SPECIAL OLYMPICS FESTIVAL & DELEGATIONS ENTERTAINMENT AFTER ACTION REPORT Table of Contents 1. Overview 1.1 Functional Goal 1.2 Goals & Objectives 2. Scope & Description of Operations 2.1. Delegations’ Welcome Center 2.2. S.O. Festival 2.3. S.O Villages 2.4. Hotels 2.5. Athletes’ lounges 2.6. Dates of Operation 3. Structure 3.1 Festival & Delegations Entertainment Structure 3.2 Festival Structure 3.3 Delegations Entertainment Structure 4. Policies & Procedures 5. Budget 6. Appendices 6.1 Equipment Requirements List 6.2 Festival’s Booth List 6.3 Festival’s CAD 6.4 Festival’s events program 6.5 OAKA master plan 6.6 Space application form 6.7 Activities action plan 6.8 Festival’s look 6.9 Festival’s poster
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SPECIAL OLYMPICS FESTIVAL &
DELEGATIONS ENTERTAINMENT
AFTER ACTION REPORT
Table of Contents
1. Overview
1.1 Functional Goal 1.2 Goals & Objectives
2. Scope & Description of Operations
2.1. Delegations’ Welcome Center
2.2. S.O. Festival
2.3. S.O Villages 2.4. Hotels
2.5. Athletes’ lounges
2.6. Dates of Operation
3. Structure 3.1 Festival & Delegations Entertainment Structure
3.2 Festival Structure
3.3 Delegations Entertainment Structure
4. Policies & Procedures
5. Budget
6. Appendices
6.1 Equipment Requirements List
6.2 Festival’s Booth List 6.3 Festival’s CAD
6.4 Festival’s events program
6.5 OAKA master plan 6.6 Space application form
6.7 Activities action plan
6.8 Festival’s look 6.9 Festival’s poster
1. Overview 1.1. Functional Goal
The goal of Delegations’ Entertainment was to provide daily & evening
entertainment for all athletes during their stay in Greece. The whole program was multilevel and took many forms as it was
scheduled for 5 different functional areas:
- Delegations’ Welcome Center - Special Olympics Festival
- 7 Special Olympics Villages
- 13 Hotels - 21 Competition Venues
The goals of Special Olympics Festival was to develop an atmosphere of
inclusion, integration and learning, to highlight the achievements of Special Olympics Athletes and to include various forms of entertainment,
sponsor displays, multi-cultural activities, to athletes, coaches, Heads of
Delegation, as well as to the general public. While public involvement was encouraged, there were also activities that are for delegation members
only. Special Olympics Festival was open to the public, as well as
credentialed Games participants.
In Special Olympics Festival entertainment was focused on all constituent
groups of the games and the general public of Athens. In all the other
areas was focused only on athletes.
1.2. Goals & Objectives
Provide entertainment and education for all constituent groups -
athletes, coaches, Heads of Delegation, as well as the general
public-, so that they will enjoy not only the sport competitions, but also the variety of opportunities that this event offers.
Provide an opportunity to Sponsors, suppliers, and Embassies as
well, to participate in the Games and showcase their support, while contributing to the entertainment of the Games
Provide to Embassies an area where they may be present, in every
possible way, introducing the cultural and intellectual creation and heritage of their country.
Work closely with embassies to ensure the contact with athletes,
parents hailing from their county.
Ensure that Special Olympics Festival is an exciting, interactive, stimulating area that will encourage delegation and public
involvement.
Stand culture as a key component in international relations. Provide a fitting welcome and an inviting and multilateral
environment.
Day-to-day interaction among people belonging to different cultures Attract further Media attention.
After Action Comments
All goals were achieved: Fun & games for all targeted groups. There were no safety or security incidents.
Language was not considered an issue.
After Action Recommendations
Interactive activities work better for athletes who prefer to join on rather than sit and watch.
All athletes need encouragement to take part in all short of
activities, they like playing electronic games & computers.
2. Scope & Description of Operations
2.1. Delegations’ Welcome Center
Place: Metropolitan Expo Center (near airport)
Operational dates: 19 & 20 June
Operational Time: 10.00-22.00 Volunteers’ number: Total 60 in 2 shifts
Content: Interactive entertainment area, inside the welcome center, for
athletes to relax and enjoy themselves, before disembark for the host towns. Many athletes stayed a whole day waiting to disembark and thus
entertainment program was really effective in terms of keeping them not
being bored. The entertainment included arts and crafts, music, dance, IT
30’ before competition schedule – 30’ after competition schedule
June 27 10.00 – 19.00
17.30 – 10.00 17.30 – 10.00
Same as above
June 28 10.00 – 19.00
17.30 – 10.00 17.30 – 10.00
Same as above
June 29 10.00 – 19.00
17.30 – 10.00 17.30 – 10.00
Same as above
June 30 10.00 – 19.00
17.30 – 10.00 17.30 – 10.00
Same as above
July 1 10.00 – 24.00
17.30 – 10.00 17.30 – 10.00
Same as above
July 2 10.00 – 23.00
17.30 – 10.00 17.30 – 10.00
Same as above
July 3 10.00 – 23.00
17.30 – 10.00 17.30 – 10.00
Same as above
July 4 Closing ceremony
3. Structure
3.1 Festival & Delegations Entertainment Structure
Festival & Delegations
Entertainment Manager
Festival Coordinator Delegations Entertainment Coordinator
S.O. Villages Entertainment Assistant
Hotels Entertainment Assistant
Athletes Lounges
Entertainment Assistant
After Action Comments
Manager worked by her own until the last five months when the first coordinator was recruited. The manager did not have
assistants until March 15 and April when the first two coordinators
were recruited. The third coordinator served as a volunteer from
March and recruited as a paid staff only the last month while the forth coordinator structure was transferred from another
department two months before games time and took quite a while
to adjust to the new field of work.
After Action Recommendations
Manager was an events expert with years of experience and thus managed to fulfill the whole demanding program. If there were
another person most of the things required for the success of the
program could not have been accomplished.
The team of 3 should have been recruited 10 months prior to the games
3.2 Festival Structure
Roles & Responsibilities
Festival Coordinator
Volunteers education / ensure volunteers are briefed in advance of start-up / ensure volunteers have accreditation and uniforms /
assign volunteers roles in order all aspects of the festival to be
covered
The volunteers have been assigned roles and have take many
responsibilities in the festival’s area: Crafts Coordinator → Enthusiastic and energetic / demonstrate
workings of crafts / encourage athletes and visitors to participate /
ensure all crafts’ materials are in order / Understanding and
patience in sharing knowledge
Festival & Delegations Entertainment Manager
Festival Coordinator
Technical Production
Manager
3 Assistant, 1 Electrician 1 sound engineer
65 volunteers
Games Coordinator → Enthusiastic and energetic / demonstrate
games / encourage athletes and visitors to participate / ensure all
games’ materials are in order / Understanding and patience in sharing knowledge
Stages Coordinator → must know the schedule for each day /
ensure artists are in time / ensure stage areas are in good order /
ensure stage areas are set up in time and correctly for each
performance / accompany artists to the dressing rooms and ensure they have everything they need for their performance / encourage
athletes and visitors to join in and attend. Festivals’ Marquee Coordinator → must know the schedule for each
day/ ensure that everything is set up and in order inside the tent / encourage athletes and visitors to visit the Marquee
IT Coordinator → ensure that all electronic items operate /
safeguard electronic items / keep queues during overcrowded times Workshops’ Coordinator → must know the schedule for each day /
ensure that everything is set up for each workshop / ensure persons doing the workshops are in time / encourage athletes and
visitors to take part in the workshops Photographs Coordinator → responsible for cameras storage and
use / ensure cameras are charged or have batteries / assign
cameras to volunteers / keep photographic archive. Sponsor’s Marquees Coordinator → ensure sponsors have electricity
or anything else agreed / make sure that volunteers assigned to
each sponsors’ marquee are in place / encourage athletes and
visitors to get in the marquees and take part to the activities. S.O.I Marquees Coordinator → ensure that all marquees have
electricity and anything else agreed / encourage athletes and
visitors to get in the marquees and take part to the activities. Games Coordinator → must know the operation of each game /
assign responsible volunteers for each game / ensure materials for each game are in order / encourage athletes and visitors to play.
Fun Park Coordinator → ensure all items in the park are in safe
order / assign volunteers to several items in the park / encourage
athletes and visitors to play. Embassies’ Booths’ Coordinator → ensure booths have electricity or
anything else agreed / make sure volunteers assigned to each
booth are in place / encourage athletes and visitors to pass by the
booths.
Production Office Coordinator Materials Coordinator
Outdoor activities Coordinator
Entrances Coordinator Visitors Coordinator: Keep account of flow into the Festival
Food Coordinator
Cleaning Coordinator
After Action Comments
The Special Olympics Festival itself was broken down into different
areas by role. This assisted greatly the daily assigning of volunteers.
At Games Time: The Structure worked very effectively it was very
easy to work within this structure solutions were achieved easily and speedily.
3.3 Delegations Entertainment Structure
4. Policies & Procedures Policy Title Access to Delegations Entertainment
Policy Statement Delegations Entertainment is open to members of official delegations only (competing athletes, coaches and Heads of Delegation). Family Members and Spectators are not allowed to access the entertainment area.
Policy Title Accreditation of entertainers
Policy Statement All entertainers must report to an identified check in volunteers.
Policy Title Delegations Entertainment Content
Policy Statement Entertainment must be athlete focused & at all times appropriate for athletes.
Policy Title Location of Delegations Entertainment staging area - Operation hours
Policy Statement Evening entertainment will be provided for the delegations in a designated area at the accommodation venues during their stay. Evening entertainment will start after the evening meal and will last approximately 2 – 2nd half hrs.
Policy Title Location of Delegations Entertainment staging area -
Operation hours
Policy Statement In the athletes lounges, at the competition venues will be provided daily entertainment for the delegations during their competition schedule.
Policy Title Use of strobe lighting
Policy Statement No strobe lighting is to be used in any of the entertainment venues
Festival & Delegations
Entertainment Manager
Delegations Entertainment
Coordinator
S.O. Villages
Entertainment Assistant
Hotels
Entertainment Assistant
Athletes Lounges Entertainment Assistant
2 assistants 1 assistant 2 assistants
Volunteers Volunteers Volunteers
5. Budget
Budget Information / Financial Management Both programs had a reasonably small budget, and the vast majority of it
was spent on PA equipment and supplies. All entertainers preformed for
free, and that was thanks to the hard work, dedication and local contacts of the Manager & coordinators. This was perhaps more true in relation to
the budget, than in any other area. They had enough contacts to get an
enormous amount of materials required either for free or at a much reduced cost.
A number of companies also made significant contributions:
DOW has added one more artistic initiative to its sponsorship program by kindly donating ten large scales Mega Blocks games,
the well-known original Jenga but life-size and built from Dow
STYROFOAM™. These Mega Blocks sets were displayed in two locations at the OAKA complex, Eight additional Mega Blocks sets
were displayed at the St. Andreas campsite where the athletes were
entertained, and at the campsites of the Army, the Police, the Air Force, the Ministry of Education, the Ministry of Health, the City of
Athens and at the Golden Coast Hotel.
Microsoft donated 49 consoles XBOX for the delegations entertainment.
OPAP (Constitution of the Organization of Football Prognostics)l sponsored 8 days of entertainment at villages, where they provided
a live band, a range of carnival games and activities, and covered
the cost of PA system etc.
Other companies also generously sponsored our programs with
their products, which allowed us to offer to athletes a wide range of
arts and crafts materials, bunting to decorate the venues.
After Action Recommendations
It is possible to provide full entertainment program for very little cost, as entertainers are more than willing to help out. However,
you must be willing to spend money on putting PA systems in place.
6. Appendices 6.1 Equipment Requirements List
6.2 Festival’s Booth List
6.3 Festival’s CAD 6.4 Festival’s events program
6.5 OAKA master plan
6.6 Space application form 6.7 Activities action plan
6.8 Festival’s look
6.9 Festival’s poster
6.10 Booths pict
6.1 Equipment Requirements List
GENERATOR EQUIPMENT
30/6/2011 & 1/7/2011 1 GENERATOR : 1 X GENERATOR 35OKVA 1 X POWER BOARD 350KVA 1 X 40M 3 PHASE CABLE 32A WITH POWER BOARD FOR CONTROL
5 X CABLES POWER LOCK 80M 2/7/2011 1 X GENERATOR 25OKVA 1 X POWER BOARD 250KVA 1 X 40M 3 PHASE CABLE 32A WITH POWER BOARD FOR CONTROL 5 X CABLES POWER LOCK 80M
TECHNICAL EQUIPMENT LIST SMALL STAGE
P.A 12 X SATELITE 06 X SUB
AMPLIFIERS,CONTROLERS/PROCESSORS, SNAKE: 1 X 32 CHANNELS SEND,6 RETURN F.O.H DESK: 1 X CHANNELS INPUT, 8 SEND SIDE RACK : 2 X GRAPHIC EQ 31 BAND XTA OVER ALL OUTPUT ZONES 1 X LEXICON PCM 91 1 X DENNON DOUBLE CD PLAYER SIDEFILL : 2 X 3 WAY SYSTEM WEDGES: 8 X WEDGES STANDS: 4 X SHORT 4 X NORMAL SIZE 1 X BASS DRUM STAND 2 X STRAIGHT BOOM ROUND BASE STANDS DI BOXES: 4 X ACTIVE (BSS,KT,XTA) 4 X PASSIVE (BSS,DOT,KT,XTA)
MIC’S: 4 X SM 58 6 X SM 57 1 X D112 2 X WIRELESS SM 58 ELECTRIC: 1 X POWER BOARD TPNE 32A 220/240V 8 X 220/50HZ EUROPEAN STANDART ANNOUNCEMENT SYSTEM:
1 X MIXING DESK 8 CH 1 X MIC SM 58 2 X CABLES XLR 100M
STAGE 1 X STAGE 8m W x 5m D x 0.80 H OTHERS: 100 CHAIRS
GREW: 1 CHIEF ELECTRICIAN 1 SYSTEM ENGINEER 1 SOUND TECHNICIANS
1 STAGE ASSISTANTS
STAGE AND RISER’S EQUIPMENT 1/7/2011 1 STAGE: 16m W x 14m D x 1.20 H
1 DRM RISER: 2m x 2m x 0.40 H 1 SUPER TECHNO RISER: 4m x 4m x 0.20 H 1 CONTROL 1ST LEVEL: 5m W x 2m D x 0.20 H 1 CONTROL 2nd LEVEL: 5m W x 2m D x 0.80 H 3 CAMERA RISER: 2m x 2m x 1.20 H 2 FOLLOW SPOT RISER: 2m x 2m x 2m H 3 x CATWALK TO STAGE: 2m W x 6m D x 1.20 H
EXTRAS: 2.000 CHAIRS 2/7/2011 1 STAGE: 16m W x 14m D x 1.20 H
1 DRM RISER: 2m x 2m x 0.40 H 1 CONTROL 1ST LEVEL: 5m W x 2m D x 0.20 H 1 CONTROL 2nd LEVEL: 5m W x 2m D x 0.80 H 2 FOLLOW SPOT RISER: 2m x 2m x 2m H EXTRAS: 2.000 CHAIRS
TECHNICAL EQUIPMENT LIST
P.A: L-ACOUSTIC’S SATELITES: 18 X KUDO 12 X SUB SB 2x18”
FRONT FILL: 4 X MTD 115 AMPLIFIERS,CONTROLERS/PROCESSORS,RIGING TOOLS SNAKE: 1 X 56 CHANNELS SEND,12 RETURN PROCESSING : XTA DRIVE RACK FOH LOCATED
F.O.H DESK: 1 X DIGIDESIGN PROFILE
SIDE RACK 1: 2 X GRAPHIC EQ 31 BAND XTA OVER ALL OUTPUT ZONES . 1 X LEXICON PCM 91 2 X CHANNELS OF VALVE COMP. FOCUSRITE RED 1 X TC D2 TAP DELAY 1 X DENNON DOUBLE CD PLAYER 1 X INTERCOM ASL SYSTEM (TO STAGE) MONITOR DESK: 1 X DIGIDESING PROFILE 1 X INTERCOM TO F.O.H
DRUMFILL: 1 X 1 SB 118 + SATELITE SIDEFILL : 2 X 3 WAY SYSTEM WEDGES: 14 X NEXO PS 15
4 X IN EAR MONITOR PSM 700 (SHURE E 5 PIECES FOR ALL IEM SYSTEMS) STANDS: 8 X SHORT 12 X NORMAL SIZE 4 X BASS DRUM STANDS
6 X STRAIGHT BOOM ROUND BASE STANDS DI BOXES: 15 X ACTIVE (BSS,KT,XTA) 10 X PASSIVE (BSS,DOT,KT,XTA) ELECTRIC: 2 X POWER BOARD TPNE 125A 220/240V 1 X POWER BOARD TPNE 63A 220/240V 2 X STEP DOWN 240 VAC TO 120 VAC TRANSFORMERS
8 X AMERICAN POWER POINT 20 X 220/50HZ EUROPEAN STANDART
LIGHTS
12 X X-SPOT XTREME (HIGE END) 18 X STUDIO BEAM(HIGE END) 04 X 8 LIGHTS 12 X ETC PROFILE S4 15-30 12 X LEADER LIGHT PIXEL PRO 12 04 X NOVALITE HIGHT GROUND 6 X ATOMIC STROBE 3000 1 X 4 WAY INTERCOM SYSTEM 2 X HAZER ZR 24
2 X FOLLOW SPOTS MSR-1,2 1 X WHOLE HOG 3 1 X EXTENSION WING 2 X FOLLOW SPOT 2.5 KW + OPERATORS ALL NECESSARY DIMMING / DISTRO WITH CONTROL AND MAINS,
SOI Train Program Tent TRAIN (Testing Recreational Activities and Improving Nutrition) is an assessment program formally known as FIT
(Fitness Improvement Training). This health assessment and educational program is designed to assess Special Olympics athletes’ sport skills and provide them with nutritional information.
200
SOI Families’ Tent 100
SOI Eunice Kennedy Shriver and Sergeant Shriver Tribute
Tent
100
Mattel Mattel Tent The wonderful world of toys (photos with Barbie, drive an authentic Hot Wheels car, smaller friends can enjoy playing with unique games of Fisher Price in a specially designed area)
150
Microsoft Microsoft Tent with XBOX games 100
ELTA Hellenic Post shop 50
Coca-Cola Coca-Cola Tent
Happiness corner
380
Opap Constitution of the Organization of Football
Prognostics Tent with promotional material
50
National Bank
of Greece
National Bank of Greece
Presentation of activities and corporate social responsibility
initiatives focused on people, culture and environment. New
technologies promotion through audiovisual material i-bank
store, and activities of the Bank
150
GOC Pyong
Chang 2013 Special Olympics World winter Games Organizing
Committee Pyong Chang 2013, South Korea Tent
25
Embassies
Switzerland 9
Hungary 9
Austria 9
Israel 9
Indonesia 9
Ecoland Ecoland fun park sponsor 9
Merchandise
Shop
Athens 2011 – official products 100
Everest Everest Coffee shop 25
Other structures
GOC Stage 1 100
GOC Stage 2 220
Fun park TERRAIN Multisports 8 X 18 BASIC
vitality trails, play panels for balancing, sliding, hanging, jumping, climbing