Draft Proposal for Discussion

ATHENS 2011 Special Olympics World Summer Games

OBSERVER’s PROGRAM

Meeting with SOI, 16 December 2010

DRAFT PROPOSAL

Content

ATHENS 2011 Observer’s Program

1Concept

2Key Dates & Draft Proposed Schedule

3Implementati

on

ATHENS 2011 Observer’s Program – Draft Proposal 216/12/2010, SOI Meeting

PROGRAM’S OVERVIEW

Scope, Format and Collaboration with SOI

1Concept

ATHENS 2011 Observer’s Program – Draft Proposal 316/12/2010, SOI Meeting

Observer’s Program Scope

A set of scheduled activities for around 60 Observers (coming from games organizing

committees and bid committees of future Special Olympics World and Regional Games) that provide

an opportunity to observe and learn from the organization and operation of the Games.

ATHENS 2011 Observer’s Program – Draft Proposal 416/12/2010, SOI Meeting

Observer’s Program Format

Activities• Program’s Registration – confirmation of the attendance of the tours and

sessions• Roundtables – for functional areas that do not require a visit to a specific

venue or site. • Presentation by SOI to outline specific points• Presentation by the ATHENS 2011 GOC

• Observe the operations during Venue visits. The visits will have a structured approach:• Briefing • Venue tour that targets to identify differences in operations and points of

attention• Debriefing of the day

ATHENS 2011 Observer’s Program – Draft Proposal 516/12/2010, SOI Meeting

Observer’s Program Format

Support Material• Observer’s Manual• GOC’s Roundtables/Briefings’ Presentations• SOI’s Presentations

ATHENS 2011 Observer’s Program – Draft Proposal 616/12/2010, SOI Meeting

Observers’ Manual - Content Proposal

Proposed

ATHENS 2011 Observer’s Program – Draft Proposal 716/12/2010, SOI Meeting

Observer’s Program Roles & Responsibilities

Participants• Future Special Olympics GOCs; • Bid Committee members; • Special Olympics global staff if deemed appropriate by the Regional Managing Director;

and • Staff of other global sporting events such as the Olympics and ParalympicsSpecial Olympics Observer’s Program World Games Guide

GOC Presenters• Present roundtables & Venue Tour Briefings• Conduct venue tours

SOI• Provides guidance and rules on the Special Olympics Movement• Evaluates Games

GOC & SOI Observer’s Project Team• Program Organisers• Logistics & Operational DemandsATHENS 2011 Observer’s Program – Draft Proposal 816/12/2010, SOI Meeting

Observer’s Program Assumptions & Principles

• Observers Program Fee • No late Registrations• Maximum 60 Observers + 10 ASFs per day (if ASFs wish to participate)

– Visit vs Full Participation

• English will be the official language of the Observer’s program • Scheduled Activities• Participants fill in report to provide to SOI• No extra material requests to be made during the Games to GOC staff

ATHENS 2011 Observer’s Program – Draft Proposal 916/12/2010, SOI Meeting

KEY DATES & PROPOSED SCHEDULE

Schedule will be reviewed by the GOC’s FAs, Sport/Venue Managers

2Key Dates & Draft Proposed

Schedule

ATHENS 2011 Observer’s Program – Draft Proposal 1016/12/2010, SOI Meeting

Observer’s Program Key Dates

• PreGames Phase: Preparation period– Mon, 17 January 2011: Program’s presentation (including proposed schedule) to

the GOC FAs / Venue Mgrs / Sport Mgrs– Mon, 31 January 2011: Schedule confirmation by the GOC– Tue, 1 Feb 2011: Registration starts– Fri, 15 April 2011: Registration closes/ All Fees paid– Fri, 15 May 2011: Manual published – e-format– Tue, 31 May 2011: Manual printed

• Registration Phase: Observers’ confirmation of participation to the scheduled activities– Tue, 21 June 2011: Registration opens– Wed, 22 June 2011: 2nd Day of Registration

• Operations Phase: Run scheduled activities– Wed, 22 June 2011: Program starts– Mon, 4 July 2011: Program finishes

• Post Games Phase: Reports collection– Tue, 5 July 2011 to Fri, 15 July 2011

ATHENS 2011 Observer’s Program – Draft Proposal 1116/12/2010, SOI Meeting

Observer’s Program Proposed Schedule (21-27 June ’11)

ATHENS 2011 Observer’s Program – Draft Proposal 1216/12/2010, SOI Meeting

  1st day 2nd day 3rd day 4th day 5th day 6th day 7th dayDate Tue, 21 June 2011 Wed, 22 June 2011 Thursday, 23 June 2011 Friday, 24 June 2011 Saturday, 25 June 2011 Sunday, 26 June 2011 Monday, 27 June 2011

ACTIVITIESOBSERVER'S

PROGRAM REGISTRATI

ON

HOST TOWN - ERETRIA

Lunch Break

OBSERVER's REGISTRATI

ON (cont.)

MEETING WITH SOI/Observers Coordinators

FINANCE Roundtable HCM (BK) GOLF GLYFADA

Venue Tour

PLANNING Roundtable

AIRPORT OPS - A&D

Venue TourLICENSING Roundtable

OLYMPIC TENNIS CENTRE (USE)

Venue Tour

AGHIOS KOSMAS FB 11-ASIDE

Venue Tour

VOLUNTEERS Roundtable FAMILY SERVICES

Roundtable & Family Centre

Venue Tour Travel to Panathinaikon

Stadium

OLYMPIC STADIUM (AT, VB) Venue

Tour

HELLENIKON VENUE TOUR

GY, HB, BD Venue Tours

LANGUAGE SERVICES Roundtable

DELEGATIONS ENTERTAINMENT

& FESTIVAL- Roundtable &

Festival's visit

CREDENTIAL Roundtable & UDAC

Venue TourLOGISTICS Roundtable MEDIA

OPERATIONS Roundtable &

Venue TourCEREMONIES DRESS REHEARSAL

OPENING CEREMONY

GLOBAL POLICY SUMMIT

Observer’s Program Proposed Schedule (28 Jun – 4 July ’11)

8th day 9th day 10th day 11th day 12th day 13th day 14th dayTuesday, 28 June 2011 Wednesday, 29 June 2011 Thursday, 30 June 2011 Friday, 1 July 2011 Saturday, 2 July 2011 Sunday, 3 July 2011 Monday, 4 July 2011

SAILING ACADEMY (SA) Venue Tour

HOD Meeting

DAY OFF

VENUE TOUR (OW) YOUNG ATHLETES

MARKOPOYLO VENUE TOUR

(EQ)

MOC OPERATIONS Roundtable & Venue

TourHEALTHY ATHLETES

& MEDICAL SERVICES Roundtable

VENUE TOUR (KA) - competition and APB

DELEGATION SERVICES Roundtable

SOV Ops Roundtable

( Golden Coast)

MAC & HEATHY ATHLETES CENTRE

Venue Tour

TRANSPORT Roundtable & Depot

TourHONORED GUESTS & SOI HOTEL TOUR MATP

TECHNOLOGY & TOC Roundtable &

Venue Tour

SOV OPERATIONS Venue Tour

MAC & HEATHY ATHLETES CENTRE

Venue TourVENUE TOUR OAKA

(AQ, PL)CEREMONIES DRESS

REHEARSAL

SPECTATOR SERVICES

Roundtable & BK Tour

CLOSING MEETING WITH SOI &

OBSERVERS

BLANOS (BO) Venue Tour

CEREMONIES Roundtable

CLOSING MEETING WITH SOI/Observers

Coordinators

DEREE COLLEGE (JU)

Venue Tour

HELLENIKON (SO, CY, FB 5-side,

7-aside) Venue Tour

YOUTH RALLY CLOSING CEREMONY

ATHENS 2011 Observer’s Program – Draft Proposal 1316/12/2010, SOI Meeting

& READINESS

Steps to bring us to the get the Observer’s teams ready

3Implementation

ATHENS 2011 Observer’s Program – Draft Proposal 1416/12/2010, SOI Meeting

Observer’s Program Critical Steps

• Gain approval by the GOC’s senior management & SOI• Agree with SOI/GOC counterparts contribution to the

program• Brief and continuously update GOC& SOI counterparts • Define & implement registration process with SOI• Ensure minimum number of participants (45 Observers)• Agree on Observer’s Program fee & options• Finalise table of content of the Observer’s Manual• Train the Workforce

ATHENS 2011 Observer’s Program – Draft Proposal 1516/12/2010, SOI Meeting

Observer’s Program Achievements

• Proposal developed– Initial schedule drafted

• Fee calculated• Space at the Olympic Indoor Hall secured (office, meeting

room)• Needed Resources identified

– No of Workforce (P, V)– Technology Equipment– FF&E– Upgrade passes– Transport needs

• Manual scope & content defined• Implementation schedule drafted

THANK YOU!!! Q&A

ATHENS 2011 Observer’s Program – Draft Proposal 1716/12/2010, SOI Meeting

Main actions/outcomes of meeting with SOI

• Work with SOI to ensure minimum participation numbers (30 observers). With less participants program could be cancelled or changed format

• SOI evaluation team (max 5 people) not to pay the observers fee – GOC is concerned only for the ceremonies tickets cost - if there is a gap in the budget

• List of publications to be added in the Observers’ manual cost

• If an observers group brings in translators (1 per 10 people) they translators will not be a fee

• With regards to the HTP visit consider the shortest and quickest visit