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LOGO: Hong Kong Paralympic Committee & Sports Association for the Physically Disabled
 
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Guidelines for Overseas Competition Arrangements

1. Introduction

The Association has been selecting athletes to represent Hong Kong and participate in various overseas competitions each year, since its establishment in 1972. The Association would like to make sure that athletes can participate in competitions with the best state, regardless whether the competition is an individual sport event or multi-sports games event. At the same time, the Association strives to make the most appropriate travel arrangements for the teams under the principle that such arrangements shall not affect athlete’s performance

When planning the itineraries, the Association will consider the athlete’s available holiday(s)/day(s)-off and make appropriate adjustments, as most athletes are either working or studying. Normally, all members of the squad team, including athletes, coaches, team leaders and other staff members, will depart and arrive Hong Kong on the same dates. The Association will always try to let the squad team arrive the competition venue well in advance, so they can adapt to the time differences and have sufficient time for pre-compeition preparation.


2. Selection Criteria
 
2.1 Selected athletes must be members of the Association.
   
2.2 Please refer to the “Selection Mechanism for Squad Team” on the Association’s website.
 
3. Pre-competition Arrangements
 
3.1 Enrollment
 3.1.1The Secretariat and the head coaches will propose the plans for next year’s trainings and competition before 31st December of each year, and seek for the Executive Committee’s approval.
 3.1.2  The head coaches will inform their respective squad teams about the approved plans.
 3.1.3Coaches will propose the list of participating athletes for the first entry process and inform the relevant athletes.
 3.1.4Enrollment for competitions must be completed seven days before the entry deadline.
 3.1.5The selection confirmation letter, leave application reference letter and information about the competition (if applicable) will be distributed to all team members 30 days before start of the competition.
    
3.2 Training
 3.2.1Please see “Athlete Code of Conducts”(Chinese version only).
    
3.3 Date of Departure and Arrival
 3.3.1Team members must depart and arrive Hong Kong according to the itinerary arranged by the Association. If members need to depart and arrive Hong Kong individually for special reasons, they must submit a written request to the Association within seven days upon receiving the selection confirmation letter. Reasons for the special arrangement must be stated in the written request along with relevant proof(s).
 3.3.2If the request for individual departure/arrival is approved, the team member must be responsible for all boarding arrangements, baggage check and overweight charges.
 3.3.3Team members must make sure the travel documentssuch as passports and the Mainland Travel Permit for Hong Kong and Macau Resident are valid (generally requires more than six months of validity on the departure date).
 3.3.4If necessary, the Association will be responsible for the entry visa charges of the host country.
    
3.4 Uniform
 3.4.1The Association will provide team as well as competition uniform for the team members. The uniform will be in use until the distribution of new uniforms.
 3.4.2Normally new team and competition uniforms will be provided when participating in multi-sports games.
    
3.5 Therapeutic Use Exemption (TUE)
 3.5.1Athletes must submit their list of medication when they are selected to join the squad team andnotify the Association whenever there are any changes to the list of medication. If the athlete is selected to participate in competitions, the Association will assist him/her in obtaining the TUE from the competition host (if applicable).
    
3.6 Insurance
 3.6.1The Association will provide travel insurance for all Hong Kong team members participating in overseas competitions.
 
4. Departure Arrangements
 
4.1 Transportation
 4.1.1  The Association will arrange the airport transport of all competition equipment, including wheelchairs. Normally the Association will not arrange the airport transportation of members’ personal luggage.
 4.1.2Athletes who require airport transportation arrangement must submit application to the Secretariat within seven days of the receipt of the selection confirmation letter.
 4.1.3The Association may not fulfill all applications for transportation due to shortages in servicing vehicles. Under such circumstances, the Secretariat will retain the discretion in prioritizing transportation services.
 4.1.4In deciding the transportation route, the Secretariat will consider and balance the different needs of all the athletes. Each bus shall serve no less than three athletes. Point-to-point service will be provided based on the specific needs and circumstances.
 4.1.5If the athlete departs/arrives Hong Kong individually, he/she shall arrange his/her own transport to/from the airport. 
    
4.2 Airport/ Airport Transfer Meal
 4.2.1Depending on the time of flight, the Association will provide meals during transfer. The team leader and coaches will make the meal arrangements based on the Association’s meal allowance policy.
 4.2.2The airport/airport transfer meal receipt(s) must be given to the Association for financial settlement.
    
4.3 Media Interview and publicity
 4.3.1Please refer to “Hong Kong Delegation Code of Conducts” (if applicable).
    
4.4 Petty Cash
 4.4.1The Association will provide appropriate amount of petty cash, in the currency of the hosting country. The petty cash will be given to the team leader or responsible coach.
 4.4.2The Association will provide petty cash in an alternative currency if the currency of the hosting country cannot be exchanged in Hong Kong.
 
5. Arrangements During the Competition
 
5.1 Accommodation
 5.1.1Unless specially arranged by the hosting organization, twin rooms will be assigned to the team members.
 5.1.2  If there are special needs, such as utilizing the room for meetings or medical treatment purposes, team members may be assigned to single room accommodation.
 5.1.3Room assignment will be determined by the team leader or responsible coach.
    
5.2 Training
 5.2.1On-site training and warm-up exercises will be arranged by the team leader or responsible coaches.
    
5.3 Transportation
 5.3.1The hosting organization will normally arrange airport transportation at the competition city and transportation between accommodation and competition venues.
 5.3.2Team members should be fully aware of their transportation schedules, pick-up spots, and arrive at the pick-up spot well in advance.
 5.3.3Any special transportation arrangements must be determined and approved by the team leader or responsible coach.
    
5.4 Meals
 5.4.1The hosting organization will provide breakfast, lunch and dinner for the participants during the competition.
 5.4.2If member needs to arrange meals individually, the team leader orresponsible coach will make the arrangements based on the Association’s meal allowance policy.
 5.4.3The related meal receipt(s) during the competition must be given to the Association for financial settlement.
   
5.5 Media Interview
 5.5.1Please refer to “Hong Kong Delegation Code of Conducts” (if applicable).
    
5.6 Communications
 5.6.1The team leader or responsible coach  isresponsible for sending information/updates about the competition to the Association. The Association will then release the information to the media or other relevant parties.
 5.6.2The team leader or responsible coach may, depending on the needs, purchase phone or data plans for communicating with the Association. Any such receipts must be given to the Association for financial settlement.
 
6. Home-bound Arrangements
 
6.1 Transportation
 6.1.1The Association will provide airport transport for personal luggage and competition equipment, in both Hong Kong and the competition city.
 6.1.2  2 If athletes need arrangements for pick-up at the airport, they must apply by calling the Association within 7 days of receiving the selection confirmation letter.
 6.1.3The Association may not fulfill all applications for transportation due to shortage in servicing vehicles. Under such circumstances, the Secretariat will retain the discretion in prioritizing transportation services.
 6.1.4In deciding the transportation route, the Secretariat will consider and balance the different needs of all the athletes. Each bus shall serve no less than three athletes. Point-to-point service will be provided based on the specific needs and circumstances.
 6.1.55 If the athlete departs/arrives Hong Kong individually, he/she shall arrange for his/her own transport to/from the airport.
   
6.2 Airport/Airport Transfer meal
 6.2.1Depending on the time of flight, the Association will provide meals during transfer. The team leader and responsible coach will make the meal arrangements based on the Association’s meal allowance policy.
 6.2.2The airport/airport transfer meal receipt(s) must be given to the Association for financial settlement.
    
6.3 Media Interview and Publicity
 6.3.1Please refer to “Hong Kong Delegation Code of Conducts” (if applicable).
 

7.報告及財務結算
 
7.1 Team leader and coaches’ report must be submitted to the Association within 21 days of arrival at Hong Kong.
   
7.2 Financial settlement must be submitted along with all related receipts within 21 days of arrival at Hong Kong.
   
7.3 3 If the hosting country’s currency cannot be exchanged in Hong Kong, the team leader and responsible coach must exchange all remaining petty cash into US Dollars or Euros in the hosting country, and provide all relevant exchange receipts to the Association.
 
(Amended on 1st September 2015)
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