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National Paralympic Committees Accreditation Manual
National Paralympic Committees
Accreditation Manual
Organizing Committee of the XXII Olympic Winter Games
and XI Paralympic Winter Games of 2014 in Sochi (Sochi 2014)
1
1
National Paralympic Committees Accreditation Manual
Contents
1. Introduction
3
1.1 Purpose of the manual
3
1.2 Accreditation timeline
3
1.3 Items to be returned to Sochi 2014
4
1.4 User account and system accessibility
3
2. Accreditation
5
2.1 General guidelines
5
2.2 Acceptable forms of identification
6
3. Submitting accreditation information
7
3.1 Submission options
7
8
3.1.1 Dignitary Accreditation Applications
3.2 Logging into the ECR system
9
3.2.1 Entering data into ECR using the online single application (ECR single form)
10
3.2.2 Submitting data using the bulk upload template (ECR template)
12
3.3 Accreditation assistance
12
3.4 Required formats
13
3.5 Required fields
14
3.5.1 Single Form Application
14
3.5.2 Bulk Upload Template
18
3.6 Submitting and saving records using the ECR single application method
24
3.7 Submitting a photo via ECR
24
4. Data verification
27
4.1 Data Query
27
4.2 Reports
28
4.3 Data Export
29
5. NPC Eligibility Code Forms
30
6. Pre-Delegation Registration Meeting
30
7. Pre-Valid Cards production, delivery and distribution
31
7.1 Production and delivery of PIACs
31
7.2 Confirmation of receipt of Pre-Valid Cards
31
7.3 Distribution of Pre-Valid Cards to participants
31
7.4 Lost, or damaged Pre-Valid Cards
31
Organizing Committee of the XXII Olympic Winter Games
and XI Paralympic Winter Games of 2014 in Sochi (Sochi 2014)
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National Paralympic Committees Accreditation Manual
8. Delegation Registration Meeting
32
8.1 Delegation Registration Meeting Process
32
8.2 Team Officials
33
8.2.1 NPC team leadership (“Ac” and “Am”)
33
8.2.2 Paralympic Attaché (“Ac” sub-category)
34
8.2.3 Administrative personnel (“Ao” sub-category)
34
8.2.4 Technical and coaching personnel (“Ao” sub-category)
34
8.2.5 Medical personnel (“Am” sub-category)
34
8.2.6 Press Attachés (“Ao” or “As” sub-category)
34
8.2.7 NPC team officials allocation method
35
8.3 Additional NPC team officials for Paralympic Winter Games (“As” sub-category)
36
8.4 Nominative Transferable Accreditations
37
8.5 Upgrade Cards
37
8.6 Substitution and Multiple Roles
38
8.7
Athlete Competition Partner
8.8 Guest Pass
9. Entering/Exiting Russia
38
39
40
9.1 Entry Requirements
40
40
9.1.1 Filling in a Migration Card
9.2 Entry process for participants not in possession of a Pre-Valid Card
41
9.3 Validation of the Pre-Valid Card at Sochi International Airport
41
9.3.1 Accreditation Centers
42
9.3.2 Paralympic Villages Timeline
43
9.4 Lost, stolen or damaged PIACs
43
9.5 Exiting Russian Federation
43
10. Privileges
44
10.1 Access codes and symbols
44
10.2 Privilege Matrix
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Organizing Committee of the XXII Olympic Winter Games
and XI Paralympic Winter Games of 2014 in Sochi (Sochi 2014)
National Paralympic Committees Accreditation Manual
1. Introduction
1.1 Purpose of the manual
This manual has been prepared by the Organizing Committee of the Olympic Winter
Games and Paralympic Winter Games Sochi 2014 to assist National Paralympic
Committees (NPCs) in preparing for and completing the accreditation process for their
delegations. All organizations participating in the Sochi 2014 Paralympic Winter Games
must complete the accreditation process in order to obtain the Paralympic Identity
and Accreditation Cards (PIACs) for their delegation members. This manual is available
in English and Russian. The English language version of the manual prevails if there are
disagreements regarding the manual’s translation.
1.2 Accreditation timeline
Date
Action
13 September 2013
Sochi 2014 sends Paralympic Games Accreditation & Sport Entries
Manual and Eligibility Code Forms to NPCs
Immediately upon receipt
of electronic package
NPCs return Confirmation of Receipt Form to Sochi 2014 Accreditation
By 1 October 2013
NPCs submit Organizational Consent Form and User Account Application
Form (to be returned as soon as possible)
1 October 2013
Online accreditation system goes live
2 December 2013
Deadline for NPC to apply for accreditation
6-11 January 2014
Pre-Delegation Registration Meeting (Pre-DRM)
Paralympic Identity & Accreditation Card (PIAC) production and
distribution start following the Pre-Delegation Registration Meetings
7 February 2014
Sochi 2014 completes distribution of PIACs to NPCs
7 January – 16 April 2014
PIACs valid as entry visa to Russia (if used with a passport which is valid
until at least October 16, 2014)
21 February 2014
Deadline for NPCs to submit sport entries information and Eligibility
Code forms to Sochi 2014
27 February 2014
NPC DRMs start at the Coastal Paralympic Village
1 March 2014
Validation of PIACs begins at Sochi Airport and Paralympic Villages
for athletes and NPC team officials after completion of their NPC’s DRM
Table 1. Accreditation timeline
Organizing Committee of the XXII Olympic Winter Games
and XI Paralympic Winter Games of 2014 in Sochi (Sochi 2014)
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National Paralympic Committees Accreditation Manual
1.3 Items to be returned to Sochi 2014
Once you receive the package containing this manual and other registration materials,
please complete and return the following:
a) Confirmation of Receipt Form – return immediately:
— Print, sign, scan and email or fax the form immediately back to Sochi 2014
Accreditation to confirm that your NPC has received this package.
— Email: accreditation.paralympic@SOCHI2014.com
— Fax number: +7 862 445 50 05
b) Organizational Consent Form – return by 1 October 2013:
— This form gives Sochi 2014 Accreditation permission to provide the accreditation
information received from NPCs to the Russian Federation Government and other
relevant authorities responsible for screening and issuing Games-time travel
authorization (if applicable). No accreditation applications can be submitted until
this form is received by Sochi 2014.
— Original or scanned copy with original signature will be accepted.
— Please return this form using the contact details shown above.
c) User Account Application Form – return as soon as possible, but not later than
October,1 2013:
— This form is used to create and issue a username and password for the online
accreditation system (ECR) and Sport Entries system.
— The NPC must indicate if it will be using the bulk upload template for
its accreditation applications. Once Sochi 2014 has received this notification
a template specific to the NPC will be created and emailed. See section 3.5.2
for further information regarding bulk upload.
d) Dignitary Accreditation Request Form – return by 15 November 2013:
— This form is used to nominate who will receive each dignitary accreditation,
including accompanying guests and entourage.
1.4 User account and system accessibility
Only NPCs that have requested user accounts will have access to the online system
through the dedicated web address: https://eacr.sochi2014.com.
While separate systems, the online Accreditation system and online Sport Entries system
are dependent on each other; information from the Accreditation system is sent to the
Sport Entries system. If data is inaccurate or incomplete, the registration of an athlete will
not be processed in either system.
Organizing Committee of the XXII Olympic Winter Games
and XI Paralympic Winter Games of 2014 in Sochi (Sochi 2014)
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National Paralympic Committees Accreditation Manual
2. Accreditation
In accordance with IPC Accreditation at the Paralympic Winter Games – User’s Guide
2013 (which can be downloaded at www.paralympic.org/TheIPC/HWA/Publications),
a Paralympic Identity and Accreditation Card is a document which confers on its holder
the right to perform his/her function at Paralympic Winter Games. This card, produced
and issued by Sochi 2014, performs two functions. It:
• establishes the identity of its holder; and
• constitutes a document, accompanied by a valid passport, authorizing multiple
entries into Russia for the registered holder. It is valid from 7 January until 16
April 2014 and can be used when the holder receives the Card.
The PIAC permits access to Paralympic Winter Games venues. Prior to validation, the PIAC
is referred to as a Pre-Valid Card until it has been validated upon arrival in Sochi. Once the
Pre-Valid Card has been validated, it becomes the official Games accreditation card for
the bearer throughout the Sochi 2014 Paralympic Winter Games period. Pre-Valid Cards
can be validated up until and including the day of the Closing Ceremony of the Paralympic
Winter Games on 16 March 2014.
2.1 General guidelines
• The NPC is responsible for registering every potential member of its delegation by
2 December 2013. This deadline will allow the Russian Federation Government, other
relevant authorities and Sochi 2014 adequate time to verify data prior to the Games.
• The NPC’s legal representative must sign the Organizational Consent Form before
any applications can be submitted.
• Sochi 2014 Accreditation strongly recommends electronic Accreditation
Application forms.
• All approved applicants whose data is received by 2 December 2013 will be eligible
to receive a Pre-Valid Card. Pre-Valid Cards will be produced after the Pre-DRM is
completed.
• The NPC must submit a recent high-quality color digital image (refer to section 3.7)
for every member of its delegation. Applications submitted without photos by the
deadline will not be eligible to receive a Pre-Valid Card.
• Prior to issuing Pre-Valid Cards, Sochi 2014 Accreditation will work closely with each
NPC to verify the data used to produce the Pre-Valid Cards.
• Any Pre-Valid Card that is received but will not be used must be returned to Sochi 2014
Accreditation (at the Delegation Registration Meeting).
• Individuals whose accreditation data arrives after the deadline will not receive
a Pre-Valid Card and will need to follow normal visa procedure to enter and work
in the Russian Federation. Please visit the Russian Federal Migration Service website
for more details: http://www.fms.gov.ru/documents/viza/index_eng.php
• Any PIACs that will be cancelled at the DRM must be returned to Sochi 2014
Accreditation.
Organizing Committee of the XXII Olympic Winter Games
and XI Paralympic Winter Games of 2014 in Sochi (Sochi 2014)
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2.2 Acceptable forms of identification
For non-Russian citizens the only acceptable form of identification for the Sochi 2014
Paralympic Winter Games is a passport (international passport).
For Russian citizens:
• born on or before the 30th of September, 1999, only Russian domestic passport
is acceptable.
• born on or after the 1st of October, 1999, either Russian domestic passport
or birth certificate is acceptable.
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and XI Paralympic Winter Games of 2014 in Sochi (Sochi 2014)
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3. Submitting accreditation
information
3.1 Submission options
NPCs have two options for submitting accreditation applications:
• Online single application. e-Accreditation (ECR) is the web application that allows NPCs
to submit accreditation applications directly to Sochi 2014 Accreditation, or save either
complete or incomplete records to its account for completion and/or submission at a later
date. Saved but not submitted records will not be sent to Sochi 2014 and as such will
not be accepted until the record has been submitted to Sochi 2014. After 2 December
2013, access to the ECR system will be restricted to a read-only basis. To edit or submit
any applications after this time, the NPC will need to request temporary submission
access through Sochi 2014 Accreditation (accreditation.paralympic@sochi2014.com). An
explanation on the completion of the online single application can be found in section 3.2.1.
• Bulk upload template. The ECR system will also allow NPCs to submit accreditation
applications via a bulk upload process. If an NPC has its own database, it can export
this information into a template provided by Sochi 2014 (with specific formatting)
and submit applications in bulk via ECR. If an NPC wishes to use the bulk upload
template, it must notify Sochi 2014 Accreditation via the User Account Application
Form. An explanation on the completion of the bulk upload template can be found
in section 3.2.2.
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and XI Paralympic Winter Games of 2014 in Sochi (Sochi 2014)
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National Paralympic Committees Accreditation Manual
3.1.1 Dignitary Accreditation Applications
NPCs wishing to invite dignitaries to the Sochi 2014 Paralympic Winter Games must
adhere to the following process, which applies to the following people:
• Sovereign or Head of State
— Their accompanying guest (1)
— Entourage of Sovereign or Head of State (max 2)
• Head of Government
— Their accompanying guest (1)
— Entourage of Head of Government (max 2)
• Minister responsible for sport (of NPCs with participating athletes, transferable once
if duties are shared between two or more ministers)
— Their accompanying guest (1)
• Head of Diplomatic Mission (if and for the period of Sovereign/Head of State or Head
of Government is accredited and present at the Games)
• Other Prominent Government Officials (at Ministerial level, responsible for sport for
persons with an impairment in their country. Examples of this might include the Minister
of Health & Social Welfare, the Minister of Youth and Education or the Minister for
Public Health)
— Their accompanying guest (1)
However, each NPC must accredit their Sovereign or Head of State, Head of Government,
Minister responsible for sport and Other Prominent Government Officials within the
maximum quota of three persons.
All requests for dignitaries must be approved by Sochi 2014 before the applications
can be submitted to ensure that the correct applicants receive these accreditations.
You will find an NPC Dignitary Accreditation Request Form included in the package
that contains this manual. The NPC must nominate who will receive each dignitary
accreditation, including guests and entourage, and email this form to Sochi 2014 to
accreditation.paralympic@sochi2014.com or fax it to +7(862) 445 50 05.
The Dignitary Accreditation Request Form must be returned to Sochi 2014 by 15
November 2013. Once these names have been verified by Sochi 2014, the NPC will be
notified and will be able to submit these applications via the methods described in this
manual. The deadline for dignitary accreditation applications is 2 December 2013.
Organizing Committee of the XXII Olympic Winter Games
and XI Paralympic Winter Games of 2014 in Sochi (Sochi 2014)
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National Paralympic Committees Accreditation Manual
3.2 Logging into the ECR system
During the process of account creation each NPC will receive an e-mail with NPC username and
password and a confirmation that the NPCs’ account is ready to use. Once the NPC receives
the email it will be able to log into the online accreditation system at https://eacr.sochi2014.com.
We recommend logging in to the system as soon as the email is received to check that the
username and password are working.
The web address (https://eacr.sochi2014.com) can be saved into «Favorites» or Bookmark
folders, so the site can be easily accessed. Once the NPC enters this address into its internet
browser it will be directed to the login screen as in Figure 1.
Figure 1: Main login page
After the login page loads, enter your NPC’s provided username and password into the
appropriate fields. The first time the account is accessed, you will be required to change
the password (minimum of eight characters including one number and one capital letter).
Once logged into the system you will see the screen as shown in Figure 2.
Figure 2: Home page
Organizing Committee of the XXII Olympic Winter Games
and XI Paralympic Winter Games of 2014 in Sochi (Sochi 2014)
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National Paralympic Committees Accreditation Manual
3.2.1 Entering data into ECR using the online single application
(ECR single form)
The system’s functions can be viewed by clicking on the Main Menu near the top left
of the screen. To submit a new application, select New Application Form from the Main
Menu. This will take you to the screen (see Figure 3) that will allow you to choose which
type of application form you wish to submit. You can choose the function you wish
to perform from the drop down menu.
Figure 3: New application form
By clicking on the Form Name field, the system will present a list of forms available to the
NPC. Selecting the appropriate form and clicking once on Add New will then take you to
the Data Entry screen (Figure 4). All the required fields are listed in section 3.5.
NB: Note that some of the fields in the form are mandatory only for Russian citizens.
If you are applying as a Non-Russian citizen you will not have to fill in the following fields:
• Patronymic
• Local Given Name
• Local Family Name
• Preferred Local Given Name
• Preferred Local Family Name
Organizing Committee of the XXII Olympic Winter Games
and XI Paralympic Winter Games of 2014 in Sochi (Sochi 2014)
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National Paralympic Committees Accreditation Manual
Figure 4: Single Accreditation application form (Data entry screen)
Organizing Committee of the XXII Olympic Winter Games
and XI Paralympic Winter Games of 2014 in Sochi (Sochi 2014)
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National Paralympic Committees Accreditation Manual
3.2.2 Submitting data using the bulk upload template
(ECR template)
Once the NPC confirms with Sochi 2014 Accreditation its intention to use the bulk upload
template via the User Account Application Form, Sochi 2014 Accreditation will send a
customized template via e-mail with specific instructions regarding the upload process.
Certain fields specific to the NPC will already be filled in by Sochi 2014 Accreditation
Team. Upon receipt of this template, the NPC will be able to enter information into the
spreadsheet either manually or by importing information from existing databases. Each
field has a specific format for entering the required data; a description of these formats
can be found in section 3.5.2. Once the template is completed, the NPC will be able to
upload it directly via the ECR system. If you experience any difficulties while uploading,
please contact Sochi 2014 Accreditation Team.
The spreadsheet must be completed in full before uploading. Any incomplete or incorrectly
formatted templates will be rejected by the ECR system. This option will only be available
to the NPCs until 2 December 2013. To edit or submit applications after this time, the
NPC will need to request temporary submission access and use the ECR single application
process.
Digital photos can be uploaded with the spreadsheet or individually via the ECR system
after the spreadsheet has been uploaded (refer to section 3.7). The data will be available
for review after upload via the Data Query, Reporting and Export functions of the ECR
system (refer to section 5).
3.3 Accreditation assistance
Support for the online accreditation system and process will be available via email
at accreditation.paralympic@sochi2014.com.
Organizing Committee of the XXII Olympic Winter Games
and XI Paralympic Winter Games of 2014 in Sochi (Sochi 2014)
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National Paralympic Committees Accreditation Manual
3.4 Required formats
All information should be typed in Latin or in Cyrillic characters when applicable.
List of characters accepted:
Latin letters:
A, B, C, D, E, F, G, H, I, J, K, L, M, N, O, P, Q, R, S, T, U, V, W, X, Y, Z:
Cyrillic letters:
А, Б, В, Г, Д, Е, Ё, Ж, З, И, Й, К, Л, М, Н, О, П, Р, С, Т, У, Ф, Х, Ц, Ч, Ш, Щ, Ъ, Ы, Ь, Э, Ю, Я
and 1, 2, 3, 4, 5, 6, 7, 8, 9, 0, @, +, as well as apostrophes (’) and hyphens (-).
For special characters, please see Table 2 for accurate transcription.
• Personal data provided on the Accreditation Application Form must be identical
to the data on the applicant’s identification document.
• All identification documents must be valid until at least 16 October 2014.
• Do not enter ‘same as above’, ‘idem’ or ‘not applicable’.
• Leave field blank if not applicable.
Transcription table
If you need to enter a character that is not listed among the accepted characters above,
please enter the ‘use for accreditation’ replacement character as outlined in Table 2:
Original
Use for accreditation
Ñ
N
Ü
U
Ö
O
Ø
O
Ä
A
Æ
AE
ç
C
ß
SS
Ð
D
þ
P
Å
A
Table 2: Transcription table
For special characters not listed in the table above please use the corresponding Latin
character without any diacritics (for example, E instead of É).
Organizing Committee of the XXII Olympic Winter Games
and XI Paralympic Winter Games of 2014 in Sochi (Sochi 2014)
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National Paralympic Committees Accreditation Manual
3.5 Required fields
3.5.1 Single Form Application
Responsible Organization
This field will be filled in by Sochi 2014. You will only be able to see what is applicable
to your NPC.
Example: NPC R
Main Function
Click on the arrow to the right of the field and select the function that corresponds
to the applicant’s official role at the Games.
Example: Aa – ATHLETE
Nationality
Click on the plus (+) to the right of the field and select the nationality of the applicant.
For dual nationals, use the nationality of the identification document the applicant will use
throughout his/her application for the Sochi 2014 Paralympic Winter Games.
Example: RUSSIAN FEDERATION
Family Name
Type the applicant’s family name (surname, last name) exactly as it appears on the
individual’s identification document (refer to section 2.4).
Example: STEWART
Given Name
Type the applicant’s first given name exactly as it appears on the individual’s identification
document. See Table 3.
Example: ANNE-MARIE
Given Name 2 (optional)
Enter the remainder of the applicant’s given names exactly as it appears on the
individual’s identification document. See Table 3.
Example: MARIE MICHELLE
Given name(s)
of applicant
Names to be entered
in Given Name Field
(first given name)
Anne
Anne
Anne Marie
Anne
Marie
Anne Marie Michelle
Anne
Marie Michelle
Anne-Marie
Anne-Marie
Anne-Marie Michelle
Anne-Marie
Table 3: Explanation of given names
Organizing Committee of the XXII Olympic Winter Games
and XI Paralympic Winter Games of 2014 in Sochi (Sochi 2014)
Names to be entered
in Given Name 2 field
(remainder of given names)
Michelle
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National Paralympic Committees Accreditation Manual
Preferred Family Name (optional) This field is to be used if an athlete wishes to be known by a family name other than the
one stated on his/her passport. This name should be entered in capital letters as he/she
wishes it to appear on the Accreditation Card. Otherwise please leave this space blank.
For other categories this field is not active and the value is copied automatically from
the Family Name field.
Example: NORMAN
Preferred Given Name (optional)
This field is to be used if an athlete wishes to be known by a family name other than the
one stated on his/her passport. This name should be entered in capital letters as he/she
wishes it to appear on the Accreditation Card. Otherwise please leave this space blank.
For other categories this field is not active and the value is copied automatically from
Given Name field.
Example: CHRIS
Local Family Name
For Russian citizens this field is mandatory. Type the applicant’s family name (surname,
last name) in Russian exactly as it appears on the applicant’s given passport of the citizen
of the Russian Federation. If kept blank, this field shall be completed by Sochi 2014, also
the submitted Russian family names translated by Responsible Organization shall be
reviewed by Sochi 2014 and may be corrected.
Example: ИВАНОВ
Local Given Name
For Russian citizens this field is mandatory. Type the applicant’s given name (first name)
in Russian exactly as it appears on the applicant’s domestic passport of the citizen of the
Russian Federation. If kept blank, this field shall be completed by Sochi 2014, also the
submitted Russian names translated by the Responsible Organization shall be reviewed
by Sochi 2014 and may be corrected.
Example: КРИСТИАН
Patronymic (Russian citizens only)
This field is applicable to Russian citizens only and is mandatory for them. Type the
applicant’s patronymic (отчество) exactly as it appears on the applicant’s domestic
passport of the citizen of the Russian Federation.
Example: АНАТОЛЬЕВИЧ
Local Preferred Family Name
This field is mandatory for Russian citizens. It is to be used if an athlete wishes to be
known by a local family name other than the one stated on his/her passport. This name
should be entered in capital letters as he/she wishes it to appear on the Accreditation
Card. Otherwise please enter the same value as in the Local Family Name. For other
categories this field is not active and the value is copied automatically from Local Family
Name field.
Example: ВОЛКОНСКИЙ
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and XI Paralympic Winter Games of 2014 in Sochi (Sochi 2014)
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National Paralympic Committees Accreditation Manual
Local Preferred Given Name
This field is mandatory for Russian citizens. It is to be used if an athlete wishes to be
known by a different local given name other than the one stated on his/her passport.
This name should be entered in capital letters as he/she wishes it to appear on the
Accreditation Card. Otherwise please enter the same value as in the Local Given Name.
For other categories this field is not active and the value is copied automatically from
Local Given Name field.
Example: КРИС
Previous Name(s) (optional)
Enter any family name previously used, such as maiden names or legally changed family
names and provide additional information in the comment box to the right of the Previous
name(s) field.
Example: STEVENS
Gender
Click on the arrow to the left of the field and select either Male or Female.
Example: FEMALE
Date of Birth
Enter the applicant’s date of birth using the (dd/month/yyyy) format.
Example: 24/April/1969
Identification Type
Click on the arrow to the right of the field and select the appropriate document type. For
non-Russian citizens always choose “international passport” as it is the only acceptable
form of identification for them. For Russian citizens choose either “passport” (for Russian
domestic passport) or “birth certificate” (see Table 4).
Example: INTERNATIONAL PASSPORT
Nationality
Type of ID accepted
Non-Russian
Passport (international passport)
Russian
(born on or before the 30 September 1999)
Russian domestic passport
Russian
(born on or after 1 October 1999)
Russian domestic passport or birth certificate
Table 4: Acceptable forms of identification
Identification Number
Enter the number of the identification document selected, using letters and numbers,
leaving no spaces.
Example: X5673459
Organizing Committee of the XXII Olympic Winter Games
and XI Paralympic Winter Games of 2014 in Sochi (Sochi 2014)
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National Paralympic Committees Accreditation Manual
Date of issue
Enter the date of issue of the identification document you have selected above using
the (dd/month/yyyy) format.
Example: 07/February/2010
Expiry Date
Enter the expiry date of the identification document you have selected above using the
(dd/month/yyyy) format. All types of identification documents must be valid until at least
16 October 2014. Leave the field empty if not applicable.
Example: 07/December/2014
Issuing Authority
Enter the identification document issuing authority exactly as it is stated in the
identification document. For documents issued in Russia the name of the authority should
be entered in Russian.
Example: Department of Internal Affairs
Country of Birth
Click on the plus to the right of the field and select the country in which the applicant
was born.
Example: RUSSIAN FEDERATION
Place of Birth
Type in the city or town in which the applicant was born.
Example: SOCHI
Multiple citizenship
Click the arrow in the field “Do you have multiple citizenship?” and select the relevant answer.
If the answer is “Yes”, please provide additional information in the comment box to the right.
Changes of citizenship
Click the arrow in the field “Have you ever changed your citizenship?” and select the
relevant answer. If the answer is “Yes”, please provide additional information in the
comment box to the right.
Permanent Residential Address (Russian citizens only):
This section is displayed only for citizens of the Russian Federation and is mandatory.
Both Latin and Cyrillic characters are allowed.
In this section:
— Select country by clicking the green plus (+) next to the Permanent Country field.
— For Russia, select the region by clicking the green plus (+) next to the Permanent
Region/Province field. For other countries, type in the information.
— Enter the city/town name in the Permanent City/Town field;
— Enter the house number in the Permanent House field.
Other fields of this section are optional.
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and XI Paralympic Winter Games of 2014 in Sochi (Sochi 2014)
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Actual Residential Address (Russian citizens only):
This section is displayed only for citizens of the Russian Federation and is mandatory. If the
applicant’s actual residential address is the same as the permanent address, check the relevant
box beneath “Permanent Residential Address” section, the data will be copied automatically.
If the actual residential address differs, please provide the relevant data:
— Select the country by clicking the green plus next to the Actual Country field.
— For Russia select region by clicking the green plus next to the Actual Region/Province
field. For other countries type in the information.
— Enter the city/town name in the Actual City/Town field;
— Enter the house number in the Actual House field.
Other fields of this section are optional. Both Latin and Cyrillic characters are allowed.
Home Telephone (optional)
Enter the number in the Home Telephone field, starting with “+” (plus) sign and including
the country code.
Example: +7 495 984 20 14
Mobile Number (optional)
Enter the number into the field Mobile Number, starting with “+” (plus) sign and including
the country code.
Example: +7 495 984 20 14
Email Address (optional)
Enter the address in the Email Address field.
Example: oleg.ivanov@mail.ru
Authorize OCOG
Please select Y to authorize Sochi 2014 to use the provided data for background check
by relevant authorities.
Wheelchair User (optional)
Indicate whether the applicant is a daily wheelchair user by checking the relevant box.
By default the value is set to “No”.
Sports
Athletes (Aa) and Athlete Competition Partners (Ab) only. Indicate the applicant’s sport(s)/
discipline(s). Select the required sport/discipline from the Available window and click on the leftpointing arrow to move the sport/discipline to the Assigned window.
Example: IH
3.5.2 Bulk Upload Template
Nationality
Enter the required country code in the Nationality field. A full list of country codes can be found
on the Codes tab in the template. The country code used must exactly match one of the country
codes on this tab. For dual nationals, use the nationality of the identification document the
applicant will use throughout his/her application for the Sochi 2014 Paralympic Winter Games.
Example: RUS
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Responsible Organization
This field will be completed by Sochi 2014. You will only be able to see what is applicable
to your NPC.
Example: NPC RUSSIA
Main Function
Enter the function code of the applicant, which corresponds to the applicant’s main role
at the Games. A full list of functions can be found on the Codes tab in the template. The
function used must match exactly one of the functions on this tab.
Example: AA01
Family Name
Enter the applicant’s family name (surname, last name) in the Family Name field exactly as
it appears on the individual’s identification document (refer to section 2.4).
Example: STEWART
Given Name
Enter the applicant’s first given name exactly as it appears on the individual’s identification
document. See Table 3.
Example: ANNE-MARIE
Given Name 2 (optional)
Type the remainder of the applicant’s given names exactly as it appears on the individual’s
identification document. See Table 3.
Example: MARIE MICHELLE
Given name(s)
of applicant
Names to be entered
in Given Name Field
(first given name)
Names to be entered
in Given Name 2 field
(remainder of given names)
Anne
Anne
Anne Marie
Anne
Marie
Anne Marie Michelle
Anne
Marie Michelle
Anne-Marie
Anne-Marie
Anne-Marie Michelle
Anne-Marie
Michelle
Table 3: Explanation of given names
Preferred Family Name (optional) To be used if the applicant wishes to be known by a family name other than the one
stated on his/her passport). This name should be entered in capital letters as he/she
wishes it to appear on the Accreditation Card. Otherwise please leave this space blank.
Example: NORMAN
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Preferred Given Name (optional)
To be used if the applicant wishes to be known by a different given name other than the
one stated on his/her passport. This name should be entered in capital letters as he/she
wishes it to appear on the Accreditation Card. Otherwise please leave this space blank.
Example: CHRIS
Local Family Name
For Russian citizens this field is mandatory. Type the applicant’s family name (surname,
last name) in Russian exactly as it appears on the applicant’s domestic passport of the
citizen of the Russian Federation. If kept blank, this field shall be completed by Sochi
2014, also the submitted Russian family names translated by Responsible Organization
shall be reviewed by Sochi 2014 and may be corrected.
Example: ИВАНОВ
Local Given Name
For Russian citizens this field is mandatory. Type the applicant’s given name (first name)
in Russian exactly as it appears on the applicant’s domestic passport of the citizen of the
Russian Federation. If kept blank, this field shall be completed by Sochi 2014, also the
submitted Russian family names translated by Responsible Organization shall be reviewed
by Sochi 2014 and may be corrected.
Example: КРИСТИАН
Patronymic (Russian citizens only)
This field is applicable to Russian citizens only. Type the applicant’s patronymic (отчество)
exactly as it appears on the applicant’s domestic passport of the citizen of the Russian
Federation.
Example: АНАТОЛЬЕВИЧ
Local Preferred Family Name
This field is mandatory for Russian citizens. It is to be used if an athlete wishes to be
known by a local family name other than the one stated on his/her passport. This name
should be entered in capital letters as he/she wishes it to appear on the Accreditation
Card. Otherwise please enter the same value as in the Local Family Name. For other
categories please state Family Name exactly as it appears on the identification document
used for the Accreditation application.
Example: ВОЛКОНСКИЙ
Local Preferred Given Name
This field is mandatory for Russian citizens. It is to be used if an athlete wishes to be
known by a different local given name other than the one stated on his/her passport.
This name should be entered in capital letters as he/she wishes it to appear on the
Accreditation Card. Otherwise please enter the same value as in the Local Given Name.
For other categories please state Given Name exactly as it appears on the identification
document used for the Accreditation application.
Example: КРИС
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Previous Name(s) (optional)
Type any family name previously used, such as maiden names or legally changed family
names. Leave blank if not applicable.
Example: STEVENS
Reason and date of change
Please provide additional information on previous name(s) change if applicable.
Gender
Type M for male or F for female in the Gender field.
Example: F
Date of Birth
Type the required date in the Date of Birth field using the dd/mm/yyyy format.
Example: 24/04/1969
Identification Type
Type the required identification type code in the identification document type field.
A full list of identification type codes can be found on the Codes tab in the template.
The document type code used must exactly match one of the document type codes
on this tab. For non-Russian citizens always enter “international passport” as passport is
the only acceptable form of identification for them. For Russian citizens choose either
“passport” (for Russian domestic passport) or “birth certificate” (see Table 4).
Example: PSF
Nationality
Type of ID accepted
Non-Russian
Passport (international passport)
Russian
(born on or before the 30 September 1999)
Russian domestic passport
Russian
(born on or after 1 October 1999)
Russian domestic passport or birth certificate
Table 4: Acceptable forms of identification
Identification Number
Enter the number of the identification document selected, using letters and numbers, leaving
no spaces.
Example: X5673459
Expiry Date
Input the expiry date of the identification document in the Identification Expiry Date field using
the (dd/mm/yyyy) format. All types of identification documents must be valid until at least
16 October 2014. Leave the field empty if not applicable.
Example: 21/12/2014
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Issuing Authority
Input the identification document issuing authority exactly as it is stated in the identification
document. For documents issued in Russia name of the authority should be entered in Russian.
Example: Department of Internal Affairs
Date of issue
Enter the date of issue of the identification document you have selected above using
the (dd/mm/yyyy) format.
Example: 23/02/2010
Country of Birth
Input the required country code into the Country of Birth field. A full list of country codes can
be found on the Codes tab in the template. The country code used must exactly match one
of the country codes on this tab.
Example: RUS
Place of Birth
Enter the required city in the City of Birth field.
Example: SOCHI
Do you have multiple citizenships?
Type Y or leave the field empty. For Y please provide additional information in the field
“Comments multiple citizenships”.
Have you ever changed your citizenship?
Press Y or leave the field empty. For Y please provide additional information in the field
“Comments changed citizenship”.
Home Telephone (optional)
Enter the number in the Home Telephone field, starting with “+” (plus) sign and including
the country code.
Example: +7 495 984 20 14
Mobile Number (optional)
Enter the required number in the input field, starting with “+” (plus) sign and including
the country code.
Example: +7 495 984 20 14
Email Address (optional)
Enter the address in the Email Address field.
Example: oleg.ivanov@mail.ru
Permanent Residential Address (Russian citizens only):
This section is mandatory only for citizens of the Russian Federation. Both Latin and Cyrillic
characters are allowed.
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Please type all the mandatory data according to the Table below:
Field name
Mandatory
Permanent Country
Yes
Permanent Region/Province
Yes
Permanent District
No
Permanent City/Town
Yes
Permanent Street
No
Permanent House
Yes
Permanent Building
No
Permanent Apartment
No
Table 5: Permanent Residential Address fields
Actual address is the same as Permanent Residential Address
Type Y for Yes or N for No. If the box is left blank, it will be set to No by default.
Actual Residential Address (Russian citizens only):
This section is mandatory only for citizens of the Russian Federation. It should be filled
in only if the actual residential address of the applicant differs from the permanent. Both
Latin and Cyrillic characters are allowed.
Please type all the mandatory data according to the Table below:
Field name
Mandatory
Actual Country
Yes
Actual Region/Province
Yes
Actual District
No
Actual City/Town
Yes
Actual Street
No
Actual House
Yes
Actual Building
No
Actual Apartment
No
Table 6: Actual Residential Address fields
Authorize OCOG
Please type Y to authorize Sochi 2014 to use the provided data for background check
by relevant authorities.
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Image Name
You can use this field to attach photos. Please include file name that corresponds to
the image that is submitted, Format: Family Name_Document Number.jpg. Please note
that detailed instruction on how to attach pictures to the Bulk Template will be provided
with the Bulk Template itself.
Example: IVANOV_45051234567.jpg
Wheelchair User (optional)
Indicate whether the applicant is a daily wheelchair user. Type Y for Yes or N for No
in the Wheelchair User field. If the box is left blank, it will be set to No by default.
Sports
Athletes (Aa) and Athlete Competition Partners (Ab) only. Indicate the applicant’s sport(s)/
discipline(s). In the Sports field enter the relevant sport code. A full list of sports codes can
be found on the Codes tab in the template. The sport’s code used must exactly match one
of the sports codes on this tab.
Example: IH
3.6 Submitting and saving records
using the ECR single application method
Once you have completed an application you can click on the Submit button at the bottom
of the screen. This will send the information to Sochi 2014 Accreditation. If, however,
you only have partial information for an applicant you can still enter the information you
have and save this record to your account. This saved record can then be retrieved at any
time until the deadline and completed and submitted to Sochi 2014 Accreditation. The
Save function can be extremely helpful and is a great tool for managing your information.
Please remember that Sochi 2014 Accreditation will not process saved applications.
Only completed and submitted applications will be processed. No Pre-Valid Cards will
be created for saved records. If you receive outstanding information for a saved record
after 2 December 2013 (when ECR access will be read-only), you will need to request
temporary submission access from Sochi 2014 Accreditation to submit this application.
3.7 Submitting a photo via ECR
Once you have entered, saved or submitted a record (via ECR single application or bulk
upload), you will be able to attach a digital image to this record.
Photos must be named in the following format (familyname_idnumber), where idnumber
is the number of the identification document used in the application for accreditation.
This will allow you to ensure that the photo is attached to the correct record.
Example: IVANOV_6906234856.jpg
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Photo requirements for PIACs
Digital images must follow these requirements:
1. A color (not black or white) passport style photograph (width-to-height ratio 4x5)
2. The photograph should be in .jpg, .jpeg, .gif, .png or .bmp format
3. The image file must be between 50 and 128Kb to upload into ECR, and minimum
image size 420 pixels wide by 525 pixels high
4. The photograph should be no more than six months old
1. Key parameters for passport style photographs:
Template
2. Requirements for the person’s position in the photograph:
• The subject of the photograph should be facing forward, with eyes open and mouth
closed. He or she should have a neutral expression and the face should be fully in focus.
• There should be no more than one person in the photograph. The back of a chair or
children’s toys should not be in the shot.
• The background should be a single color. Up to 18% grey or light blue is recommended
for the background color. Yellow, red, or otherwise colored lighting is not permitted.
• The face should be lit evenly. The face and eyes should be visible and free from
shadows. There should be no dark spots on the photograph. The photograph should not
show the person with “red-eye”.
• People whose religious beliefs require that they may not show themselves in public
without their head covered (for whom wearing headwear at all times is a compulsory
part of their culture or religion), may be shown in the photograph with headwear as
long as this does not obstruct the face, if the person is also shown wearing headwear
in the photograph in his or her passport.
• People who usually wear glasses, may be shown wearing glasses in the photograph,
as long as these do not have tinted lenses. The glasses should be clean and transparent
(with no marks), and the eyes should be clearly visible. The frames of the glasses should
not obstruct the eyes. There should be no flash reflection off the glasses.
• Bandages covering the eyes are only permitted for medical reasons, if the person is
shown with a bandage in the photograph in his or her passport.
• The color image must not be edited to improve its appearance.
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Examples of pictures
To access the Upload Photo screen, click on the silhouette of the head in the applicant’s
record. Once the Upload Photo screen (see Figure 5) has opened, click on Browse (Load
File) and you will be able to search your computer for the relevant photo. When you have
selected the photo, click Submit and the photo will be attached to the record.
Figure 5 Photo upload
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4. Data verification
Data verification is the responsibility of the NPC and must take place before the PreDelegation Registration meeting. The purpose of data verification is to ensure that NPC
delegation’s accreditation information is correct. The NPC can use the tools below – Data
Query, Reports and Data Export – to review the data. If any updates are required after
the 2 December 2013 deadline, the NPC must inform Sochi 2014 Accreditation Team so
that this information could be corrected.
4.1 Data Query
Select Data Query on the Main Menu tab of the main screen to search your saved and
submitted records for specific information. By entering information into any of the fields
on the Data Query screen, you can search for any saved or submitted records that meet
the search criteria (Figure 6).
Example – Enter ‘Stewart’ in the Family Name field, and click Search; the ECR system will
show all records with the family name Stewart. By further selecting ‘TEAM OFFICIAL’ in
the Main Function field, the ECR system will show all Team Officials with the surname
Stewart from your saved or submitted records. You can narrow the search to Saved or
Submitted records only by checking the appropriate box.
After you have completed your search, you can click on a record in the search results panel
and edit the information as needed.
Figure 6: Data Query
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4.2 Reports
By selecting Reports in the Main Menu tab, reports can be created, saved and printed.
Selecting the Report fields is similar to the Data Query process (refer to section 4.1).
Once the parameters for the report have been selected, click Start Process. Once the
system has finished compiling the report, the following message will appear: ‘Last process
finished successfully’. Click View File to display the report, which can then be printed or
saved as required.
Figure 7. Totals report window
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4.3 Data Export
To export all of your data into a format that can be read by Excel, follow these steps:
Step 1 Complete a search using the Data Query search function.
Step 2 Once the search is completed, click on the ‘Show/Hide Columns’ button at
the left bottom of the search results. A separate window will open, which will allow
you to choose which data fields to export. To select all fields click on the right facing
double chevrons (>>) button and click ‘Close’.
Step 3 Click on the ‘Export’ button on the right of the ‘Show/Hide Columns’ and
the ‘Print’ button. The system will ask if you want to export all records, click ‘Ok’.
The export process can take some time, but once the process is complete you will be
asked to save the export file. This file can be opened as a spreadsheet in Excel.
Figure 8. Data export
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5. NPC Eligibility Code Forms
All athletes, NPC team officials accredited in the “A” categories (Aa, Ab, Ac, Ao, Am, As)
and NPC President and Secretary General are obliged to abide by the provisions of the IPC
when participating in the Paralympic Winter Games. They bind themselves to the rules by
signing the IPC Eligibility Code form. This form must have the necessary references to the
NPC and to the applicant’s Paralympic Identity and full name, the text of the declaration
from the IPC Eligibility Code, and the necessary signatures.
The text of the IPC Eligibility Code referred to in the declaration is printed on the back
of the form. Each signatory should retain a copy of the form, and either an original,
a fax or an electronic copy must be given to the OCOG, attached to the corresponding
Accreditation Form.
Failure to sign the IPC Eligibility Code form will prohibit the person from participating
in the Paralympic Winter Games.
6. Pre-Delegation Registration
Meeting
The Pre-Delegation Registration Meeting (Pre-DRM) is a meeting between each NPC and
Sochi 2014 functional areas to address various issues prior to the DRM. The Pre-DRM will
take place in 6-11 January, 2014.
During the pre-DRM, Sochi 2014 will:
• verify the received accreditation data with the NPC;
• run the calculation to estimate a preliminary team size;
• identify the potential final list of the NPC’s delegation members to be accredited
•
•
•
•
•
for the Sochi 2014 Paralympic Winter Games;
assess venue access needs of individual team officials;
assess the NPC’s needs for transferable accreditations;
assess the NPC’s needs for additional team officials;
assess the NPC’s needs for dignitary accreditations;
confirm with the NPC which Eligibility Code Forms are still outstanding.
During the pre-DRM, it is very important that the NPC provides as much specific
information as possible regarding its accreditation needs (for example, privileges and
dining requests). This will help Sochi 2014 to produce accurate Pre-Valid Cards, which
in turn will allow minimal disruption upon the delegation’s arrival in Sochi.
After the completion of the Pre-DRM, Sochi 2014 Accreditation will send to the NPC
a final list of all its delegation members to be signed off. Once this list is signed and
returned to Sochi 2014, the Pre-Valid Cards will be printed and sent to the NPC for
distribution to its delegation members.
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7. Pre-Valid Cards production,
delivery and distribution
7.1 Production and delivery of PIACs
Following data verification and the Pre-DRMs, Sochi 2014 will produce and send PIACs
to each NPC by February 7, 2014. NPCs will be responsible for distributing PIACs to
delegation members before they travel to the Russian Federation. NPC cooperation with
this distribution is essential to facilitate the arrivals process and avoid delays due to the
reissuing of PIACs after arrival in Russia. Sochi 2014 will ensure that NPCs using PIACs
as entry visas, together with a valid passport, receive the PIACs in a timely manner.
Any PIACs received by NPCs and not used for Games participation are to be returned
to Sochi 2014 at the DRM.
7.2 Confirmation of receipt of Pre-Valid Cards
Confirmation of Receipt will be included in a package containing your Pre-Valid Cards.
You must sign, scan and email this Confirmation of Receipt back to Sochi 2014
Accreditation at accreditation.paralympic@sochi2014.com immediately upon receiving
the Pre-Valid Cards. You also have the option of faxing the Confirmation of Receipt to
+7 862 445 50 05.
7.3 Distribution of Pre-Valid Cards to participants
The Pre-Valid Card is an important document, and as such the NPC must take great
care to ensure that each participant receives his/her card safely and that it is intact and
undamaged upon arrival. It is NPCs’ responsibility to ensure the successful distribution
of its Pre-Valid Cards. The NPCs’ cooperation with this distribution is essential to facilitate
the arrival process and avoid any potential delays.
7.4 Lost, or damaged Pre-Valid Cards
If a Pre-Valid Card is lost, stolen or damaged before or after entry into the Russian
Federation, Sochi 2014 Accreditation must immediately be informed in order for the card
to be cancelled in the system. The applicant will not be deleted from the system, but
he/she must visit a primary accreditation center to have his/her PIAC issued after arriving
in Russia. The applicant will also need to follow the standard visa procedures for entry into
the Russian Federation for the Paralympic Winter Games. Any Pre-Valid Cards received,
but not used for Games participation, must be returned to Sochi 2014 at the DRM.
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8. Delegation Registration Meeting
8.1 Delegation Registration Meeting Process
The Delegation Registration Meeting (DRM) is a meeting between each NPC and relevant
Sochi 2014 functional areas to finalize all issues before the delegation’s arrival. The DRM
must be scheduled through Sochi 2014 NPC Relations Department. No Pre-Valid Cards will be
validated before the DRM is completed.
Chefs de Mission/Heads of Mission are strongly advised to arrive in Sochi at least two days
before their delegation in order to complete the DRM.
The following issues will be finalized at the DRM:
• Sport Entries of eligible athletes to Paralympic Winter Games events
• verification of the Eligibility Code Forms;
• outstanding accreditation access privileges assignment for team officials;
• outstanding accreditation issues — for example, transferable accreditation -dignitary
accreditation and guest pass quota;
• allocation of upgrade cards;
• allotment of housing, storage, workshop, office and medical space in the Paralympic
Villages;
• outstanding financial issues;
• other details, including confirmation of team arrivals and departures, and team welcome
ceremony scheduling.
Please note that only a limited number of NPC delegation members can have their PIACs
validated before the opening of the Paralympic Villages. During the pre-opening period
and after completing the DRM, three accredited team officials per NPC will have access
to overnight housing in their NPC’s allotment. Accommodation will be free of charge.
Housekeeping services will be provided.
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8.2 Team Officials
NPC team officials are defined as persons whose presence is essential to the administration
of an NPC’s delegation residing in the Paralympic Village and for the technical and medical
support of the athletes registered for participation in the Paralympic Winter Games. All team
officials (Ac, Ao, Am and As) must be the age of 18 years by the accreditation deadline.
The Paralympic function of individual NPC team officials constitutes the base criteria for the
determination of their venue and zone access rights.
NPC team official
Category
Chef de Mission
Ac
Deputy Chef de Mission
Ac
Paralympic Attaché
Ac
Chief Team Physician
Am
Medical Personnel
Am
Administrative personnel
Ao
Technical and coaching personnel
Ao
Press Attaché
Ao
Additional NPC team officials
As
Table 7. Team officials categories
8.2.1 NPC team leadership (“Ac” and “Am”)
The following NPC team leadership allocation method shall be used:
• One (1) Chef de Mission/Head of Mission (Ac sub-category)
• One (1) Deputy Chef de Mission/Head of Mission (Ac sub-category) if the NPC has
athletes accommodated in both Paralympic Villages or in a Paralympic Village and
the Nordic Sport Housing.
• If an NPC has athletes residing in both Paralympic Villages and in the Nordic Sport
Housing, they may promote one (1) regular team official (Ao sub-category) to the Ac
sub-category.
• One (1) Deputy Chef de Mission/Head of Mission (Ac sub-category) for delegations
with 35 athletes (Aa sub-category) or more.
• One (1) Chief Team Physician (Am sub-category) who must hold a university medical
degree. Should an NPC not be able to accredit a licensed Chief Team Physician, this
position is then forfeited by the NPC and cannot be substituted.
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8.2.2 Paralympic Attaché (“Ac” sub-category)
The IPC recommends that each NPC delegation appoints one (1) Paralympic Attaché, to
ensure liaison between the OCOG and the NPC throughout the period leading up to the
Games. The Paralympic Attaché will be counted as part of the NPC’s delegation within the
quota as an NPC team official, only if the NPC delegation decides to have him or her be
accommodated in the Paralympic Village.
8.2.3 Administrative personnel (“Ao” sub-category)
Larger delegations are usually organized with a central administration team to assist
the Chef de Mission/Head of Mission and manage the overall team operation, such as:
• Administration
• Accreditation
• Sport entries
• Accommodation
• Transportation
• Equipment
• Clothing
• Communications
• Security
8.2.4 Technical and coaching personnel (“Ao” sub-category)
All personnel directly related to the technical performance of the athletes are described
as technical personnel. This includes:
• Coaches
• Trainers
• Managers
8.2.5 Medical personnel (“Am” sub-category)
Each delegation should appoint one (1) Chief Team Physician who is the main contact
person for all medical related issues between the OCOG, the IPC and the NPC. In order
to accredit a delegation member as the Chief Team Physician, the respective person must
be a licensed medical doctor. Documentation will be required by Sochi 2014.
Should an NPC not be able to accredit a licensed medical doctor as the Chief Team
Physician, this position is then forfeited by the NPC and cannot be substituted.
8.2.6 Press Attachés (“Ao” or “As” sub-category)
IPC recommends that each NPC delegation appoints Paralympic Press Attaché(s), to ensure
liaison between the OCOG, the media, the IPC and the NPC throughout the period leading
up to the Games and during the Games.
Paralympic Press Attachés will be counted as part of the NPC delegation within the quota
as an NPC team official. However, he/she will be granted access to the IBC/MPC.
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8.2.7 NPC team officials allocation method:
The following section, taken from the “Accreditation at the Paralympic Winter Games –
Users’ Guide”, details the rules for calculating the number of NPC team officials permitted
for the Sochi 2014 Paralympic Winter Games. In case of any differences, the IPC Delegation
Quota Formula included in the IPC Accreditation Guide will prevail.
Step 1 Allocation based on total number of athletes
• One (1) NPC team official (Ao sub-category) for every two (2) athletes (rounded up)
if the NPC has four (4) or more competing athletes otherwise only one (1) team
official.
Step 2 Allocation based on athletes in specific sports
• One (1) NPC team officials (Ao sub-category) if the NPC has competing athletes
in Alpine Skiing (excluding Snowboard).
• One (1) NPC team official (Ao sub-category) if the NPC has competing athletes
in Snowboard.
• One (1) NPC team officials (Ao sub-category) if the NPC has competing athletes
in Nordic Skiing (Cross Country and Biathlon).
Step 3 Allocation based on male and female athletes in certain sports
• One (1) NPC team official (Ao sub-category) for each sport (Alpine Skiing including
Snowboard, Nordic Skiing) in which an NPC has male competitors.
• One (1) NPC team official (Ao sub-category) for each sport (Alpine Skiing including
Snowboard, Nordic Skiing) in which an NPC has female competitors.
Step 4 Allocation based on athletes in eligible sport classes
• One (1) NPC team official (Ao sub-category) and one (1) additional team official
(As sub-category) for every athlete classified in one of the eligible sport classes
(see eligible sport class chart below).
Sport
Eligible sport classes
Alpine skiing
B 1, LW 10
Nordic skiing (cross country and biathlon)
B 1, LW 10
Step 5 Allocation of additional team officials
The number of additional team officials (As sub-category) is calculated as follows:
NPCs with less than 20 competing athletes (Aa category):
• 100% of an NPC’s athlete (Aa category) total (rounded-up) minus the total number of NPC
team officials (Ao sub-category) from Steps 1, 2 and 3.
• If the total of NPC team officials (Ao sub-category) obtained from Steps 1, 2 and 3
exceeds 100% of athlete (Aa category) total (rounded-up), no additional team officials will
be allocated except those obtained through Step 4.
NPCs with 20 or more competing athletes (Aa category):
• 110% of an NPC’s athlete total (Aa category) total (rounded-up) minus the total number
of NPC team officials (Ao sub-category) from Steps 1, 2 and 3.
• If the total of NPC team officials (Ao sub-category) obtained from Steps 1, 2 and 3
exceeds 110% of athlete (Aa category) total (rounded-up), no additional team officials will
be allocated except those obtained through Step 4.
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Remarks
NPC team officials (Ac, Am, Ao and As sub-categories) with the same functional ability
as the equivalent eligible sport classes listed above may request one (1) additional NPC
team official for every two (2) such officials (rounded up). NPC’s requests are subject to IPC
approval, documentation is required.
If an NPC decides to accredit a Paralympic Attaché (Ac sub-category), that person will be
counted as part of the NPC’s delegation within the quota as an NPC team official if the
Paralympic Attaché is accommodated in a Paralympic Village or in the Nordic Sport Housing.
NPC team officials (Ao sub-category) may be designated as Am sub-category officials
if their professional certification matches the access privileges of the Am sub-category
(e.g. physiotherapists). NPC additional team officials (As sub-category) may be assigned
a medical function if their professional certification matches the access privileges of the Am
sub-category (e.g. physiotherapists).
Access entitlements for NPC team officials:
The venue and zone access
entitlements that are granted to NPC
team officials are calculated by applying
the following percentage: Percentage
of NPC team officials
Venue access
Zone
access
30%
All sport venues at which the NPC
competes Paralympic Village
Blue, 2
R
30%
Up to two (2) sport venues
at which the NPC competes
Paralympic Village
Blue, 2
R
40%
One (1) sport venue at which the
NPC competes Paralympic Village
Blue, 2
R
Table 8. Access entitlements for NPC team officials
8.3 Additional NPC team officials for Paralympic
Winter Games (“As” sub-category)
NPCs are entitled to accredit an established number of additional NPC team officials
for a set fee levied by the OCOG as approved by the IPC.
Excluding the Chef de Mission/Head of Mission, the Deputy Chefs de Mission and the
Chief Team Physician an NPC’s quota of additional team officials shall not exceed 100%
of the total number of athletes (“Aa”) in an NPC’s delegation (110% for NPCs with 20 or
more competing athletes) unless additional officials are required to support athletes in
an eligible sport class. Applications for additional NPC team officials “As” accreditation
must be initiated by the NPC; the OCOG will not entertain any individual requests.
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National Paralympic Committees Accreditation Manual
8.4 Nominative Transferable Accreditations
This type of PIAC is a personalized individual card, displaying the photograph, name,
function and NPC code of the holder and his/her access entitlements. It is typically given
to individuals not otherwise eligible for accreditation. Transferable Accreditation allows an
accreditation to be transferred from one participant to another during the course of the
Games, while maintaining the set quota in that category for the organization.
Responsible
Organization
Category
Population
Number
of Cards
Issued
Transferable
NPCs with participating
athletes
“NPC”
Minister
of Sports
1 per NPC
1 time (only when
responsibility is shared
by 2 or more Ministers)
NPCs with participating
athletes
“NPC”
Transferable
Guest
1+1 per
5 athletes
(“Aa”)
2 times
Table 9. NPC Nominative Transferable Accreditations
The application for participants who receive Transferable Accreditation must be made
and submitted in exactly the same manner, and with the same deadlines, as for other
accreditation categories.
At the DRM, the NPC must specify which participants will be accredited upon initial team
arrival.
During the DRM, the NPC will be asked to nominate each transfer and determine when the
previous accreditation should be cancelled.
Accreditation will not be transferred to a second person until the Chef de Mission (or proxy)
of the delegation has communicated the change and the previous Accreditation Card has
been cancelled in the system.
8.5 Upgrade Cards
Upgrade cards allow broader rights than those permitted by the initial accreditation.
These cards may only be used by persons already accredited, and must always be used in
conjunction with the primary accreditation card.
There is no limit on the number of times they can be transferred.
“U” cards can grant access to all sport venues, within venue zones and reserved seating
(subject to seating availability). Specific quotas are set for the Responsible Organizations,
such as the IFs, the IOSDs and NPCs in agreement with the IPC.
The following table lists the quotas of Upgrade Cards granted to the eligible Responsible
Organization for the Paralympic Winter Games
Category
Function
Venue Access
Zone Access
U
Upgrade Card
(non-nominative card)
1 per NPC + 1 per 10 athletes
(“Aa”)
ALL
6, WHITE
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8.6 Substitution and Multiple Roles
Individuals are entitled to accreditation according to their role at the Paralympic Games.
If the individual does not attend the Paralympic Games, his/her right to accreditation cannot
be given to another person.
However, there can be exceptions in the case of an NPC’s President and/or Secretary
General (with athletes participating in the Games) under the following conditions:
• The President and/or Secretary-General is also an IPC Governing Board Member; the NPC
may request accreditation for a Vice President only in the NPC category.
• Th
e President and/or Secretary-General also performs the function of Chef de Mission
for his/her NPC; the NPC may request accreditation for a Vice President, Executive
Director or CEO in the NPC category.
• Th
e President or Secretary-General is not present at the Games; the NPC may request
accreditation for a Vice President in place of the President or the Executive Director
or CEO in place of the Secretary-General. Only one of these two positions may be
substituted in the NPC category under these conditions.
Any person with multiple official functions at the Games may receive only one accreditation
but will have all access privileges combined to fulfill all legitimate roles. If an individual
chooses a role with lower entitlements in order to fulfill a specific role, other higher
entitlements will be forfeit.
For example if an NPC President or Secretary General is accredited as a team official (Ac, Ao,
Am or As) he/she forfeits the use of T2 or access to VIP seating for the Ceremonies.
8.7. Athlete Competition Partner
Athlete Competition Partners are persons without an impairment whose participation is
essential to guiding, piloting and directing athletes in designated sport classes that require
such assistance during competition. Athlete Competition Partners fall under the “Ab”
accreditation category. The “Ab” accredited persons are to be counted over and above
the NPC team officials quota.
The following applies for the eligible sports:
• A
lpine Skiing guide – A maximum of one (1) Alpine Skiing guide for each athlete in the B1,
B2 (optional) and B3 (optional) sport classes
• N
ordic Skiing guide – A maximum of one (1) Nordic Skiing guide for each athlete in the B1,
B2 (optional) and B3 (optional) sport classes.
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8.8 Guest Pass
Each NPC delegation is assigned a daily quota of guest passes to the Paralympic Villages
according to NPC delegation size. They are to be used at the discretion of the NPC, which
is responsible for its visitors in the Paralympic Villages at all times.
The passes are administered by the OCOG through the Guest Pass Centre at each
Paralympic Village. Guest passes are valid only for day of delivery.
NPC guests are able to visit the Paralympic Village Plaza unaccompanied. However should
an NPC guest enter the Residential Zone, the guest must be accompanied at all times
by a member of the NPC delegation.
No guest will be permitted into a Paralympic Village if an official request is not submitted
prior to the established deadline.
NPC quota Paralympic Winter Games
The quotas expressed below include the total number of passes that can be allocated to
NPCs on a daily basis for all Villages combined (e.g., for a delegation of 30 persons or less,
a maximum of 7 passes for all Paralympic Villages would be allocated on a daily basis).
Delegation Size
Number of Paralympic Village Guest Passes
1 – 30
7
31 – 35
8
36 – 40
10
41 – 45
11
46 – 50
13
51 – 60
14
61 – 70
15
71 – 80
16
81 – 90
17
91 – 100
18
101 – 110
19
111 – 120
20
121 – 130 +
22
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9. Entering/Exiting Russia
9.1 Entry Requirements
A Pre-Valid Card or PIAC holder may enter Russia multiple times from 7 January 2014 up to
16 April 2014 upon presentation of his/her Pre-Valid Card or PIAC and a valid passport each
time, without requiring a separate entry visa.
Individuals using their PIAC as a travel document to enter Russia must ensure that their
passport is valid until at least 16 October 2014 and that the details on their passport match
the information provided on their accreditation application.
The PIAC will facilitate entry into the Russian Federation only. Accredited individuals coming
to Russia via any other country are responsible for obtaining the necessary visa for entry
into that country.
9.1.1 Filling in a Migration Card
Holders of a Pre-Valid Card or PIAC must fill in a Migration Card. The entry (A) and exit (B)
parts of the Migration Card should be filled in personally by the foreign citizen using Russian
or Latin letters on the basis of the passport.
Please provide the information as indicated below:
Field Name
Information to fill in:
Purpose of visit
Private
Information about the people or organizations
inviting you to Russia
Sochi 2014 Organizing Committee
Visa Number
leave blank
Table 10. Required fields on the migration card
At points of entry into the Russian Federation that are equipped with electronic migration
card systems (a list will be provided), Pre-Valid Card or PIAC holders are not required to fill
in a Migration Card. This card will be filled in at border control by a border service employee.
According to Russian legislation, persons holding a Pre-Valid Card or PIAC do not have
to register at the Russian Federation Migration Service. Therefore, these persons do not
have to take any of the actions connected with carrying out point 4 on the back of the
migration card.
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9.2 Entry process for participants not
in possession of a Pre-Valid Card
Applicants whose information was submitted after 2 December 2013 will need to make
their own entry arrangements into Russia. After leaving the airport the applicant must visit
the Accreditation Centre to obtain the PIAC.
9.3 Validation of the Pre-Valid Card
at Sochi International Airport
Once the DRM is completed Pre-Valid Card holders from your delegation will be able to
validate their cards at Sochi International Airport upon arrival. Pre-Valid Card holders whose
privileges and/or information on the card have changed after delivery will be required to go
to a full service accreditation center to get their PIAC issued.
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9.3.1 Accreditation Centers
Accreditation Centers and Venue Accreditation Offices can be found at the following venues
and offer the services described in the table below:
Venue
Client Group
Accreditation Services
Rosa Khutor VenueAccreditation
Office for theRosa Khutor
Alpine Center
All
Venue Accreditation Office
PIAC validation
Day pass issue
Laura Cross-Country
Ski & Biathlon Center
All
Venue Accreditation Office
PIAC validation
Day pass issue
Mountain Paralympic Village
NPC Delegations
Accreditation Center (full service)
Card validation
Card production
Issue resolution
Reissuing lost/stolen cards
Olympic Park
All
Venue Accreditation Offices
Day pass issue
General information
Coastal Paralympic Village
NPC Delegations
Accreditation Center (full service)
Card validation
Card production
Issue resolution
Reissuing lost/stolen cards
Uniform
Distribution & Accreditation
Center
All
Accreditation Center (full service)
Card validation
Card production
Issue resolution
Reissuing lost/stolen cards
Paralympic Family Hotel
Paralympic Family
(full service)
Card validation
Card production
Issue resolution
Reissuing lost/stolen cards
Table 11. Accreditation centers
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National Paralympic Committees Accreditation Manual
9.3.2 Paralympic Villages Timeline
Activity
Time and Date
Transition from Olympic
to Paralympic Villages
12:00 noon, 26 February until 12:00 noon,
March 1, 2014
Paralympic Villages pre-opening
08:00 on 28 February, 2014
Paralympic Villages opening
12:00 noon on 1 March, 2014
Paralympic Villages closing
12:00 noon, 19 March, 2014
Table 12. Paralympic village timeline
9.4 Lost, stolen or damaged PIACs
If a PIAC is lost, stolen or damaged (for example, torn or water-damaged) after validation,
a PIAC can be reissued.
— A lost, stolen or damaged PIAC will be cancelled in the accreditation system, and a lost
PIAC will not be reactivated even if found at a later date.
— The individual concerned must make a written, signed declaration, countersigned
by an authorized representative from your NPC.
A lost PIAC will be reissued as soon as possible after a declaration has been submitted.
9.5 Exiting Russian Federation
To exit the Russian Federation the accredited person should present at the border control:
— His/her Passport;
— Part B of the Migration Card;
— His/her PIAC (cancelled accreditation cards still serve as multiple-entry visas for Russia
and should be retained until departure from the Russian Federation).
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10. Privileges
10.1 Access codes and symbols
Access code
Accessible areas
Access to venues:
ALL
All competition venues
PLV
All Paralympic Villages (Village Plaza only)
IBC
International Broadcasting Centre
MPC
Main Press Center
PFH
Paralympic Family Hotel
Accreditation Zones inside the competition venues:
BLUE
Field of play, operational areas (back of house),
general circulation areas (front of house)
RED
Operational areas (back of house), general circulation
WHITE
General circulation areas (front of house)
2
Athlete preparation areas
4
Press areas
5
Broadcast areas
6
Paralympic Family areas
Zones and symbols inside the Village are:
R
Residential Zone of the Paralympic Village
Table 13: Accreditation Zones
The Paralympic Village pictogram automatically grants access to the Paralympic Village
Plaza. Zone access privileges are assigned to each accredited person in accordance with
the permanent but minimum requirements in order to perform his/her roles and function.
Although included in this zones list, some particular areas inside the venue can be
considered and managed as restricted areas (for example, field of play and doping control
stations). The PIAC itself does not grant access to these areas. A Supplemental Access
Control Device may be required (for example, an armband).
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1 each
Official Stand
Yes
Seat in Official
Stand (with
complimentary
ticket)
T-3
Max 3 per
NPC
Official Stand
Yes
Seat in Official
Stand (with
complimentary
ticket)
T-3
6
WHITE
Official Stand
Yes
Seat in Official
Stand (with
complimentary
ticket)
T-3
ALL
PFH
6
WHITE
Official Stand
Yes
Seat in Official
Stand (with
complimentary
ticket)
T-3
Accompanying
Guest
ALL
PFH
6
WHITE
Official Stand
Yes
Seat in Official
Stand (with
complimentary
ticket)
T-3
Head of
Diplomatic
Mission
ALL
PFH
6
Official Stand
No
No seating
provided
(ticket to be
purchased)
T-P
Entourage
of Sovereign or
Head of State
and Head of
Government
ALL
PFH
6
WHITE
Official Stand
No
No seating
provided
(ticket to be
purchased)
T-P
2, 4, 5,
6, R
BLUE
NPC**
Accompanying
Guest
ALL, PLV,
IBC/MBC
MPC, PFH
4, 6, R
RED
NPC
Sovereign or
Head of State
and Head of
Government
ALL
PFH
6
WHITE
NPC
Sport Ministers
(Transferable
once if
responsibility
is shared
between
2 or more
Ministers)
ALL
PFH
NPC
Other
Prominent
Government
Official
NPC**
NPC
Category
Population
ALL, PLV,
IBC/MBC
MPC, PFH
NPC
1 each
WHITE
2 each
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Transport
T-2
Presidents &
Secretaries
General of
NPCs with
participating
athletes
(approved
by IPC)
Ceremonies
Prime events
Seat in Official
Stand (with
complimentary
ticket)
NPC
Quota
Yes
Zone access
Official Stand
Venue access
Seating access
10.2 Privilege Matrix
46
VSA
WHITE
Official Stand
No
1 per
dedicated
and rate
card vehicle
No seating
provided –
Seat in Stand
of Honour
Transport
Driver
1+1 per
5 athletes
Transferable
2 times
Ceremonies
6
WHITE
Prime events
ALL
PFH
Seating access
Transferable
Guest Cards
(for NPC’s with
participating
athletes)
Quota
Zone access
NPC
Venue access
NPC
Population
Category
National Paralympic Committees Accreditation Manual
T-P
(with
complimentary
ticket)
No
No seating
T-P
provided –
ticket to be
purchased
ticket
necessary
Aa
Paralympic
Athletes
Own sport
venues,
PLV, MPC
2, R
BLUE
Athletes’
Stand at
own sport
venues. Seat
in separate
spectating
Athletes’
Stand at
other venues
No
According to
ceremonies
programme
T-A
Ab
Athlete
Competition
Partner
Own sport
venues,
PLV
2, R
BLUE
Athletes’
Stand at
own sport
venues. Seat
in separate
spectating
Athletes’
Stand at
other venuesr
No
According to
ceremonies
programme
T-A
Ac
NPC Chef de
Mission
ALL, PLV,
IBC/MBC
MPC, PFH
2, 4, 5,
6, R
BLUE
Official Stand
or in Athletes’
Stand at all
sports venues
No
According to
ceremonies
programme
T-1
Ac
Deputy Chef de
Mission
ALL, PLV,
IBC/MBC
MPC, PFH
2, 4, 5,
6, R
BLUE
Official Stand
or in Athletes’
Stand at all
sports venues
No
According to
ceremonies
programme
T-3
Ac
Paralympic
Attaché
ALL, PLV,
IBC/MBC
MPC
2, 4, 5,
6, R
BLUE
Official Stand
or in Athletes’
Stand at all
sports venues
No
According to
ceremonies
programme
T-3
1 per NPC
1 per NPC
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47
Ao
Coaches
Technical
personnel
Administrative
personnel
Own sport
venues or
all venues
where own
athletes
participate
PLV
2, R
BLUE
Am
Chief Team
Physician
All venues
where own
athletes
participate
2, 4, R
BLUE
Am
Medical
Personnel
Own sport
venues or
all venues
where own
athletes
participate,
PLV
As
Additional
officials
Ao
Press Attaché
Transport
Ceremonies
Prime events
Seating access
Quota
Zone access
Venue access
Population
Category
National Paralympic Committees Accreditation Manual
Athletes’
Stand at
own sport
venues. Seat
in separate
spectating
Athletes’
Stand at
other venues
No
According to
ceremonies
programme
T-A
Athletes’
Stand at
own sport
venues. Seat
in separate
spectating
Athletes’
Stand at
other venues
No
According to
ceremonies
programme
T-A
2, R, blue
Athletes’
Stand at
own sport
venues. Seat
in separate
spectating
Athletes’
Stand at
other venues
No
According to
ceremonies
programme
T-A
Own sport
venues or
all venues
where own
athletes
participate
PLV
2, R
BLUE
Athletes’
Stand at
own sport
venues. Seat
in separate
spectating
Athletes’
Stand at
other venues
No
According to
ceremonies
programme
T-A
Own sport
venues or
all venues
where own
athletes
participate
PLV,
IBC/MBC
2, 4, 5 R
BLUE
Athletes’
Stand at
own sport
venues. Seat
in separate
spectating
Athletes’
Stand at
other venues
No
According to
ceremonies
programme
T-A
1 per NPC
(approved
by the IPC)
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48
Yes
Seat in Stand
of Honour
(with
complimentary
ticket)
T-3
O
Official
Applicant or
Candidate City
Observer
ALL
PFH
RED
(other
zones
according
to needs)
Max. 4 each
No seating
provided –
ticket
necessary
No
No seating
provided
(ticket to be
purchased)
T-P
U
Upgrade Cards
(for NPCs with
participating
athletes)
ALL
6 WHITE
1 per NPC +
1 per 10
athletes
Official Stand
No seating
provided
(ticket to be
purchased)
Access into the Olympic Park common domain area will be granted to all the accredited
person.
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Transport
Official Stand
Ceremonies
Prime events
Max. 4 each
Transferable
one time
Quota
6 RED
Zone access
ALL
PLV
IBC/MBC
MPC
PFH
Venue access
Official
Applicant or
Candidate
City Executive
(proposed by
NPC, approved
by IPC)
Population
O
Category
Seating access
National Paralympic Committees Accreditation Manual