Date: January 27, SOI Functional Area After-Action Report

Transcription

1 Functional Area: Author: 2013 LETR Final Leg Erika Morant Date: January 27, 2013 SOI Functional Area After-Action Report

2 **Please review the headings and layout of this document in full prior to completing the report. To insert an additional row or rows to any table, simply position the cursor within the table, right click, select Insert, and then click on insert rows above or insert rows below as required ** List of venues where function operated: Cities in which ceremonies were held: Route 1: SEOUL - PAJU - INCHEON SUWON - ASAN - GONGJU - GUNSAN MUAN - NAJU - GWANGJU - JEONJU DAEJEON - HONGSEONG - HONGCHEONG - CHUNCHEON CHEORWON - HWACHEON - YANGGU - INJE GOSEONG - SOKCHO PYEONGCHANG Route 2: SEOUL - CHEONGJU ANDONG - DAEGU - GYEONGJU - ULSAN CHANGWON - GIMHAE - BUSAN JEJU - WONJU - YEONGWOL CHEORWON - TAEBAEK - SAMCHEOK - DONGHAE GANGNEUNG - YANGYANG - PYEONGCHANG 2 Special Olympics

3 Type and Number of Games participants served (e.g. MVPs 100): This year s 130 Final Leg Team members included: 92 Law Enforcement runners, 10 Special Olympics athletes, along with 25 support personnel and 3 document personnel. Number of days of operation: For Support Team Members: (Jan.18-Feb. 2) For Documentation Team: (Jan 19.-Jan 31) For Runners and Athletes: (Jan 21-Feb. 2) Measures of Success Sections not relevant to your Functional Area can be left blank What was achieved? Any lessons learned? Recommendations? Achieve 90% registration deadline adherence by all constituents - All participants travel and guest registration was completed by Dec. 20 with the exception of last minute changes to flight itineraries and replacement officers. Attain top tier media coverage for 40% of participating Programs Effectively integrate all FAs through implementing a successful venue development system for all sports and non-sports activities Establish and implement a model WG financial reporting system Secure attendance of 5-6 government leaders with global development responsibility and 7-10 congressional leaders as development champions within their country and globally Identify and partner with 3-5 government, multilateral (quasigovernment), non-profit organizations linked to international development (e.g., UN, WB, ADB, CGI) - The LETR was successful with engaging Officer Park Lo Hyun, a retired law enforcement officer from The Republic of Korea in Final Leg activities. His engagement could be used in developing a stronger relationship between law enforcement and Special Olympics in Korea. Almost each of the Final Leg ceremonies included the presence of and/or an address from either a local Police Commissioner and/or Mayor. 3 Special Olympics

4 What was achieved? Any lessons learned? Recommendations? Create a center of excellence around youth and athlete leadership - Each of the 10 Special Olympics Athletes were provided with several speaking opportunities during the Final Leg Ceremonies. - In the town of Jeonju, the festival was attended by over 150 local youth. Identify 5-6 Board/Global Ambassador prospects Identify 3-5 foundations to support youth and/or global development work at $100K+ Raise Special Olympics sports profile by establishing collaborative operational and marketing relationship with 2018 Olympics LOC Confirm 2-3 partnerships with international sports federations Identify 5 opinion shapers from the world of sports as Board/Global Ambassador prospects Introduce online SO Global Sports Academy LETR Polar Plunge Fundraising Campaign (On-Line) Utilize the Games to commercialize the SO brand by maximizing messaging opportunities and reinforcing the new brand identity Implement a social/digital media strategy that involves 25% of SOI Board, GAs and Celebrity Supporters and delivers 250,000 new fans As a result of the LETR Polar Plunge Fundraising Campaign we had over 1100 different donation sources including both individuals and organizations. These donations were made on behalf of 93 of the 130 Final Leg Team members who participated in the online fundraising campaign. As of Feb 22, 2013 the 2013 LETR Final Leg Team raised $116, 651, with additional donations being accepted until March 1, The LETR Final Leg Support and Documentation team developed a website ( and archived both photos and videos documenting the Final Leg activities through Flickr ( The photographs, videos and reflections were also shared with the SOI Branding and Communications Department for further integration into the SOI website. A series of follow-up s have been sent to participants inviting each to share his or her story, video and photo through the Special Olympics Share Stories 4 Special Olympics

5 Engage 8 existing donors in meaningful activities around their area of interest Recruit and involve 3-5 new major donor and/or sponsor prospects What was achieved? Any lessons learned? Recommendations? Application. There will be follow-up with Branding and Communication in the coming weeks to determine how the Final Leg Team impacted the Share Stories application. Your Functional Area Pre-Games Planning & Integration Scope: Was your functional area s scope of responsibility clear? Lessons Learned - Yes, I was able to fully integrate myself into the Final Leg planning and execution process, being as though I was not involved from the beginning. The aspects which I was confused about or unclear were clarified through consistent communication with John Newnan and Christy Collum. Recommendations - A review of the After Action Report of the 2011 Final Leg would have provided great insight with regards to planning and expectations for the 2013 Final Leg. Preparation: How did planning of your functional area go? How did GOC staff and volunteer training go? - Planning overall went well; the unexpected occurrences of delayed decisions from the GOC were managed well. - There is a need for a stronger pre-planning timeline for travel booking with our corporate travel agency. - Develop a stronger timeline between SOI, LETR and GOC for action items and decisions (i.e. - travel, transport, accommodations, meals, etc.) - Host a pre- travel booking meeting with travel agency to determine booking timeline and cost projections. This would also be a good time for the travel agency to identify a group of associates to manage 5 Special Olympics

6 Lessons Learned Recommendations bookings as oppose to one individual. - The reality of having only one person manage the bookings is that there are delays in ticket processing and follow-ups. Resources: What resources were used to support planning and management of your Functional Area and were they sufficient? - A travel booking report was provided by FCM travel which included the confirmed travel itinerary information and costs for each traveller. There has been a post games travel booking report that has been provided by FcM for final reconciliation. - The LETR website that was developed by Scott Whyte ( - While the travel booking report was helpful in some respects, it would have been helpful if it was provided in an easy to reference format and a routine basis. Suggestion of developing a format for FCm to report the template and to establish a schedule for which the report would be due to SOI. Integration: Was integration with the GOC and with other SOI functional areas effective? - Aside from the occasional language barriers, communication with the GOC went well. - There was some confusion surrounding the LETR s participation regarding opening ceremonies. - Clearly outline with the GOC the Final Leg participant s role for Opening/Closing Ceremony. Once it is confirmed then the decision should be communicated to LETR so that all participants can be prepared ahead of time. - Final Leg participants expressed interest in engaging with athletes prior to the start of Opening Ceremonies, with the goal of distributing gifts and taking pictures. 6 Special Olympics

7 Contract: Did you identify anything that needs to be added/changed in the Games Agreement? Lessons Learned - Several member of the Final Leg team took ill prior to the start and during the Final Leg activities. Recommendations - The Support Team made an overall suggestion of having medical personnel on each leg, especially when in a foreign country. Your Functional Area Highlights/Best Practices Highlight/Best Practice Uniform Kit Payment Advance Team /Support Team Website and Digital Support Tools Hosting a LETR Final Leg Meet and Greet during Description Collecting the payment through Piryx was easier than having each Program submit individual payments for each officer. Having two sets of advance teams for each leg was very beneficial. The practice of leap-frogging of the advance teams to ceremony sites proved to be efficient for advance preparations. The development of the Final Leg website, which was created by Scott Whyte. Digitizing the event was very user friendly as Scott regularly updated the information. Also Scott provided each participant who attended the 2012 conference with a CD which included all the Final Leg information. The team photo board was very helpful in an effort to identify participants prior to meeting. This was extremely helpful during airport arrivals. This was a great opportunity for the Final Leg participants who attended the Conference to meet one another. The Final Leg Team Captains Recommendations for future Games Establish a relationship with Piryx to request that the transaction numbers generated by their on-line system are referenced in the payment confirmation submissions transmitted to SOI Finance. 7 Special Olympics

8 Highlight/Best Practice the LETR Conference Description (John Newnan and Jeff Spaulding, were able to provide further detail with regard to Final Leg and the Polar Plunge Campaign. Scott Whyte also distributed the Final Leg CD s which included important information to assist participants with Final Leg preparations. Recommendations for future Games Your Functional Area Issues/Lessons Learned A = Games Critical, B = Significant, C = Minor Rating (A, B or C) Description of Issues/Lessons Learned Recommendations for future Games Meals/ Dietary Restrictions Rating- C Travel Booking/ Participant cancellation Feedback from LETR Support Team is to establish a request for a variety of food for meal options that would accommodate dietary restrictions. - Delayed response with the booking of some tickets. - Incorrect accounts were charged for some tickets. - When/Where possible request that the meals served offer a variety of options for participant as oppose to one pre-selected item. - Host a pre- travel booking meeting with travel agency to determine booking timeline and cost projections. This would also be a good time for the travel agency to identify a group of associates to manage bookings as 8 Special Olympics

9 Rating (A, B or C) Description of Issues/Lessons Learned Recommendations for future Games Rating B - Last minute participant cancellations. oppose to one individual. - The reality of having only one person manage the bookings is that there are delays in ticket processing, price increases and follow-ups. - Create a policy with regard to participant cancellation to clearly establish what the financial responsibility would be for the participant or the program for any last minute cancellations, including but not limited to travel bookings, hotel accommodations, meals and uniforming. Feedback on other FAs/aspects of Games (positive or negative) Topic Description of Success OR Issue Recommendations 9 Special Olympics

10 Topic Description of Success OR Issue Recommendations Additional Comments Topic Comments Recommendations Torch Lighting Ceremony The Torch Lighting Ceremony and related events were planned and implemented by Special Olympics Hellas, inclusive of the dinners and receptions. The events drew a lot of media attention. The Torch Lighting Ceremony and related events were well planned and executed by Special Olympics Hellas (SO Hellas). The representation of both the Flame and Special Olympics Athletes was executed with a high 10 Special Olympics

11 Topic Comments Recommendations level of dignity. SO Hellas appropriately planned and executed the transportation and security for both Tim Shriver and Chairwoman Na. - Attendees: Tim Shriver, Chairwoman NA, 2013 GOC leaders, representatives of SO Hellas, SOI Staff- Mike Teem, LETR representative Alex Kappis Flame Arrival Ceremony LETR Reception (Dinner) No speeches or formal program. Chairwoman Na presented Miner s Lamp to Michael Peretti. Media was present. - Attendees: Mike Peretti, Chairwoman Na and Korean Media This was a combination of a GOC and Final Leg Team Party. This event was a casual dining experience which included a speaking program. The event was well planned, inclusive of both the venue and F&B. The event was held at Lakai Sand Pine Resort. - Attendees: 129 Final Leg Team Members inclusive of the GOC, SOI Staff (Peter Wheeler), SOI Board (Stephen Carter) and Donna Shortening the overall speaking program which would only include a select number of individuals to address the attendees. 11 Special Olympics

12 Topic Comments Recommendations Lamprecht. Supplementary Materials Document LETR Final Leg Website Final Leg Polar Plunge Fundraising Campaign Website Flickr Webpage for LETR Location ( ( ( NOTE: Please attach any relevant documents, video clips and other materials when submitting this report. Do not attach very large files please place these on the server and list the file paths above. 12 Special Olympics