Receptions: 2009 Special Olympics World Winter Games 2009 Special Olympics 1 of 43 March 2009 World Winter Games Functional Area After Action Report Games Organizing Committee Receptions - Idaho After Action Report Venue Reception Manager Anita Burgess
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Receptions: 2009 Special Olympics World Winter Games
2009 Special Olympics 1 of 43 March 2009
World Winter Games
Functional Area
After Action Report
Games Organizing Committee
Receptions - Idaho
After Action Report
Venue Reception Manager
Anita Burgess
Receptions: 2009 Special Olympics World Winter Games
2009 Special Olympics 2 of 43 March 2009
World Winter Games
Functional Area
After Action Report
This After Action Report is for: GOC Receptions
Sr. Director Salle Uberuaga
Venue Reception Manager: Anita Burgess
Games Organizing Committee
Special Olympics International
1. Receptions Information
2. Key Volunteers
3. Law Enforcement Torch Run Final Leg Reception
4. Healthy Athlete Reception
5. Founders Reception
6. Families Reception load in, Recognition party for Clipped Wings and Austin Nelson
7. Families Reception
8. Volunteer Services Reception
9. GOC Reception
10. After Action Report
Receptions: 2009 Special Olympics World Winter Games
2009 Special Olympics 3 of 43 March 2009
World Winter Games
Functional Area
After Action Report
Please state clearly which functional area(s) will be covered in the Report
and list key persons who were responsible for leading activities in this
area(s) at the 2009 SOWWG.
ALL RECEPTIONS: 2009 Special Olympics World Winter Games
Anita Burgess Venue Reception Manager
Personal Cell 208-890-0424- Home: 208-888-6618 GOC PHONE
Receptions: 2009 Special Olympics World Winter Games
2009 Special Olympics 22 of 43 March 2009
World Winter Games
Functional Area
After Action Report
- Attachment D-5 - Families Reception Vicinity
FAMILIES\Home Court Building.pdf
- Attachment E-1 - Personnel Organization Chart
ORG CHARTS
- Attachment E-2 - List of Personnel
On file, Attached to e-mail
- Attachment F - In-Kind Donations
Inkind Donations\IN - KINDCURRENT 020408 In-Kind Contribution Receipt.docAttached to e-
Inkind Donations\Feb 11, 09 In Kind donations.xlsxl
Founder’s Reception Date: Feb 7, 09 Time: 6:00 to 8:00 PM Place: BSU Stueckle Sky Club Address: 1910 University Drive, Boise, Idaho 83725-1020 Main Contact: Cindi Hall and Valerie Tichenor Contract: Pending Venue Maps: Dot Matrix and Volunteers: Completed
Sponsored by Bank of America- They will be wearing White shirts with logo o 30 Local B of A Volunteers
Invitations: Being made by Joannie, Evelyn o Present invitation in order to enter or have name checked-off list
Arrival of Volunteers: o Assignment listing Org Sheet – Attatched. o Time: 2:00 Set up and Decoration - See venue Map o Load in of additional tables (cocktail tables, linins) o Load in of Ice Sculptures on Main banquet tables, Made by Ice is Nice
Ice sculptures- One World Globe, One Snowflake
Arrival of Bank Of America Volunteers: o Time: 4:00 o Load to stations, has been determined on Training, and DOT matrix
Food and Beverage: o Aramark (Dining Services) BSU catering Heavy hors d’oeuvres o Wine: We have permission as of Dec. 12, to move ahead if we can get a wine
sponsors BSU will use that sponsor and deduct it from our bill.
Agri beef, (friend of mine) was interested in donating and BSU if they come on will also deduct it from our bill. Food and Beverage
Downstairs – main buffet area or areas and bar is pre-set Upstairs – main bar is set and smaller buffet table Will try to get wine donated
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Functional Area
After Action Report
Serve wine, beer, coke products Heavy hors d’oeuvres All items should be marked Kim will look into donated ice cream Dessert possibly served by B of A employees
Decorations: o Flowers: IN-KIND- Boise Floral is working on design, lighted arrangements. Area
florists are donating arrangements to the games. o GoBo light with World logo on Cav building o Large Balloon Arch: IN-KIND- at Elevator Doors
Transportation ---Needs to be Completed by Transportation
Venue Maps: COMPLETED o Needs at venue:
VIP Parking Lot for credentialed cars (and a system to provide car passes) Valet Parking (for a charge) for other invited guests Bus drop-off and pick-up areas for both MVP and ASF buses
o Red Flags: GOC transportation plan for MVPs from OC to the Founder’s
Check-In o FF & E: Needs at venue:
Entry tent – Procure with Event Rents for outside loading to Sky Club Red Carpet with lights and drapes inside of the entry tent – In KIND Check-in tables in the vestibule before you go up the elevator- BSU Present invitation in order to enter or have name checked-off list Divided entry for invitation in hand aisle and check-off aisle (for quicker entry) Balloon arch where elevator doors are Need a courtesy area for trouble people, Staffed with Guest Services Need staff at the Gate for entrance (ASF, MVP (soi person), local dig person,
sponsor person) Person at elevator with a counter (to count heads at the event) VIP entrance to be identified (on side of the building) Need a driver and guide holding room (possibly trophy room) – stocked with coke
product and possibly donated food for 30 to 50
Signage – Ordered from - Amy Walker o Global Sponsors/Games Sponsors standees at entrance and on/near the stage o B of A Event Sponsor signage o Welcome signs at entrance o Sign at elevator well o VIP Parking Signs o Valet Parking Signs
Flow and Music: Kim Widdess to advise on Thursday the 18th, 2008 o Harp, Piano or Guitarist at elevator on 4th Floor o Band (TBC) to play after first 20 min or main guest arrivals o Program begins at 7pm
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o Emcee = Troy McClain
Speaking Program (Needs to be completed by SOI) Special Olympics Athletes – Idaho and International:
NAME_____________ Bank of America person: NAME______________
GOC Person: NAME_____________ SOI Person: NAME_____________ Video?- Have lined up for a Video, Asked for Video from Justine Special Song or Performance? TBD
Miss Idaho to possibly perform with an athlete?
ID Group from California (High Tops)
Continue discussion around this
Stage and seating o Main stage will be on the 4th Floor o Band on stage 4th Floor o Stage donated , o Cocktail tables scattered around the room o Larger tables with seats around perimeter
Exit o At 8pm, bars and food closes o Music cuts at 8:30pm o Find out how long party can go until overtime penalties are incurred- o Need ASF and MVP bus staging areas o Staff at exit directing people to buses o Use Trophy Room for Valet Exit o Use VIP entry/exit for VIP room o Use main entrance for the rest of guest exit o Check how many VIP parking spots there are o Confirm numbers and roles of staff
Healthy Athletes Reception – Bogus Creek Outfitters
Date: Feb 7, 09 Time: 6:00 to 9:00 PM Place: Bogus Creek Ranch Address: 7355 S. Eagle Road Main Contact: Mary Beth LaVelle, Renee’ White Contract: In GOC to be signed Venue Maps: Dot Matrix and Volunteers: Completed
Sponsored by GOC Invitations: Being made by Joanne, Evelyn
o Invitation list has been created. o Who will manage list TBD (no addresses on invitations to be mailed
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Volunteer: o Volunteers check in at 3:00 o Volunteers will be feed at 3:30 o Volunteers to set up decorations o Volunteers to wait on guests o Volunteers to bus tables o Volunteers to clear area
Decorations: o Boots decorated by volunteers, rope, burlap blue table cloths
Transportation (Need for completion in writing) o Need buses for international people (Red Flag) o Kim to ask Martin what his understanding is of transportation o Ride covered wagon to event
Check-in o By invitation (TBC)
Signage: o Way finding ordered with Colby Donicht o Signage ordered from Amy Walker o Global Sponsors/Games Sponsors standees o Healthy Athletes Sponsors
Flow and Music o Cowboy boot centerpiece, Flowers, rope, and burlap o Speaking Program (Needs to be completed by SOI)
Athlete representative: NAME_______________ GOC representative: NAME_______________ SOI representative: NAME_________________ Kim to check with HA if they have other suggestions
Stage and seating o Stage in center of tent area o Podium
Food and Beverage o Cash bar o Anita will send menu
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Functional Area
After Action Report
Torch Run Reception – Bogus Creek Outfitters
Date: Feb 5, 09 Time: 6:00 to 9:00 PM Place: Bogus Creek Ranch Address: 7355 S. Eagle Road Main Contact: Mary Beth LaVelle, Renee’ White Contract: In GOC to be signed Venue Maps: Dot Matrix and Volunteers: Completed
Sponsored by GOC Invitations: Being made by Joanne, Evelyn
o Invitation list has been created. o Who will manage list TBD (no addresses on invitations to be mailed
Volunteer: o Volunteers check in at 3:00 o Volunteers will be feed at 3:30 o Volunteers to set up decorations o Volunteers to wait on guests o Volunteers to bus tables o Volunteers to clear area
Decorations: o Boots decorated by volunteers, rope, burlap blue table cloths
Transportation (Needs to be confirmed in writing by Transportation) o Need buses for international people (Red Flag) o Kim to ask Martin what his understanding is of transportation o Ride covered wagon to event
Check-in o By invitation (TBC)
Signage: o Way finding ordered with Colby Donicht o Signage ordered from Amy Walker o Global Sponsors/Games Sponsors standees o Healthy Athletes Sponsors
Flow and Music o Cowboy boot centerpiece, Flowers, rope, and burlap o Speaking Program (Needs to be completed by SOI)
Athlete representative: NAME_______________ GOC representative: NAME_______________ SOI representative: NAME_________________ Kim to check with HA if they have other suggestions
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Functional Area
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Stage and seating o Stage in center of tent area o Podium
Food and Beverage o Cash bar o Anita will send menu
Families – YMCA Home Court in Meridian (2pm – 5pm- new time) Date:
Feb 12,13, 09 Time: 3:00 to 5:00 PM Place: YMCA Home Court Address: 936 W. Taylor St. Suite 104 Main Contact: Rhonda Bergersen, Ben Reed Contract: At GOC to be Signed Venue Maps: Dot Matrix and Volunteers: Completed Sponsored by: Clipped Wings, 70 Clipped Wings Volunteers
o They are providing their own uniforms
Volunteers o Feb 12, 09 Check in at 10:00 to Load in decorations and tables o Feb 13, 09 Check in Volunteers to work Venue o Volunteers to wear Western Outfits o Volunteers to go to designated area on Dot Matrix, Job description have been assigned. o Volunteers to help with clean up
Boy Scouts o Austin Nelson is earning his Eagle Scout award and is procuring Tent, Tables, Chairs –
IN –KINd o Austin has troop and Football team (30) are loading and unloading Tent, Tables, Chairs
Local School Children o Local Idaho School Children, 1,500 are making the inside of a tent card with notes to
families welcoming them to Idaho and descriptions of things they like about Idaho. Joanne and Evelyn have designed the outside shell of the card. The paper was donated – IN-KIND
Photo Booths o Idaho Rodeo Queens,(15) will be taking photos of Families for them to take home. The
decorations have all been IN-KIND
Decorations
Recycled boots are being collected and painted by our Volunteers they will be filled with daises and on burlap cloths, rope and Potatoes will be arranged. All has been IN-KIND
Transportation (NEEDS TO BE CONFIRMED IN WRITING WITH TRANSPORTATION)
o Transportation to/from event
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o Must transport Boise to Home Court to Idaho Center then home o There can there be a charge to get families to/from the event. Per Kim Widdess
Check-in o By invitation or flier or credential (TBC)
Signage: o has been ordered from Amy Walker o has been ordered from Colby Donicht o Global Sponsors/Games Sponsors standees
Flow and Music o Burlap and cowboy boot themed decorations o Tent cards with notes from youth throughout Idaho o Speaking Program (SOI NEEDS TO CLARIFY PROGRAM)
Athlete representative NAME__________________ GOC representative NAME____________________ Families representative NAME__________________ Kim to check with Families Department if they have other suggestions
o Family Photo station o High School Rodeo Queens will take pictures with the families
Stage and seating o Half round stage in middle
Food and Beverage o No alcohol o Anita will send menu o Bogus is catering the event o Catering tents outside
ATTACHMENTS:
- Attachment A o Master Vicinity Map o Venue Location Map – Boise Area Only
- Attachment B-1
o Founders Reception BSU Key Map o Boise State University - map
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- Attachment B-2 o Founders Reception Club Level Revised o BSU Stueckle Sky Center - blueprint
- Attachment B-3
o Founders Reception Suite Level Revised o BSU Stueckle Sky Center - blueprint
- Attachment C-1
o Torch Run Bogus Site Plan o Bogus Creek Ranch - map
- Attachment C-2
o Torch Run Bogus Site Plan 2 o Bogus Creek Ranch - map
- Attachment C-3
o Torch Run Bogus Tent o Deep Water Dance Hall Event Space - tent map
- Attachment D-1
o Home Court Site 1 o Meridian YMCA Home Court - map
- Attachment D-2
o Home Court Site 2 o Meridian YMCA Home Court - map
- Attachment D-3
o Home Court Building 1 o Meridian YMCA Home Court - map
- Attachment D-4
o Home Court Building 2 o Meridian YMCA Home Court - map
- Attachment D-5
o Home Court Vicinity o Meridian YMCA Home Court - map
- Attachment E-1
o Personnel Organization Chart o Home Court Families Reception
- Attachment E-2
o List of Personnel Preferred Assigned Listing of All Receptions All Volunteers
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Kiley Volunteers All Venue Volunteers breakdown Bogus Creek Staff BSU Staff Home Court Staff Clipped Wings Volunteers B of A Volunteers Founders Reception Founders Reception Staff Torch Reception Families Reception Healthy Athletes Reception Functional Areas List Venue List
- Attachment F
o In-Kind Donations o All In-Kind Donations
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After Action Report
Section V – Budget The key to this Section is to discuss the overall size
expenses, revenues (if any) that were generated and reasons for variations
between planned and actual income and expenses.
TORCH RECEPTION BUDGET
Hyperlink: RE Torch Reception - Draft run down Load inLoad outVolunteer
times_files\Budget - Torch 9 28 09.xlsx
HEALTHY ATHLETES BUDGET
HyperlinkHealthy Athletes Reception Load inLoad outVolunteer load in load
out_files\Budget - Healthy Athletes Jan 28,09.xlsx:
FOUNDERS BUDGET:
Hyperlink:FOUNDERS\Budget - Founders Jan 28, 09.xlsx
FAMILIES SET UP RECEPTION:
Hyperlink:
FAMILIES RECEPTION
Hyperlink: FAMILIES\FAMILIES BUDGET JAN 26, 09.xlsx
OVERALL BUDGET REPORT:
Hyperlink:Receptions Cost overview Feb 18th 2009.xlsx