After Action Report Special Events 1. Introduction Initial Set-up Dates & Structure January 2002 to September 2003 Preliminary Information 1..1 Past Games Information As there were many members on the GOC who had vast experience with Special Olympics, the main source of information came from their experiences, past Games knowledge and day-to-day information. This proved in valuable in the start up and throughout the planning phase 1..2 Past Games Plans & After Action Reports Coming from a non-special Olympics background, after action reports provided background, orientation and explained the objectives of the programmes. The only reports available at the time were Guests, Festival and Special Olympics Town. 1..3 Site Visits/Workshops Alaska March 2001 National Games June 2002 Leinster Games 2001 2. Department Overview The Special Events Department plans and organised events, socials and activities pre and during the Games in 2003. These events took place in and around the Dublin area These events were planned and developed to ensure that the athletes were the main focus and that their safety and enjoyment priority. The area of Special Events worked closely with Special Olympics Incorporated, stakeholders, external bodies and individuals to ensure that the events were in line with a world-class event and provided a vehicle for PR and awareness of the Special Olympics movement. D. Grant Page 1 of 13
Project Goal To ensure that the events, socials and activities under the area of Special Events met the expectations and needs of all participants and ensure maximum participation and awareness at each event under the areas of Athlete Entertainment, Athlete Services, Torch Run Final Leg, Symposium and Events Department Projects 10 projects were covered under the area of Special Events as follows The Torch Run Festival Village Healthy Athletes Program Guests Program Athlete Entertainment Special Olympics Town Symposium Head of Delegation Seminar Receptions Art Exhibitions Originally, Athlete Leadership program and Opening and Closing ceremonies were under the spec of Special Events. These were since moved 1) athlete leadership due to the nature of involving athletes in the Games, it fitted best under Support Services and Volunteers Department. 2) Due to the scope and size of the Opening and Closing Ceremonies, a separate department was set up. Athlete Services Major Deliverables Guests, schedule, organise and manage services and activities for guests during the week of the Games. Key indicators: Participation of Guests in athlete focused activities and participation in media and awareness campaigns Healthy Athlete, development of a program of screening and education around the disciplines of optometry, dentistry, nutrition, physiotherapy, audiology and podiatry Key Indicators: To reach a target of 3,500 screenings, effective and pleasant screenings for all athletes, rewarding experience for all professional volunteers Art Exhibitions, being held countrywide (Host Towns and Dublin), art exhibitions will leave a legacy of art, with art and drawings contributed from individuals with a learning disability, the Irish community and 160 D. Grant Page 2 of 13
countries worldwide. The art will be displayed in libraries as well as nominated galleries and public buildings. Key Indicators: High community participation, awareness of the talents of individuals with a learning disability Athlete Entertainment Olympic Town: development and creation of an interactive entertainment venue for athletes to relax and enjoy themselves between sports & competition. There are 3 venues appointed RDS, Morton Stadium and DCU Key indicator: High attendance, carnival atmosphere Athlete Entertainment, to provide athlete focused nightly entertainment in the form of dancing, music, shopping and theatre Key indicators: High attendance, participation by the athletes and volunteers Events Festival, a tented village for all sponsors and product and service companies to showcase their products/services. Visited by athletes, friends, sponsors, families, media and guests Key Indicators: Festival is self-financing; Head of Delegation Seminar, 11 15 July 2002 to present, discuss plans and issues in preparation for the 2003 SOWSG Key Indicators: Participant fee covers all appropriate costs; organisation of seminar optimises the preparation for 2003 Games for all attendees Receptions, Receptions take place during the week of the Games. All receptions are by invite only. Located in various venues from hotels to selected venues. Receptions offer catering, light entertainment and speeches. Receptions include Founders reception, Officials, Torch Run and Guests. Key Indicators: Receptions are in line with expectations Symposium Symposium, held in Belfast, the symposium attracts an academic audience and presents and discusses through breakout sessions, the needs and interests of individuals with a learning disability. Key Indicators: High attendance and self financing Torch Run Final Leg Torch Run Final Leg, to carry the flame of hope around Ireland by international officers and Gardai and Police Service of Northern Ireland to light the cauldron on Opening Ceremony Key Indicators: High awareness, to create a feeling anticipation for the Games to come before the week of the Games. D. Grant Page 3 of 13
Initial Organisation Chart See below (organisation of Department Games minus 2 years) Assumptions Bank of Ireland secondees would be available to work at least 9 to 10 months prior to the Games and more than 5 would be available to the department to assist in co-ordinating roles reporting to the General Managers The Guest co-ordinator would be a full time position with the sole function of working on the Guests programme and not double tasking Project Plan See appendix Project Plan Special Events D. Grant Page 4 of 13
3. Department Organisation Charts Organisation Chart of Department Games minus 2 years Administrative Assistant Special Events Director Athlete Services Torch Run Manager Symposium GM Events VACANT GM Entertainment VACANT Guests Torch Run Volunteers Symposium Special Olympics Town Athlete Entertainment Art Exhibitions Healthy Athlete D. Grant Page 5 of 13
Organisation Chart of Department Games minus 1 year Administrative Assistant Special Events Director Athlete Services Torch Run Manager Symposium Events Entertainment Guests Torch Run Volunteers Symposium Festival Receptions Head of Delegation Special Olympics Town Athlete Entertainment Guests Co-ord D-base Student Placement Art Co-ord Art Exhibitions Healthy Athlete D. Grant Page 6 of 13
Organisation Chart of Department Games minus 6 months Special Events Director Projects Co-ord Specia Events Manager Athlete Services Torch Run Symposium Conference Athlete Entertainment Guests Torch Run Symposium Festival Receptions Entertainment Special Olympics Town Guests D-base Student Placement Torch Run Co-ordinator Events Co-ordinator Entertainment Co-ordinator Healthy Athelte Co-ordinator Healthy Athlete Guests / Art Exhibitions Co-ordinator Art Exhibitions Start & End Dates for all Staff GM Athlete Services: 23 July 2001 29 August 2003 Administrative Assistant: 6 August 2001 31 July 2003 GM Torch Run: 15 October 2001 1 August 2003 GM Events: 4 February 2002 31 July 2003 GM Entertainment: 4 June 2002 31 July 2003 Guest Information Co-ord: 15 January 2003 31 July 2003 Torch Run Co-ord: 27 January 2003 25 July 2003 Events Co-ord: 27 January 2003 25 July 2003 Guests Co-ord: 15 August 2002 April 2003 (part time CEO s assistant) 6 May 2003 25 July 2003 (to be recruited due to time availability restrictions as from March 2003 of CEO s assistant, a Guests Coordinator had to be recruited to take up this role full time) Entertainment Co-ord: 5 February 2003 25 July 2003 Healthy Athlete Co-ord: 3 February 2003 25 July 2003 Guests / Art Exhibitions Co-ord: 3 February 2003 25 July 2003 Special Events Manager: 13 February 2003 29 August 2003 D. Grant Page 7 of 13
Recommendations Resourcing the department was on going and it was the challenge we faced most, to work with few to get a lot done. We had key volunteers who we gave great responsibility to. These volunteers worked closely with the s, and in many cases they were a lot older and more experienced but this worked well, allowing the s to delegate challenging parts of their projects or just delegate knowing that the individual would complete the task to high standards. Due to ongoing need to delegate work to a small team, the department assistant took up the role of projects co-ordinator, this individual had her own projects and goals. She still assisted on and all in administrative matters but as the Games grew closer, her time was focused on her projects. This was challenging for all those concerned as they then were responsible for our own administration. Time was spent recruiting the right individuals for the jobs. I can only commend the team highly for all they achieved. They had to take on a lot of responsibly and had to make decisions for their projects. Take time to find the right people. 4. Review of Department s Key Projects Findings As the Symposium, Head of Delegation Seminar and Festival Village were self financing, a great deal of time was spent selling stands, creating awareness, monitoring and follow up The Guests program was a very broad and demanding program. As the Games were being held in a capital city it brought challenges to the table, which had not been present in previous Games. Information regarding attendees came very late and most on arrival in Dublin Recommendations Where possible, agree a pre-planned budget for your programs, which is separate from the income of any program. This allows you to plan and not wait to react as to what you can do and what you can t do depending on number of registrations etc. Scope out the Guests program with the correct number of human resources and information requirements up-front (see Guests program after action report for more details) Agree venues for entertainment in advance. There were many changes which challenged the team up to close to the Games 5. Key Events for the Department Events Torch Run Launch: March 2003 D. Grant Page 8 of 13
Art Exhibitions Launch: June 2003 Festival Village Launch: May 2003 Recommendations These worked well, however the Festival Village launch was organised by the Special Events Department, (identifying a celebrity, theme, location etc.). All launches should be under the brief of the Marketing and Communications Department 6. Dependencies Internal Dependencies Support and Volunteers Volunteers: Host Town Issues concerning VMS (Volunteer Management System) Identification of a volunteers coordinator per program Assistance with volunteer trainings/ orientation Volunteer recognition Planning and assistance in Meet and Greet of Delegations with Host Towns at Head of Delegation Seminar Co-ordination of plans and awareness amongst Host Town s for Torch Run and Art Exhibitions Families Program Involvement in planning and implementation of Blanchardstown regarding meet and greet families with athletes / signage design and budget assistance / training and communication to families Operations Accommodation Identification of accommodation venues for the Healthy Athlete evening screenings Assistance and co-ordination regarding Athlete entertainment at accommodation venues. (Site visits / venue structure) Venue Integration Procurement, sourcing and delivery of furniture, equipment and fittings as listed by each programme Identification of space in the allocated venues for the appropriate programs Support and assistance regarding venue operating plans Set up and break down at venues of special events programs D. Grant Page 9 of 13
Transport Transport Operating plan for Blanchardstown Transport of athletes to Healthy Athletes program via inter venue shuttle Transport to the reception venues Entertainment: transport for athletes going to nightly entertainment where appropriate Supply of vehicles for torch run final leg Safety and Security Medical Catering Assistance in planning the safety and security issues surrounding Torch Run Final Leg and other related special events programs Medical assistance at all venues (roving and stationery) Guests in hospitality areas Support in feeding athletes prior to going to Blancharsdtown shopping and entertainment evening Logistics Warehouse: Storage of goods prior to Games Loading and unloading Transport to designated venue Ceremonies Receptions Founders and Closing Reception Torch Run: Planning and implementation of lighting of the cauldron Celebrity involvement for Guests walking in the opening parade Ticketing Ticket allocation for identified programs International Services Delegation Services = advance awareness of all special events programs to delegations D. Grant Page 10 of 13
Languages: at all appropriate venues Accreditation guests, volunteers, staff, Airport operations and VIP room for meet and greet of VIP Guests Attainment of visas where requested for Guests program and Healthy Athlete program for international volunteers Marketing & Communication Celebrity plan for Guests Sponsorship Communication regarding Festival Village Assistance in securing VIK for appropriate programs Receptions: to find a sponsor for each of the receptions Management of sponsors relations regarding Special Events programs Print and design of special Events printing/publication needs Launch of Art Exhibitions, Torch Run Final Leg and Festival Village To include all appropriate special events programs in information services publications etc Merchandising and information stand at Festival Village Business Operations Assistance in managing and forecasting budget requirements for special events programs Overviews and assistance in managing self financing programs Human Resources support IT/Communications support pre and during Games and supply of PCs for internet café Special Olympics Town in the RDS PA systems for entertainment venues Sports & Competition Clinics in agreed Special Events venues Celebrity attendance at awards Hours of competition for athlete attendance at Healthy Athlete, Special Olympics Town and Blanchardstown Shopping and Entertainment venue Executive Office Assistance regarding project plans for all programs Listing of names and numbers for sending GOC invitations to board members and other identified individuals who are not part of Guests program for attendance at identified event D. Grant Page 11 of 13
Allocation of Guests co-ordinator s time to ensure that all tasks as outlined in the Guest Co-ordinators job description can be carry out Recommendations Special Events due to the nature of the area was not on the priority list for many departments. This increased the pressure on each of the General Mangers to take on roles and tasks to ensure that certain aspects of their programs were implemented. As plans were developed and then re-assessed depending on the timescale of the planning process, changes were made by departments including our own which in turn changed where the specific program saw their role in certain tasks and objectives of the special events department External Dependencies We had many external dependencies, but with each we asked that the organisation whatever the size of involvement, that they nominate a project co-ordinator for the duration of the project. This person was the key contact and took on the responsibility of the project on behalf of the organisation. This worked well. Recommendations Appoint a project manager per organisation 7. Key Issues/Risks See Appendix: risks overview Special Events Recommendations The biggest and most disruptive challenge was lack of information regarding the Guest program as to who was attending and in turn addressing their needs. Take this into account as a very high risk. Department Publications See Appendix: Overview Printing Requirements for Special Events Recommendations Allow for printing in your budget. It is costly depending on needs. Allow for a nice presentation envelope for Guests registration, we used ordinary white envelopes which got grubby and tore easily D. Grant Page 12 of 13
If designing something which does not have the look of the Games (i.e. the Healthy Athlete / Special Olympics Town map) allow for plenty of time, ours took a long time in the design process which meant they were late printing and distribution to athletes was effected accordingly 8. Summary of Main Recommendations to SOI and future GOCs Special Events is a department within its own right servicing a large group of users from athletes to guests, international volunteers from the Healthy Athlete program to entertainers etc. Ensure that the department is on the priority list of the GOC and that the needs of the department are noted and catered for accordingly in each other departments plans and priority lists 9. Index of Support Documentation Attached See individual after action reports per Special Events program to see appropriate attachments D. Grant Page 13 of 13
This document was created with Win2PDF available at http://www.daneprairie.com. The unregistered version of Win2PDF is for evaluation or non-commercial use only.