GENERAL INFORMATION

Registration for EuroGames Rome 2019 will officially start on 26.09.2018 for any participation role: athlete, visitor, volunteers,….

1.Until 31.12.2018 only European athletes and visitors can be registered.
2.From 01.01.2019 registrations will be open to the rest of the world.

The registrations will close:

a) For Athletes on 31.05.2019;
b) For Visitors on 15.06.2019.
c) For Volunteers on 28.02.2019
d) For Press and Media on 30.06.2019
e) For Spectators on 01.07.2019

Registration in the various sports may close even before the official closing date, if the maximum number of participants is reached. Do not waste any more time! You too are part of an event that will change the lives of many of us in Italy!

The participation fee is different depending on the Role with which you participate: Athlete or Visitor. There is no participation fee for Volunteers and Press.

The basic participation fee for the Athletes is:
a) For EGLSF Members: € 70,00 up to 31.12.2018 – € 90,00 after 31.12.2018
b) For Non-Members EGLSF: € 85,00 until 31.12.2018 – € 120,00 after 31.12.2018

For the following sports disciplines the fee is different and results:
GOLF:
a) For EGLSF Members: € 170,00 up to 31.12.2018 – € 190,00 after 31.12.2018
b) For Non-Members EGLSF: € 185,00 until 31.12.2018 – € 220,00 after 31.12.2018
MARATHON: You have a single fee of € 20,00
CYCLING: You have a single fee of € 50,00

The basic participation fee for Visitors is:
a) For EGLSF Members: € 50,00 up to 31.12.2018 – € 70,00 after 31.12.2018
b) For Non-Members EGLSF: € 60,00 up to 31.12.2018 – € 85,00 after 31.12.2018

The Athlete participation fee includes:
1. Participation in the tournament
2. Free access to sports facilities
3. Insurance Card against accidents and damage to third parties
4. Participation in the inauguration and closing ceremony
5. Participation 2 cultural events: a conference and a workshop *
6. Participation kit, gadget and complete program
7. Access to the EuroGames Sport Village
8. Discount coupons for restaurants in the EuroGames Sport Village
9. Discount coupons for the main LGBTI evenings and entertainment in Rome

* to participate you must still send an email to support@romaeurogames2019.org  indicating in the object the words: CULTURE – EVENT NAME – REGISTRATION CODE

The Visitor participation fee includes:
1. Free access to sports facilities and the EuroGames Sport Village
2. Insurance Card against accidents and damage to third parties
3. Participation in the inauguration and closing ceremony
4. Participation in 4 cultural events: a conference and three workshops
5. Participation kit, gadget and complete program
6. Discount coupons for restaurants in the EuroGames Sport Village
7. Discount coupons for the main LGBTI evenings and entertainment in Rome

In order to participate in the Euro 201 RomeGames you will need to follow the following steps:
1. Access the registration portal;
2.Register your profile:
a) Entering all the data required for accreditation (Name, Surname, Gender, …);
b) Inserting a valid photo (see validation photo badge accreditation) for the accreditation badge;
c) Choosing the participation role (Athlete, Visitor, Volunteer, Press);
d) Accepting the conditions of participation;
e) Confirming a valid email and password;
f) By confirming your registration profile through the notification email that will be sent to the email indicated in the registration;
3.Access your participation profile;
4.Fill in the various sections in the profile:
ATLETA Section:
1.Choice of sport
2.Entry of a valid identity document
3.Insertion of Sport Fitness Certification
4.Confirmation of the inauguration and closing ceremony
5.Acceptance of LGBT Participation Conditions
6.Validation of cancellation of participation
7.EuroGames Roma 2019 Solidarity Fund Donation Confirmation
8.Payment and receiving email confirms participation
VISITOR Section:
1.Choice of events
2.Entry of a valid identity document
3.Confirmation of the inauguration and closing ceremony
4.Acceptance of LGBT Participation Conditions
5.Validation of cancellation of participation
6.EuroGames Roma 2019 Solidarity Fund Donation Confirmation
7.Payment and receiving email confirms participation
VOLUNTEER Section:
1.Choice of role as a volunteer
2.Entry of a valid identity document
3.Insertion of the Curriculum vitae
4.Confirmation of the inauguration and closing ceremony
5.Acceptance of LGBT Participation Conditions
6.Receipt email confirms participation
PRESS Section:
1.Information entry Journalistic head for accreditation
2.Entry of a valid identity document
3.onfirmation of the inauguration and closing ceremony
4.Acceptance of LGBT Participation Conditions
5.EuroGames Roma 2019 Solidarity Fund Donation Confirmation
6.Receipt email confirms participation
SPECTATOR Section:
1.Choice of events
2.Entry of a valid identity document
3.Acceptance of LGBT Participation Conditions
4.Validation of cancellation of participation
5.EuroGames Roma 2019 Solidarity Fund Donation Confirmation
6.Payment and receiving email confirms participation

Participation in the EuroGames Rome 2019 will require the completion of all sections of your registration profile. An automatic control system will communicate periodically by email to all participants and to the Organization, the sections still to be completed by each participant. There will be time until two days before the closing of the registrations, after which the participation in the EuroGames Rome 2019 will be confirmed. In case of negative result there will be no refunds.

If you change your mind after registering and paying for a sport or cultural event, there will be no refunds. However, if you want to change your sporting or cultural event, you must contact the Organization via the email address support.registration@romaeurogames2019.org indicating in the object the words: CHANGE REG. – SPORT / EVENT – REGISTRATION CODE. In this way the Organization will remove the name from the first registration by sending a confirmation email to the participant and you can proceed with a new registration and pay for another sporting or cultural event. The change of registration will be possible until 31.03.2019.

In the event that the registration profile is not completed, that is:

1. PAYMENT MADE BUT SOME MISSING DOCUMENTS:
After the closing date of the registrations, you will not be entitled to any refund. However, by subscribing to our cancellation insurance, fees will be reimbursed up to 40% by following the instructions of the insurance policy and fulfilling the repayment terms.

2. PAYMENT NOT MADE BUT SENT DOCUMENTS:
After the closing date of the registrations, in the case in which the participant has not yet made the payment will be excluded from the event. The Organization will communicate it to the participant by e-mail. If the participant wishes to make the payment, he / she will have to pay the fee accrued after 31.12.2018 according to the athlete, visitor and spectator profile.

In case of withdrawal from the games as a whole or from a cultural or sporting event after registration, you will not be entitled to any refund. However, by subscribing to our cancellation insurance, fees will be reimbursed up to 40% by following the instructions of the insurance policy and fulfilling the repayment terms.

The EurogGames Organization Rome 2019 has negotiated for its participants an insurance option that covers registration fees. For a single payment of € 5.50, each participant can be reimbursed of enrollment fees (up to 40%), in case of accident or serious illness, physical inability to participate, death in the family, in case of dismissal and also due to a change of leave by the employer.
This optional insurance must be stipulated at the time of registration. After signing on the registration portal, the participant will receive from the Organization an e-mail with the Application Form that must be completed in its entirety, signed and returned to the Organization that will confirm the successful subscription. The form can also be downloaded here.

The optional cancellation insurance allows you to book the participation fees in case of cancellation before the event. This is to cover a financial risk.
WITHDRAWAL: You can withdraw within 14 days from the subscription by sending an e-mail to the Organization at support@romaeurogames2019.org  indicating in the subject the words: RECESSO ASS. – REGISTRATION CODE and the refund procedure will be carried out as required by the general conditions of the insurance contract signed.
Any request for compensation must reach the Organization no later than 15 days from the events at support@romaeurogames2019.org indicating in the subject the words: ANN. – REGISTRATION CODE and must be accompanied by the following supporting documents.

1. a medical certificate drawn up by a competent authority that specifies the nature of the accident, accident or illness and necessarily includes the notion of incapacity to practice the sport of the event for which the insured person has registered.
2. a death certificate.
3. any other document that justifies the claim of the insured person.

Upon receipt of all supporting documents and subject to acceptance of the cancellation request, the refund will be made by bank transfer within a maximum of 72 working hours.
The price is fixed regardless of the amount of the registration. Simply, the refund of the registration fee following a cancellation will be made up to 40%.

Registration in the various sports may close even before the official closing date, if the maximum number of participants is reached. Do not waste any more time! You too are part of an event that will change the lives of many of us in Italy!

For each participant (Athlete, Visitor, Volunteer,) a card will be issued against accidents and damage to third parties.

The sporting participation to EuroGames Roma 2019, according to a Circular of CONI on the indication of the Ministry of Health, requires for the purpose of completing its registration profile, the inclusion of the Certificate of eligibility to the practice of the sport chosen, which will be subject to evaluation by the Organization and confirmed by e-mail. However, if you have inserted an unsuitable document you can send an e-mail to the organization at support@romaeurogames2019.org indicating in the object the words: CERTIF. – REGISTRATION CODE

The following form must be inserted:

 

Failure to include, in the registration portal, the fitness certificate in the established terms, will result in exclusion from the competition without any refund. Each participant has until two days before the closing of registrations (31.05.2018) to provide the certificate, after which the participation in the EuroGames Roma 2019 will be confirmed. It is recommended to upload it as soon as possible.
In the form the name and contact information of the doctor must be clearly identifiable. No medical information should be included in this certificate.
It is necessary for the health and prevention of all the participants to consult their doctor to confirm their participation in the sport competition without any risk.

Participation in the EuroGames Roma 2019 requires, in order to complete the registration profile, the insertion of a copy (or photo) of a valid identity document containing photo, date and place of birth (passport, identity card o driving license) only and exclusively for identification in sports centers as required by Italian law, legal obligations and security reasons. In the event that the name on the document does not correspond to the name given during registration, you can enter the Alias ​​Self-Certification to officially declare the name chosen on your accreditation badge during the entire duration of the event. The attached document or self-certification will be evaluated by the organization and confirmed to the participant by e-mail.
These data will remain private and will be registered according to the privacy legislation in force in the European Union and will only be used by our organization, which will protect the privacy of each participant

1.IDENTITY DOCUMENT LOADING MODE:

           IDENTITY CARD                     DRIVER’S CARD                 PASSPORT

2. VALIDATION OF BADGE ACCREDITATION PHOTO
Participation in the EuroGames Roma 2019 requires, upon registration of the profile, the insertion of a photo that allows the participant to be clearly identified on the accreditation badge. The photo will be evaluated by the organization and confirmed to the participant by email.

3. HOW TO CREATE A VALID PHOTO FOR THE ACCREDITATION BADGE
Use www.idphoto4you.com  to generate a passport style photo:

Step 1:
1. Choose the country: “France”
2. Photo: passport (3.5 x 4.5 cm)
3. Print size: “Single photo”
4. Select the photo
5.Click on the Upload button

Step 2:
1. Crop the photo
2. Verify that the parameters of step 1 are still OK
3. Click on “Take Photos”
4. Photo face, sharp, normal brightness
5. The face must represent 80% of the photo
6. No sunglasses
7. No hat / headgear
8. Maximum file size 700 KB

Samples:

Each participant must register with the accreditation office presenting:
1. A valid identity document
2. Paper or digital copy (by mobile phone) of the registration confirmation email
No one will be allowed to participate without appropriate identification.
The Accreditation office will be located at the EuroGames Sport Village where it will be issued to each participant:
1. The accreditation badge for access to the sports and cultural areas and to the EuroGames Sport Village according to the role of participation in the event.
2. The welcome package with gadgets, event program, transport and emergency numbers, Rome guides and much more.

The Accreditation office will be operational from Friday 5 July 2019 to Saturday 13 July 2019 from 10.00 to 22.00. On Thursday, July 11th, the Accreditation office will close at 4pm due to the Opening Ceremony.

The minimum age for the competition is 18 years. There is no upper age limit. All participants must be 18 years of age by the date of the event.

To allow the registration of the teams on the bringing of registration three options are provided to the participants:

I DO NOT HAVE A TEAM INSERT IN ONE: in this case you can choose the event in which to compete and the Organization will place it in a team agreeing with the team manager who gives the availability and confirming the request by email;

CREATE A TEAM: in this case it will be possible to create a new team on the portal. The first member of the team that will create the team will be listed as Team Manager. During this registration:

1. You can add the email addresses of those wishing to invite to register as part of their team.

2.You can enter the Team Logo or request one from the Organization (see team logo).

if you are not the Team Manager you can communicate to the Organization after registration, that the Team Manager is another person by sending an email to support@romaeurogames2019.org indicating in the object the words: TEAM. – REGISTRATION CODE. It is advisable to have the team registered directly to the manager of the same.

What happens if you invite a participant to join a team but is this already registered to another team? The Organization will communicate by email to the Team Manager that the participant can not be invited and will ask to indicate an email to which to send the invitation to participate and will make the change to the profile created in the registration portal.

I HAVE ALREADY AN EXISTING TEAM: in this case you can search among the teams already registered for your team and enter the event chosen by the team.

To allow the registration of the Double or the Couple on the registration, three options are provided to the participants:

I DO NOT HAVE A PARTNER: in this case you can choose the event in which to compete and the Organization will create a double or a couple by agreeing with another participant without a partner and confirming the request to the participant by email;

CREATE A DOUBLE OR A COUPLE: in this case it will be possible to create on the portal a new double or a pair. The first partner of the double or of the couple who will make the creation of the double or pair will be indicated as Responsible. During this registration:

1. You can add the email address of the partner you want to invite to register as part of the double or pair.

if you are not the manager of the double or of the couple you can communicate to the Organization after registration, that the Responsible is the other partner by sending an email to support@romaeurogames2019.org indicating in the object the words: DOUBLE / COUPLE . – REGISTRATION CODE. It is advisable to register the double or the pair directly to the manager of the same.

What happens if you invite a participant to join a double or a couple but is this already registered to another double or another pair? The Organization will communicate by email to the Manager of the double or of the couple that the participant can not be invited and will ask to indicate an email to which to send the invitation to participate and will make the change on the profile created in the registration portal.

I HAVE ALREADY A DOUBLE OR AN EXISTING COUPLE: in this case you can search among the teams already registered for your team and enter the event chosen by the team.

For sports that have multiple events, you can enter all events that allowed, without having to pay an additional cost, as follows:

TENNIS: you can make 2 event choices

BADMINTON: you can make 2 event choices

BOWLING: you can make 2 event choices

SPORT DANCE: you can make 4 event choices

TRACK&FIELD: you can make 5 event choices

BEACH VOLLEY: you can make 2 event choices

SWIMMING: you can make 5 event choices

The Head of each team will have the opportunity to insert their own logo or request the Organization to create a logo according to a pre-established format requesting a quote. The Organization will promptly notify the Team Manager of the estimate and then proceed with the implementation.

To confirm participation in a sport or event it is necessary to complete the registration by making the payment.
It will be possible to pay according to 3 methods:

1. BANK TRANSFER:

Below are the bank details to be used to make a transfer:

IT 13 G 06055 03208 0000 0000 2694

HEADED A:
GAYCS LGBT ASSOCIATION OF SOCIAL PROMOTION

AT:
UBI BANCA – AGENCY 5 – Via Nino Oxilia 19 – 00197 Rome

Indicate in the reason for payment SPORT NAME OR EVENT NAME

2. CREDIT CARDS:

The credit cards accepted for payment are:

VISA
Visa Electron
V-Pay
MasterCard
Master
American Express

3.PAY-PAL

All participants must have a correct behavior.

Each participant in the registration procedure must accept the following rules in order to participate

The Roma EuroGames 2019 Outreach Policy is thought to push the participation of people who have difficulties for one or both these main reasons:

1.Economical resources
2.LGBTI visibility in their context

In evaluating the Outreach requests, we will also consider the distance of the candidates a give priority to women, transgender and non binary participants. A personal motivation letter will as well be required, which is for us really important in order to do our best in assigning scholarships to whom really need them.

For this reason, we trust your understanding and your common sense in order to make together Roma EuroGames 2019 a really supportive and inclusive manifestation

The first evaluation step will follow these criteria

a) Employment status
b) Distance class
c) Gender
d) Age
e) Sport (priority to individual sport)
f) LGBTI country status is based on IGLA report

The second evaluation step will take in consideration the motivation letter and could optionally include other checks from the staff

Please fill the boxes, sign and upload to system no later than 30 days to complete the registration.

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