How to prepare for the Daman Hercules Trophy UAE?

How to prepare for the Daman Hercules
Trophy UAE?
Goal of this document
nd
Welcome to the Daman Hercules Trophy UAE! The event will be organized on 22 March
2014 in 7the Sevens Stadium. This document guides you through the Hercules Trophy
preparation process. It contains a list of to do’s. Read it carefully.
This document is meant for:
 The Hercules Trophy contact person in a company (=internal organiser);

The captain of a team;

The players in a team.
We wish you a Herculean preparation and see you at the Trophy!
The Hercules Trophy UAE team
M:info@herculestrophy.ae
Twitter: @HerculesUAE
T: +971 4 368 0821
P.S.: If you’re a Prezi fan, you might also like our Prezi “How to prepare” presentation.
How to Prepare for Daman Hercules Trophy UAE 2014
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List of activities
N°
What?
Who?
0.
Contact.
Never participated before? Send us an e-mail
(info@herculestrophy.ae). We will create your
company account and assign you as the
Hercules Trophy contact person within your
company. You will receive your personal
account details that allow you to prepare online.
Contact
person
Anytime
1.
Convince.
Ask around for teams within your company.
Use material provided online (presentation,
flyer, testimonials…).
Remember: the Hercules Trophy is for
everyone. You don’t have to be an athlete to
participate! If people cannot participate, invite
them to come over during the day and support
their colleagues. We welcome children at the
Junior Hercules Trophy! Some companies
have the invite their customers into their teams.
Best bonding experience!
Connect with us on Facebook, Twitter,
YouTube, Instagram and LinkedIn to keep up
with the latest news.
Contact
person
ASAP
2.
Order online.
It’s easy and quick. Log on to the website
www.herculestrophy.com and click SHOP.
Fill in the numbers of teams and sponsor
packages you wish and add your company
details.
Once you have confirmed your order, you will
receive an automated confirmation via e-mail.
Your teams will automatically be created online.
Contact
person
Months
before
your
Trophy
3.
Complete your profile.
Click My Profile.
Choose My Profile in the submenu, fill in your
personal details and upload a gorgeous picture
of yourself. The more you participate, the more
buttons you earn.
Click My Company. Fill in the company details
and upload the company logo. If you already
know the names of the 2 CxO’s who will be
joining the pétanque tournament, fill in their
details.
Contact
person
After
registering
your
teams
4..
Edit your teams.
In “My Profile”, choose “My Team” and then
click on the “Edit Teams” button. Captains will
receive an automated e-mail with instructions.
You will also be able to manage the employees
in your company (e.g. remove ex-employees,
add new employees).
Contact
person
ASAP
How to Prepare for Daman Hercules Trophy UAE 2014
Deadline?
Done?
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5.
Player scouting.
Look for motivated colleagues. They don’t have
to be athletes to participate; a basic condition
will do! There are 7 players in 1 team.
Captain
ASAP
6.
Organize a first team meeting:
 What are our goals?
 What is our team name?
 What slogan are we going to use?
 Do we have a company flag?
 On which labour will we use our joker?
 How to win the Coolest Team competition?
 What outfit are we going to wear?
 Which song do we pick as our team song?
 Any ideas for a team picture?
 How are we going to prepare the team?
Captain
and players
ASAP
after team
is known
Captain
20
February
7.
Administer your team online.
Log on to the www.herculestrophy.com , click
“My Profile” and choose “My team”:
 Add players. They will receive an
automated mail with instructions. Try to do
this as soon as possible to ensure that your
team members will receive the info on time.
 Add a slogan & team name.
 Upload a team picture.
 Pick a labour on which to put your joker.
 Upload your team song.
 Update your personal profile.
 Promote your team in the Coolest Team
Competition! The coolest team gets an
award. Send your team page URL to your
friends to collect votes. Your team needs a
team picture to join the coolest team
competition.
 Make the competition even more fun and
challenge up to 3 other teams. If your end
ranking is higher than theirs, you get extra
points! Challenge them via your team page.

“Kindest Team Competition”. Raise
funds with your team for the charity project
and win the prize for Kindest Team. Fund
raising happens through your team page.
th
Your team earns the 5 extra pre-event points
if all this information is posted on the website at
the latest 1 week before the Trophy!
8.
Go for the top.
Networking in shorts: Invite 2 of your CxO
levels to the CxO pétanque tournament in the
afternoon at the Trophy. If they participate, all
teams of your company will be granted extra
points.
Click on My Profile (submenu My Company)
How to Prepare for Daman Hercules Trophy UAE 2014
Contact
person
st
1 March
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to register them online.
9.
Spread the news.
Invite your colleagues and family to come to
the Trophy and support you. Subscribe your
children to the Hercules Kids Track and win
extra points. Mobilize everyone to vote for your
team in the Coolest Team Contest. Send them
your team page URL or post it to Facebook.
Players
1 March
10.
Go online.
Complete your personal profile online (don’t
forget to mention your t-shirt size!) and have a
look at this year’s labours and planning to get
ready for the best team experience of the year.
Players
1 March
11.
Invite.
Make a list of all the players and supporters
requiring a party dinner. Determine the
number of drink cards required. You can
change your food orders until 2 weeks before
your Trophy.
Place your additional catering orders in the web
shop.
Remark: Even if your supporters have to pay
for the catering themselves, you have to order
their tickets through the web shop. About your
drink tickets: you don’t have to order them in
advance. You can buy your drink tickets during
the Trophy and ask for an invoice.
Contact
person
8 March
12.
Be ready.
The captain organizes the last meeting in order
to discuss the following items:
 What are our goals?
 Do we know the team slogan and name?
 Do we have a company flag?
 Is our team outfit totally Herculean?
 Does everybody know what to bring?
 When do we have to be there?
 How do we get there?
 Go through the FAQ’s on the website.
 Is the planning online yet? Did we read the
rules? Do we know where we want to use
our Joker? Who does what?
 Who are our competitors?
 Have our CxO’s confirmed for the pétanque
tournament?
 Are we ready to party and jump on the
tables?
 Are our supporters registered online?
 Do we know the Hercules values: safety –
fun – planning?
Captain &
players
8 March
13.
Countdown.
Go to bed early and prepare yourself for the
best team experience of your life. Don’t forget
ALL
21 March
How to Prepare for Daman Hercules Trophy UAE 2014
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st
th
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st
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that there will be a smashing After-Party!
14.
Be there.
Arrive on time in the morning. And then: go with
the flow and experience the legendary Hercules
vibes. Go home with the fear of never having
so much fun again for the rest of your life. Don’t
plan too many activities on the day after the
Trophy, because you will feel some muscles
you even didn’t know you had…
ALL
At the
Trophy,
nd
22
MARCH
15.
Share.
Upload your pictures & videos on YouTube,
Facebook, Instagram and Picasa and have a
look at the online Hercules photo gallery.
ALL
23rd
March &
onwards
16.
Tell lifetime stories.
Tell your colleagues and friends about this
wonderful experience and start the countdown
for next year’s edition! Cherish all the pictures
taken of you and your heroic team and show
them to your grandchildren one day.
ALL
23 March
& onwards
How to Prepare for Daman Hercules Trophy UAE 2014
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