The 9th Asian Winter Games Harbin 2025 Organising Committee
August 2024
Version 1.0
1. Introduction
The 9th Asian Winter Games Harbin 2025 (hereinafter referred to as “Harbin 2025”) will be held in Harbin, China from 7 to 14 February 2025.
1.1 Purpose
The purpose of this Guide is to provide guidance for those who need to apply for permission to use radio frequencies to set up and operate radio stations or use radio transmission equipment in Games venues in Harbin and Yabuli Clusters, and other areas under special controls during Harbin 2025.
This Guide is formulated in accordance with the Radio Regulations of the People’s Republic of China and the Regulations of the People’s Republic of China on Radio Control.
1.2 Requirements for Using Radio Transmission Equipment
During large-scale sports events, a significant number of radio stations and radio transmission equipment are used in the same area during almost the same period of time. This can lead to a scarcity of radio spectrum and a complex electromagnetic environment. In order to optimise the radio spectrum, ensure the proper functioning of various radio stations and transmission equipment, and minimise radio interference during the Games, all users (including users from China’s Hong Kong SAR, Macao SAR and Chinese Taipei, and foreign users) intending to use radio transmission equipment in the Games venues in Harbin and Yabuli Clusters and other areas under special controls during Harbin 2025 must submit applications to the radio regulation authority through the official website of Harbin 2025 and obtain the approved radio frequency license in accordance with the Notice on the Radio Management of the 9th Asian Winter Games Harbin 2025. In addition, equipment testing and tagging are required before the radio transmission equipment can be used, except for devices that are exempt from testing and tagging.
1.3 Frequency Application Flowchart
2. Frequency Application Procedures
2.1 Application Schedule
There are three stages in the frequency application schedule of Harbin 2025.
2.1.1 Normal Application Period (The First Stage)
The Normal Application Period (first stage of the frequency application) is from 31 August to 20 October 2024. Applications submitted during this period will be given high priority and are more likely to be approved. The frequency management team will conduct unified analysis and coordination, making necessary adjustments based on considerations of radio frequency allocation, usage, applications received, and compatibility assessment.
It is strongly recommended that users complete the frequency application as early as possible in the first stage.
Frequency applications will not be accepted from 21 to 27 October 2024, during which the database system will be organised.
Approval for frequency application in the first stage will be issued by 12 January 2025.
2.1.2 Additional Application Period (The Second Stage)
The Additional Application Period (second stage of the frequency application) is from 28 October 2024 to 12 January 2025. Applications submitted during this stage will be approved on a first-come and first-served basis, subject to available frequency resources. Due to the lower priority, these applications are more likely to be rejected when the frequency resources are limited.
Frequency applications will not be accepted from 13 to 26 January 2025, during which the database system will be organised.
Approval for frequency applications in the second stage will be issued before 27 January 2025.
2.1.3 Extraordinary Application Period (The Third Stage)
The Extraordinary Application Period (third stage of the frequency application) is from 27 January to 14 February 2025. Users may submit urgent applications for important frequency demands during this stage. However, at this stage, most frequency resources will have already been allocated, making it challenging to accommodate additional demands. Therefore, users are advised to avoid applying for radio frequency during this stage, unless such applications are urgent and necessary to ensure the Games and broadcasting on track.
Once an application is approved in the third stage, a license will be issued as soon as possible, based on the availability of spectrum resources, technical analysis, and the complexity of necessary adjustments.
2.2 Registration Procedures
The Harbin 2025 Spectrum Order Portal (SOP for short, URL: https://spectrum.harbin2025.com/) is where users inside and outside China learn radio management requirements, apply for radio frequencies, and get licenses for frequencies. To create an account on the SOP, users must obtain initial user names and passwords. Steps to create an account are as follows:
(1) Key users inside and outside China identified by HAWGOC will be given initial user names and passwords,
(2) Other users inside and outside China who are clear about which HAWGOC department they should contact can liaise with the department to find out whether they are eligible for using frequency in the venues and areas under special controls during the Games. They will receive initial user names and passwords from the corresponding HAWGOC department once their identity and eligibility are verified. Users unsure of their corresponding departments may contact the IT Department for assistance in confirming the appropriate department.
(3) Users can log into the SOP with their initial user name and password to submit a frequency application. Complete application information should be provided at first login.
(4) Applications that are not related to the Games can be submitted through the Heilongjiang Government's Official Web Portal at https://www.zwfw.hlj.gov.cn/.
2.3 Application Procedures
2.3.1 Application and Acceptance
Upon completing registration, users must submit radio frequency applications through the SOP during the above application periods. (Except for radio stations that have been authorised or licensed by the radio regulation authority in specified areas.)
Once the application data is confirmed by HAWGOC, it will be forwarded to the Department of Industry and Information Technology of Heilongjiang Province for processing.
2.3.2 Technical Analysis
After the Department of Industry and Information Technology of Heilongjiang Province accepts the application, the relevant application data will be forwarded to the frequency management team of the Radio Security Command Centre of HAWGOC, which will carry out necessary technical analysis.
Please note that a significant amount of radio stations and equipment are expected to be used at the same time and in close proximity during the Games, leading to a scarcity of radio spectrum. Therefore, the applications received in the first stage will be analysed and processed in an organised manner after 21 October 2024, instead of being processed immediately.
Based on the analysis results, the frequency management team will pre-approve each user's frequency application and provide preliminary approval recommendations. During this period, the frequency management team may reach out to users by the e-mail address or phone number provided in their application data.
2.3.3 Coordination
In the process of technical analysis, the Department of Industry and Information Technology of Heilongjiang Province will, if necessary, coordinate with other key frequency users, including those in radio and TV, civil aviation, meteorology and satellite measurement and control. Based on the outcomes of the coordination, the pre-approval results could be revised, and the final approval suggestions then will be formulated accordingly.
During this period, the Department of Industry and Information Technology of Heilongjiang Province will contact and communicate with the applicants through the e-mail or phone numbers they have provided in their applications.
2.3.4 Approval Authorisation
The frequency management team will submit the final approval suggestions to the Department of Industry and Information Technology of Heilongjiang Province, which will then issue the license for temporary frequency applications. Applicants who received the license can download and print the electronic copy with an electronic signature of The 9th Asian Winter Games Harbin 2025 Radio Frequency License from the SOP or the e-mail address used for registration. Licenses requested during different stages will be issued before the respective deadlines as outlined in the aforementioned schedule.
For those foreign leaders, diplomatic envoys to China, and representatives of international organisations that enjoying diplomatic privileges and immunities, if having the demand for setting up and operating radio stations, they should apply to the Ministry of Industry and Information Technology (MIIT) of the People’s Republic of China for approval diplomatically.
2.4 Application Essentials
The essentials of application information that users need to fill in the SOP (URL: https://spectrum.harbin2025.com/) are as follows.
2.4.1 User Information
In order to determine the nature of the user’s organisation and facilitate communication with users during the processing of frequency application, users need to fill in their own information.
Users from China’s Hong Kong SAR, Macao SAR and Chinese Taipei and foreign users must provide the name of their countries or regions, as well as the organisation name, the operator’s name, ID document number, e-mail address and phone number.
2.4.2 Types of Radio Transmission Equipment
Based on the management experience of major sports events and national radio management practice, the radio transmitting equipment is divided into 12 types: Land mobile radio (LM), handheld radio (HR), wireless camera (WC), wireless microphone (WM), telemetry & telecommand (TC), in-ear monitor system (IEM), wireless LAN & Bluetooth (WLAN & BT), microwave fixed link (FL), microwave mobile link (ML), fixed earth station (FES), mobile earth station (MES), and others (OTH). When applying for frequency, the type of equipment should be selected first, as the technical parameters vary depending on the types of equipment.
2.4.3 Technical Information
Users should provide the following technical information so that the frequency management team can perform frequency availability analysis.
In the column of “Device Type”, users should select one equipment type as described in “2.4.2 Types of Radio Transmission Equipment”.
In the column of “Usage Area”, users should fill in the location where the equipment will be used. If the equipment will be used in multiple locations or moved within a certain area, list each location or area accordingly.
In the column of “Usage Scenario”, users should choose from following five options: indoor, outdoor, indoor & outdoor, vehicular, or aircraft.
In the columns of “Dates”, users should specify the start and end dates when the equipment will be used, providing as much detailed as possible.
In the columns of “Tunable Frequency Range of the System (Start)”, “Tunable Frequency Range of the System (End)”, and “Tuning Step”, users should fill in the upper and lower limits of the frequency range within which the entire system (including combiner, duplexer, and antenna) operates, and tuning step increments.
In the column of “Information about Applied Frequency”, users should fill in the expected centre frequency of transmission, centre frequency of reception, and bandwidth, respectively. If the same model of equipment operates at different parameters (such as varying centre frequency of transmission and reception, or different bandwidth), all the parameters should be listed in detail. A maximum of 10 different parameters can be listed for each type of equipment.
Users with specific requirements for the frequency interval of a duplex system should specify these details in the “Extra Requirements” column.
In the column of “Modulation Mode”, users should specify the modulation mode of the equipment. If multiple modulation modes are used, all modes should be listed.
In the column of “Maximum Transmission Power”, users should fill in the equivalent isotropic radiated power (EIRP) of the equipment, expressed in dBm or W. and the antenna gain should be included in the EIRP.
In the column of “Typical Transmission Distance”, users should fill in the equipment’s typical coverage distance in metres.
In the columns of “Satellite Name” and “Antenna Aperture” for satellite earth stations, users should fill in the name of the satellite and the aperture size of the antenna.
In the columns of “Frequency Band”, “Transmission Capacity”, and “Channel Spacing”, for microwave link equipment users should fill in information correspondingly;
In the columns of “Equipment Model”, “Number of Devices”, and “Manufacturer”, users should provide details for each category. A frequency demand can only contain one radio equipment model. If multiple equipment models are involved, or if the same model is used for different tasks, users should submit separate frequency demands.
In the column of “Equipment Purpose”, users should accurately describe the specific purpose and the scenarios in which the equipment will be used.
In the column of “Event or broadcast involvement”, users should choose truthfully.
In the column of “Equipment Photo”, user should upload photos of the equipment.
2.4.4 Related Commitments
All users applying to set up and operate radio stations, or use radio transmission equipment in venues and special control areas in Harbin and Yabuli Clusters during Harbin 2025 are deemed to have made the following commitments:
(1) The user information and technical information must be true;
(2) When using licensed radio frequencies, users must adhere to the parameters specified in their application and the rules specified in the License. Any change to the frequency, bandwidth, power, equipment model, usage location/area, usage time, and business purpose require prior approval. Users should also develop contingency plans for the licensed radio systems based on their needs;
(3) The approved radio frequency shall not be transferred;
(4) Users shall take the initiative to handle radio equipment testing and tagging before using the radio equipment, and shall neither bring any radio equipment without the dedicated tag into Games venues and areas under special controls nor use any such equipment therein.
(5) Users shall consciously abide by the relevant laws and regulations of radio management in China, and actively cooperate with the supervision and inspection of the radio administration authorities. Those who violate the relevant regulations of radio management will be punished according to related law.
2.5 Equipment Testing and Tagging
2.5.1 Equipment Testing and Tagging Procedure
Users who have obtained the 9th Asian Winter Games Harbin 2025 Radio Frequency License should send the radio stations and radio transmission equipment to the HAWGOC designated testing location for radio frequency parameter testing before bringing them into Games venues or controlled areas. Equipment that passes the testing will be labelled with a dedicated tag. If moving the equipment is inconvenient, users can schedule an on-site testing appointment by contacting the radio management team in advance. For radio stations previously licensed and intended for use in Games venues or controlled area, users must bring them to the designated location for testing and tagging with the radio station license they have obtained.
Users should operate their radio stations or radio transmission equipment in line with the time and area specified on the dedicated tag. Unless otherwise stipulated, equipment without the dedicated tag will not be allowed entry to the Games venues and controlled areas.
The time, locations and the reservation method of the testing and tagging will be announced on the SOP. Given the high volume of users and radio equipment expected during the Games, it is recommended that users contact the designated agency for testing and tagging as early as possible for sufficient time to complete relevant work.
Before testing, users are advised to verify technical specifications of their radio transmission equipment, such as frequency, power, and bandwidth, are in conformity with the information on the Radio Frequency License. Users should bring frequency programming tools to adjust the frequency of their radio transmission equipment if necessary.
2.5.2 Equipment Exempt from Testing and Tagging
Certain radio transmission devices used in Harbin 2025 venues and specified areas are exempt from radio frequency application and requirement for dedicated tags. These include public mobile communication devices (mobile phones), wireless internet cards, laptops, tablets, remote car keys and wireless camera remote controls.
After entering the Games venues and specified areas, public mobile communication devices (mobile phones), wireless internet cards, laptops, and tablets must not be used as wireless LAN hotspots. In addition, Bluetooth functionality must be disabled on devices such as public mobile communication devices (mobile phones), wireless camera control devices, smart watches, smart bracelets, and headsets.
2.6 Equipment Entry
Overseas users who need to carry radio transmission equipment into China should apply to the Department of Industry and Information Technology of Heilongjiang Province through HAWGOC and complete the necessary formalities. The application procedures are as follows:
(1) Apply for and obtain the Letter of Approval for Temporary Import of Radio Transmission Equipment on the SOP (https://spectrum.harbin2025.com/).
(2) Download the Letter of Approval for Temporary Import of Radio Transmission Equipment from the SOP and print it out.
(3) Upon entering China, overseas users with radio transmission equipment must present the printed Letter of Approval for Temporary Import of Radio Transmission Equipment to the Customs of the People's Republic of China to go through customs clearance procedures. After Harbin 2025 concludes, imported radio transmission equipment must be re-shipped out of China on time in accordance with the relevant regulations of the Customs of the People's Republic of China.
For those foreign leaders, diplomatic envoys to China, and representatives of international organisations that enjoying diplomatic privileges and immunities, if having the demand for setting up and operating radio stations, they should apply to the Ministry of Industry and Information Technology (MIIT) of the People’s Republic of China for approval diplomatically.
2.7 Handling of Radio Interference
If any radio station, any piece of radio transmission equipment, and any non-radio equipment emitting radio waves causes harmful interference to the Harbin 2025 or endangers national security, public security, life and property safety, the user or owner of the station/equipment must take immediate measures to eliminate harmful interference. If the harmful interference cannot be eliminated, the radio administrations may order the owner or user to suspend the transmission of the radio stations or radio transmitting equipment that cause the interference. If the owner or user refuses to suspend the transmission, the radio administrations may temporarily detain the radio transmission equipment, seal-up the radio station, or take technical blocking measures if necessary.
When radio interference occurs to radio stations or radio transmitting equipment that are legally set up and used in venues and special control areas, users can report the interference to the Technology Operations Centre (TOC) of HAWGOC or relevant radio administrations. Then, the accepting agency will coordinate and handle the interference complaint immediately, and inform the complainant of the result in time.
Users who set up and operate radio stations and radio transmission equipment in Harbin 2025 venues and areas under special controls in compliance with the law should establish contingency plans based on their equipment and usage scenarios to ensure that any issues can be promptly identified and resolved in the event of radio service unavailability. When encountering any radio service unavailability caused by radio interference, users may lodge a complaint to the Venue IT Help Desk, Venue Technology Manager or the Department of Industry and Information Technology of Heilongjiang Province. The relevant HAWGOC department and the Department of Industry and Information Technology of Heilongjiang Province will address the complaint in a timely manner and inform the complainant of the result.
2.8 Contact Information
Users who have any doubts about the registration procedures or the frequency application procedures can consult HAWGOC or the Department of Industry and Information Technology of Heilongjiang Province by sending an e-mail to spectrum@harbin2025.com.
3. Miscellaneous
The rules for frequency management and the requirements for testing and tagging during the test events are basically the same as those for Games-time. Users can find information on test events and the corresponding invitations on the official website. Users should submit their radio frequency applications through the SOP (URL: https://spectrum.harbin2025.com/) at least 15 days before the start of Harbin 2025 events. The Department of Industry and Information Technology of Heilongjiang Province will process the applications in accordance with the law and make decisions following relevant procedures.