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Fairbanks, Alaska

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Fairbanks, Alaska Table of Contents 1 ADMINISTRATION AND FINANCE General Operations, Stang, Finance, Sponsorship, Ticketing 13 CULTURE AND CEREMONIES Opening & Closing Ceremonies, Cultural Program, Visual & Performing Arts, Arts & Crafts 24 MARKETING Graphics & Signage, Publications, Ulu News, Website & Mobile App, Advertising 36 MERCHANDISE Merchandise, Pins 43 PUBLIC RELATIONS Mascot, School Programs, Photography, Social Media, Tourism 56 PARTICIPANT SERVICES Catering, Security, Transoportation, Medical Services, Mission Headquarters, Language Services, Welcome & Sendo, Participant Entertainment 81 SPORT Sport Overview - Ocials, Venues, Results, Individual Sport Reports (20), Awards & Medals 133 LOGISTICS Accreditation, Protocol, Environmental, Arrival & Departures, Warehouse 147 INFORMATION TECHNOLOGY IT, Telecommunications, Radios 154 VIP SERVICES 157 VOLUNTEERS Recruitment, Orientation, Scheduling, Care & Comfort, Recognition & Appreciation 175 LEGACY APPENDICES SPORTS Venue Results Operation Overview, Announcer Script Template, One-Page Sport Descriptions, Results Center GEMS Training LOGISITICS Motor Pool Trip Request Log, Participation Numbers, Radio Communication Plan, Ticketing Information, Flag Protocol FINAL POLICIES FOR 2014 ARCTIC WINTER GAMES MARKETING Social Media Calendar, Social Media Quick Guide, Banners, Signage Capture, Welcome Banner ADMINISTRATION AND FINANCE 1 Fairbanks 2014 Arctic Winter Games – Final Report Host Society Operations The Fairbanks, 2014 Arctic Winter Games was awarded to Fairbanks in February, 2011. The non-profit Host Society was formed the spring of 2011. The Board of Directors was formed in May, 2011. The Host Society moved into their first offices at Pioneer Park in July, 2011. The first General Manager was hired in July. The Host Society continued to be at every public event until the Games. The Board of Directors met on a regular basis of monthly until February 2014 when they began to meet weekly. During the Games the Board met daily after the Chef Meetings. The Board of Directors last Officers election was in October, 2011 and had the same officers through the Games. The Executive Committee met monthly until February 2014 when they also met weekly. The Officers were Jeff Jacobson, President, Perry Ahsogeak, Vice-President, Bart LeBon, Treasurer and Lisa Herbert, Secretary. The Board of Directors was a very cohesive group. The Board set policies and procedures for the Host Society and continually updated these as needed. The Board had agendas and minutes taken at each meeting. Board Members were active in Committees and oversaw several of the Committees. Board members also attended and volunteered at many Host Society events. Many Board Members invested in the Games as Sponsors or Arctic Stars. The Host Society moved to their final home in February, 2013. These offices were much bigger and included meeting rooms and store space for merchandise sales. The space also included a kitchen. This location was a great choice in downtown Fairbanks. The Host Society marketed the location with great signage including full window decal, flag, full length banner and a metal mascot on the sidewalk. The marketing received a lot of attention by locals and visitors. The Host Society occupied this office location through September 2014. The Host Society secured storage space in March 2012 with metal conex units. These conexes were used to store the items that were bought from the Whitehorse Games including signage, bunk beds, mattresses and many other items. The Host Society had five conexes of items from Whitehorse. The Host Society secured Warehouse space in July 2013. There were two warehouses, one was donated (cold storage) and one was leased on a monthly basis (warm storage). The conexes were downsized and only 3 were moved to the same location that the warehouses were in August 2013. All items in the warehouse and conexes were sold during April and May 2014 and the warehouses and conexes were returned to the owners at the end of May 2014. Administration & Finance 2 Fairbanks 2014 Arctic Winter Games – Final Report Host Society Staffing A Committee of the 2014 AWG Host Society Board of Directors hired the first General Manager in July, 2011. The General Manager was in place until October, 2011. Karen Lane was hired in October, 2011 and worked part-time until January 2012. She continued full-time through July, 2014 and then worked part-time until Host Society operations were complete.. The General Manager created Employee Manual and ran the Host Society Office including hiring and firing of staff. Cherie Solie was hired as Sponsorship Manager part-time in November, 2011 and then began full-time in January, 2012. She continued full-time until the second week of June, 2014. Cherie’s main focus prior to the Games was fundraising and then as the Games came closer, VIP Care and Comfort was added to her job. Holly Odegard was hired in August, 2012 as the Sport Manager. Holly worked full-time during the summer and school breaks and worked part-time other than that until October 2013. In October she became a volunteer due to her contract with the Anchorage School District. Holly took a leave of absence from the Anchorage School District from January 2014-March 2014. During this period, she volunteered full-time for the Games. On April 1 Holly returned to her Anchorage School District job and volunteered part-time for the Host Society. In May, 2014 after her school year was over, Holly became an employee for the Host Society until August 15, 2014. Camille Relatado was hired in August, 2012 as the Marketing and Merchandise Manager and worked full-time for the Host Society until May 15, 2014. Camille oversaw all the Marketing committees and Merchandise program for the 2014 Games. Ashley Johnston was hired in February, 2013 as the Volunteer Manager. Ashley also was the GEM Administrator for the Host Society. Ashley recruited, trained and managed the 2700 volunteers. She also oversaw several committees related to volunteers. With GEMs she trained the Committee Chairs how to schedule and build workforce plans. Ashley worked with the Host Society full-time until the first part of June, 2014. The position of Administrative and Sales Assistant was hired in May, 2013. This position was the face of the Games and worked the reception of the office along with the store. There were several people that worked this position through March 2014. Tim McCleary became a VISTA Volunteer for the Host Society in July, 2013. He assisted with several projects and also assisted Ashley with the recruiting of volunteers and registering of volunteers. During the Games he assisted with volunteer scheduling. Tim was a full-time volunteer until the end of March, 2014. Sunya Maxwell was hired full-time in August, 2013 as a Project Coordinator and assisted with several projects including accounts receivable and payable. In January, 2014 she became Executive Assistant and worked closely with the General Manager. She also was Co-Chair of the Participant Entertainment Committee and worked with that committee along with the Accommodations Committee during the Games. Sunya worked full-time until May, 2014 and then worked part-time until the office closed. Administration & Finance 3 Fairbanks 2014 Arctic Winter Games – Final Report Dave Lorring was hired as Logistics Coordinator in August, 2013 and worked part-time until January, 2014. He then worked full-time through March, 2014. Dave coordinated venues for sports, equipment needs at Venues and worked with the Venue Coordinators. Naomi DuCharme was an intern with the Host Society in the summer of 2013 and was hired full- time in September 2013 and worked until the end of March, 2014. Naomi and Holly worked closely together and coordinated all the Sports, Sport Chairs, Scheduling and Results for the Games. Murial Berg was hired in January, 2014 to be Marketing & Merchandise Coordinator. This was a full-time position until April 15, 2014. Murial worked with the Merchandise Committee with acquiring and selling merchandise along with Marketing Committees and the Mascot Committee. During the Games, Murial was in charge of all Mascot appearances and the volunteers who performed the duties. She also worked with the Merchandise volunteers and the selling at several locations. Victoria Middlestadt was hired in January, 2014 to work with Culture & Ceremonies Manager to assist with coordination of the Opening & Closing Ceremonies and the Cultural Gala. She worked with the Host Society full time through March, 2014. Dianne Porter was hired as the part-time Sponsorship Coordinator in January, 2014. She assisted Cherie with Advertising Sales, VIP Services and the Opening, Closing and Host Society Receptions during the Games. During the Games Dianne worked full-time. Dianne worked until through March, 2014. Keri Knight was hired in January, 2014 as the part-time Participant Services Coordinator. During the Games Keri worked full-time. Keri also was the Co-Chair of the Welcome and Send Off Committee. During the Games she spent all her time working with this committee. She worked through March, 2014. Melinda Harris was hired in February 2014 as a part-time Project Coordinator and worked through March, 2014. She assisted with office projects and the Health Fair. During the Games, Melinda worked with the Warehouse Crew and delivered items from the Warehouse to the Venues such as publications, food for volunteer lounges, etc. Linda Dudley was hired in January 2014 and worked full-time as a Project Coordinator through March, 2014. She worked closely with the Sport Division and helped coordinate items for the venues. Linda was also Co-Chair of the Potlatch and coordinated that during the Games. Linda also worked in the Warehouse during the Games and assisted with delivering items to the Venues. Teal Rogers was hired in February, 2014 as a part-time Project Coordinator and worked less than 15 hours a week. Teal worked through March, 2014. She coordinated projects for all Managers. Stephanie Smith was hired in February, 2014 as a part-time Project Coordinator.
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