Check your plans

As you settle into the hotel, you will want to check the plans you have made during the preparation phase. You should speak to the hotel and catering staff about arrangements and menus, to the event administration about training plans and transport. You may also have an opportunity to visit match venues and other possible training venues. Work with your Liaison Officer to report any issues you are experiencing as soon as possible.

Events and activities

Meetings

Usually, tournament organisers will hold some meetings about 24/48 hours after arrival. These may include a meeting between Coaches and the Referee Management, Team Medics with Match Day Medics/Tournament Medical Management and Team Managers with event organisers. The meetings are obligatory and will likely happen concurrently. 

The meetings should reinforce information that has already been shared, explain some items that are unique to the city/hotels/venues and allow time for questions. It is also the time when you will declare your final squad and show your match day kits. Information on where and when the meetings will take place should be shared weeks in advance so can be added to the team diary well ahead of travel. 

Captain’s Photograph/Team Photograph

In order to drive some coverage of the event the media management may wish to gather the team Captains for a media and photographic opportunity. The organisers should provide transport to a common location, usually a place of interest in the host city and will invite media to attend. Captains should be dressed in match kit (with trainers, not boots). The event should be no longer than two hours door to door. Again, the day, time and location of session should be shared weeks in advance of travel. 

Your team may wish to have a formal photograph taken to mark the occasion. More likely conducted at a training venue, the photograph may be taken at a match venue on match day -1. It will require some chairs to create a seated front room and possibly some further benches or chairs to allow some squad members to stand at the back. Before placing chairs or benches on any grass surface, permission should be sought from grounds staff. A local professional photographer may be a good choice, or a member of the local media may assist. 

Jersey presentations/capping ceremony

Your match day team will need to be announced in line with the schedule in the Terms of Participation, likely 48 hours prior to kick off. To enhance the experience for players, your team may conduct a jersey presentation ceremony some time before the public announcement. Usually held in the team room, players are presented with their jerseys for match day. In some cases, someone of note may be asked to make the presentation – perhaps a local sports personality or a significant past player. Friends and family may be asked to join the ceremony. 

A new player or a player who has reached a significant milestone may be presented with their Cap in the dressing room post-match. In some cases, the player’s family may wish to attend in which case permission and accreditation will have to be requested. In other cases the capping ceremony may take place in the team hotel or when the team have returned home. 

Other activities to be aware of:

• Team announcements kick off -48 hours
• Sponsors may engage the team in some promotional activities
• Press conferences may be held by organisers or may be a requirement for media at home. Online press conferences allow easy access and can be managed from the team hotel. Check the backdrops you are using do not breach any tournament commercial rules
• Welcome or opening ceremonies
• Embassy functions
• Medal ceremonies which you will be briefed on by tournament organisers as you get closer to the end of the event.