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Receptions: 2009 Special Olympics World Winter Games
2009 Special Olympics 1 of 43 March 2009
World Winter Games
Functional Area
After Action Report
Games Organizing Committee
Receptions - Idaho
After Action Report
Venue Reception Manager
Anita Burgess
Receptions: 2009 Special Olympics World Winter Games
2009 Special Olympics 2 of 43 March 2009
World Winter Games
Functional Area
After Action Report
This After Action Report is for: GOC Receptions
Sr. Director Salle Uberuaga
Venue Reception Manager: Anita Burgess
Games Organizing Committee
Special Olympics International
1. Receptions Information
2. Key Volunteers
3. Law Enforcement Torch Run Final Leg Reception
4. Healthy Athlete Reception
5. Founders Reception
6. Families Reception load in, Recognition party for Clipped Wings and Austin Nelson
7. Families Reception
8. Volunteer Services Reception
9. GOC Reception
10. After Action Report
Receptions: 2009 Special Olympics World Winter Games
2009 Special Olympics 3 of 43 March 2009
World Winter Games
Functional Area
After Action Report
Please state clearly which functional area(s) will be covered in the Report
and list key persons who were responsible for leading activities in this
area(s) at the 2009 SOWWG.
ALL RECEPTIONS: 2009 Special Olympics World Winter Games
Anita Burgess Venue Reception Manager
Personal Cell 208-890-0424- Home: 208-888-6618 GOC PHONE
FA Venue Contact Person Email
RTR TORCH RUN RECEPTION Cindi Raney COMMISSIONER 880-1733 [email protected]>;[email protected]
Feb 5th 6:00 to 10:00 Joy Finley SUPERVISOR 284-6299 [email protected] [email protected]>;
RTR - Bogus Creek Ranch - 7355 S. Eagle Road, Meridian Idaho #887-7880
RFR FOUNDERS RECEPTION - (All STAR -MVP) Becky Kawano COMMISSIONER 859-7540 [email protected]
Feb 7th 6:00 to 8:00 + (Depending on arrival of buses) Shelly Smith B of A SUPERVISOR 794-2349 [email protected]
BSU STUECKE SKY CENTER 1910 UNIVERSITY DRIVE, BOISE,ID #440-6050
RHA RHA - HEALTHY ATHLETES RECEPTION Joy Finley COMMISSIONER 284-6299 [email protected]>;[email protected]
Feb 7th 6:00 to 10:00 Cindi Raney SUPERVISOR 880-1733 [email protected]>;'Joy Finley' <[email protected]>;
RTR - Bogus Creek Ranch - 7355 S. Eagle Road, Meridian Idaho #887-7880
RFA RFA - FAMILIES RECEPTION Shelly Smith B of A COMMISSIONER 794-2349 [email protected]
Feb 12th Load in Decorate Becky Kawano COMMISSIONER 859-7540 [email protected]
Feb 13th 3:00 to 6:00
The Key Commissioners and Supervisors helping leading my teams were a tremendous
asset to our successful Events. All of my volunteers were very dedicated.
Receptions: 2009 Special Olympics World Winter Games
2009 Special Olympics 4 of 43 March 2009
World Winter Games
Functional Area
After Action Report
Key Volunteers -2009 World Winter Games
Receptions: 2009 Special Olympics World Winter Games
2009 Special Olympics 5 of 43 March 2009
World Winter Games
Functional Area
After Action Report
Section I – Function Overview
This Section is designed to present readers with the general statement of the function
intended and actual goals and scope of responsibility, as well as long-term impacts that
you believe were generated as a result of your operations.
TORCH RUN RECEPTION: The Law Enforcement Torch Run Final Leg for
the 2009 Special Olympics World Winter Games is made up of an international
team of 142 members, which includes 95 Law Enforcement Officer runners, 10
Special Olympics athletes and support personnel, who will serve as Guardians of
the Flame as they welcome and receive the Flame of Hope “ in Idaho
Long-Term impacts: The reception provided appreciation for the Law
Enforcement runners for their participation in the World Games in guarding the
Torch Flame. With this reception it united the GOC and the Officers and will
further inspire their participation.
FOUNDERS RECEPTION: All Star and MVP reception for VIP guests, Media
and sponsors in honor of Founder Eunice Kennedy Shriver.
Long-Term impacts: This reception provides an opportunity to give recognition
to our founders and lets speakers reflect on the goals of our Founder Eunice
Kennedy Shriver. The reception helps in fostering the unity of the sponsors,
media, guests in preserving the goals and integrity of the Special Olympics. The
founders become more connected to the project and feel the need to contribute in
the future promoting the Special Olympics well being.
HEALTHY ATHLETES RECEPTION: This includes all of those working
with the SO vision program, dental health, hearing, Fun fitness and fit feet. This
is a GOC supported program that is offered to the SO Athletes at the 2009 Games.
Long-Term impacts: The vision of helping Athletes all over the world is
recognized at this reception. It helps clinicians reflect on the importance of their
contribution to the games. In turn, it will help them continue their participation in
the games.
FAMILIES RECEPTION SET UP AND RECONITION: Luncheon
recognition for the Clipped Wings Flight attendants and Austin Nelson Eagle
Scout.
Long-Term impacts: The set up recognition party united the volunteers in
recognizing their co workers that made the Families Reception possible.
FAMILIES RECEPTION: Reception open to all family members of SO
Athletes attending the Games.
Long-Term impacts: The unity of the family members and the GOC is a
valuable asset in the future of the games. This reception helps in letting family
members communicate with one another and share a common bond to help in
benefitting their athlete with future games.
Volunteers Reception: Reception that is given to the Volunteers for recognition
in making the games a successful event.
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After Action Report
Long-Term impacts: Uniting the Volunteers in and rewards for the efforts that
they have given with heartfelt participation in the World Games..
GOC RECEPTION: Reception for the Staff members of th Games Organizing
Committee.
Long-Term impacts: Recognizing the hard work and dedication from the Staff,
for a job well done, to making the World games a successful event
Section II – Schedules/Timelines/Events
It will be helpful to identify the overall timeline of your area’s activities in
preparation for the Games as well as in the course of 2009 SOWWG and
after the event. In your observations please compare the intended
timelines with the actual timing of activities and focus on the gaps and
areas where time allocations prevented you from delivering the highest
quality of services.
Welcome to the Receptions!
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World Winter Games
Functional Area
After Action Report
TORCH RUN RECEPTION Hyperlink to Torch Run Photo’s
Benefits of the Torch Time Line:
The Torch Run Reception time was prepared by myself and our
commissioners and helped provide a very excellent level of quality service.
The Time line also included a time for the Volunteers to have their needs met
prior to the arrival of the guests and this worked exceptionally well.
Time Line Torch Challenges:
Buses left the venue at 8:00PM and did not return until 10:00PM. The buses
left to empty black water and refuel. Some of the guests would have preferred
to leave the venue earlier than 10:00PM.
SOI did not inform us who was speaking or of the flow of the program until
they arrived.
We did not know the time when special guests were arriving to the venue.
Bogus Creek Ranch
7355 S. Eagle Road
Meridian, Idaho
208-887 -7880
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After Action Report
Recommendations:
In the event that Buses need to leave the venue for refueling and empting
waste tanks, our recommendation is they leave in shifts. Strongly recommend
they leave at least one bus at the venue at all times. This would help in
providing transportation in case of emergency or to transport guests that want
to leave venue earlier.
The program and speakers need to be determined prior to the event so the
Venue Managers can be prepared for the flow of the program. There is no
reason this is not placed on the time line.
The Venue Managers need to be informed of the speakers, so that they can
prepare to properly greet and be knowledgeable of their guests.
Reception Time Line:
Please insert hyperlink to Torch Run Reception Time Line.
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HEATLTY ATHLETES RECEPTION Hyperlink to:Healthy Athletes Reception Load inLoad outVolunteer load in load
out_files\Healthy Athletes Reception time Line Jan 28.xlsx
Benefits of the Healthy Athletes Time Line:
The Healthy Athletes Receptions time was prepared by myself and our
commissioners and helped provide a very excellent level of quality service.
The Time line also included a time for the Volunteers to have dinner prior to
the arrival of the guests and this worked exceptionally well.
Healthy Athletes Challenges:
Transportation loaded the Venue ½ hr earlier than expected.
No challenges at the Healthy Athlete Reception with reguards to
transportation after arrival. The buses were discouraged to leave the venue.
Our timeline met our expectations.
SOI did not inform us who was speaking or of the flow of the program until
they arrived.
We did not know the time when special guests were arriving to the venue
Bogus Creek Ranch
Bogus Creek Ranch
7355 S. Eagle Road
Meridian, Idaho
208-887 -7880
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After Action Report
Positive Changes:
Due to transportation entering the venue earlier, the food was not prepared. To
stall we had guests prepare somore’s around the camp fire. They enjoyed
preparing their treats and many had never experienced it.
On our recommendation the buses were not permitted to leave the Venue. We
could accommodate the guest’s that wanted to leave early.
The program and speakers need to be determined prior to the event so the
Venue Managers can be prepared for the flow of the program. There is no
reason this is not placed on the time line.
The Venue Managers need to be informed of the speakers so that they can
properly greet great and be knowledgeable of their guests.
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Healthy Athletes Time Line:
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FOUNDERS RECEPTION Hyperlink to: FOUNDERS\Founders Time line Jan 22,2009.xlsx
BSU Stueckle Sky Club
1910 University Drive
Boise Idaho 83725-1020
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Benefits of the Founders Time Line:
The Founders Reception time was prepared by myself and our commissioners
and helped provide a very excellent level of quality service.
The Reception time line provided a time for the Volunteers to have dinner
prior to the arrival of the guests and this worked exceptionally well.
TV was set up to let the volunteers watch the Opening Ceremonies.
Bus drivers were provided dinner and rest area.
Founders Challenges:
SOI failed to create a program for the reception. Program was drafted after
the guests arrived. SOI did not inform us who was speaking or of the flow of
the program.
Program was never confirmed with the MC.
We were never aware of when the All Star Guests were arriving to the venue.
Nor how many guests were arriving.
Not knowing when the guests would arrive on the buses with transportation.
After the event, we did not know the schedule that Transportation had set to
start moving guests from the venue to the hotels.
Due to legal time allotted for bus drivers we did not know which drivers were
still available nor how many buses we had to transport our guests back their
hotels.
Legally, bus drivers are only allowed to work a certain number of hours. Due
to this scheduling conflict some bus drivers were pulled from duty while the
Founders Reception was going on. This created the problem of not enough
drivers available to transport our guests back to their respective hotels.
Had we been notified of this legality earlier (months earlier) we would have
been able to come up with a viable solution. As it stood, we scrambled to
ensure all guests were cared for and returned to their hotels in a timely
fashion.
Transportation communication was never defined.
Recommendations:
Program Flow needs to be placed in writing prior to the event preferably at
least two weeks prior. This way programs can be prepared for guests and for
the volunteers working the event. The volunteers will then be better equipped
to accommodate the needs of the VIP guests and the printed program can be
produced. There is no reason that the majority of guest speakers cannot be
clarified. SOI needs to be accountable as it causes unnecessary stress on the
venue Manager, Staff, Sponsors and Volunteers.
Bogus Creek Ranch
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After Action Report
Transportation needs need to be clarified in writing. There needs to be a time
line that is shared for each bus and venue in writing describing all
transportation moves. This needs to be shared will the Venue Managers.
With the help of the All Star program, we were able to accommodate
other guests to be transported to their respective hotels. Without this the
guests of the MPV program would have been stranded due to the over
scheduled bus drivers. Transportation needs to be accountable.
Bus drivers need to be scheduled appropriately for their time schedules and
they need to be scheduled for breaks and dinner.
Any volunteer working 8hrs. or more should be include in food count of
venue.
Would recommend having a Taxi list accessible, with phone numbers and
coupons.
Founders Reception Time Line:
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FAMILIES RECEPTION
Hyperlink to: FAMILIES\TIME LINE Families.xlsx
Families Reception
HOME COURT YMCA
936 W Taylor
Meridian, Idaho 83642
Receptions: 2009 Special Olympics World Winter Games
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After Action Report
Benefits of the Families Time Line:
The Families Reception time was prepared by myself and our commissioners
and helped provide a very excellent level of quality service.
The Families time line provided a time for the Volunteers to have dinner prior
to the arrival of the guests and this worked exceptionally well.
Families Challenges:
F F & E was an unorganized mess and we were always unsure if our needs
would be met.
Not knowing when the Guest would arrive on the buses to the venue.
GOC Transportation schedules had buses arriving at 2:00 and not 3:00 that
was originally scheduled
Five buses arrived with no Guests. – Empty. Transportation left people stranded in Boise at bus stop because the left Boise
1 hr early.
Guests were uncertain if they would be transported to the Closing
Ceremonies if they took a taxi to Home Court.
Guests were uncertain if once at the Closing Ceremonies, would they be able
to connect with a bus to return to their hotels that evening.
No one knew the schedule that Transportation had set to start moving guests
from the venue to the hotels. This was never clarified in writing or completed
information given to the venue Managers or Transportation Commissioners.
Due to legal time allotted for bus drivers we did not know which drivers were
still available nor how many buses we had to transport our guests back their
hotels.
Legally, bus drivers are only allowed to work a certain number of hours. Due
to this scheduling conflict some bus drivers were pulled from duty while the
Families Reception was going on. This created the problem of not enough
drivers available to transport our guests back to their respective hotels.
Had we been notified of this legality earlier (months earlier) we would have
been able to come up with a viable solution. As it stood we scrambled to
ensure all guests were cared for and returned to their hotels in a timely
fashion.
Transportation communication was never defined.
Bogus Creek Ranch
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After Action Report
Recommendations:
The bus drivers were appalled with the way the transportation was handled
and scheduled. The drivers choose to wait for our guests to load to take them
to the Closing Ceremonies.
Our guests were not left stranded at our venue.
Would recommend having a Taxi list accessible, with phone numbers and
coupons.
Our Venue loaded out the guests in a timely and efficient manner.
Recommend that some buses are scheduled only for the Receptions. Program
Flow needs to be placed in writing prior to the event preferably at least two
weeks prior. This way programs can be prepared for guests and for the
volunteers working the event. The volunteers will then be better equipped to
accommodate the needs of the VIP guests and the printed program can be
produced. There is no reason that the majority of guest speakers cannot be
clarified. SOI needs to be accountable as cause’s unnecessary stress on the
venue Manager, Staff, Sponsors and Volunteers.
Section III – Structure and Scope of Operations
This segment should draw attention to the three key aspects:
1) the functional area’s role within the overall GOC structure including reporting and
communication chains to the senior management and dependent functions;
This area could have been streamlined. Decisions needed to be made prior to
the end of the year (08) and they were never clarified. Mainly due to SOI not
completing and clarifying our parameters so GOC could move forward.
In the receptions area we broke down the venues and scheduled our own
volunteers. Each Venue Commissioner updated our Volunteers daily with
e-mail communication.
Hyper –Link: ORG CHARTS\Jan 22,2009 ORG CHART.pptx
o We did not use the Volunteer Services, we handled internally.
o By communication on a one on one level we had a high standard of
quality service and communication with our volunteers.
2)the organizational structure of the functional area including staffing, changes in
staffing patterns and job descriptions (for at least key staff members);
This structure of the World Games was not organized.
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o Ceremonies team, Events, Media and Sports had an organized team
and functioned at a very high level. Logistics and Transportation
functional areas were confused to whom they needed to report too, and
were not operating as an efficient area.
I have been in management for 34 years and my feelings are the structure of
the functional areas were not clarified to its fullest. Logistics and
transportation did not have enough direction. It was far too large of a
functional area for one VP Operational and Support Services Department.
Their staff did not have enough individual direction to accomplish their tasks.
So confusion was present, and many areas floundered. Definite overload and
miss communications were present in that area throughout the games.
Definite overflow to the other functional areas that lead to additional
miscommunication, frustration and error.
o I would recommend making a spread sheet with each functional area
and listing of GOC Staff. Under each functional area, a list of the
Director, Managers and staff should be in place. This would be the
listing for phone numbers, Venue area’s and e-mails.
This non functional area (logistics, transportation) lead to a breakdown
of the FF & E and total confusion in the transportation department, even
though some of the staff were trying their best to accommodate others.
I would make a recommendation to break down the large area of
Operations and Support Systems. This was to heavy of a load for anyone
too carry.
3) extent of the functional area’s engagement with individual sports and non-sports
venues.
None
Section IV – Guidelines/Rules/Policies and Procedures
Please discuss the nature, key provisions and impacts of the policies and
procedures that you area put forward in writing and communicated prior
to the 2009 SOWWG. What was missing from these documents? How can
these policies and procedures be improved, if future GOCs decide to put
forward similar documents?
The template just set forward in this
“After Action Report” is in a right direction!
Recommend a template for each functional area that is compatible to all
Functional areas. Consistency is a valuable tool.
Recommend a total report accessible to each area where all functional areas
can click on each area and clarify any discrepancies.
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Recommend a start up template that requires all areas to enter the same
information on a spread sheet.
SAMPLE: Hyper link: F F &E\FF E-SCRUB Jan 14 2009 Main.xls
o Example the FF & E
a. Due to the fact each area was using a different kind of
spread sheet (created by themselves) the data
information had to be hand transferred and important
data was lost in the transfer.
b. Due to the FF & E being combined and not broken
down in functional areas items could have been
redistributed and repurposed better. This was a huge
problem due to the development team not functionally
properly.
o Volunteer Services
a. Due to Volunteer Services trying to load in all
volunteers to functional areas, this left to a
overabundance of volunteers. As a result, we had to
turn away volunteers.
b. If a listing template is provided for future games it will
be easier for the Venue Manager to know what is
required of them. It will also provide a guideline of how
many volunteers they will be needing.
Policies and procedures pertaining to Receptions, was never clarified in the
beginning. Such as signage, protocol, programs. (This information should
be given in a CD for easy access to the new Venue Manager)
Need for a Personal Training Video. o Polices concerning the protocol is vital for the performance of
the Receptions needed to be clarified. Making sure that all
guests, speakers are taken care of properly. SOI All Star guest
list was never received prior to receptions.
o Polices concerning the sponsors for signage needs to be in
writing.
o Polices concerning the speakers program needs to be in writing
and clarified.
o Speaking program should not be given to venue manager 5min
before program begins. This was due to SOI.
o Abbreviations need to be clarified in the beginning.
o FF & E, Furniture Fixtures, & Equipment.
o Transportation did not listen to the Venues. Transportation felt
the need to do their own thing, and not cater to their customers’
needs. This lead far too many problems along the way.
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Past OPS Plan’s need to be given to the Venue Manager proceeding the
planning.
o Please refer to the OPS Plan – “Operating Plan”
Hyper link:Ops Plan FINAL.doc
RECEPTIONS
OPERATIONS PLAN
December 15, 2008
Salle Uberuaga
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After Action Report
Sr. Director
ANITA BURGESS
Receptions Manager
TABLE OF CONTENTS
Founders Reception …………………………………………...…. Pg. 3
Healthy Athletes Reception …………………………………………...…. Pg. 6
Torch Run Reception …………………………………………...…. Pg. 7
Families Reception …………………………………………...…. Pg. 8
ATTACHMENTS …………………………………………...…. Pg. 9
- Attachment A - Master Vicinity Map
Master Vicinity Map 12-2-08.pdfil
- Attachment B-1 - Founders Reception BSU Key Map
FOUNDERS\Attach B-1 FR BSU Key Map.pdf
- Attachment B-2 - Founders Reception Club Level
FOUNDERS\A-104 club level revised.pdfl
- Attachment B-3 - Founders Reception Suite Level
FOUNDERS\A-105 suite level revised.pdf
- Attachment C-1 - Torch Run Bogus Site Plan
RE Torch Reception - Draft run down Load inLoad outVolunteer times_files\Bogus Site
Plan.pdfl
- Attachment C-2 - Torch Run Bogus Site Plan 2
RE Torch Reception - Draft run down Load inLoad outVolunteer times_files\Bogus Site
PLAN 2.pdfl
- Attachment C-3 - Torch Run Bogus Tent
RE Torch Reception - Draft run down Load inLoad outVolunteer times_files\Bogus
Tent..pdfl
- Attachment D-1 - Families Reception Home Court Site 1
FAMILIES\Home Court Building.pdf
- Attachment D-2 - Families Reception Home Court Site 2
FAMILIES\Home Court Building (2).pdf
- Attachment D-3 - Families Reception Home Crt. Building 1
FAMILIES\MAP Home Court Bus Arrival (2).pdf
- Attachment D-4 - Families Reception Home Crt. Building 2
FAMILIES\Home Court Bus Departure.pdf
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- Attachment D-5 - Families Reception Vicinity
FAMILIES\Home Court Building.pdf
- Attachment E-1 - Personnel Organization Chart
ORG CHARTS
- Attachment E-2 - List of Personnel
On file, Attached to e-mail
- Attachment F - In-Kind Donations
Inkind Donations\IN - KINDCURRENT 020408 In-Kind Contribution Receipt.docAttached to e-
Inkind Donations\Feb 11, 09 In Kind donations.xlsxl
Founder’s Reception Date: Feb 7, 09 Time: 6:00 to 8:00 PM Place: BSU Stueckle Sky Club Address: 1910 University Drive, Boise, Idaho 83725-1020 Main Contact: Cindi Hall and Valerie Tichenor Contract: Pending Venue Maps: Dot Matrix and Volunteers: Completed
Sponsored by Bank of America- They will be wearing White shirts with logo o 30 Local B of A Volunteers
Invitations: Being made by Joannie, Evelyn o Present invitation in order to enter or have name checked-off list
Arrival of Volunteers: o Assignment listing Org Sheet – Attatched. o Time: 2:00 Set up and Decoration - See venue Map o Load in of additional tables (cocktail tables, linins) o Load in of Ice Sculptures on Main banquet tables, Made by Ice is Nice
Ice sculptures- One World Globe, One Snowflake
Arrival of Bank Of America Volunteers: o Time: 4:00 o Load to stations, has been determined on Training, and DOT matrix
Food and Beverage: o Aramark (Dining Services) BSU catering Heavy hors d’oeuvres o Wine: We have permission as of Dec. 12, to move ahead if we can get a wine
sponsors BSU will use that sponsor and deduct it from our bill.
Agri beef, (friend of mine) was interested in donating and BSU if they come on will also deduct it from our bill. Food and Beverage
Downstairs – main buffet area or areas and bar is pre-set Upstairs – main bar is set and smaller buffet table Will try to get wine donated
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Serve wine, beer, coke products Heavy hors d’oeuvres All items should be marked Kim will look into donated ice cream Dessert possibly served by B of A employees
Decorations: o Flowers: IN-KIND- Boise Floral is working on design, lighted arrangements. Area
florists are donating arrangements to the games. o GoBo light with World logo on Cav building o Large Balloon Arch: IN-KIND- at Elevator Doors
Transportation ---Needs to be Completed by Transportation
Venue Maps: COMPLETED o Needs at venue:
VIP Parking Lot for credentialed cars (and a system to provide car passes) Valet Parking (for a charge) for other invited guests Bus drop-off and pick-up areas for both MVP and ASF buses
o Red Flags: GOC transportation plan for MVPs from OC to the Founder’s
Check-In o FF & E: Needs at venue:
Entry tent – Procure with Event Rents for outside loading to Sky Club Red Carpet with lights and drapes inside of the entry tent – In KIND Check-in tables in the vestibule before you go up the elevator- BSU Present invitation in order to enter or have name checked-off list Divided entry for invitation in hand aisle and check-off aisle (for quicker entry) Balloon arch where elevator doors are Need a courtesy area for trouble people, Staffed with Guest Services Need staff at the Gate for entrance (ASF, MVP (soi person), local dig person,
sponsor person) Person at elevator with a counter (to count heads at the event) VIP entrance to be identified (on side of the building) Need a driver and guide holding room (possibly trophy room) – stocked with coke
product and possibly donated food for 30 to 50
Signage – Ordered from - Amy Walker o Global Sponsors/Games Sponsors standees at entrance and on/near the stage o B of A Event Sponsor signage o Welcome signs at entrance o Sign at elevator well o VIP Parking Signs o Valet Parking Signs
Flow and Music: Kim Widdess to advise on Thursday the 18th, 2008 o Harp, Piano or Guitarist at elevator on 4th Floor o Band (TBC) to play after first 20 min or main guest arrivals o Program begins at 7pm
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o Emcee = Troy McClain
Speaking Program (Needs to be completed by SOI) Special Olympics Athletes – Idaho and International:
NAME_____________ Bank of America person: NAME______________
GOC Person: NAME_____________ SOI Person: NAME_____________ Video?- Have lined up for a Video, Asked for Video from Justine Special Song or Performance? TBD
Miss Idaho to possibly perform with an athlete?
ID Group from California (High Tops)
Continue discussion around this
Stage and seating o Main stage will be on the 4th Floor o Band on stage 4th Floor o Stage donated , o Cocktail tables scattered around the room o Larger tables with seats around perimeter
Exit o At 8pm, bars and food closes o Music cuts at 8:30pm o Find out how long party can go until overtime penalties are incurred- o Need ASF and MVP bus staging areas o Staff at exit directing people to buses o Use Trophy Room for Valet Exit o Use VIP entry/exit for VIP room o Use main entrance for the rest of guest exit o Check how many VIP parking spots there are o Confirm numbers and roles of staff
Healthy Athletes Reception – Bogus Creek Outfitters
Date: Feb 7, 09 Time: 6:00 to 9:00 PM Place: Bogus Creek Ranch Address: 7355 S. Eagle Road Main Contact: Mary Beth LaVelle, Renee’ White Contract: In GOC to be signed Venue Maps: Dot Matrix and Volunteers: Completed
Sponsored by GOC Invitations: Being made by Joanne, Evelyn
o Invitation list has been created. o Who will manage list TBD (no addresses on invitations to be mailed
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Volunteer: o Volunteers check in at 3:00 o Volunteers will be feed at 3:30 o Volunteers to set up decorations o Volunteers to wait on guests o Volunteers to bus tables o Volunteers to clear area
Decorations: o Boots decorated by volunteers, rope, burlap blue table cloths
Transportation (Need for completion in writing) o Need buses for international people (Red Flag) o Kim to ask Martin what his understanding is of transportation o Ride covered wagon to event
Check-in o By invitation (TBC)
Signage: o Way finding ordered with Colby Donicht o Signage ordered from Amy Walker o Global Sponsors/Games Sponsors standees o Healthy Athletes Sponsors
Flow and Music o Cowboy boot centerpiece, Flowers, rope, and burlap o Speaking Program (Needs to be completed by SOI)
Athlete representative: NAME_______________ GOC representative: NAME_______________ SOI representative: NAME_________________ Kim to check with HA if they have other suggestions
Stage and seating o Stage in center of tent area o Podium
Food and Beverage o Cash bar o Anita will send menu
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Torch Run Reception – Bogus Creek Outfitters
Date: Feb 5, 09 Time: 6:00 to 9:00 PM Place: Bogus Creek Ranch Address: 7355 S. Eagle Road Main Contact: Mary Beth LaVelle, Renee’ White Contract: In GOC to be signed Venue Maps: Dot Matrix and Volunteers: Completed
Sponsored by GOC Invitations: Being made by Joanne, Evelyn
o Invitation list has been created. o Who will manage list TBD (no addresses on invitations to be mailed
Volunteer: o Volunteers check in at 3:00 o Volunteers will be feed at 3:30 o Volunteers to set up decorations o Volunteers to wait on guests o Volunteers to bus tables o Volunteers to clear area
Decorations: o Boots decorated by volunteers, rope, burlap blue table cloths
Transportation (Needs to be confirmed in writing by Transportation) o Need buses for international people (Red Flag) o Kim to ask Martin what his understanding is of transportation o Ride covered wagon to event
Check-in o By invitation (TBC)
Signage: o Way finding ordered with Colby Donicht o Signage ordered from Amy Walker o Global Sponsors/Games Sponsors standees o Healthy Athletes Sponsors
Flow and Music o Cowboy boot centerpiece, Flowers, rope, and burlap o Speaking Program (Needs to be completed by SOI)
Athlete representative: NAME_______________ GOC representative: NAME_______________ SOI representative: NAME_________________ Kim to check with HA if they have other suggestions
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Stage and seating o Stage in center of tent area o Podium
Food and Beverage o Cash bar o Anita will send menu
Families – YMCA Home Court in Meridian (2pm – 5pm- new time) Date:
Feb 12,13, 09 Time: 3:00 to 5:00 PM Place: YMCA Home Court Address: 936 W. Taylor St. Suite 104 Main Contact: Rhonda Bergersen, Ben Reed Contract: At GOC to be Signed Venue Maps: Dot Matrix and Volunteers: Completed Sponsored by: Clipped Wings, 70 Clipped Wings Volunteers
o They are providing their own uniforms
Volunteers o Feb 12, 09 Check in at 10:00 to Load in decorations and tables o Feb 13, 09 Check in Volunteers to work Venue o Volunteers to wear Western Outfits o Volunteers to go to designated area on Dot Matrix, Job description have been assigned. o Volunteers to help with clean up
Boy Scouts o Austin Nelson is earning his Eagle Scout award and is procuring Tent, Tables, Chairs –
IN –KINd o Austin has troop and Football team (30) are loading and unloading Tent, Tables, Chairs
Local School Children o Local Idaho School Children, 1,500 are making the inside of a tent card with notes to
families welcoming them to Idaho and descriptions of things they like about Idaho. Joanne and Evelyn have designed the outside shell of the card. The paper was donated – IN-KIND
Photo Booths o Idaho Rodeo Queens,(15) will be taking photos of Families for them to take home. The
decorations have all been IN-KIND
Decorations
Recycled boots are being collected and painted by our Volunteers they will be filled with daises and on burlap cloths, rope and Potatoes will be arranged. All has been IN-KIND
Transportation (NEEDS TO BE CONFIRMED IN WRITING WITH TRANSPORTATION)
o Transportation to/from event
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o Must transport Boise to Home Court to Idaho Center then home o There can there be a charge to get families to/from the event. Per Kim Widdess
Check-in o By invitation or flier or credential (TBC)
Signage: o has been ordered from Amy Walker o has been ordered from Colby Donicht o Global Sponsors/Games Sponsors standees
Flow and Music o Burlap and cowboy boot themed decorations o Tent cards with notes from youth throughout Idaho o Speaking Program (SOI NEEDS TO CLARIFY PROGRAM)
Athlete representative NAME__________________ GOC representative NAME____________________ Families representative NAME__________________ Kim to check with Families Department if they have other suggestions
o Family Photo station o High School Rodeo Queens will take pictures with the families
Stage and seating o Half round stage in middle
Food and Beverage o No alcohol o Anita will send menu o Bogus is catering the event o Catering tents outside
ATTACHMENTS:
- Attachment A o Master Vicinity Map o Venue Location Map – Boise Area Only
- Attachment B-1
o Founders Reception BSU Key Map o Boise State University - map
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- Attachment B-2 o Founders Reception Club Level Revised o BSU Stueckle Sky Center - blueprint
- Attachment B-3
o Founders Reception Suite Level Revised o BSU Stueckle Sky Center - blueprint
- Attachment C-1
o Torch Run Bogus Site Plan o Bogus Creek Ranch - map
- Attachment C-2
o Torch Run Bogus Site Plan 2 o Bogus Creek Ranch - map
- Attachment C-3
o Torch Run Bogus Tent o Deep Water Dance Hall Event Space - tent map
- Attachment D-1
o Home Court Site 1 o Meridian YMCA Home Court - map
- Attachment D-2
o Home Court Site 2 o Meridian YMCA Home Court - map
- Attachment D-3
o Home Court Building 1 o Meridian YMCA Home Court - map
- Attachment D-4
o Home Court Building 2 o Meridian YMCA Home Court - map
- Attachment D-5
o Home Court Vicinity o Meridian YMCA Home Court - map
- Attachment E-1
o Personnel Organization Chart o Home Court Families Reception
- Attachment E-2
o List of Personnel Preferred Assigned Listing of All Receptions All Volunteers
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Kiley Volunteers All Venue Volunteers breakdown Bogus Creek Staff BSU Staff Home Court Staff Clipped Wings Volunteers B of A Volunteers Founders Reception Founders Reception Staff Torch Reception Families Reception Healthy Athletes Reception Functional Areas List Venue List
- Attachment F
o In-Kind Donations o All In-Kind Donations
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Section V – Budget The key to this Section is to discuss the overall size
expenses, revenues (if any) that were generated and reasons for variations
between planned and actual income and expenses.
TORCH RECEPTION BUDGET
Hyperlink: RE Torch Reception - Draft run down Load inLoad outVolunteer
times_files\Budget - Torch 9 28 09.xlsx
HEALTHY ATHLETES BUDGET
HyperlinkHealthy Athletes Reception Load inLoad outVolunteer load in load
out_files\Budget - Healthy Athletes Jan 28,09.xlsx:
FOUNDERS BUDGET:
Hyperlink:FOUNDERS\Budget - Founders Jan 28, 09.xlsx
FAMILIES SET UP RECEPTION:
Hyperlink:
FAMILIES RECEPTION
Hyperlink: FAMILIES\FAMILIES BUDGET JAN 26, 09.xlsx
OVERALL BUDGET REPORT:
Hyperlink:Receptions Cost overview Feb 18th 2009.xlsx
RECEPTIONS OVERVIEW 2009 SPECIAL
OLYMPICS WORLD WINTER GAMES
18-Feb-09
ANITA BURGESS VENUE RECEPTIONANAGER
EVENT DATE IN KIND OWING COST OF EVENT
TORCH 5 TH $ 13,090.52 $440.52 $8,367.77
FOUNDERS 7 TH $50,802.39 $22,927.19 $23,177.19
LINEN-TORCH 7TH ? $75.00 ?
HEALTHY ATHLETES 7TH $ 24,452.77 $690.52 $11,577.77
FAMILIES 13TH $ 99,389.69 $1,473.69 $28,968.98
VOLUNTEER RECEPTION 13TH ? N/C ?
TOTAL $ 187,735.37 $25,606.92 $72,091.71
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Section VI – Key Interfaces
The term “interfaces” can also be interpreted as “dependencies” and can
include all other functional areas and individuals (internal to the GOC as
well as external, such as SOI and community partners), who either
provided the functional area with information, funding, volunteer support
and other resources or depended on the functional area for any financial,
informational or human resources. What worked in these relationships?
What did not work as intended? What would you structure and organize
differently?
IN-KIND DONATIONS FOR SUCCESS OF RECEPTIONS
Hyperlink: Inkind Donations\Feb 11, 09 In Kind donations.xlsx
IN-KIND FlORAL DECORATIONS: Receptions
Hyperlink: FLORISTS\Elizabeths Florists For Special Olympics.xls
Florist needs for Specail Olympics
Hyperlink: FLORISTS\FLOWER NEEDS Jan 25,2009.xlsx
What worked in these relationships?
o I was able to communicate with the local businesses because I am a small
business owner myself.
o By breaking down the ask of contributions from local business to smaller
donations. This made it possible for a small business to contribute and
participate in the 2009 Special Olympic World Winter Games.
o The development team asked a local florist for $25,000 which could not be
met. In view of that we asked each community local florist to donate one
arrangement. With this we accomplished additional goals of flowers to the
venues, by having volunteers prepare the arrangements. We then made
arrangements to purchase more flowers wholesale which satisfied our budget
and exceeded our expectations. The balloon arches were made by our
volunteers.
o By having local Florist deliver at one central location we could repurpose the
arrangements. An arrangement that went to the Green Room for Opening
Ceremonies later went to the Founders Reception. An arrangement that went
to the Torch Reception was later used for the Healthy Athletes Reception after
being freshened up.
o We recycled and kept the games green. To help cut costs we used old boots
and painted them in our recycling project for our arrangements. This helped
us stay in our budget and benefited our planet. The participation with the
Volunteers was exceptional.
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.
Volunteers donated painted decorations for Receptions. Our volunteers not only walked away
with life time memories but with lifetime friends.
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Volunteers learned to make arrangements and balloon arches to accomplish
our decorating needs in our budget.
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o A local greenhouse let us plant green plants in our containers and use the
plants for the Founders reception at no charge.
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What did not work as intended?
o The GOC development team did not procure the items needed for our
receptions, and other areas.
o Small things add up. If the development team only acquired large items not
small items the budget will be destroyed.
What would you structure and organize differently?
o I would not allow the development team to be paid on a commission of what
they procure. It removes the desire to help the GOC as a whole and it implies
that people are just taking care of their own which benefits only the person not
the organization.
o I would have fired them! If they were not capable of making the asks and
contributions of not only large donations but also small to accomplish our
needs. A development team is there to procure items for the games. Just
because the small asks did not enhance their pockets they choose not to
participate.
o I would of made asks months in advance and not the last 2 weeks to get all of
our needs met in all functional areas.
Section VII – Forms, Diagrams and Appendices
The same as pictures are rumored to save thousands of words, diagrams,
tables and charts can help you tell the story of the achievements and
lessons learnt in conjunction with 2009 SOWWG. Please, consider sharing
key visual pieces that will help Special Olympics and future GOCs in
structuring activities and operations.
Please see attached
DVD provided.
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Minimum Data Requirements for
2009 SOWWG
Functional After-Action Reports
Fundraising
Final budget Complete
Specific revenue sources and expenditures Complete
Breakout of revenue between cash and VIK Complete
List of companies, organizations that donated money or VIK and how much Complete
Public Relations
Awareness campaigns leading up to the WG N/A
PR events N/A
Design and look of the Games Complete
Games Website –timeline and content N/A
Posters / banners – numbers and usage Complete
Games Newspaper – numbers and distribution N/A
Delegation Services N/A
Evaluate implementation and delivery of services described in HOD Manual.
Agenda for the Head of Delegation Seminar
Agenda for the Advanced HOD meeting
Minutes from each HOD Meeting
Evaluation of the flow at the Delegation welcome center and in the airport, included luggage
handling. Evaluation of any issues.
Report of incidences at housing venues
Communication with Delegations leading up to the Games
Language Services N/A
Number of language volunteers
Number of DAL’s / Assistant DAL’s
Number of volunteers by language
Number of professional translators used
Host Town Program N/A
Number of host towns
Number of delegations pr. host town
Sample of activities
Communication with Delegations
Transition to Games time
Volunteers
Number of volunteers (total and break out by FA) Complete
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number of jobs Complete
Job titles Complete
Number of shifts Complete
Demographics (gender and age groups – 18 and under, 18 and over) Complete
Cost of uniforms and meals Complete
Number of training sessions and material used Complete
Credentialing
Number of credentials preprinted Complete
Number of reprints during games n/a
Number of day passes and upgrade passes Complete
Number of PC’s n/A
Cost of printing credentials N/A
Transportation N/A
Number of buses used for each Delegation Shuttle and Games Shuttle
Number of volunteers
Number of buses used for Opening and Closing Ceremonies
Number of motor vehicles
Occupancy of vehicles
Hours and dates of operation
Number of motor pool vehicles used per day
Accommodations / Delegation housing N/A
Number of venues
Number of beds
Number of volunteers / security needed pr. venue
Accommodation for non-delegation members N/A
Number of beds per guest, family members, media, spectator, other.
Total number of beds being used per for guests, family members, media and spectators per
night.
Food Services Complete
Estimated quantity of food consumed per day - breakout by breakfast, lunch, dinner for
delegations
Average number of calories consumed per day
Include daily menus from all venues for Delegations
Food service for non-delegation members
Information Technology N/A
Number of computers used, breakout by function and location
Number of servers
Number of printers by venue
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Number of personnel per venue and number
Network configuration
Type of network outages model numbers of timing systems and models of scoreboards used
for each sport
Communication at Games time N/A
Total number of phones used - breakout by constituent group and function
Total minutes used – breakout by constituent group and function.
Plan for communication with Delegations at Games time
Plan for internal GOC communication
Guest Program Complete for MVP
Number of invitees
Number of registered guests – break out international vs. national
Number of Government dignitaries
Number of Celebrities
Number of Sponsors
Number of Other Guests
Number of GOC escorts provided
Number of dedicated cars
Overall budget for Guest Program – Break out costs for international vs. national guests
Number of Hospitality Centers
Types of hospitality items provided and quantity
Receptions
Number of receptions organized Complete
Estimated attendees per reception Complete
Itemized cost per reception Complete
Families Program N/A
Number of registered Families – Breakout by country
Number of Family Centers
Services and items provided at Family Centers
Media N/A
Number of international media registered – break out by country
Number of national media registered – break out by type (television vs. print)
Number of media application received after the deadline
Number of impressions (include potential people)
Summary of promotional activities leading up to games
Number of press conferences held
SO awareness before and after Games
Broadcasting – numbers and channels that broadcasted from the WG
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Media Operation N/A
Number of press centers and location
Equipment at Main Press Center (number of computers, fax machines, phones, copiers)
Number of Games newspapers printed per day
Request for copies of all pictures
Non-Sports N/A
Estimated Number of attendees per non-sport event
Cost of each non-sport event
Summary of activities of each non-sport event listed in the Agreement
Sports N/A
Number of venues
Hours of operation
Number of events
Number of awards ceremonies
Number of medals and ribbons
Number of officials
Number of volunteers per venue
Sports equipment lists
Number of protests and appeals per sport
Back up plans in case of cancellations
Results and distribution of results
Medical N/A
Total number of medical incidents at the games
Total number of incidents per day
Number of incidents per 100 athletes participating
Number of incidents per sport
Number of participants per sport
Number of injuries by type and in sport they occurred
Opening / Closing Ceremonies N/a
Venue capacity
Theme
Flow
Performance
Number of spectators
Security/Safety / Risk Management N/A
Total number of incidents (damage, fighting, fire alarms, lost athletes, etc.)
Total number of incidents by type
Total number of incidents by location (sport venue, housing venue, non-sport venue, non
venue)
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Quality control
Insurance
Main Operation Center N/A
Layout and location
Dates and hours of operation
Communication
Tracking of incidences
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Suggested Functional After Action Report Outline
Section I. FUNCTION OVERVIEW
A. Overview/Purpose
B. Goals & Objectives
1. Goals
2. Objectives
C. Overview of Services
D. Key Responsibilities
1. Pre-Games
2. Games Time
E. Legacy
Section II. SCHEDULES/TIMELINES/EVENTS
A. Schedules/Timelines
1. Pre-Games
2. Games
3. Post Games
B. Events
Section III. STRUCTURE AND SCOPE OF OPERATIONS
A. GOC Overall Organizational Chart and Function’s Role Within the
Structure
1. Pre-Games
2. Games Time
B. Functional Structure
1. Pre-Games
2. Games Time
3. Job Descriptions
C. Venue Team Organizational Chart
D. Venue Team Functions
E. List of Venues
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