Invitation & forms

Dear Friends,
New gymnastics Club Valkeakosken Voimistelijat have a pleasure to invite your club / Federation to participate to the Aerobic Gymnastics International ”2nd Valkeakoski Open” Competition on 24th to 26th of April 2020.

1. COMPETITION VENUE AND LOCAL ORGANIZING COMMITTEE
Valkeakosken Liikuntahalli (Valkeakoski Sports Hall)
Apiankatu 7, 37600 Valkeakoski, Finland

Contact person: Johanna Sundström
Address: Mottitie 2, 37600 Valkeakoski, Finland
e-mail: johanna.sundstrom@vavo.fi
Phone: +358 401993357
Website: https://www.valkeakoskenvoimistelijat.fi/kilpa-aerobic/kilpailutoiminta/valkeakoski-open-2020/

2. APPARATUS SUPPLIED
Competition floor: GYMNOVA - Ref. 6632 ”Cancun”

3. PROVISIONAL SCHEDULE  
Friday 24th of April
- Arrival of the delegations, Accreditation, Opportunity for trainings
Saturday 25h April – Judges meeting, Qualifications
Sunday 26th of April - Opening Ceremony, Finals for all categories, Award Ceremony, Departure
Monday 27th of April - Departure of the delegations

4. SIZE OF THE DELEGATION
The number of participants by nation / club, category and age group is not limited. Delegations (Clubs) can send 1 Head of Delegation, up to 5 Coaches, 1 Doctor/Physio, at least 1 or more Judges (highest national / FIG Brevet).

5. AGE LIMITS & CATEGORIES
National Development: ND 9-11 year (born 2009-2011) IW, IM, MP, TR, GR
Age Group 1: AG1 12-14 years (born 2006 - 2008) IW, IM, MP, TR, GR
Age Group 2: AG2 15-17 years (born 2003 – 2005) IW, IM, MP, TR, GR
Aerobic Dance 12-17 years (born 2008-2003)

Seniors: SEN 18 years and more (born 2002 and older) IW, IM, MP, TR, GR
Aerobic Dance seniors (born 2002 and older)

6. REGISTRATION DEADLINES & DRAWING OF LOTS
See all the deadlines from deadline summaries (in the end of this invitation).

The drawing of lots will take place at the Valkeakoski, one week after the nominative registration date. After publication of the draw to all participating federations / clubs there will be an opportunity to change the position of the gymnasts’ starting order within 3 days, by using the document we will send you.

7. ENTRY FEES
The costs for the entry fees are:

IW / IM: 25,00€
MP: 40,00€
TRIO: 50,00€
GROUP: 60,00€
DANCE: 90€

The invited participating clubs/federations must pay for all entry fees. At the time of the Definitive entry 100% of the entry fee must be paid to the LOC. All the entry fees are not refundable.

8. ACCOMODATION
The LOC offers to all participants the following Hotel, what is close to the Competition Venue and is a good quality. Hotel is only 700m walking distance from the competition hall.

Hotel
Hotelli Waltikka
Hakalantie 6, 37600 Valkeakoski
website: www.valkeakosken-waltikka.fi

The cost per person / night in this hotel is (including breakfast):
- single room 90 €
- double room 45 €
- triple room 35 €

The prices charged for the hotel rooms will not exceed the usual hotel rates. The invited participating clubs / federations must pay for the accommodation expenses of their delegation members. See the deadlines for accommodation reservations and pays from Deadline Summaries.

9. MEALS
The invited participating federations must pay for the meal expenses of their delegation members. LOC will offer lunch for all judges during the competition day.

Lunch – at Competition Venue – 12,00€
Lunc – at Hotel Waltikka – 17 €
Dinner – at the Hotel of Accommodation – 17,00€

See the deadlines for the costs for the meals and reservations from Deadline Summaries.

10. INTERNATIONAL TRANSPORTATION
The invited participating federations must pay for the travel costs of their delegation members. See the deadlines for the Travel Schedule Form from Deadline Summaries.

11. LOCAL TRANSPORTATION
The Organizers will arrange at a determined fee, the transport service from the Helsinki International airport, Pirkkala International airport, Helsinki railway station and Helsinki harbour to the accommodation place in Valkeakoski.

The costs are per person and includes both ways.

Transportation from Helsinki Airport, Harbour or railway station to the competition venue or hotel and back – 50€ (fifty Euros).
Transportation from Pirkkala Airport to the competition venue or hotel and back – 30€ (thirty Euros).

The LOC only ensure the Local Transportation between the hotel and airport / harbour to the participants who booked the accommodation by the LOC. See the deadlines for transportation and it’s fees from Deadlines Summaries.  

12. VISA
Please verify immediately with your travel agent or the Finnish Embassy or Consulate in your country if a visa is required for your travel to Finland. The Organizing Committee will be happy to assist each Delegation member with an official invitation letter, provided that the request is made before 24th of February 2020 to the LOC. The request must include the function, full name, gender, date of birth, citizenship and passport number, passport expiry date, the arrival and departure dates of the Delegation Member as well as the city the visa application support letter must be sent to.

13. INSURANCE
The Host Federation or the Organizing Committee will not be held responsible for any liabilities in case of accidents, illness, repatriation and the like. All participating Federations / clubs are responsible for making their own arrangements to have the necessary valid insurance coverage against illness, accidents and for repatriation for all the members of their Delegation. The LOC will verify the insurance upon arrival of the delegation members (e.g. cover note or copy of the valid policy). Delegation members with insufficient insurance cover must inform the LOC in advance.

14. ACCREDITATION
The accreditation will take place at the Hotel Waltikka upon arrival to Valkeakoski (in case there is no accomodation, accreditation will take place in competion hall). The accreditations will only be handed out to the Head of Delegation. All delegations must deliver insurance declaration and copies of passports of all delegation members.

15. BANK ACCOUNT INFORMATION
All payments must be made in euros, through bank transfer to the following account:

Account Name: Vlk Voimistelijat ry
Address: Mottitie 2, 37600 Valkeakoski
Bank: Osuuspankki 
Agency: Valkeakoski 
IBAN: FI23 5494 0920 2109 21
Swift code: OKOYFIHH
Reference: Valkeakoski Open_ Country/Club_

The participating federation is responsible for covering all bank fees in connection with the bank transfers.

16. CANCELLATION POLICY
Full reimbursement until 2nd March 2020. No reimbursement shall be made after this date.

17. TIE BREAKING RULES
In case of a tie at any place, the tie-breaking rules as set in the FIG Code of Points 2017-2020.

18. MEDICAL SERVICES
The Local Organizing Committee will provide first aid medical services. Medical support is also available at 5min. distance.

19. RULES AND REGULATIONS
The competition must be organized under the FIG rules, except for any deviation mentioned in these competition directives document.

20. QUALIFICATIONS & FINALS
Unlimited number of entries for the qualifying rounds per category per country or club. In categories with less than 10 starters (routines) only the final will be organized. From qualifying round will qualify for the finals two best routines from club/federation. One routine from club which organize the competition with the best score after qualifications will go to finals if not qualified among 8 best.

22. DEADLINES SUMMARY
Visa Request Form – 24th February 2020
Definitive Registration – 24th  February 2020
Accommodation Form - 24th March 2020
Travel Schedule Form - 24th March 2020
Meals Form - 24th March 2020
Payment of the Entry Fee (100%/if any) - 24th March 2020
Payment of the Accommodation Costs (100%) - 24th March 2020
Payment of the Meals (100%) - 24th April 2020
Payment of the Transportation (100%) - 24th April 2020
Nominative Registration – 24th March 2020 

Ask for more information: johanna.sundstrom(at)vavo.fi / +358 40 199 3357