlets
Results services
Adequate parking,
Access to public transport
Emergency services access
All necessary venue improvement must be identified and an appropriate funded plan be approved
to upgrade venues, although Host Cities should have adequate facilities and not need to make
large capital investments.
The HCOC must ensure that it has appropriate powers of authority with the venue managers, to
ensure all competitions and other activities can be undertaken and completed, as scheduled.
27

Where the venues are situated some distance from public transport or where competitions
commence or finish outside the regular public transport schedules the HCOC must arrange
necessary transport, during the period of the competition.
8.3.6 Results
In the Games centre, a specific centre should be established for incoming results. This centre
should receive and collate the results from the competitions and pass them on to the media centre.
Competitors should be able to obtain results from this centre either electronically, in paper format
or potentially by mobile phone/device.
The collation of the results is a demanding exercise due to the great number of competitions taking
place at the same time. A computer network to all sports, venues and the result centre must be
established.
Electronic mail should be established to transmit results to international media-; furthermore the
results should be posted as soon as possible on the web-site for the Games.
The results from each of the specific sports events must be supplied to the International Federation
concerned within a period of one month after completion of the Games.
8.3.7 Sports Guarantees
The local and national sport authorities must support the Games. The national sports federations,
that are members of the relevant international sports federations, must furthermore confirm in
writing, that they support the bid in principle and that they will provide administrative and technical
assistance.
28

8.4 Finances
The Games will be financed through a combination of city, government and sponsor revenues,
license fees, registration fees and gate revenues, etc. As a general guideline the registration fees
are set around EUR 200. Most other revenue is strongly dependant on the host nation and it is
therefore difficult to give specific guidelines.
The city/state and/or national authorities must support the Games and give appropriate financial
guarantees.
Expenses can be budgeted very differently in accordance with the wishes of the HCOC. But
experiences from former host cities show that the budget can vary between EUR 15 million and
EUR 20 million. There are examples of budgets and economic impact reports of past World
Masters Games available on our website.
When establishing a cash flow schedule for the games please note that the income from
registration fee tend to arrive only in the last month before the games. Establishing a good credit
line is therefore essential.
A rights fee of EUR 6 Million will be payable to the IMGA for the privilege of hosting the World
Masters Games. The details for payment are available in the host city contract.
8.4.1 Sponsorship
The rules for sponsorship are more closely described in the host city contract. However the HCOC
shall not accept any tobacco companies as sponsors of the World Masters Games.
29

8.5 Marketing
While the popularity of the games has increased significantly since the beginning of the games, it
has nonetheless been a challenge to enhance the brand recognition of the World Masters Games.
Members of various organising committees have reported that in a World Masters Games host city
the general public has only a hazy idea of the brand, and hence the challenge is to further educate
and inform them about the event and its worth.
Another problem, which is frequently reported, is that the general public views the World Masters
Games as an event solely for former elite athletes and fails to realise that the WMG has a strong
‘sport for all’ component, that it is a Games for athletes at all levels of competency. The various
mottos of the World Masters Games have attempted to emphasise this sport for all component.
Examples of these are: ‘sport for life’, ‘the challenge never ends’,’ Passion qualifies’ and ‘Fit, fun
and forever young’.
Reaching the Masters athletes through marketing are in many aspects a different task from normal
sporting events. Masters tend to be more loosely connected to their respective sports federations
and experience has shown that promotion at other Masters events is an efficient and economical
way of reaching this target group. A database of participants from previous World Masters Games
will also be made available to the host city. Direct mailing to the participants and road shows
should be strongly considered when promoting the World Masters Games. Masters events offers
further more an opportunity to involve the local population in the spirit of “sport for all” as a driver
for an overall improved fitness level. When planning the marketing budget consider how a goal of
25.000 athletes, with a high number of international participants, can be achieved.
30

8.6 Medical Coverage
Medical coverage of the World Masters Games requires a large number of medical personnel.
All medical resources are the responsibility of the HCOC, not the individual sports or the IMGA.
Adequate funding must be in place to allow for paid professional medical cover including:
Sports medicine services
Medical Practitioners of adequate standard to provide emergency and sports medicine care,
Nursing Personnel
Ambulance Services
Physiotherapists
First Aid Personnel
Other medical services providers.
The number of qualified persons necessary in the above categories at each venue must be
determined in consultation between the HCOC and the sports.
Other paramedical cover such as massage therapists and chiropractors should be available as a
part of the overall medical funding or on a user pay basis.
Organizers must retain the right to withdraw competitors from competition if professional medical
opinion states they are unfit to compete in the competition for which they have been entered.
Standards and guidelines for medical cover at the Games must be determined by an organization
recognized as an authority on general first aid (participants / spectators) and sports medicine. The
guidelines are to be provided to all participating sports, venue and managers.
Unless adequate medical coverage is in place the competition must not be conducted.
8.6.1 Doping
The IMGA has adopted an anti-doping policy in line with the World Anti-Doping Agency (WADA)
code, which means that testing will be conducted during the Games. The policy is available on the
IMGA website.
The costs of the doping control are the responsibility of the HCOC, limited to a maximum of five
tests per sport. If the relevant IF requests more than five tests, the IF has to pay for the additional
tests, over and above five. This number can be different, if regulated through the contract with the
HCOC.
31

8.7 Further information in support of your bid
Please note that this is a preliminary bid, from which qualifying bids will be selected, it is therefore
not necessary to go into excessive detail at this stage. A concise and clear description of all
questions in the questionnaire will suffice.
General rules governing sanction fees, intellectual rights, advertising and sponsorship are covered
in the constitution. More specific agreements will be regulated in the contract which will be signed
by the successful host city.
The IMGA administration is available to help with any questions that might occur regarding the bid.
32

9. Formal bid document content
9.1 Candidature file
The candidature file should contain answers to all questions in the bid questionnaire along with
other information the candidature city finds useful for the evaluation committee. It should be
prepared in electronic format only.
9.2 Guarantees
All guarantees should be delivered to the IMGA as part of the final bid presentation at the IMGA
Annual general assembly. An electronic copy should be send to the IMGA administration prior to
the general assembly.
The city/state and/or national authorities must support the Games and give appropriate financial
guarantees.
The national sports federations, that are members of the relevant international sports federations,
must confirm that they support the bid in principle and that they will provide administrative and
technical assistance.
9.3 Candidature fee
Candidate Cities shall be required to pay a candidature fee to the IMGA of EUR 30.000 by 10 th
of November 2011. This fee will cover administrative expenses and air fares of the evaluation
committee, but not accommodation during the evaluation visit. EUR 28.000 will be returned
should your city not qualify for the evaluation round.
The candidature fee shall be payable to the IMGA by direct bank transfer. The IMGA’s bank
details will be communicated to the Candidate Cities in due course.
9.4 Approval of host city Contract
Candidate cities must have signed an undertaking to accept all demands and conditions as laid
down in the draft contract, before Monday the 21th of May 2012.
The Contract must be signed immediately after the final selection has been made. An example of
the contract is available as part of the bid package.
9.5 Electronic format of documents
The IMGA is conscious of the environment and do therefore not find it necessary to receive any bid
material in paper format, apart from the guarantees and the host city contract. It is recommended
the bid is delivered in pdf format, but other format can be accepted.
33

Appendix 1 : Games Deliverables - Divisional Check list
EXECUTIVE
Games Budget
Minister for Sport
Games Advisory Committee
National Government
State / regional Government
Local Government
IMGA
Business Plan & Corporate
Plan
Operational Planning
Risk Management
Games Time Management Plan
(including Contingency Plan)
Legacy
Transfer of Knowledge
Final Report
Please see the following pages for divisional details
34

SPORT & VENUES
Employee Activity and Administration
Sport & Venues Staff
Risk Management
Subcommittee
S&V Budget
Sport Competition
Budgets
Contracts
Administration including Personnel,
Service Fee and Technology
Competition Programs
Sport equipment
Technical equipment & requirements
Sport Publications
Sport Policies
Technical Delegates
Technical Officials
Sport Volunteers
Sport Presentation
Medals & Victory Ceremonies
Language Services
Competitor Training
Sports Results Systems
Venues
Venue Contracts
Training Venues
Venue Preparation
Bump in
Games Time Venue Operations
Bump Out
Anti Doping
Service Levels
Service Provider
Publications (Policy & Manual)
Results Processing
Sports Medicine
Service Levels
Medical Policies
Publications
Service Provider
Consumables (Ice, first aid kits)
MARKETING, SALES & COMMUNICATIONS
Employee Activity and Administration
Marketing and Communications Staff
Risk Management
Subcommittee
Marketing Budget
Competitor Recruitment
Road Shows
Other Masters Events
Association Relationships
Sponsorship and Commercial Activities
Acquisition
Servicing
Other Commercial Activities
Website
Branding
Licensing and Promotional items
Games Ambassadors Program
Signage and Look
IMGA co-branding
Ceremonies and Special Events
Ceremonies
Games Events
Other events
VIP, Government and IMGA Family
Hospitality and functions
Communications
Advertising
VIP and VVIP Services
Media
Publications
35

GAMES SERVICES
Employee Activity and Administration
Games Services Staff
Risk Management
Subcommittee
Games Services Budget
Transport
Hire cars / Games time fleet
Athlete transport
IMGA Transport
Public transport coordination
Hub to Venue transport
Traffic & Transport consultant
Traffic
Traffic Contractors
Parking
Volunteers
Volunteer training
Trainers
Recruitment
Software
Recognition
Logistics
Storage – local
Temporary equipment and structures
(shade, portable toilets, temporary
seating, fencing, lighting)
FF&E
Deliveries
Post event disposal
Catering
Volunteer meals
Workforce meals
Water
Venue Services
Contract Security
Cleaning & Waste (above venue hire
arrangements – Greenfield sites)
Utilities (power, water – above venue hire
costs – Greenfield sites)
Emergency Services
Police
Fire & Rescue
Ambulance
Non athlete medical
Games Centre
Venue Hire
IT
Fit Out & FF&E
Main Operations Centre
Back Packs
Utilities – installation & consumption
Equipment
Media Centre
Expo Venue
Uniforms
Volunteers
Medical
Technical Officials
Staff
VIP’s
Accommodation & Tour Contractor
Accommodation Packages
Contract management
Games Time Technology
TV’s & DVD’s
Phones & Faxes
Printers
Computers
Networking
Radios
Public address systems
Cabling
Government Liaison
Visas, permits etc
National Government Services
Regional Government Services
Local government services
Registration, Accreditation & Results
IT Contract
Consumables – Lanyards, Paper
Data Entry operators
Specialised equipment
o Government Funding
o Unsecured Funds
o Sponsorships (cash and in kind)
o Other Commissions
36

FINANCE & CORPORATE SERVICES
Employee Activity and GAC fees
Finance & CS Staff and Executive Staff
Fees (Honorarium)
Administrative costs
Administration
Annual Reports
o IMGA
o Other reports
o Annual financial Statements
Investment & Cash Flow
Financial management
Executive & F&CS Budget
Budget Monitoring
Policies and Procedures
External Audit
Subcommittee
Intranet
Compliance
Intranet Website
Meetings (General)
Occupancy
Lease of Premises
o Rent
o Maintenance
o Utilities
External Corporate Services
Corporate Services provided by
Government Departments
Corporate Services provided by
Sponsors
Internal Corporate Services
Human Resources
o Staff Recruitment
o Staff Induction
o Staff Performance & Review
o Staff Retention Plan
o Staff Training and Development
o Leave Management
o Flexible Working Conditions
o Occupational Health & Safety
Office Management
Assets
Equipment
Legal
Insurance
Contract Management
IMGA
IMGA Rights fee
IMGA Board meetings
Risk Management
Risk Management Provider Contract
Risk Management for F&CS
Contingency
Winding Up
Develop Wind up Plan
Legacy
Revenue
All Org. Committee revenue:
o Registration fees
o Interest investment
o Bank Interest
o Grants
37