Interreligions Peace Sports Festival

Interreligious Peace Sports Festival

Regulations on creating Acceptance Letters

Please read this document very carefully.

Each IPSF representative with access to the database is responsible to send out his/her own acceptance documents to his/her participants. 

A copy of the acceptance package is here.

We have created some simple guidelines please follow them carefully.

1. Please read The Acceptance packet yourself so that you know what it is says before you begin sending it out to others.

2. The First page is the acceptance letter and the only page that you have to personalize.

How to personalize the acceptance letter:

      a. Make sure to write the name of the athlete (in space after “ Dear”) Please also make sure that you spell the name right the name spelling should be in the database

      b. Make sure to write what event the athlete is being accepted (in the space after “ In the sporting event”) [Please also note that a person may be accepted for several events within a sporting discipline]

        Please take a minute and read the application and acceptance rules by which we are operating. (They are listed below.)

      c. Make sure to write what religion the person will represent (in the space after “ Representing”)

      d. Also write the record number (in the space after “ Your record number is”)

The spelling of names as well the religion and record number can all be taken directly out of the database.

3. Only create acceptance letters for athletes that have been accepted.

4. Accepted athletes are in the view titled Local Rep. Accepted (Only athletes in this view of the database should receive an acceptance letter) In the teams database all accepted teams are listed in the view titled Accepted by Sport

If you feel an athlete has been declined that should have been accepted please let us know

(If you have difficulties please feel free to contact Daniel )

4. After creating a acceptance letter for a athlete please make a checkmark on the digital record in the database

When you open a record in the Database (by clicking edit) you will find that the seventh checkbox from the top will read “ Sent acceptance package” Make the mark here then click save.

5. Please make sure that each athlete sends a signed copy of the Acceptance confirmation and Medical release form to our office in New York.

This form is an all in one approach. When athletes sign they are agreeing to many issues to which the participant guidelines and medical release form are central. Parents need to co-sign the form when athletes are minors (under 18 years of age).

6. After you have created this acceptance packet you may still change and/or add more information to an individuals record but please do not change their sports fields anymore.

Please note : That after you make the checkmark in the “sent acceptance letter” checkbox in the database, we will make the information in the database available to our Korean logistical office. If you make changes to the sporting records after you have sent the acceptance letter may cause confusion in Korea.

7. We suggest that you keep a record of the acceptance letters that you send out.

You may want to create a simple folder called “IPSF acceptance letters” and keep it handy on your computer for future reference.

8. There are several things that we ask the participant to do in the acceptance packet. Please make sure that these things happen:

    1. they are to send their travel itinerary to: travel@ipsfetival.org
    2. they are to send a passport picture to info@ipsfestival.org
    3. as explained above they are to send the Acceptance Confirmation and
      Medical release form by fax to: +1 (914) 206-4615

You may enter all your contingents travel information directly into the database but please still make sure to send a copy to us.

If you scan and enter attach your contingents passport pictures to their records then you do NOT have to send them to us.

9. Create a digital record for yourself if you are planning to come to Korea. (apply yourself online)

Please do this very carefully we need all participants’ information and you are one of our representatives, often we forget how important we are. There will be about 100 people on staff this year. The same information that we need from the athletes we need from you. Please do this as soon as possible.

10. If you have questions about general procedures or something seems unclear please write to Daniel at: daniel@ipsfestival.org

Interreligious Peace Sorts Festival
Application and Acceptance rules

  1. All applications must be submitted online at: www.ipsfestival.org before May 30 2005.
  2. A person may apply and be accepted for a team or an individual sporting event, not both .
    (It is impossible to attend team sports and individual sporting events at the same time because they are held at the same time) 
  3. An athlete can only attend and be accepted for a single sporting discipline.
    Example: Athletes cannot attend Basketball and Volleyball at the same time since they are held at the same time.
  4. Within a Track and Field a person is allowed to participate in THREE individual event and two team events.
    Example    : An athlete may decide to attend multiple events with in Track and Field. Such as High Jump, Long Jump, 100m Track, 400m Relay and 1600m Relay.
  5. All applications need to be approved by the IPSF international office in New York.
  6. The IPSF Organizers may accept up to three teams representing the same religion for the same sporting discipline.
  7. The IPSF Organizers may accept up to 12 athletes representing the same religion for any individual sporting event.
  8. The IPSF Organizers may decide not to accept a team or an individual without disclosing the reason for doing so.
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Interreligious Peace Sports Festival
is a project of Peace Dream Foundation
© 2008