2009 World Winter Games PDL: Volunteer Services
Functional Area Lead Team Members:
Kirk Miles – Vice President Competition, Ceremonies & Events
Steve Bennett – Sr. Director Sports Operations & Competition Venue Management
Directors of Sports Operations & Competition Venue Management:
Jason Balkenhol – Cross Country Skiing, Jesus Cabrera-Floor Hockey, Jackie Woodland-Figure Skating, Erin Roper –
Snowshoeing, Steve Trimble-Alpine Skiing, Mike Massett-Speed Skating, Ashley Crawford-Snowboarding
I. Plan
Overview/Purpose:
The Sports Operations & Competition Venue Manage Department is the
cornerstone of the bi-annual World Games. The purpose of the department is to
design and develop a world class competition for all participants at the games.
Goals & Objectives:
The goal of the Sports Operations & Competition Venue Management
Department is to host an athlete centered, world-class athletic event, showcasing
the athletic skills and achievements of athletes with intellectual disabilities,
leaving them, their families, friends and spectators with a lasting and memorable
experience of the 2008 Special Olympics Invitational Winter Games and the
2009 Special Olympics World Winter Games. This department will also develop
standardized policies and procedures pertaining to the efficient, safe and
excellent administration of the sports competitions at the Games. While
developing the Plan, the focus will be on the athlete experience as paramount.
Venue management will be designed to provide effective, integrated operations
at each competition venue with athlete experience paramount. Coordination with
each functional area (FA) through an appointed venue-specific commissioner to
the Venue Management Team will provide the basis of a successful competition
venue.
KEY RESPONSIBILITIES:
The Sports Operations & Competition Venue Management Department is
responsible for the following:
•Implementation of the Sports Operations Plan
•Implementation of the Competition Venue Management Plan
•Administration and competition implementation
•Assistance in the procurement of sports equipment
•Implementation of sports staging for competition
•Consultation of the set-up and build out of the competition venues focusing on
the field of play (FOP) and support services for the athletes, coaches, and
officials
•Identification, implementation, communication, and enforcement of relevant SOI
policies and procedures
•Implementation of SOI divisioning process
•Development of appropriate training and warm-up opportunities for competitors
•Implementation of world class award ceremonies
•Sports clinics, demonstrations and exhibitions
•Operation of timing/scoring/results process
•Identification, recruitment and management of sports officials including the
Special Olympics Officials Program for Athletes (SOOPA)
•Sports Information Desks/Support services for athletes, coaches, and officials
•Schedule and host daily coach and official meetings
•Coordinate with SOI to ensure the successful development and implementation
of the Games Management System (GMS)
Key Interfaces:
•SOI World Games/Sports Staff
•SOI appointed technical delegates for each sport
•Delegation HOD/Asst. HOD
•Coaches/Athletes
•Competition Committees
•Officials (International & SOOPA)
•Various GOC Functional Area leadership
Legacy:
A world class standard was established at these games. Competition at each
venue was world class in execution and in the consistent and inspiring LOOK
developed at each venue. The training of key competition volunteers and
officials, utilization of SOI appointed technical delegates for each sport, SOI
appointed officials (International & SOOPA), and professionally produced and
executed awards ceremonies set a standard for subsequent GOC’s to immolate.
A number of locally utilized officials and SOOPA officials were trained and will
provide ongoing sports expertise to SO Idaho.
II. Do
Events:
Seven (7) Official Special Olympics Winter Sports and two (2) demonstration
sports were provided at the 2009 Special Olympics World Winter Games.
Official Sports and actual number of athletes and coaches at each competition:
•Alpine Skiing (284 athletes & 84 coaches)
•Cross-Country Skiing (286 athletes & 83 coaches)
•Figure Skating (153 athletes & 47 coaches)
•Floor Hockey (750 athletes & 188 coaches)
•Snowboarding (64 athletes & 25 coaches)
•Snowshoeing (266 athletes & 54 coaches)
•Speed Skating (147 athletes & 48 coaches)
•Demonstration Sports:
•Motor Activities Training Program (MATP)
•Young Athletes Program
Clinics:
•Curling clinic provided on practices rink at Speed Skating venue
•Unified/VIP Floor Hockey
•Unified Snowshoeing relay
•Cross-Country Skiing Technique Clinic
•Cross-Country Celebrity relay race
•Figure Skating – Skate with a Celebrity sessions
Schedules/Timelines:
February 4-6, 2009 – Host Town Program
February 7, 2009 – Opening Ceremony
February 8-13, 2009 – Sports Competition and other games related activities
February 13, 2009 – Closing Ceremony
Successes:
•LOOK - by utilizing the services of professional vendors with experience in
developing look at world class events we were able to provide the highest level of
pageantry, consistency and magnitude inherent to any world-class sporting
event.
•The GOC was able to combine the role of sports director and venue director and
utilized key volunteer structures to effectively operate a world class event while
reducing the GOC staffing budget significantly.
•The GOC was able to work with SOI to identify and utilize international and
SOOPA officials, insuring world-class officiating, while instituting cost containing
measures as related to travel.
•Each GOC Sports Director was successful in working closely with GOC
development staff to identify and secure needed sports equipment on a VIK or
loaned basis, at a great savings to the GOC. They also were able to develop
close relationships with the facility representatives and ownership resulting in the
use of FF&E that was already in place, again resulting in great savings to the
GOC.
Challenges:
•Providing key SOI sponsors with the level of recognition expected at competition
venues
•Delays in getting registration and travel information from participating
delegations severely affected the GOC planning process resulting in a potential
reduction in the ability of the GOC to provide all participants with an exceptional
experience.
•Due to an extremely tight economic environment it was determined that a cost
savings could be realized by shortening the length of the games by one day.
This cost savings was estimated at approximately $1million US. Shortening the
event by one day resulted in less time to compensate for training time,
assessments and divisioning practices, and preliminary and final competition.
•Securing sports equipment for athletes that came to the games without
necessary equipment. This was especially acute with athletes in Floor Hockey,
Speed Skating, and Snowshoeing (approximately half of the athletes participating
in Speed Skating competed in hockey skates).
III. Learn
Key Learnings:
•The high level of success in conducting a world class competition for the Special Olympics
athletes in attendance is attributed to the level of ownership, guidance, and leadership provided
by SOI. Communication between SOI and GOC leadership was initiated early in the planning
process, was consistent, ongoing and thus constructive relationships were developed. This
strong leadership, utilization of Technical Delegates, and the model of support provided should
be replicated throughout the SOI/GOC planning process. There should be a direct line of
responsibility and authority provided for all functional areas, activities, and programs that are
part of each world games portfolio whether initiated by GOC or SOI.
•Another concrete example of highly effective utilization of resources is the extended
assignment of a SOI staff representative to work at the GOC along with the GMS system.
This type of support should be expanded across the spectrum of support to subsequent
GOC’s.
•Difficulty in staging successful assessments in Floor Hockey and Figure Skating during the
HTP timeframe
•Competition staging area at Cross-Country Skiing should be expanded to a minimum of
50’x50’ tent.
Recommendations:
•Prior to bid being awarded to a community insure that clean venues for existing SOI sponsors
can be provided and that concession issues are addressed and agreed to.
•An earlier registration deadline should be established and adhered to – the World Games is
not the time nor place for a program to “launch” their Special Olympics imitative by sending
untrained athletes to the World Games …it is not fair to the programs and athletes that have
trained throughout the year and met registration deadlines.
•SOI should develop, on a regional basis, a template training implementation plan and
schedule that would be overseen and enforced by each regional sports manager.
•SOI should develop a plan to insure that each delegation attending the games has necessary
sports equipment for their competition. The GOC should solicit from each delegation their
need for sports equipment needed so that adequate sales or rental vendors can be on hand to
supply competitor needs. The lack of equipment was most significant among
athletes/delegations competing in Speed Skating, Snowshoeing, and Floor Hockey.
•Expanded language support should be provided to support coaches meetings at each sport as
well as at each Sports Information Desk (this will also be discussed in Delegation Services
PDL).
•Continue practice of providing medals for 1st to 3rd, while providing 4th thur 8th place
participants with a ribbon similar to the ribbon utilized for 1st to 3rd medals. The utilization of a
large pin with the Games logo was highly effective and appreciated by athletes, coaches, and
family members.
•Change Sports Information Desk to “Coach & Official Area” and completely differentiate the
functions of the Information Desk (general information & results for public) and an area where
coaches and officials only can conduct business and exchange information critical to the sports
competition.
•Develop ongoing relationship with vendor(s) providing playing surface for Floor Hockey.
SportCourt and/or key competitor SnapCourt should be approached for sponsorship
relationship of both Winter and Summer games as well as the Special Olympics Sports
Experience.
•Don’t underestimate the need for carpet and/or non-skid surfaces for staging areas, awards
areas, etc. at all outdoor competition venues.
•Provide protective covering and non-skid surface for awards podium at Figure Skating/Speed
Skating that will protect blades from damage.
•Improve process for involvement of SOI guests/VIP’s in demonstrations, clinics, and special
events at the competition venues
•Continue the promotion of Curling and interface closely with the International Governing Body
of Curling for possible inclusion as an Official Sport for future Special Olympics World Winter
Games.
•Clarify inconsistencies regarding stipends and reimbursements for the Figure Skating officials
as mandated by ISU rules. This is inconsistent with GOC policy and the level of service
provided to officials in other sports. Manage expectations thru early and clear communication
to all officials of the GOC policy on sharing rooms and what stipends, if any, are provided.
•Provide dedicated vehicles to International & SOOPA officials. It is recommended that 1
dedicated vehicle be provided for each 3 officials.
•Create a position within the department to oversee professionalism, LOOK, and consistency of
daily coaches meetings.