CEREMONIES. Technical Manual on Ceremonies

Transcription

1 CEREMONIES Technical Manual on Ceremonies

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3 Technical Manual on Ceremonies NOVEMBER _107

4 International Olympic Committee Château de Vidy C.P. 356 CH-1007 Lausanne / Switzerland Tel: (41.21) Fax: (41.21) IOC NOVEMBER 2005 ALL RIGHTS RESERVED 2_107

5 Table of Contents I. Global Reference Data...5 II. Changes from Previous Version...6 III. Related Documents...7 IV. Information Road Map...8 V. Olympic Games Study...11 VI. Introduction...15 VII. Executive Summary...16 VIII. Technical Presentation...18 IX. Link to OCOG Phases...19 X. Master Schedule Reference...21 XI. Obligations Checklist...22 XII. Specific Glossary...23 PART I Ceremonies Overview Opening Ceremony...27 Overview Introduction & Scope Key Milestones Key Relationships Required Elements & Protocol Recommendations Closing Ceremony...43 Overview Introduction & Scope Key Milestones Key Relationships Required Elements & Protocol Recommendations Victory Ceremonies...57 Overview Introduction & Scope Key Milestones Key Relationships Required Elements & Protocol Medals & Certificates Olympic Medals Plaza (Olympic Winter Games) Recommendations _107

6 Table of Contents PART II Other Olympic Events Overview Olympic Torch Relay...73 Overview Introduction & Scope Key Milestones Key Relationships Required Elements & Protocol Sponsor Integration Recommendations Olympic Live Sites & Celebration Zones...85 Overview Scope, Milestones and Relationships Recommendations Opening of IOC Session...91 Overview Scope, Milestones and Relationships Recommendations Team Welcome Ceremonies at Olympic Village...97 Overview Scope, Milestones and Relationships Recommendations Signature Events Overview Introduction & Scope Recommendations _107

7 I. Global Reference Data Name Technical Manual on Ceremonies Date/Version Note This manual is part of the IOC Host City Contract. It will often refer to other IOC documents and manuals in an effort to synthesize information under specific functions. In order to provide Games organisers with a complete picture of a Games function, both Olympic and Paralympic information is integrated within the technical manuals. General information may apply to both Olympic and Paralympic Games even though not explicitly mentioned, while Paralympic-specific information is identified as such. Disclosure The material and the information contained herein are provided by the IOC to be used for the sole purpose of preparing, organising and staging an edition of the Olympic Games. This material and information is the property of the IOC and may not be disclosed to third parties or the general public, whether in whole or in part, without the prior written approval of the IOC. Sharing of such material and information is only permitted, under the condition of strict confidentiality, with third parties assisting in the preparation, organisation and staging of an edition of the Olympic Games. 5_107

8 II. Changes from Previous Version Introduction All content in this version is new for. Context Please note that this is a new document created as part of the IOC initiative to update and standardise the technical manuals provided to OCOGs. This manual provides detailed planning information that was not previously presented to an OCOG or bidding city in a consolidated format. 6_107

9 III. Related Documents List The following is a list of all documents this Technical Manual refers to: Olympic Charter Host City Contract Technical Manual on Communications Technical Manual on Protocol Technical Manual on Brand Protection Technical Manual on Paralympic Games Technical Manual on Olympic Village Technical Manual on Organising Meetings Technical Manual on Transport 7_107

10 IV. Information Road Map Introduction The aim of this section is to explain how the Technical Manuals fit into the general context of the various IOC guidelines and supporting documents. The Technical Manuals are part of an information chain that needs to be clearly understood by all Games organisers including OCOGs, government entities, and partners, as well as by bidding cities. This will enable them to understand their obligations and distinguish them from the recommendations and advice provided through the Olympic Games Knowledge Programme. Presentation The diagram below illustrates the information road map and the position of the Technical Manuals within the context of other related documents. Each of the documents is described in more detail on the following pages. OCOG Obligations OLYMPIC CHARTER HOST CITY CONTRACT TECHNICAL MANUALS Olympic Games Knowledge Reports Continued on next page 8_107

11 IV. Information Road Map, Continued Olympic Charter (OC) The Olympic Charter governs the organisation and operation of the Olympic Movement, and stipulates the conditions for the celebration of the Olympic Games. It is the codification of the: - Fundamental Principles - Rules - Bye-laws as adopted by the IOC. Thus, the Olympic Charter represents the permanent fundamental reference document for all parties of the Olympic Movement. It can only be modified with the approval of the IOC Session. The Olympic Charter is updated periodically and therefore, the only applicable version is the most current version. Host City Contract (HCC) The Host City Contract sets out the legal, commercial, and financial rights and obligations of the IOC, the host city and the NOC of the host country in relation to the Olympic Games. The Host City Contract represents the written agreement entered into between the: - IOC, on the one hand - Host city and NOC of the host country, on the other hand In case of any conflict between the provisions of the Host City Contract and the Olympic Charter, the provision of the Host City Contract shall take precedence. The Host City Contract is signed by the IOC, the host city and the NOC of the host country immediately following the announcement by the IOC of the host city elected to host the Olympic and Paralympic Games. As such, the Host City Contract is specific to each edition of the Olympic Games, and may vary from Games to Games due to changes and modifications. Continued on next page 9_107

12 IV. Information Road Map, Continued Technical Manuals The Technical Manuals annexed to the Host City Contract form an integral part thereof. They contain the following information regarding a given subject/theme of Olympic Games organisation: - Detailed technical obligations - Planning information - Procedures and processes - Proven practices Thus, they provide the technical requirements and information for the implementation of the key functions by the OCOGs and their partners. The IOC may amend the Technical Manuals and update them as necessary to include the most recent and relevant information for the Games organisers. Therefore, the only applicable version of any Technical Manual is the most current version. The English version of the manuals shall prevail. Olympic Games Knowledge Reports (Formerly called TOK Guides ) The Olympic Games Knowledge Reports* represent a description of practices and experiences from previous Games organisers, referring to a given local host city context and environment. The reports contain: - Technical and organisational information from the OCOG s point of view referring to a given edition of the Olympic Games. This can include practice examples, scale and scope data, as well as information on resources, planning, strategy and operations. They do not contain: - Legal obligations - IOC recommendations Once edited after each edition of the Olympic Games, the Olympic Games Knowledge Reports are no longer modified. For this reason, there is one version of reports that is specific to each edition of the Olympic Games. * These reports are part of the Olympic Games Knowledge Programme put in place by the IOC to facilitate the transfer of Olympic Games Knowledge and assist in the exchange of information from one Olympic Games to the next. The programme comprises several components (written information, workshops etc.) and features the Olympic Games Knowledge Reports as one of its key elements. These reports can be found on the Olympic Games Knowledge Extranet. 10_107

13 V. Olympic Games Study Introduction This section provides an introduction to the work undertaken by the IOC that directly impacts Games preparation, operations, and long-term sustainability. Therefore, it is crucial for the reader of this manual to understand the general context and philosophy of the IOC, which will help adopt the mindset of cost consciousness and continuing improvement introduced by the IOC. Detailed technical recommendations from Olympic Games Study have been incorporated directly in the manual-specific content. Games Study Commission The Olympic Games Study Commission was established by IOC President Jacques Rogge to analyse the current scale and scope of the Olympic Games and the Olympic Winter Games. The Commission s mandate was to propose solutions to manage the inherent size, complexity and cost of staging the Olympic Games in the future, and to assess how the Games can be made more streamlined and efficient. The decision to undertake this work recognises the IOC s desire to maintain the position of the Games as the most important sporting event in the world while, at the same time, balancing the need to keep the impacts associated with Games organisation under reasonable control. In particular, the IOC addressed measures to ensure that Games Host Cities do not incur greater expenses than are necessary for the proper organisation of the Games. The IOC ensured that proposed measures should not undermine the universal appeal of the Games, nor compromise the conditions which allow athletes to achieve their best sporting performance, and which allow the media to transmit the unique atmosphere and celebration of the Games to the world. The Commission presented its complete report to the IOC Session in Prague in July At this meeting, the general principles and detailed recommendations were adopted as well as the calendar of dates for the implementation of these recommendations. The IOC Olympic Games Department owns the task of managing the detailed implementation of all recommendations. The objective is to integrate the recommendations and principles of the study into the general IOC guidelines and Games management processes, so that future Games organisers will automatically work from this basis. At the same time, it is important that the organisers understand and adopt its general philosophy and guiding principles. Continued on next page 11_107

14 V. Olympic Games Study, Continued Main Recommendations of Games Study Report The Olympic Games Study report lists 117 detailed practical recommendations, which have been structured according to five major themes. Please note that the detailed recommendations have been incorporated in relevant parts of the Technical Manuals. Detailed information can be found in the complete report; however, the following represents a general explanation of the five major themes: 1. Games Format The IOC should re-affirm the following Olympic Charter principles: The Olympic Games are awarded to a single Host City The duration of competitions shall not exceed 16 days Only sports practised on snow and ice may be considered as winter sports 2. Venues & Facilities Minimise the costs and maximise the use of competition, non-competition and training venues and guarantee an efficient usage in terms of time, space and services, while taking into consideration the needs of the Olympic Family. 3. Games Management Recognising the fact that the Games are evolving, the IOC should clearly define its role and responsibilities within the Olympic Movement vis-à-vis all involved parties with the objective of improving Games governance. The OCOG should adopt more effective business processes with the objective of creating a more efficient and coordinated Games management through work practices that maximise all resources. 4. Number of Accredited Persons The IOC should establish appropriate guidelines and find ways of containing (and ideally decreasing) the overall number of accredited persons on the occasion of the Games. The focus should be on groups that have experienced the most dramatic increases, those that have more flexible rules and those that do not have any maximum numbers. 5. Service Levels Stop the ever increasing "benchmark inflation" that arises from comparisons of services provided at past Games or other major events. Service levels should be of a reasonable standard and be adapted to each client groups real needs. Acceptable risk levels must also be addressed with some key stakeholders. Continued on next page 12_107

15 V. Olympic Games Study, Continued Games Debriefing & Post-Games Analysis Games Debriefing Following every edition of the Games, a formal debriefing is conducted with the participation of the following: - IOC - OCOG having just organised the Games - OCOG to organise the subsequent edition of the Games in four years time The debriefing takes place within months immediately following the Games, and in the city of the next OCOG. At this time, a high-level analysis is conducted on the strategy, planning and operations of that specific edition of the Games, with the intention of passing on key conclusions and recommendations for the next organisers to improve the delivery of the Games. Post-Games Analysis Based on the various analysis, reports, and observation of each Games edition, the IOC gathers all relevant information and presents a final summary report. Within this report, the IOC proposes the major policy changes and key actions necessary to implement improvements for future Games. Following the necessary approval, these key conclusions are adopted and integrated into the IOC guidelines, forming the framework for future Games organisers. Olympic Games Global Impact (OGGI) In recognising the importance of sustainable development and social responsibility, the IOC launched the OGGI project with the objective to: - Measure the global impact of the Olympic Games - Create a comparable benchmark across all future Games editions - Help bidding cities and future organisers identify potential legacies to maximise the Games benefits OGGI takes into account the specificities of each Games and related host city context, and covers economic, social and environmental dimensions. The main OGGI report forms part of the Official Report to be produced by the OCOG after each Games, and therefore is an official requirement to be fulfilled by each Host City. The OGGI project allows for the IOC to measure the long-term implications of Games organisation, in order to analyse the global impact of the Games on a given host city. Based on the findings, the IOC integrates the appropriate changes to maintain the long-term viability and success for the Games in keeping with the ideals of the Olympic Movement. Continued on next page 13_107

16 V. Olympic Games Study, Continued Key Messages As a responsible organisation, the IOC wants to ensure that host cities and residents are left with the best possible legacy in terms of venues, infrastructure, environment, expertise and experience. Bigger does not necessarily mean better and higher expenditure does not necessarily guarantee the quality of the Games. The IOC made clear that excessive or unjustified costs and infrastructure could even be counterproductive. Games Study should involve the commitment and participation of all Olympic stakeholders, as the improvements will ultimately be to their benefit as well. The notions of "teamwork" and striving for the same goal are important in this context. It has to be ensured that the underlying philosophy and conclusions with regard to the size and complexity of the Olympic Games are widespread, understood, and properly assimilated within the Olympic Movement and beyond. No single recommendation can provide a solution, but the sum is reflective of an attitude and mindset that should be adopted by all parties of the Olympic Movement. Underpinning this approach, the IOC has strengthened its support and collaboration with the Games organisers through, for example, enhanced Games management processes, and a strong transfer of knowledge programme to provide assistance and advice as needed. 14_107

17 VI. Introduction Objectives The objectives of the Technical Manual on Ceremonies are to: Outline the obligations and list recommendations for the Opening and Closing Ceremonies, as well as Victory Ceremonies Outline the obligations and list recommendations for key Olympic-related events not contained in other technical manuals, which are often under the responsibility of the OCOG Ceremonies Function. Limits This manual describes the key obligations and provides technical information and recommendations to organise the activities typically associated with the OCOG Ceremonies function. This manual does not represent an exhaustive list of the activities required or carried out by an OCOG. Key information may also exist in other Technical Manuals and guidelines as set out by the IOC. Target Audience The target audience for this manual is: OCOG Ceremonies Managers and Staff OCOG Senior Executives OCOG and other organisers of key Olympic Events described in manual Context This manual has been written to provide insight into the process for developing Olympic Ceremonies and other Olympic Events. Rather than be prescriptive, Ceremonies are a creative process. Each unique Games has unique creative concepts and events hence the timelines for development will vary accordingly. This manual seeks to provide a directional framework so that appropriate planning may be undertaken. It also works to capture the required aspects of IOC protocol, which are consistent from Games to Games. 15_107

18 VII. Executive Summary Part 1 - Ceremonies The Opening and Closing Ceremonies of an Olympic Games or Olympic Winter Games are the most watched events of an Olympic Games. For Summer Games, television viewers are projected at 3.5 billion worldwide. During a Winter Games, the viewership is an impressive 2.5 billion. Opening Ceremony The Opening Ceremony is the single event that introduces the Games, the Host Country, the iconic messages, and the people that define this special time in history. A successful Opening Ceremony generates positive media response in the critical early days of the Games. Often, a well-regarded Opening Ceremony sets that tone for the Games that echoes throughout the days of competition that follow. Closing Ceremony Similarly, the Closing Ceremony is the event that wraps up the Olympic events. Decidedly more festive, the Closing Ceremony is often the last media image of an Olympic Games. They are the chance for the local people, volunteers, OCOG staff and all involved to revel in the successes of the Olympics. Victory Ceremonies The numerous Victory Ceremonies (also known as Medals Ceremonies) are the culmination of a lifetime of training and preparation for an Olympian. While smaller than the Opening and Closing Ceremonies, the presentation of the medals at competition venues (or at an Olympic Medals Plaza for Olympic Winter Games) is steeped in Olympic tradition and protocol. Winning an Olympic Medal is an extraordinary example of personal achievement and an opportunity for intense national pride. Continued on next page 16_107

19 VII. Executive Summary, Continued Part 2 - Other Olympic Events Beyond the three Olympic Ceremonies projects with time honoured traditions and protocols, there are a number of other Olympic Events to be created by the Ceremonies team. Olympic Torch Relay The relay of the Olympic Flame is a grassroots opportunity to take a glimpse of the Olympic Games and spirit throughout the Host Country and the world. The magic of the Olympic Flame passing through community after community often generates considerable excitement for the Games. Olympic Live Sites and Celebration Zones These projects bring the Games to the people of the Host City. They energise or create places where people can gather and experience the Games together. They often have large screen video feeds from the sports competitions, cultural performances, and Olympic merchandising opportunities. Opening of IOC Session A significant event on the IOC calendar, the IOC Session is always scheduled to immediately before an Olympic Games. This formal meeting of the IOC Members always includes an evening Opening Session. At the Olympic Games, this session offers a chance to offer the world s media assembled for the Games a view of the culture and potential of the Olympic Games to follow in the coming days. Team Welcome Ceremonies at the Olympic Village Each of the participating teams in an Olympic Games is formally welcomed to the Olympic Village through a formal proclamation and ceremony led by the Honorary Mayor of the Village, along with a cultural presentation by the Host Country. Signature Events From the Transition Ceremony to major iconic launches to countdown events, Signature Events help to create a positive image and excitement for an Olympic Games. These are a series of events that take place over the years leading up to an Olympics. 17_107

20 VIII. Technical Presentation Scope The Technical Manual on Ceremonies provides the key obligations, technical information and general recommendations for activities typically related to the Ceremonies function. This manual, along with information found within the Olympic Games Knowledge Management programme, is a framework which the OCOG can use to guide the organisation and execution of these activities. Position in OCOG Structure Given the nature and extremely high profile of the various Ceremonies Function projects, the head of the Ceremonies Function (often Managing Director of Ceremonies), should report directly to the Chief Executive of the OCOG. The CEO will be involved in many critical decisions about the content of Ceremonies as well as budgets, sponsor involvement, media requests, etc. Each OCOG may organise their internal structure differently in order to satisfy the requirements as found in this manual. The head of the Ceremonies Function often sits on the OCOG s senior leadership committee, and has a direct relationship with the CEO. As the Games approach, integration into the Games Operations will become increasingly important. 18_107

21 IX. Link to OCOG Phases Introduction The following table overlays the evolution phases of an OCOG (per the Generic Planning Process as described in the Technical Manual on Planning, Coordination, and Management of the Olympic Games) with descriptions of responsibilities to be completed by the Ceremonies Function. Each ceremonies programme has its own unique timeline. Further timing details for each project are included in the individual project discussion. Phase Month Responsibilities 1 Foundation G-98 to G-66 First high level budgets rendered in keeping with overall OCOG master schedule, but without a unique OCOG programme need, often functional planning holds until later in the OCOG s development 2 Strategic Planning 3 Operational Planning G-65 to G-42 G-41 to G-6 4 Testing G-24 to G-6 5 Operational Readiness G-5 to G-1 Hire Managing Director for Ceremonies and begin planning Prepare Strategic Plans for the Ceremonies Function including specific plans for the Opening and Closing Ceremonies, Victory Ceremonies, Olympic Torch Relay, and other programmes as required by the IOC Advanced budget planning and master schedule efforts as needed. Advanced planning for special events Transition Segment Project Commences Other Signature Events as appropriate Produce Transition Segment during Closing Ceremony of the preceding Olympic Games, including the flag handover activities Olympic Opening and Closing Ceremonies development Commences Olympic Torch Relay development Commences Victory Ceremonies development Commences Olympic Live Sites and Celebration Zones development Commences Opening of the IOC Session development Commences Team Welcome Ceremonies at the Olympic Village development Commences Victory Ceremonies and Sports Presentation are the only two Ceremonies functions that typically support Test Events. Preparation for operations Continued on next page 19_107

22 IX. Link to OCOG Phases, Continued Introduction (continued) 6 Games Operations Phase Month Responsibilities Games, Transition, & Paralympics 7 Dissolution G to G+12 Execution of all operational elements Ensure proper transition of Ceremonies and related elements as needed. 20_107

23 X. Master Schedule Reference Update to Master Schedule NOTE The next generation of the Master Schedule is currently under completion and will be released at a later date. Once released, it shall take precedence over the critical milestones and delivery dates as found in this manual. 21_107

24 XI. Obligations Checklist Introduction The following list represents a summary of the critical obligations related to Ceremonies. This list gives only a high-level view of the relevant obligations in this area, while all of the complete and detailed responsibilities are found within the main text of this manual. Summary of Obligations Opening Ceremony The OCOG must organise the official Opening Ceremony for the Games on the first day of the Games in accordance with IOC protocol, which will officially open the celebration of the Olympic Games. Closing Ceremony The OCOG must organise the official Closing Ceremony for the Games on the last day of the Games in accordance with IOC protocol, which will officially conclude the celebration of the Olympic Games. Victory Ceremonies The OCOG must organise Victory Ceremonies (also known as Medals Ceremonies), which take place following the conclusion of each sport event in order to present the medals to the athletes. All Victory Ceremonies, including the requirements for the medals, must be observed accordance with IOC protocol, as well as the specifications found within this Technical Manual. Olympic Torch Relay The OCOG shall organise a torch relay in strict adherence to IOC protocol and approval. It is understood and agreed that there shall be only one torch relay programme relating to the Games. Other Key Events The OCOG shall submit scenarios and detailed description of programme to the IOC for its prior written approval for all principle events, cultural activities, and other ceremonies, including: Team Welcome Ceremonies at Olympic Village Olympic Live Sites Opening of IOC Session Other Signature Events 22_107

25 XII. Specific Glossary Presentation This section defines the different specific terms used throughout this manual. Please note that this manual may also use the Olympic core terminology created by the IOC and which is usually delivered in combination with the complete set of all Technical Manuals. This core terminology comprises approximately 400 general terms, which are among the most used terms for the Olympic Games organisation. The following table gives a list and definitions of terms and acronyms used in this manual specific to the subject. OTR Term Olympic Live Sites and Celebration Zones Signature Event Olympic Torch Relay Definition Olympic live sites and celebration zones are usually not within the secured, accredited portion of an Olympic venue, but rather a general area within the city where fans and spectators can gather to celebrate the days events, listen to music, mingle and interact. Signature events are special projects and significant iconic launches for an OCOG, such as countdown celebrations, the launch of the Games Emblem, Games Mascot, merchandise programmes, and other events. Signature events for an OCOG generally include other promotional efforts like educational or tourism tours in order to raise awareness, construct a robust image, and build excitement toward the staging of an Olympic Games. Icons The following table provides definitions of the icons and colours used in this manual. Icon and Colour IPC Type of Information Obligation Third party reference IPC Reference Cross-Reference Disclaimer Please note that these symbols as well as the grey background indicating OCOG obligations are used for illustration purposes to guide the reader through this manual, without however limiting the general validity and contractual character of this document. 23_107

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27 PART I Ceremonies Overview Introduction This part describes the obligations and key planning elements for Opening, Closing, and Victory Ceremonies for the Olympic Games. Contents This part contains the following topics: Topic 1.0 Opening Ceremony 2.0 Closing Ceremony 3.0 Victory Ceremonies 25_107

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29 1.0 Opening Ceremony Overview Introduction This chapter describes the requirements and recommendations in order to produce the Opening Ceremony for the Olympic Games. Contents This chapter contains the following topics: Topic 1.1 Introduction & Scope 1.2 Key Milestones 1.3 Key Relationships 1.4 Required Elements & Protocol 1.5 Recommendations 27_107

30 1.1 Introduction & Scope Context The Opening Ceremony of the Olympic Games preserves, honours, and reflects the tradition and humanistic principles of Olympism, and helps spread them throughout the world. The required elements, protocol and ritual of the Opening Ceremony assure the continuity of the Olympic tradition and ritual from city to city and Games to Games. In addition to preserving continuity between Games, the Opening Ceremony should also capture the flavour and culture of the host nation. The Opening Ceremony is the one true, global beginning of the Games, and a chance to highlight the people and traditions of a city, region and nation. The Opening Ceremony is often the first worldwide presentation of a particular Olympic Games in a particular city, and may be the first indicator of the success of a Games in the view of the world. A successful Opening Ceremony often sets the tone of the Games in the media, and shows the world the face of a nation, its people, and its culture, setting the stage for the drama, inspiration and celebration of humanity that is the celebration of the Olympic Games. Athlete Experience To many Olympians, entering the stadium at an Opening Ceremony is the highlight of their Olympic experience. They have risen to a personal best worthy of representing their country in the world s greatest sporting event. Knowing this, considerable attention and resources must be focused on creating the highest quality athlete experience. Obligation for Opening Ceremony As referenced in both the Olympic Charter and Host City Contract, the OCOG must organise the official Opening Ceremony for the Games, which will take place on the first day of the Games in a location within the Host City itself. The Opening Ceremony must be observed accordance with IOC protocol, as well as the specifications found within this Technical Manual, and will officially open the celebration of the Olympic Games. Continued on next page 28_107

31 1.1 Introduction & Scope, Continued Scope of Opening Ceremony Following is a generalised chart detailing the athletes, cast, volunteers and staff who have been involved in recent Olympic Ceremonies: Marching Athletes Ceremony Performers Ceremony Volunteers Production Staff Los Angeles 1984 Barcelona 1992 Sydney 2000 Salt Lake 2002 Athens ,750 11,600 12,000 3,500 12,000 10,000 7,500 13,000 3,700 3,700 2,000 2,500 5,000 1,250 2, Brand Integration & Messaging With a worldwide television audience of 2.5 to 3.5 billion people, the Opening Ceremony is an ideal vehicle to establish the vision, brand and message of a particular Games. A Games vision that inherently links to the principles of Olympism is the most organic and easily integrated vision. If the Games message is established strongly from the start at the Opening Ceremony, it sets the stage for the story to unfold over the duration of the Games, and to live long after the Games conclude. Ideally, Opening Ceremony creative should reinforce the message and imagery of the Games and integrate creatively with the Look of the Games, creative, publications, advertising, and all creative programs surrounding the Games. Paralympic Considerations IPC Information concerning the organisation of the Opening Ceremony for the Paralympics can be found in the Technical Manual on Paralympic Games. 29_107

32 1.2 Key Milestones Reporting As stated in the Host City Contract, the OCOG is required to submit scenarios and detailed programme for all ceremonies, including the Opening Ceremony of the IOC Session upon the occasion of the Games, the Welcome Ceremonies at the Olympic Village, the Opening and Closing Ceremonies of the Games, and the victory, medals and diplomas ceremonies to the IOC for its written approval. Thereafter, any sustentative or thematic changes shall be resubmitted to the IOC for its prior written approval. The OCOG is required to inform the IOC, as early as possible as to when the ceremonies, in particular the Opening and Closing Ceremonies of the Games, can be seen in their substantive entirety. Key Milestones In order to accomplish above obligation, observance of the following milestones is recommended: Date -51 months -42 months -32 months Action Olympic Ceremonies Project Commences Observation of the prior Host City s Opening and Closing Ceremonies The planning for the Ceremonies should commence. Structure Defined & Manager Hired Each OCOG may approach the structure of its ceremonies team differently. Whether produced by a large external producer or a hybrid of internal and external staff, the decision on how to approach the ceremonies, the intended structure of the team, and the senior level accountable OCOG executive should be hired by this date. Lead Production Team Contracted Often a very complex tender and contract negotiation process, the senior OCOG executive should retain and contract the production company (if used) and key ceremonies team including as a broad general rule the 8-12 core team members responsible for creating and producing the ceremonies. These individuals might include the Executive Producer, Senior Producers, Show Director, Show Choreographer, Scenic Designer, Music Director, Lighting Director, Senior Production Manager and Technical Director. Continued on next page 30_107

33 1.2 Key Milestones, Continued Key Milestones (continued) Date -24 months -18 months -15 months -12 months -8 months Initial Creative Presentation Action Often following an in-depth thematic research process including the collection of community, artistic, political input on the thematic concepts and nature of an Opening and Closing Ceremony, the first creative conceit should be presented to the senior executive of the OCOG. At -24 months, several subsequent presentations can be made to assure adequate development of the creative, production and financial plans for the ceremonies. IOC Approval of Olympic Cauldron Given the engineering complexities of the Olympic Cauldron, the final design should be presented to the IOC for its written approval no later than this date. Note some cauldron designs are integrated into the venue construction and can take years to design and build. An independent structure can be done later in the process, but still requires about 18 months to complete. OCOG Final Concept & Master Plan Approved The OCOG senior executive should approve the creative concepts, production budget, master production schedules and plans by this date. IOC Creative Approval The IOC must approve the detailed creative concepts for the Opening and Closing Ceremonies along with a master plan including a production budget, high-level production schedules, and staff/production plans by this date. At this point, the OCOG should have allocated and have fully and unconditionally funded the production budget sufficient to produce the show s creative intent. The base budget is recommended to be locked from this point forward. The OCOG may choose to supplement the budget and enhance the ceremonies, but the base creative programme should not be reduced. Auditions Begin With thousands to tens of thousands of performers in an Opening Ceremony, auditions generally begin 8 months prior to the start of the Games. Continued on next page 31_107

34 1.2 Key Milestones, Continued Key Milestones (continued) Date - 4 months -3 months -10 days -2 days Action Rehearsals and Infrastructure Load-in Commences Given the complexity of producing and Opening and Closing Ceremony, rehearsals of the massive cast and installations at the ceremonies site often begins no later than 4 months before the Games. IOC Approval of Final Script The final and complete script with all great detail must be sent to the IOC for its formal written approval three months before the Games. All subsequent editions should be sent with changes clearly highlighted. Television Blocking and Full Ceremonies Rehearsal Integration of television cameras and crews should begin with full cast and stadium rehearsals approximately 10 days before the Opening Ceremony. Opening Ceremony Dress Rehearsal A full audience rehearsal of the Opening Ceremony should take place no later than two days before the Opening Ceremony. This rehearsal should test not only all of the ceremonies and television elements, but also include a full stadium audience to test all of the venue teams and infrastructure. These dress rehearsals are often a way to thank and acknowledge ceremonies and Games volunteers. First day of the Games Opening Ceremony 32_107

35 1.3 Key Relationships Introduction To ensure the smooth operation of all aspects of the Opening Ceremony, close integration with many functions and groups is recommended. Communicate early and often, and define expectations and responsibilities with the groups listed below. Key Staff Relationships for Opening Ceremonies IOC Executive Leadership Given the importance of a successful Opening and Closing Ceremony, the senior executives of the IOC are important participants in the ceremonies process. The CEO is the ultimate decision maker for the Ceremonies content, often participating in high-level creative meetings, reviews the top line budget, and in managing the project. The highest rated and most successful Opening Ceremonies have been driven by clear direction from the top of the Organizing Committee rather than an involved committee process. IOC Staff & Consultants The staff and consultants of the IOC will help to assure successful ceremonies. From approvals to knowledge transfer, key members of the IOC administration and its consultants will be important in ceremonies. OCOG Creative and Production Team The creative and production teams assembled and contracted to produce the Opening Ceremony are of great importance. OCOG Paralympic Ceremonies Team Often the Paralympic Opening and Closing Ceremonies are produced from the same venue as the Olympic Games Ceremonies. Early and effective integration, knowledge transfer, and asset planning are critical to the success of the Paralympic Ceremonies. Accreditation With casts and volunteers numbering well into the thousands and with the attendance of the entire Olympic Family as well as many Heads of State, early and effective planning with Games Accreditation is very important. Continued on next page 33_107

36 1.3 Key Relationships, Continued Key Staff Relationships for Opening Ceremonies (continued) Broadcast Broadcasting is one of the most important functions involved in the Ceremonies. The Host Broadcaster should be briefed regularly on the ceremonies creative and production progress beginning two years before the Games so that they can plan their camera positions and operations. Further briefings should continue and begin to include large national broadcasters around one year before the Games. An effective working relationship with broadcast is critical to making sure the creative vision of the ceremonies is captured for the billions watching the ceremonies from afar. Communications As the first and last event of an Olympic Games, the Ceremonies are key drivers of the OCOG s communications message. The Olympic media will track the developments of ceremonies very closely (and well in advance of the Games). A thoughtful communications plan will help to position the messages and intent of ceremonies in advance of their presentation. Catering Like accreditation, with tens of thousands of performers, volunteers, staff and contractors, integration with Catering is important. Not only are the number of people to be fed important, but Ceremonies often begin rehearsals well before operations at other venues. After the Olympic Village, catering operations at the Ceremonies facilities is often the second venue to offer full service. Marketing Both IOC Marketing and the OCOG Marketing should have a moderate involvement in the ceremonies, but they are given an approval over the audience kits, official program, and any commercial relationships between the ceremonies team (or its producers) and outside corporate entities. Olympic Family/Protocol Protocol and tradition are fundamental to Olympic Ceremonies. It is important to integrate Protocol into planning the required protocol elements of ceremonies. NOC Services The Athlete s March is major project within Ceremonies. It touches many other functions and is very important to each Chief de Mission and NOC. Detailed plans for the march should be made well in advance of the Ceremonies. Continued on next page 34_107

37 1.3 Key Relationships, Continued Key Staff Relationships for Opening Ceremonies (continued) Security With the position and importance of Ceremonies (as well as the presence of many high governmental officials), detailed security plans will figure into preparations for Ceremonies. Transport Transport of thousands of athletes, spectators, dignitaries, cast members, volunteers and staff is one of the most complex transport projects at an Olympic Games. The Transport function of an OCOG is another key relationship to the ceremonies team. Venue Development/Overlay The design of the venue and movement of the different populations makes Venue Development a key partner in the ceremonies process. In addition, during the summer Olympic Games, the ceremonies stadium is often used for Athletics and other sports making the relationship with Venues Function even more important. Venue Operations The team that operates all of the non-production aspects of the Ceremonies stadium is also very important. Their planning should coincide with the evolution of the creative concepts by the ceremonies development. 35_107

38 1.4 Required Elements & Protocol Introduction This section explains the required protocol elements related to the Opening Ceremony. Language Requirements All matters of protocol must be presented in three languages, except when the host country s language is French or English. In such an instance, only the two languages, English and French, must be observed. Announcements must be presented in this order: first in English, second in French, and third in the host country s language (if it is other than English or French). If the host country s language is English it should be read after French. All matters of protocol must be translated. It is not required that they all be announced, but they must be translated and subtitled on video boards if they are not announced. The IOC must approve the approach for translations (e.g. which material is subtitled or announced). Protocol Requirements To promote Olympism, and to preserve the power of the ritual and continuity of the Olympic movement, there are required elements of protocol in an Olympic Opening Ceremony, as referenced in the Olympic Charter. Where noted, these protocol moments must take place in the specified order to time during the ceremony. It should be noted that the Olympic Games shall be proclaimed open by the Head of State of the host country. In the event of the IOC authorising a secondary opening ceremony to take place at another Olympic venue, the IOC shall determine its protocol based on proposal of OCOG. Continued on next page 36_107

39 1.4 Required Elements & Protocol, Continued Protocol Order While artistic segments may be interspersed between these protocols, they must be placed the following order: Order Action 1 Head of State Entry: The Head of State of the host country is received at the entrance of the stadium by the President of the IOC and by the President of the OCOG. The two Presidents then show the Head of State into his box in the official stand. It is customary that this occurs at or very near the beginning of the Opening Ceremony. 2 Playing of the National Anthem: After the introduction of the Head of State, the national anthem of the host country is then played or sung, as the host nation s flag is hoisted. While patriotic, the OCOG shall not make this moment political or more than a solemn and reverent raising of their national flag. Continued on next page 37_107

40 1.4 Required Elements & Protocol, Continued Protocol Order (continued) Order 3 Action Parade of Athletes: The parade of the athletes is the next required element of protocol and Olympic tradition. At the Olympic Games, the athletes enter the stadium after the artistic programme and remain in the centre of the field. In the Olympic Winter Games, the athletes march is near the beginning of the ceremony, and take seats reserved for them in the audience. Each delegation, dressed in its formal official uniform (in accordance with the Olympic Charter), must be preceded by a name-board bearing its name (again shown in three languages) and must be accompanied by its flag, to be carried by a member of the delegation. The flags of the participating delegations, as well as the name-boards, shall be provided by the OCOG and shall all be of equal size. The name-board-bearers shall be designated by the OCOG. The flag bearers place their flags in a semi-circle adjacent to or behind the rostrum and thereafter join their national teams. The delegations parade in alphabetical order according to the language of the host country, except for Greece, which leads the parade, and for the host country, which enters the stadium is last. Only those athletes participating in the Olympic Games with the right to accommodation in the Olympic Village may take part in the parade, led by a maximum of six officials per delegation. It is customary that the delegation passes the Head of State s box upon entering the stadium, and then proceeds 360 degrees in view of the live audience around the entire field to their seat or position on the field. In the Olympic Winter Games, each delegation, after completing its march, proceeds to the seats that have been reserved for it in order to watch the ceremony, with the exception of its flag bearer who remains on the field. In the Olympic Games, the athletes march to a designated position in the field. No participant in the parade is permitted to carry flags, banners, banderols, cameras or other visible accessories or objects, which are not part of his or her uniform. Any change to this policy must have the prior approval of the IOC. With the exception of marching order, all delegations including the host country s delegation shall be treated equally. Their flags, name-boards, entry music, announcements, and all other acknowledgements shall be the same. No single country shall receive greater attention than any other. Continued on next page 38_107

41 1.4 Required Elements & Protocol, Continued Protocol Order (continued) Order Action 4 Dove Release: A symbolic release of doves acknowledges the peaceful intent of the Games. This release may be fashioned creatively but should clearly acknowledge its origins in Olympic Tradition. Live animals should not be used. The symbolic release of doves may take place at any time after the entry of the athletes but before the lighting of the Olympic Cauldron. 5 OCOG President Speech: After the athletes have all entered, the President of the IOC, accompanied by the President of the OCOG, proceeds to the rostrum positioned on the field in front of the official stand. The President of the OCOG gives an address, which is a maximum of three minutes in duration, then adds these words: I have the honour of inviting... (Name), President of the International Olympic Committee, to speak. 6 IOC President Speech: The President of the IOC then gives a speech in which he makes a reference to Pierre de Coubertin and further declares: I have the honour of inviting... (the Head of State) to proclaim open the Games of the (number) Olympiad of the modern era (or the (number) Olympic Winter Games). 7 Opening of the Games: Without any further comments or speech, the Head of State then proclaims the Games open by saying: I declare open the Games of... (name of City) celebrating the... Olympiad of the modern era (or the... Olympic Winter Games). 8 & 9 Raising of the Olympic Flag and Playing of the Olympic Anthem: After the Head of State opens the Games, the Olympic flag, unfurled horizontally, is brought into the stadium accompanied by respectful and dignified music of national origin. It is customary that the Olympic flag be carried 360 degrees in view of the live audience around the stadium field s perimeter. The flag should pass the Tribune of Honour upon entry, and then proceed around the stadium. By custom, the flag is carried by eight to ten people. When the flag reaches the base of the flagpole, the Olympic anthem is performed as it rises to the top of the pole. The Olympic flag and the nation s flag are customarily the same size. The nation s flag may be smaller, but not larger, than the Olympic flag. The Olympic flag must fly on the most prominent pole in the Olympic Stadium for the entire duration of the Games, through the end of Closing Ceremony. 10 Athlete s Oath: After the Olympic Flag has been raised, a competitor of the host country mounts the rostrum. Holding a corner of an Olympic flag in his left hand, and raising his right hand, he recites the following solemn oath: In the name of all the competitors I promise that we shall take part in these Olympic Games, respecting and abiding by the rules which govern them, committing ourselves to a sport without doping and without drugs, in the true spirit of sportsmanship, for the glory of sport and the honour of our teams. Continued on next page 39_107