ORGANIZATIONAL GUIDELINES
FOR
THE EBFF INTERNATIONAL BODYBUILDING & FITNESS COMPETITIONS
1. INTRODUCTION


1.1 These guidelines are written for the purpose of providing assistance to the
Organizing Committee (OC) of the European Bodybuilding or Fitness Championships and EBFF International Congress, hereinafter called the "Event".

1.2 These guidelines may be adapted to provide assistance in the organization of any EBFF international bodybuilding and/or fitness competition.

1.3 Any issue arising out of the organization of this Event which is not
currently covered in the Constitution and Rules, or in these Guidelines, shall be decided by the EBFF President, or his appointed representative.
2. SANCTION

2.1 A request for a sanction (App. 1) to organize the Event may only be initiated by an affiliated National Federation in good standing with the EBFF, said federation which, as a prior condition to being awarded a sanction, shall agree in writing to abide by EBFF and IFBB Constitutions and Rules and these Guidelines as well as to undertake the organization of the Event at its sole financial risk.

2.2 The request for a sanction shall be signed by both the President and the
General Secretary of the National Federation and shall be forwarded in
writing to the EBFF President. The request shall contain as much information as possible, concerning the bid to organize the Event so as to allow the EBFF to make a reasoned judgment on the awarding of a sanction.

2.3 The successful applicant shall be required to sign an EBFF/Organizer
Contract, said contract which shall outline the responsibilities of the organizer towards the EBFF. The contract shall be forwarded to the successful applicant, together with the letter authorizing the sanctioning of the Event, within ten days of the date upon which the sanction is awarded.

3. PRE-CONTEST INFORMATION PACKAGE
After sanctioning of the Event by the EBFF, the OC – in cooperation with the EBFF - shall prepare a “Pre-contest Report” (App. 2) which shall be approved by the EBFF President and then shall be available to all members of the Executive Council and to all National Federations.
The Pre-contest Report of any Event should be distributed by post and published on the EBFF official web page and EBFF official magazine. Pre-contest Report should provide not less than the following items:

Welcome and “Official Invitation” letter (App. 3) from the Organizing Committee,
General information on the Organizer, the host city and the region.
Venue site data.
Official hotel data.
Accommodation conditions, including Special Package for supporters, early arrivals and late departures rates.
Arrivals details, including the Airport/Railway Station and possible connections, transportation from the airport / station to the hotel; early arrivals/late departures conditions.
List of official categories open for the Event, A-Team; B-Team and C-Team requirements, and maximum number of athletes allowed per country and per category.
Specification of all required fees, including EBFF Registration Fee, and deposits.
Backstage access rules, camera /videotape users requirements.
Posing music format and requirements.
Information about nomination of the judges.
Information if the Event is drug tested or not.
Additional helpful information (visas, language, time difference, currency, electric current, climate, sightseeing, tourist attractions, etc.)
Information about visa, its cost and additional requirements to enter the host country.
Preliminary Entry Form (App. 4) and Final Entry Form (App. 5) deadlines.
Information about the Organizing Committee office, postal and e-mail address, fax and phone numbers and working hours.
Tentative Schedule of the Event.

Example to follow:

THURSDAY
- Arrivals of the EBFF Executive Council members and Welcome Dinner

FRIDAY
up to 16:00 Arrivals of Delegates and Competitors, check in
7:00 – 9:00 Breakfast
9:30 - 12:00 EBFF Executive Council and Organizing Committee Meeting
12:00- Press Conference
12:00 – 14:00 Lunch
17:00 Technical and Judges Meeting
19:00 Weigh-in, Measurement, Registration
21:00 – 22:30 Dinner

SATURDAY
7:00 – 9:00 Breakfast
10:00 – 14:00 Prejudging, morning session
14:30 – 15:30 Lunch
16:30 Prejudging, evening session
20:00 – 23:00 Dinner

SUNDAY
7:00 – 9:00 Breakfast
9:00 – 11:30 Sightseeing tour (optionally)
11:30 – 12:30 Lunch
14:00 Finals
22:00 Farewell Banquet

MONDAY
7:00 – 10:00 Breakfast
- Check-out and Departures

For the European Men Championships and EBFF Annual Congress the program for Sunday should be as follows:

SUNDAY
7:00 – 9:00 Breakfast
9:30 – 12:00 EBFF Annual Congress
12:00 – 13:00 Lunch
15:00 Finals
22:00 Farewell Banquet

Detailed program (Prejudging and Finals) of the:
- European Men Championships (App. 6)
- European Women Championships (App. 7)
- European Juniors and Masters Championships (App. 8)

4. PRELIMINARY ENTRY FORM

4.1 The OC shall, no later than six months prior to the date of the Event, forward
to the National Federations and the EBFF Headquarters, a "Preliminary Entry
Form”, declaring the intend to participation in the Event or not. Said Form
shall contain, but shall not be limited to, the following items:

4.1.1 Name of the Federation (country)
4.1.2 Contact person and his/her phone, fax, e-mail data.
4.1.3 Intend of participation or not.
4.1.4 Expected number of athletes, delegates, extra delegates and supporters.
4.1.5 Personal data (name) of the National Federation’s President.

"Preliminary Entry Form” should be send back to the Organizing Committee not later than 60 days prior to the date of the Prejudging.

5. FINAL ENTRY FORM
5.1 The “Final Entry Form” should be included in the “Pre-contest Report”. If not, the OC shall, no later than two months (60 days) prior to the date
of the Event, forward to the National Federations, through the EBFF Headquarters, a “Final Entry Form”. Said Form shall contain the following items:

5.1.1 General information (federation name, contact person and his/her phone, fax, e-mail data)
5.1.2 Names of the official delegates (maximum two) and their passport numbers.
5.1.3 Names of the extra delegates and supporters, their passport numbers.
5.1.4 Name of the official photographer nominated by the National Federation to this Event and his/her passport number.
5.1.5 Names of the official international class judges nominated by the National Federation and their passport numbers.
5.1.6 Names of the national judges nominated to pass the test for international class at this Event and their passport numbers.
5.1.7 Names of the competitors qualified to this event in A-Team, B-Team and C-Team, their category, passport number and date of birth.
5.1.8 Arrival and Departure details of the team.
5.1.9 Additional necessary information.

5.2 The “Final Entry Form”, containing all required details, should be sent to the OC office not later than second Monday prior to the Event.

5.3. Should a National Federation fail to return the "Final Entry Form"
to the OC within the deadline of the second Monday prior to the date of the Event, that National Federation shall be disqualified from participating at this Event.

5.4 OC should run on the daily bases the “List of the Nominated Competitors” in each category opened for the Event. This list should be sent by e-mail to the EBFF Headquarters second Tuesday morning (till 12:00 hour) prior to the Event and should be published the same day on the EBFF webpage. No new names will be added to the “List of the Nominated Competitors” after its appearance on the web page.

6. INSPECTION TOUR

6.1 At the appropriate time prior to the date of the Event, the EBFF President
shall decide if the Inspection Tour is necessary or not. If yes, he and/or his
appointed representative(s) shall make an lnspection Tour to the organizing
country for the purpose of ascertaining the details of the Event, the readiness
of the official hotel and competition venue. The Inspection Tour may not be
necessary if the promoter already organized EBFF Event(s) in the past and
the local conditions are well-known to the EBFF officials.

6.2 The OC shall be responsible for covering the costs associated with the lnspection Tour, said costs which shall be as follows:

6.2.1 Business Class airfare for the EBFF President and/or Economy Class for his
representative(s).
6.2.2 Single-occupancy room accommodations and breakfast, lunch and dinner for all members of the lnspection Tour team for the duration of their stay.

6.3 Following the Inspection Tour and discussions with the OC, the Inspection Team will propose the final solutions to the EBFF President. These solutions and final arrangements should be included in the “Pre-contest Report” to be published on the EBFF web page and sent to the EBFF National Federations.

7.SPONSORSHIPS, TELEVISION AND OTHER MEDIA

7.1 The OC shall be free to solicit sponsorship for the Event so long as said
sponsorship does not include tobacco companies.

7.2 The OC should include all official EBFF sponsors in all materials promoting the
Event and should place the banners (or logo) of said sponsors on the backstage wall of the stage. The OC will receive the list of EBFF official sponsors not later than four weeks prior to the Event.

7.3 The OC shall make every effort in order to ensure that the Event is nationally
televised to as wide an audience as possible. The promotion of the Event and the sport of bodybuilding / fitness should also include newspaper and radio " promo' s" as well as scheduled press conferences with the EBFF President and/or EBFF Press Committee officials.

7.4 The rights for international TV broadcasting and life webcast of the Event belong to the EBFF.

7.5 The EBFF has the right to nominate its official photographer(s) to the Event. The OC shall provide free of charge accommodation and three meals per day for this photographer(s) from Thursday prior to the Event and till Tuesday after the Event.


8.PRE-ARRIVAL PLANNING

8.1 The Organizing Committee (OC), using the "Final Entry Forms" received from
the National Federations, shall compile a list as follows, said list which shall be
used to schedule the pickup of delegates and competitors upon arrival at the
airport:
8.1.1 Country
8.1.2 Chief Delegate
8.1.3 Other Delegates and Supporters
8.1.4 Competitors
8.1.5 Date and arrival time of the National Team
8.1.6 Airline and flight number


9.AIRPORT RECEPTION

9.1 The OC shall nominate at least one person responsible for the reception of the
National Teams at the airport and arranging their travel to the official hotel. This person should be equipped with two mobile phones at least to ensure a smooth contact with the ground transportation personnel and officials from the OC.

9.2 The OC should work with the appropriate government/airport authorities to
ensure that the arrival/departure of delegates and competitors is carried out in as smooth and efficient manner as possible.

9.3 The airport reception person(s) should inform the Registration Office at the hotel what National Teams arrived and if they are on the way or still waiting for transportation.


10.REGISTRATION OFFICE AND HOTEL CHECK-IN
Official delegates of the National Team should immediately report to the Registration Office in the hotel upon arrival at the hotel. The Office shall register the delegates and competitors as follows:

10.1.1 Country
10.1.2 Chief Delegate
10.1.3 Other Delegates
10.1.4 A-Team competitors and their categories
10.1.5 B-Team competitors and their categories
10.1.6 C-Team competitors and their categories (allowed for the host Federation
only)
10.1.7 Departure details of the National Team

10.2 Any extra delegates and/or supporters shall be handled separately and shall not be included in the above-mentioned registry.

10.3 The Office shall use the delegate's and competitor's passport to register the
first and last (family) name of each participant.

10.4 The Office should re-confirm the categories of the competitors according to
their “Final Entry Form”.

10.5 The Office should prepare and give to each Chief Delegate a proper number
of the “Competitor Information Form” to be filled in by each competitor and given back during weigh-in/measurement procedure.

10.6 The Registration Office shall issue a pass and a set of the meal cards to each approved delegate and competitor. The pass must allow each competitor to enter the contest venue. The meal card must allow to enter the hotel restaurant and to control access to the meal area by the OC representatives. The meal card should have the date and the name of the meal printed on them to avoid the meal card being used more than once. The meal cards should be collected by the restaurant personnel at the entrance to the restaurant or before serving the meal.
It is recommended that the passes be color-coded, with the photo of the holder, for the following categories of the participants:


10.6.1 Organizing Committee – blue
10.6.2 EBFF Executive Council Members - red
10.6.3 Official Delegates – yellow
10.6.4 Competitors – violet
10.6.5 Others (extra delegates, supporters, press) - white

10.7 The OC should hire professional photographer who shall make a picture of each
participant. These pictures should be used to produce the Passes.

10.8 The OC should prepare the welcome package available for all delegates and supporters. There should be a map of the city, some tourist information, program of the activity during the Event and a small souvenir, if possible, in this package.

10.9 Official photographers, who sent their Accreditation Forms, paid their License Fee and got accreditation at the Event, shall receive a Press Pass or Press Armband or Press Jacket, according to the OC possibilities.

10.10 The OC should cover the cost of rooms and meals as follows:

10.10.1 EBFF Executive Council members:
a) Four nights, single room
b) Breakfast, lunch and dinner
10.10.2 Official delegates and A-Team competitors:
a) Three nights, double rooms
b) Breakfast, lunch and dinner

10.11 Rooms and meals should be covered using the following guide:
a) One or two competitors – one official delegate
b) Three to eight competitors – two official delegates
c) Nine to fourteen competitors – three official delegates
d) Over fifteen competitors – four official delegates

10.12 Delegates and/or competitors who arrive ahead of the scheduled arrival
date, or who depart after the scheduled departure date, shall be responsible for covering the full cost of their room and meals for any dates not covered by the organizer.

10.13 Should a National Federation bring more delegates than they are permitted, each extra delegate shall be responsible for covering the full costs of his/her own room and meals as well as any other costs associated with attending the Event (ie: prejudging and finals tickets). If the extra delegate is a judge nominated for the Event by his/her National Federation, he/she will not pay for the ticket and should receive the Pass to the contest venue from the OC.

10.14 The OC should prepare a Special Package for the extra delegates and supporters, offering all services at reasonable price. This package should include:
a) Three night’s hotel accommodation in double or single room
b) Three meals per day
c) Tickets to the prejudging and finals
d) Ticket to farewell banquet
e) Local transportation (airport – hotel – airport)

10.15 The OC should prepare a Competitor’s Package for the B-Team competitors, offering all services at the lowest possible price. This package should include the same services and items as for A-Team competitors.

10.16 A EUR 100.00 refundable cash deposit per competitor shall be required, with the unused portion being refunded upon checkout. The hotel shall, during their daily room servicing, bag and tag any linen which is found to be stained and/or damaged.
The hotel shall provide, to the OC and on a daily basis, a list of damaged property by room number and occupant(s). The occupant(s) shall be immediately notified, in writing, that the cost of the damage will be deducted from their deposit and that any further damage will result in additional costs and possible disqualification from the Event.

10.17The OC shall arrange with the official hotel the following additional considerations:

10.17.1 That the hotel shall have a set menu, at a reasonable price, for breakfast, lunch and dinner for those individuals wishing to avail themselves of the hotel dining room.
10.17.2 That the hotel shall accept, besides cash, standard credit cards (i.e.: VISA, MasterCard, American Express) for the hotel room deposit.

10.18 The Registration Office should be manned 9:00 till 23:00 during the period of the activities. The OC shall provide for a high-speed photocopier capable of
accepting multiple copies and supplying single or multiple, sorted and stapled
output. The OC shall also provide for a modern up-to-date desktop
computer, complete with Windows System, and laser jet printer for use by the OC and/or EBFF. The OC shall provide personnel with knowledge of Word and Excel for the purpose of providing the EBFF with various documents written in these two program formats.

10.19 The OC should provide a Power Point presentation system to be used during Press Conference, Executive Council Meeting, Technical and Judges Meeting and other meetings, if scheduled.

10.20 The OC should provide access to the scale in the hotel during the last two days prior to the weighing-in/registration procedure to enable competitors to control their bodyweight. The scale should of the same type like the scale used during official weighing-in.

10.21 The OC, in cooperation with the EBFF Judges Committee and other involved officials, shall provide to the EBFF, prior to the Weigh-in/Registration, the following computer-generated lists:


10.21.1 List of actual participating countries, registered to the Event, in alphabetical
order.

10.21.2 List of Chief Delegates and other delegates, by country and in alphabetical order.
10.21.3 List of competitors by category and country.



11.EXECUTIVE COUNCIL MEETING


11.1 The OC shall ensure that the meeting room (tables, chairs, identification cards) is set up to accommodate 20 persons, in a U-shape, the members of the Executive
Council as follows:
President
Honorary President
Three Vice-Presidents
General Secretary
Executive Assistant to the President
Financial Director
Bodybuilding Committee Chairman
Fitness Committee Chairwoman
Judges Committee Chairman
Technical and Education Committee Chairman
Disciplinary Commission Chairman
Medical Commission Chairman
Press Commission Chairman
Legal Adviser

11.2 The OC shall provide a banner, to be hung behind the head table, with the
following text (example):



11.3 IFBB and EBFF logos shall be placed on both sides of the banner.

11.4 The OC shall ensure the Power Point presentation facility (projector, screen, cables) to be used during the meeting.

11.5 The OC shall ensure that water is provided at the tables as well as folders with writing paper and pens as well as any other commemorative items that the organizers might wish to distribute.

11.6 The OC shall also ensure that coffee, tea and juice (orange, tomato, grapefruit) are made available during the meeting.

12. TECHNICAL AND JUDGES MEETING


12.1 The OC shall provide a hall for the Technical and Judges Meeting. The setup shall consist of a head table and 100 other chairs in front of it, for the delegates and judges. Two wireless microphones should be provided for the head table and
Power Point Presentation facility (projector, table, screen, cables).

12.2 Following this meeting, the Judges Committee will prepare judging panel list,
which shall be copied and distributed among the judges and statisticians.

12.3 The special pass to the backstage area (“Green Cards”) shall be distributed
among National Federations during the Meeting, according to the following
principles:
a) up to five competitors: one Card
b) from six to ten competitors: two Cards
c) over ten competitors: three Cards


13. WEIGH-IN, MEASUREMENT AND REGISTRATION

13.1 The OC shall provide a large room for the weigh-in, measurement and
registration of the competitors that will accommodate up to 150 competitors, 100
delegates and various media and other persons.
13.2 The room setup shall consist of a large open space in the middle for two scales to
weigh-in the competitors and one height measuring device as well as two long tables for registration officers (four at each table). There should be a separate dressing place for competitors in the room and chairs in both sides for the delegates and various media and other persons.
13.3 The weigh-in, measurements and registration shall proceed as follows:
13.3.1 The entire category shall be called to weigh in or measurement. Each athlete should have his/her filled in Competitor Information Form, to be collected by the Press Commission representative(s). Each athlete should have his/her passport, CD with posing music and, in the case of fitness, attires and shoes for all rounds.
13.3.2 Competitors shall be weigh-in or measured in posing attire for Round 1. The appointed judges shall confirm by writing on the slip of paper the competitor’s bodyweight and/or body height and shall verify that the competitor's posing attire meets the IFBB Rules.
13.3.3 The competitor shall then proceed to the registration table, should sign the Release From Liability document, provide the sheet with his/her bodyweight and/or height received from the weighing-in judge, produce his/her valid passport, first and last (family) name only and country.

13.3.4 The competitor shall then randomly select a competitor start number. The enough number of competitor numbers shall be provided by the OC and shall consist of a metal or inflexible plastic button, at least 76 mm (3”) in diameter, with a pin on the back for fastening the button onto the left side of the competitor's posing trunks, with a black number written on a white background. The numbers shall be professionally made and shall be as clear as possible.

13.3.5The competitor start number shall not be issued to the competitor at this
time. Instead, the number shall be retained by the EBFF judges and given out
backstage just prior to the prejudging. Therefore, the OC shall provide large envelopes for each category in order to store the numbers until the prejudging.

13.3.6Five numbers at the end of the sequence shall be held back for those competitors who do not initially make weight and in the event that a competitor has to change the categories.

13.3.7The competitor shall then proceed to hand in his CD with posing music. The CD should be marked with competitor’s name and start number and should be inside the plastic protective case. The OC shall provide small rectangular stick-on labels and a special pen proper for marking the CD in case a competitor has not previously complied with this rule.

13.3.8The OC shall provide a storage facility for the CD’s which shall consist of a box, one for each category, capable of holding at least 40 CD’s and clearly marked for each category. Once the CD’s are collected, the OC shall be responsible for their security.

13.3.9Immediately after the registration is completed, the OC shall create a computer generated list of competitors (App. 9), by category, as follows:

a) Competitor start number
b) Competitor name, first and last (family) only
c) Competitor country
d) Competitor bodyweight and/or body height
e) Competitor year of birth



14.DOPING CONTROL

14.1 The doping control tests can be carried out at any moment of the Event,
including weigh-in and registration. The OC shall ensure that Doping Control
Site is established as close as possible to the weigh-in/registration room in
the hotel, consisting of the following:

a) A room with a table and two chairs for the Doping Control Officers.
b) A bathroom, preferably located in the same room as the Doping Control
Officer.
c) An adjacent room, with easy access to the Doping Control Site, to be used
as a waiting room.

14.2 The Doping Control Site shall be clearly labeled as such and access shall be strictly controlled to Doping Control personnel only.


15.VENUE REQUIREMENTS
The OC shall ensure that the prejudging and finals venue meets the
following requirements:

15.1 STAGE

a) A theatre-style stage capable of managing the opening ceremony which
includes the march-on of 40+ countries complete with delegates and
competitors (an average of 40 competitors and 40+ delegates). The OC
shall provide signs (country card) for each country present. Delegate of
each National Federation carry the sign. Under no circumstances will the
OC march on volunteers carrying signs for a country for which there is no
delegate or athlete present.

b) If the venue does not have a theatre-style stage, the OC shall be
responsible for constructing a stage, the optimum height of which shall be
no lower than 90 cm (36") and no higher than 101 cm (40"). If the stage is
any higher than this; the OC will have to make provisions for raising the
entire judging panel so that the judges may have a full view of the entire
competitor, from head to toe. The OC must ensure that the stage is
capable of supporting the weight of approximately 100 people (if no
volunteers) during the opening ceremony.



c) Typically, in a theatre-style setting, there are steps on either side of the
stage so as to provide easy access between the front of the house and
the stage as well as the backstage area. If the OC is constructing the
stage, they shall ensure that steps are provided, at stage left and stage
right for easy access to the stage.
They shall also ensure that easy access is provided between the front of
the house and the backstage area without the need to traverse the stage
proper.

d) If the stage is constructed, at stage right and left, when viewed from the
front of the house, the OC shall ensure that steps are constructed at the
rear side of the stage so as to allow the competitors to enter and exit the
stage proper. These steps shall be hidden from the audience.

e) The surface of the stage should be covered with plastic floor lining, fitted
carpet lining or rubber lining. Skidproof plastic lining of minimal thickness of
3 mm or rubber lining are the best for fitness contests, with dynamic
routines, jumping, rotary movements and aerial elements. Carpet lining is
good for bodybuilding and bodyfitness events.
If plastic or rubber lining is used, the OC should ensure enough personnel
with proper cleaning equipment to clean the surface of the stage efficiently
when stained with the oil or tanning products during the routines.

15.1.2 STAGE BACKGROUND
a) Typically, in a theatre-style setting, the full length and height of the stage
background is covered with a black curtain. Other dark colors (blue, green,
cherry) are also acceptable.
b) If the stage is constructed, the OC shall ensure that the stage background is comprised of a solid, non-distracting color. If the event is to be televised, or videotaped, "television blue" is the best color choice for the stage background.
15.1.3 SIGNAGE AND BANNERS
a) The OC shall ensure that a sign is either affixed to the stage background or a banner is hung or printed with the following wording (example):

b) The abovementioned sign or banner must not be affixed or hung in
such a manner so to distract the judging panel. During the comparisons
of the compulsory poses, posing routines, posedown and award
presentation, the sign or banner must not be placed directly behind
the athletes and in such a position so as to be in the line of sight of the
judges and photographers.
c) The OC may affix sponsor's signs and/or hang sponsor's banners on
either side of the stage and along the front edge of the stage.
d) The logo of the IFBB and EBFF shall be prominently affixed, printed or
hung on the stage background, just on the stage level, close to the middle of the stage.
15.1.4 MASTER’S OF CEREMONIES ROSTRUM
a) The rostrum for the Master of Ceremonies or announcer shall be
prepared
at stage left, when viewed from the front of the house.

b) Competitors shall normally enter the stage from the right side and exit the
stage from the left side, as the Master of Ceremony's place.

c)The rostrum shall be equipped with a microphone and a small reading light.

d)The opening speeches and the presentation of any awards during the Opening Ceremony shall be given/presented from the Master of Ceremony's place.

15.1.5 BACKSTAGE AREA

a) The backstage area shall contain:
- A room where the competitors may warm-up prior to going onstage.
- A holding area for those competitors who are not immediately required
onstage. If the warm-up room is large enough, this room may also be
used as a holding room.
- A small area, just immediately adjacent to the steps leading onstage, for
those competitors going onstage. This area should be large enough to
accommodate at least 15 competitors.
- Washrooms/showers.
- A supply of drinking water for use by the athletes (small sealed bottles of
water preferred).
b) The OC shall ensure that there is a large enough area to accommodate
all of the competitors and delegates for the parade of nations.
c) The backstage area shall be under the control and supervision of the
EBFF judges. The OC may be asked to provide volunteers in order to
assist the IFBB in managing the backstage area.
d) The warming-up area shall be equipped with light weights (dumbbells,
short barbells), a lot of paper towels and mineral non-carbonated water.
The walls and other equipment, or even the floor, shall be covered with
plastic foil to avoid getting it dirty.

15.1.6 SOUND
a) The OC shall ensure that a professional sound system and sound operator
are onsite throughout the prejudging and finals.
b) The sound system, where possible, shall be located backstage in the
same area where the competitors are lined up and awaiting to go
onstage. The sound operator should have a clear view of the stage and
the competitors. Where this is not possible, the OC shall ensure that
headset/mic communications equipment is available for the sound operator
and backstage chief marshal.
c) The sound operator shall ensure that all of the CD’s are arranged by category and in numerical order, and that all of the CD’s are properly cued and ready to be played, prior to the prejudging, to avoid the last minute problems. The sound operator shall also ensure that he has the national anthems of the top 6 finalists in each category in preparation for playing the national anthem of the category winner.
d) The sound operator shall be present throughout the prejudging in order to play light back ground music. During the finals, the sound man shall play the CD’s of the top 6 finalists each category. As well, the sound man shall ensure that 60 second posedown music is available for each category, including overall categories.
e) The sound operator shall ensure that there are both a primary and a backup CD player system.
f) The CD’s of those competitors not selected for the top 6 finalists shall be
made available for distribution, backstage and at the finals.

15.1.7 LIGHTING
The IFBB lighting requirements are as follows:

a) 1000 W per 0.5 m of the stage posing line (line when the whole lineup of
competitors stands during presentation of the category) of front lighting.
For example, having 15 m long posing line for 15 semifinalists, this would
mean 30 x 1000 W lights, hung from the top front of the house at 45
degree angle.
b) 500 W per 0.5 m of the stage posing line of rear lighting. It means that for
15 m long posing line 30 x 500 W lights, hung from the top back of the
stage at 65 degree angle.
c) Twelve 500 W lights of side low lighting. It would mean 6 x 500 W lights
from the left side of the stage and 6 x 500 W lights from the right side of
the stage, covering the whole length of the stage posing line. These lights
are necessary to avoid shadows under the competitor’s arms and chin.

d) This lighting must be focused on the entire posing area and along it’s centerline and should provide for 5000 lux (television lighting), from one end to the other and from 30 cm level to approximately 180 cm high. Once the lighting is hung and ready to be focused, the OC should ensure that a professional bodybuilding photographer and a competitor are present to assist with the correct adjustment of the intensity along the full length of the posing area.

e)Sufficient light to illuminate the entire stage for the parade of nations, the
whole category presentation, the elimination round and the posing routine
round. This lighting does not have to be the same intensity as those
mentioned in points “a” to “c” above.

f)Lighting for the Master of Ceremonies.

g)Lighting for any additional areas that require it. For example, trophy
display; signage and/or banners.

h)The house lights should be turned off throughout prejudging and finals.

i)The OC shall ensure that, when the house lights are off, there is sufficient light for the judging panel and statisticians. If necessary, the OC shall provide individual lights for the members of the judging panel (typically 10 persons) and the statisticians (typically 4 persons).

j)The stage lights shall be turned on at least 15 minutes prior to prejudging and finals and shall remain on throughout the duration of both events.

15.1.8 JUDGING AREA

a) The judging area shall be centered on the front of the stage and shall
consist of the following items:
- 10 tables and 10 chairs for the regular and alternate judges;
- 1 table and 2 chairs for the Chief Judges.

b) The judging area must be separate from the spectators. If a theatre style
venue is used, where the panel judges are seated in the front row, the row
immediately behind the judges must be free of people. If the venue is flat
seating, the judges’ area must be at least 3 m away from the first row of
spectators.

c) The OC shall be responsible for providing sufficient security to ensure that
the judging area remains "off-limits" to everyone except the members of
the Judging Committee and the judges.

d)The Chief Judge shall be provided with a wireless microphone at his table.

e)The EBFF Judges Secretary shall be responsible for providing all of the necessary judge's papers. The EBFF Judging Committee shall compose the list of the judging panels and the OC shall provide enough number of copies of this list to be distributed among the judges. These lists shall be given to the Chief Statistician for distribution to the regular and alternate judges.

f)The OC shall ensure that water is made available to the entire judging panel throughout prejudging and finals.

g)The OC shall also ensure that ballpoint pens are made available for use by all of the judges.

15.1.9 STATISTICIAN’S AREA

a) The statistician's area shall be separate and apart from the judge's area
and on the same side of the stage as the Master of Ceremonies. Normally,
this will consist of 2 – 3 tables and 4 chairs for the statisticians and their
assistants.

b) The OC must ensure that the statistician's area is secure and that access
to it is strictly limited to the statisticians, the Chief Judges and EBFF
officials.

c) The statistician tables shall have power supply (minimum 3 sockets) and
small reading lamps shall be available.

15.1.10SECURITY

The OC shall be responsible for providing sufficient security personnel at the
competition venue to ensure that:

a) Access to the judge's and statistician's areas is limited to judges,
statisticians and EBFF officials only.

b) Access to the photographer's and reporter's area is limited to
photographers and reporters only.

c) Access to the backstage area is limited to competitors, trainers with the
“Green Card” and backstage judges only.

d) Members of the audience do not remain in the judge's area in order to
take photographs of the competitors.

15.1.11 STAGE MARSHALS

The stage marshal, who is usually a chief judge, shall be nominated by the EBFF Judges Committee. The OC shall ensure that a microphone is made available for use by the stage marshal/chief judge.

15.1.12 PRESS OFFICER

The OC shall ensure that a member of their committee is appointed as a Press
Officer who – in cooperation with the EBFF Press Commission Chairman or his representative - shall be to deal with the members of the press (television,
radio, newspaper, etc) and their requests for competition information and
seating. The Press Officer should prepare:

a)A list of accredited photographers and journalists who paid the fee.

b)A row of 20+ chairs for photographers usually placed just behind the row of seats for panel judges. If necessary, the OC may decide to place the low bench for photographers just in front of the judges tables, provided they do not obstruct the view of the judges.

c)Self-adhesive papers and tape to mark the seats with photographers names according to the distributions scheme provided by the EBFF Press Commission Chairman or his representative.

The Press Officer should ensure that the photographers take the proper seats
and don’t change their seats during the whole Event.

15.1.13 COMMUNICATIONS

The OC shall ensure that four portable, battery-operated headset/mics or
walkie-talkies are made available for use by the IFBB during prejudging and
finals.

15.1.14 TEST JUDGES

The OC shall provide seating for test judges, said seating which shall be situated as near as possible to the front, centre, in the first row of the audience. These
seats will be used during the prejudging only.

15.1.15SEATING FOR DELEGATES, COMPETITORS AND GUESTS

The OC shall also provide a special seating area, as close to the front and
centre area as possible, for the Executive Council members, other delegates
and guests. A reserved seating area shall also be provided for the judges
currently not-working in the panel and for competitors who finished their
category. Special area should be provided for the EBFF President, various
dignitaries and special guests. These seats should be marked with user
names.

15.1.16 POST-PREJUDGING

The Judging Committee shall ensure that the Chief Marshal and sound operator are provided with a list of the top 6 finalists in each category and the list of top 10 routines in fitness categories, immediately when arriving to the venue prior to the finals.

16.EBFF ANNUAL CONGRESS

16.1 The OC shall ensure that a room large enough to accommodate 40+
countries is made available for the EBFF Annual Congress meeting. A table
and two chairs shall be provided for each country present, according to the
alphabetical list of countries.

16.2 A head table shall be set up on the side of the room opposite the entrance to
the room with sufficient chairs to accommodate all of the members of the
Executive Council. The tables shall be placed upon a raised platform, at a
height of one to
two feet above the floor level. Table microphones shall be provided for each
Executive Council member. The OC shall ensure that the nameplates of the
Executive Council members are placed at the head table.

16.3 The tables and chairs for the national delegations shall be set up, in a theatre-style manner, centered off the head table. The OC shall ensure that the tables are covered with white linen and the clear, boldly-written signs are made up for each country present and placed on each table. The OC shall also ensure that standing microphones are placed at key locations in each aisle so that the delegates may address the Congress.

16.4 The OC shall ensure that a large banner is hung directly behind the Executive
Council table with the following words (example):




16.5 The OC shall ensure that individual folders are prepared, complete with paper (notepad) and ballpen, and are placed at each position at the Executive Council table as well as at each National Federation’s table. The OC may also place commemorative items at each place as well. The folders to be distributed in the Congress hall are set up by the EBFF officials.

16.6 The Power Point presentation facility (projector, screen, cables) should available during the Congress.

16.7 The OC shall ensure that refreshments (coffee, tea, juice) are made available at the break which shall normally take place at the mid-point of the meeting.

17. THE FINALS

17.1 The program for the finals shall normally proceed as follows:

17.1.1 Introduced one by one by the Master of Ceremonies, all participating National Federations shall march on stage, in alphabetical order, with the host National Federation last. Each National Federation shall line up behind the sign bearing their country's name. This sign may be carried by volunteers arranged by the OC or by the chief delegate, or a representative of the National Federation. The competitors shall march on, in posing attire, immediately behind the chief delegate, or representative. Space shall be left center-stage for the host National Federation.
17.1.2 The MC shall announce the playing of the host country’s national anthem.
17.1.3 The MC shall then announce the order of speeches as follows:

a) The President of the host National Federation
b) The host country's special guest (dignitary)
c) The President of the EBFF who shall declare the competition open
17.1.4 The national teams shall exit the stage.
17.1.5 The OC should arrange for a 15-minute entertainment display. This will give the backstage judges time to get the athletes warmed-up for the first category.
17.1.6 The MC shall announce the number, country and name of each of the top 6 finalists, in numerical order, as they perform their individual free posing routine. At the completion of the last routine all of the top 6 finalists shall be called onstage and the MC shall turn the microphone over to the Chief Judge for the compulsory poses. The compulsory poses shall be immediately followed by a 60 second posedown.
17.1.7 The MC should announce the names of the award presenters, ensure that sufficient time is given for them to arrive onstage and, immediately upon receipt of the final results from the statisticians, shall announce the winners, commencing with 6th place and ending with 1st place. Then the MC should announce the playing the national anthem of the winner.
17.1.8 Following the national anthem of the winner, award presenters raise the hands of the finalists and pose with them for the commemorative picture. Then:
a) The six finalists pose to the photographers.
b) The three medal winners remain on the stage and pose for the photographers.
c) The winner alone remains on the stage and pose for the photographers.
17.1.9 The duty of the marshals or specially nominated officials is to escort all five finalists in each category, except the winner, to the Doping Control Site for compulsory drug testing. The winner shall wait for the overall category.
17.1.10 The award presentations to the heaviest / tallest category shall be immediately followed by the overall category, which shall proceed as follows:
a) The MC shall call onstage all category winners in the discipline.
b) The MC shall turn the microphone over to the Chief Judge who shall direct the
competitors twice through compulsory poses (bodybuilding) or quarter turns (fitness).
c) The MC shall announce the results of the overall category, from the last place to the first place, finally declaring the name of the Champion of the Champions. Then the MC should announce the playing the national anthem of the winner.
17.1.11 All overall category participants shall be escort to the Doping Control Site for compulsory drug testing.


18. DRUG TESTING
18.1 The OC shall ensure that a drug testing site is set up at the contest venue for the purpose of testing the finalists in each category.

18.2 The Doping Control Site shall meet the requirements as detailed in Article 14 of these Guidelines.

18.3 The Doping Control Site shall be under the supervision and control of the Chairman of the EBFF Medical Commission or his representative.

18.4 The OC shall ensure that headset/microphone or walkie-talkie communications sets are made available for use between me Backstage Marshal, or his representative, and the Doping Control Site so as to coordinate the drug testing of the finalists in each category.



19. FAREWELL BANQUET

19.1 The OC shall arrange a farewell banquet, preferably at the official hotel, immediately following the finals.

19.2 A head table, or reserved tables, shall be set up to accommodate the members of the Executive Council, the OC and any other special guests.

19.3 The OC shall ensure that the food is served by hotel or other staff. The OC should refrain from providing a "buffet-style” farewell banquet as this is too difficult to control and tends to lead to a wild and ill-mannered stampede to the food tables.

20. FINAL RESULTS

20.1 The OC shall arrange to have at least 100 copies produced of the final results so that they may be distributed, at the farewell banquet, to the National Federations, media representative and other interested parties

21. HOTEL CHECK OUT AND AIRPORT TRANSPORTATION

21.1 The OC shall ensure that personnel are on duty at all times to assist in the hotel check-out and airport transportation process. These personnel must have authority to settle any dispute(s) that may arise during checkout between the Event participants and the hotel front desk staff.

21.2 The OC shall ensure that transportation is arranged between the official hotel and the airport during the departure of the Event participants.

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