FIVA Stewards Instruction Manual

17.01.2015 20:05
 
Edition 2008
FIVA Events Commission
George Ioannides (Chairman)
P.O.Box 23810
CY-1686, Nicosia
CYPRUS
Phone: +357 99 650 414; Fax +357 22 511 671
E-mail: events@fiva.org  FIVA Stewards’ Instruction Manual
Edition 2008 Page 2 of 18
 

1 General

This instruction manual shall help and support the appointed international FIVA steward to control the event in the spirit of FIVA. It will not replace the FIVA Events Code which is binding.
 
 

2 Appointment

 Appointment to be Steward
National authorities (ANF) nominate persons with experiences in rallying to join the panel of FIVA stewards with the application form (Amendment 13.5.)
To be a FIVA steward it is needed to attend a FIVA steward seminar at least once every two years.
 Appointment as a steward for an event
The board of the events commission has to ensure, that a steward is in any case independent from the organisation of the event.
The function of the FIVA steward is to constitute an impartial judicial body, to see that the event is running in compliance with the FIVA events code, the regulation and the supplementary rules.
3 Before the event
 1 month before
Information sent to the FIVA steward
 yes no
a) Detailed program of the event, entry form etc.
b) The complete regulation of the event
Were the regulations published in English
Were the regulations published in French
Were the regulations published in other languages
(Specify)……………………….
 Regulations and entry form must contain:
1) The name and the nature of the event (Regularity, Touring,
Concours d’ Elegance)
2) Name and address of the organiser
3) A statement that the event incorporates the provision of the
FIVA events code
4) The FIVA license number
5) The place and the date of the event is clearly mentioned
6) The event is described
7) Details of eligible competitors and vehicles, including their
class and category  FIVA Stewards’ Instruction Manual
Edition 2008 Page 3 of 18
8) The required documents as per article 6.1 (driving license,
number plate of the car) and 6.2. (a valid FIVA ID-Card) of
the events code.
9) The maximum number of competitors and how entries are to
be selected
10) The date of the opening and closing for entries, details of the
entry fee
11) The name of the officials of the event including the
secretariat of the event with address, the clerk of the course
and the appointed FIVA steward is mentioned
12) The time, place and method of publication of the provisional
and final results
13) Rules for the use of electric or electronic equipment.
Organisers may forbid the use of electronic measuring
devices if they wish to do so
14) Rules for the use of tender vehicles (Art 7.5.4 of the events
code
15) Protest fee and procedure
16) A list of prizes and/or awards
17) Summary and scale of penalties
18) Advice on competitors dress code
18) Any additional information that the organisers considers
appropriate including how a tie is to be decided
c) Information sent to the competitors
 Information sent to the competitors must contain:
1) The exact place and reporting time for registration and
scrutineering
2) The registration arrangement for late arrivals
3) The parking arrangement for trailers and non competing
vehicles
4) The details of hotel including full addresses and phone
numbers
5) The address and phone number of the HQ and any phone
numbers for emergency calls during the event
6) Advice on competitors dress code
7) The list of entrants accepted for the event
d) Road map with the complete route including all controls and
tests
e) Complete entry list including number of FIVA ID-card on all
cars participating  FIVA Stewards’ Instruction Manual
Edition 2008 Page 4 of 18
f) Clarify with the organizer the means you will travel to the
event and what additional accommodation you may require
 On the following points you should have an agreement with the
organiser:
 
1) Arrival and departure date
2) Way of transportation (airplane, car or train)
3) Estimated cost of your transportation
4) Who will organise the transportation (the organiser or
yourself)
5) Way of transportation during the event (with your own car,
you drive yourself with a car from the organizer or you need
somebody driving you)
When you drive with your own car, the organiser has to take
over only the fuel costs or you will invoice him a certain
amount per km.(agree beforehand the amount per km)
The organiser must provide the steward with
accommodation and meals. This means you are a
guest of the organization so benignly accept what is
offered. Do not expect a suite in a five star hotel; often
the officials and organizers themselves are lodged in a
more affordable hotel than the participants !
 Before the event starts (on arrival)
 yes no
a) Hand over of all detailed road books including all tests
together with an actual, up-dated road map
b) Copies of all required authorisations (ANF and local
authorities)
 
These authorisations must contain:
1) Name of the event
2) Date
3) Name of the organiser
c) Copy of the insurance policy
 
This insurance policy must contain:
1) Name of the event  FIVA Stewards’ Instruction Manual
Edition 2008 Page 5 of 18
2) Date
3) Name of the organiser
If there is no insurance policy available, the event can
not be held under FIVA. You have to inform the organiser
and to withdraw the FIVA license. Your presence is no
longer needed!
You must inform the Chairman of the Events
Commission
d) List of all officials with functions and phone numbers
(mobile)
e) Up-dated list of all entered participants
 
This list must contain:
1) Name of participant (driver and co-driver)
2) Nation of the participants
3) Name and type of the car
4) Manufacturing year of the car
5) Number of the FIVA ID-card
f) Plan and discuss with the clerk of the course your activities
during the event and appoint further meetings for details
during the event
g) To be introduced as the FIVA steward to the participants
and the officials
h) Explain your tasks during the introduction to the
participants as well as to the officials
4 Scrutineering
 yes no
a) Are all vehicles entered in the event examined by the
scrutineers appointed by the organiser
b) Is the scrutineer appropriately qualified
c) Are all vehicles examined before the start
d) The emphasis of the examination must be directed towards
legality, safety and roadworthiness
e) Driving license
f) Is the scrutineer checking the conformity of the vehicles
with their FIVA ID card and the event regulations.
These checking should contain at least three points:  FIVA Stewards’ Instruction Manual
Edition 2008 Page 6 of 18
1) Type and make of the vehicle
2) Comparison of the Chassis Number
3) Comparison of the Engine Number
 
4) Checking of the immatriculation plate with the issuing ANF of
the FIVA ID card (The country of the ANF must correspond
with country of the number plate)
5) Validity of the ID card (max. 10 years after the issuing of
card)
6) Comparison of the photo with the presented car
g) Where any FIVA ID cards withdraw by the scrutineer and
handed over to the FIVA steward (receipt)
h) Have you received a copy of the report made by the
scrutineer for the organiser (list of accepted, refused cars)
i) Are there vehicles excluded from the event which do not
comply with the FIVA ID card or do not satisfy the
requirements of the event
 
The scrutineers examination does not imply that FIVA
or the organisers accept responsibility for legality,
safety and roadworthiness of the vehicles. Do not sign
documents accepting responsibility for such matters.
 
5 During the event
 yes no
a) Check the communication between the marshals and
officials
b) Make sure the organiser checks at least once a day speed or
driving behavior
c) Check the daily publication of provisional results
d) Is there an official “time” announced
e) Are the official cars clearly marked
f) Are the marshals and officials provided with distinctive
identification
g) Compare the road book with the average speed in theory
and practice
1) Are the sections set to test the skill and judgment of the crew FIVA Stewards’ Instruction Manual
Edition 2008 Page 7 of 18
2) Are the speeds set for regularity sections suitable
3) Are the start and the finish of all regularity sections clearly
marked and in suitable positions
 
4) Did the timetable take into account the difficulties of traffic
and the crossing of built up areas
h) Is the road book clear and comprehensive
i) Check the clocks if they are accurate and not manipulated
j) Check the regularity time table to ensure it does not cause
excessive speeding
1) Delayed arrival – effect on next road section
2) Is there a penalty foreseen for early and late arrival. In
particular if there are circuit tests or maneuverability tests
check that there is an early penalty so that there is no benefit
for the fastest car.
3) Check that the minimum distance between regularity timing
is 3 km (3 minutes 36 seconds at 50 km/h)
k) In case of any incident or breach of the regulations or local
laws the steward must bring this issue to the attention of
the organiser.
1) The organiser has to give you in such a case a written report
Listen to the participants but do not comment or make
any decision to their suggestions. If there are
criticisms, do not stress these, but stay political and
highlight the positive side of the event.
6 Prize giving
 yes no
a) Be present at the prize giving
b) Request the organiser to have a short speech during the
prize giving
 
1) Short summary of your point of view about the event
2) Thanks to the organiser and point out the importance of this
special event for FIVA (spirit)
c) Ask for a final list of the results FIVA Stewards’ Instruction Manual
Edition 2008 Page 8 of 18
7 Disputes with authorities
Do not interfere any disputes between local
authority and organiser or competitors
8 Disputes with participants (penalising)
a) Are there any participants charged by police for
infringement of traffic laws
 
1) If yes make sure the organiser penalise the competitor
 
Exclusion or time penalties must be used as
sanctions. The use of financial penalties is not
allowed
9 Protests
 yes no
a) In case of an official protest:
1) Are you been informed by the clerk of the course about the
protest, time and place of the meeting with the involved
parties.
2) Check if the protest has been made within the time
stipulated in the regulations
3) Has the clerk of the course given notice to all involved
parties about the hearing.
4) Is the complainant satisfied with the decision of the clerk of
the course
5) Has the protest fee been returned in case of a successful
protest  FIVA Stewards’ Instruction Manual
Edition 2008 Page 9 of 18
Only a written protest is an official protest. If the
complainant is not satisfied with the decision of
clerk of the course he has the right, at no extra
fee, to appeal to the FIVA steward whose verdict is
final.
10 After the event
 yes no
a) Thank the organiser for the hospitality
 
b) Submit to the organizer the “Expenses Claim Form”
(including receipts) not later than the last day of the event.
11 Reporting
 yes no
a) Complete the FIVA steward report immediately after the
event and send it within 14 days to the chairman of the
events commission and a copy to the organiser
12 Amendments
 Steward report form (Annex C)
 Steward Expenses Claim Form  FIVA Stewards’ Instruction Manual
Edition 2008 Page 10 of 18
FEDERATION INTERNATIONALE
DES VÉHICULES ANCIENS
FIVA
Steward’s report on historic regularity events and touring assemblies
Rapport de l’observateur sur les manifestations historiques de régularité et sur
les manifestations touristiques
on / de
(Name of the event / Nom de la manifestation)
name of the FIVA Steward, nom de l’observateur FIVA
(Name and given name / nom et prénom)
This report to be sent to the chairman of the Events Commission of FIVA together with a copy of the results no later than 14
days after the event.
Ce rapport, ainsi qu’une copie des résultats, doit être envoyé au président
de la Commission des Manifestations FIVA, 14 jours au plus tard après la
manifestation. FIVA Stewards’ Instruction Manual
Edition 2008 Page 11 of 18
Name of event
Nom de la manifestation _________________________________________________
Date of the event
Date de la manifestation _________________________________________________
Number of days
Nombre de jours ____________
Country(ies) of event
Pays de la manifestation _________________________________________________
Number of entrants Number of foreign entrants
Nombre de participants _____________ Nombre de participants étrangers
____________
Number of entrants of:
Nombre de participants de:
Classe / Cat. “A” _____________ Classe / Cat. “E” _____________
Classe / Cat. “B” _____________ Classe / Cat. “F” _____________
Classe / Cat. “C” _____________ Classe / Cat. “G” _____________
Classe / Cat. “D” _____________
Number of starters Number of finishers
Nombre de partants _____________ Nombre d’arrivants _____________
Total length of event
Distance totale de la manifestation _______________ (km)  FIVA Stewards’ Instruction Manual
Edition 2008 Page 12 of 18
Note: An explanation for all “no” answers must be given in paragraph 11.
Une explication pour toutes les réponses négatives doit être donnée au
paragraphe 11.
1 REGULATIONS / REGLEMENTS
yes no
oui non
1.1. Did the regulations comply with art. 7.3.3.?
Les règlements sont-ils conformes à l’article 7.3.3.?
1.2. Were the programme and the regulations of the
event sent to the FIVA Steward before the event?
Le programme et les règlements de la manifestation
ont-ils été envoyés à l’observateur FIVA avant la
manifestation?
1.3. Were the regulations published in French or
English?
Les règlements étaient-ils publiés en français ou en
anglais?
1.4. Was the layout of the regulations clear and
convenient?
La présentation des règlements était-elle claire et facile
à suivre?
2 ADMINISTRATIVE CHECKS AND TECHNICAL SCRUTINEERING
VÉRIFICATIONS ADMINISTRATIVES ET CONTRÔLE TECHNIQUE
yes no
oui non
2.1. Did the organisers comply with art. 6.3.?
Les organisateurs ont-ils satisfait à l’article 6.3.?
2.2. Did all vehicles comply with their FIVA Identity Cards?
If not, please attach the withdrawn FIVA Identity Cards
Tous les véhicules étaient-il conformes à leurs Cartes d’
Identité FIVA?
Sinon prière de joindre les Cartes d’Identité FIVA confisquées
2.3. Did the organisers comply with art. 7.2.?
Les organisateurs ont-ils satisfait à l’article 7.2.?  FIVA Stewards’ Instruction Manual
Edition 2008 Page 13 of 18
3 ROAD BOOK / LIVRE DE ROUTE
yes no
oui non
3.1. Was the road book clear and comprehensive?
Le livre de route était-il bien présenté et compréhensible?
3.2. Were the locations of controls accurately stated in the road
book?
 Les emplacements des contrôles étaient-ils bien indiqués
dans le livre de route?
3.3. Were the indications of intermediary and total distances
exact?
Les chiffres donnés pour les distances intermédiaires et
totales étaient-ils exacts?
3.4. Was a map with the complete route sent to the FIVA Steward
before the event?
Une carte avec l’itinéraire complet a-t-elle été envoyée à
l’observateur FIVA avant la manifestation?
4 ITINERARY AND CONTROLS / ITINÉRAIRES ET CONTRÔLES
4.1. Road sections / Tronçons routiers
4.1.1. Was the route suitable for the event?
Le parcours était-il adapté à la manifestation?
4.1.2. Were the regrouping, service times, places and choice
of legs suitable for the event?
Le regroupement, les lieux et temps de service et le
choix des étapes étaient-ils bien choisis?
4.1.3. Were the locations for the controls suitable?
Les emplacements des points de contrôles étaient-ils
bien choisis?
4.2. Regularity sections / Sections de régularité
4.2.1. Were the sections set to test the skill and judgement of
the crew?
Les étapes étaient-elles choisies pour mettre à
l’épreuve l’habileté et le jugement de l’équipage?
4.2.2. Were the speeds set for the regularity sections suitable
for the conditions of the road and traffic?
Les vitesses établies pour les étapes de régularité
convenaient-elles aux conditions de route et de
circulation?  FIVA Stewards’ Instruction Manual
Edition 2008 Page 14 of 18
4.2.3. Were the start and finish of all the regularity sections
clearly marked and in suitable positions?
Les débuts et les fins des sections de régularité
étaient-ils bien indiqués et situés dans des endroits
convenables?
4.2.4. Did all regularity sections comply with the FIVA
regulations? Toutes les sections de régularité étaientelles
conformes aux règlements FIVA?
5 SAFETY MEASURES / MESURES DE SÉCURITÉ
5.1. Did the timetable take into account the difficulties of traffic and the
crossing of built up areas?
L’horaire a-t-il pris en compte les dificultés de circulation et la
traversée des agglomérations?
5.2. Was a good public information service carried out before and
during the event?
Une bonne campagne d’information du public a-t-elle été
menée à l’avance de la manifestation?
6 OFFICIALS / OFFICIELS
6.1. Was the clerk of the course competent?
Le directeur de la manifestation était-il compétent?
6.2. Was the national steward(s) competent and impartial?
Le ou les observateurs nationaux était-ils compétents et
impartiaux?
6.3. Was the national steward(s) available for discussion with the
FIVA Steward before the start of the event?
Le ou les commissaires nationaux étaient-ils disponibles pour
discuter avec l’observateur FIVA avant le début de la
manifestation?  FIVA Stewards’ Instruction Manual
Edition 2008 Page 15 of 18
7 MARSHALS / COMMISSAIRES
yes no
oui non
7.1. Were the marshals competent?
Les commissaires étaient-ils compétents?
7.2. Were there enough of them to carry out their tasks properly?
Y-a-t-il eu un nombre suffisant de commissaires pour les
besoins?
7.3. Did they apply the regulations in a “sporting” manner?
Les commissaires ont-il appliqué les règlements dans un
esprit sportif?
8 TIMEKEEPING / CHRONOMÉTRAGE
yes no
oui non
8.1. Were the instruments used suitable for the event?
L’équipement utilisé pour le chronométrage était-il adapté à la
manifestation?
8.2. Was the synchronisation of instruments correct?
Les chronomètres étaient-ils correctement synchronisés?
9 RESULTS / RESULTATS
yes no
oui non
9.1. During the running of the event were the results available and
distributed at suitable points?
Lors du déroulement de la manifestation, les résultats étaientils
disponibles et distribués à des endroits adaptés?
9.2. Were the provisional results confirmed by definite results?
Les résultats provisoires ont-ils été confirmés par les résultats
définitifs?
9.3. Were there disqualifications?
Y-a-t-il eu des disqualifications?
9.4. Were there protests?
Y-a-t-il eu des protestations?  FIVA Stewards’ Instruction Manual
Edition 2008 Page 16 of 18
10 GENERAL / DIVERS
yes no
oui non
10.1. Was the event run in a competent manner?
La manifestation était-elle gérée de façon compétente?
10.2. Did the organisers comply with art. 7.4. and 7.5.?
Les organisateurs ont-ils suivi les instructions des articles 7.4.
et 7.5.?
10.3. Was there a good relationship between the organisers and the
competitors?
Y-avait-il de bons rapports entre organisateurs et participants?
10.4. Was suitable assistance given to foreign competitors when
required?
Les participants étrangers, quand ils en ont eu besoin, ont-ils
reçu une assistance convenable?
10.5. Was enough “general information” given to foreign competitors
to allow them to fully benefit from the visit to the country?
Les participants étrangers ont-ils reçu assez d’information
générale pour leur permettre de profiter de leur séjour dans le
pays?
10.6. Did the organisers comply with art. 7.1.8. and 7.1.9.?
Les organisateurs ont-ils suivis les instructions de l’article
7.1.8. et 7.1.9.?
11. COMMENTS ON “NO” ANSWERS OR “YES” ANSWERS FOR PARAGRAPHS 9.3.
AND 9.4.
 (continue on a separate sheet if required)
COMMENTAIRES SUR LES REPONSES “NON” OU SUR LES REPONSES
“OUI” POUR LES PARAGRAPHES 9.3 ET 9.4.
(utiliser une feuille séparée, si nécessaire)
 Additional sheet yes no
 Feuille supplémentaire oui non
  FIVA Stewards’ Instruction Manual
Edition 2008 Page 17 of 18
12. RECOMMENDATIONS OF THE FIVA STEWARD
RECOMMANDATIONS DE L’OBSERVATEUR FIVA
 Additional sheet yes no
 Feuille supplémentaire oui non
Steward’s signature
Signature de l’observateur ______________________________Date__________________ FIVA Stewards’ Instruction Manual
Edition 2008 Page 18 of 18
Name of Organiser: …………………………………….
Name of Event: ……………………………………..
Country: …………………………………………………
EXPENSE CLAIM FORM
To be completed by the FIVA Steward.
Name: ……………………………………………………………….
Surname: …………………………………………………………….
Nationality: ………………………………………………………….
Date of arrival: ………………………………………………………
Date of Departure: …………………………………
Means of transportation: Airplane Car Train Other Cost € …….
Other Justified Expenses: ……………………………………… Cost €.........
 
TOTAL COST: €
Please transfer the total amount of: €………………………………….
To my account:
Name: …………………………………………………………………
Bank: ………………………………………………………………….
Account number: ………………………………………………………
IBAN/SWIFT: …………………………………………………………
Thank you,
………………………..
(signature) 
 
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