MAY 2014

CHEF DE MISSION FINAL REPORT 2014 WINTER GAMES

Team Shawn Maltby Chef de Mission

Team Alaska would like to thank the 2014 host society for their hospitality and preparation for the 2014 games. We all know that the host society puts in long days and nights and this was obvious with the success of the games. It takes many great volunteers to pull the games off and the volunteers were a great part of making the games a success.

Section I – Evaluation of Performance of the Host Society

Registration and Accreditation Was pre-Games registration convenient and functional? Did the accreditation system at the Games work well? Provide comments or recommendations.

The pre-Games registration system was helpful to get Team Alaska registered.

My suggestion for the GEMS with pre-registration is to get rid of the “apply“ button. It gave you two options, Ok and apply The apply button cleared the entire application.

Welcome/Arrival Services Was the arrival of your team handled in a timely manner with a minimum of confusion? Provide comments or recommendations. Team Alaska did not utilize the arrival portion as we arrived at dorms from Anchorage via bus. Athletes who did arrive via plane at the FAI airport were not greeted by any volunteers, in the same ceremonial fashion as other contingents. Recommendation to ensure that host society athletes receive the same greeting as other contingents. Alaska was overlooked. The departure for Team Alaska was smooth from the closing ceremonies. Some luggage was misplaced and never found.

Opening Ceremonies Did the Opening Ceremonies do a good job of kicking off the week? Were they well organized and choreographed? Provide comments or recommendations.

The Opening Ceremonies were a great start to the 2014 . The arrival to was thought out and perfect. Almost too perfect as Team Alaska was last to arrive and literally stepped off the bus and walked across the stage rushed. No waiting outside was perfect.

I heard that a government official for Team Alaska was told by the host society that they could not walk with the athletes into the games, which should never happen. We did it anyway and it was great for the athletes to see it.

Team Accommodations Were accommodations sufficiently spacious or too crowded? Well located or too spread out? Were there sufficient washrooms and shower facilities? Was cleaning during the Games adequate for the maintenance of hygiene? Was security in the accommodations area functional and effective? Provide comments or recommendations.

Housing was gender specific which was great. We thought there was plenty of space in the rooms for the athletes and coaches.

The shower plan was a bit odd, as many had to shower at venues and stand outside in the cold waiting on transportation with wet hair.

Security in accommodations was fantastic and brought issues to us right away to correct.

Food Service Were the hours of operation/serving sufficient and convenient? Was the quality of food adequate? Was enough food available to meet your team’s needs and appetites? Did the box lunch program work well? Provide comments or recommendations.

The hours of operation were good and Amy was awesome to work with on needs we had. The two different lines were confusing at first but once the athletes learned of it, it was fine.

Major complaint we heard on the food was the breakfast. Eggs and bacon were the major complaint. Other meals were adequate.

The box lunch program was good. Some confusion with the schedules and who thought and who should of received. Amy resolved quickly.

Awards Ceremonies Provide comments or recommendations on awards ceremonies both at sport venues and at the main awards venue.

The awards ceremonies were well organized. Having the ceremonies after the competitions was effective and saved time.

Information Technology/Communications/Computer and Network Services Evaluate how the Games’ IT system and staff, communications system and computer and network services performed and provide any comments or recommendations.

Team Alaska didn’t use the computer during the games as we could not get it to work, BUT we had our own that the IT linked up to the network which was perfect.

The cell phones we had were nice, BUT did not work all that well as we had many dropped calls and tough time reaching each other. Maybe the cell towers were overwhelmed.

Mission Offices/Services/Accommodations Were the Mission Offices located in a place that facilitated the work of the Mission Staff, and were the offices conveniently reached by coaches? Were the Mission Offices sufficiently spacious and adequately furnished? Were the supplies provided adequate for the Mission Staff to do its work? Provide comments or recommendations.

The location of the Mission Offices was located nicely to the competition venues. They were more than large enough and laid out nicely. The volunteers in the mission headquarters were more than helpful and did a nice job.

Cultural Program and Facilities Did your cultural delegation feel that they were an integral part of the Games? Did they have enough performance opportunities? Too many? Did your Unit members attend entertainment events? What is your impression of their experience? Provide comments or recommendations related to the Cultural program only. See Entertainment Program section below for other comments.

Our delegation had a great time but did not feel part of the games. Most of their time was occupied by performances at malls and other places. They want to be included in maybe halftimes at games or other venues so they too can cheer on their other teammates. Our delegation felt left out.

Forms and Publications Evaluate the effectiveness of forms provided by the Host Society and any publications of the Host Society; including Ulu News, directories, sport schedules/programs, results, posters, etc.

The coverage of the Games was great. All media outlets did a nice job.

Media Describe the media coverage you saw in the host community, both print and electronic. Provide comments or recommendations.

Media did a nice job broadcasting the games and results. All interviews were not all focused on Alaska but did a great job telling the story of the other contingent’s success.

Daily press briefings were great and an opportunity for us to showcase athletes each day.

Medical Services/Polyclinic Was the medical staff helpful? Did they provide quality care? Was the location of the polyclinic convenient and the hours it was open sufficient? Provide comments or recommendations.

The medical crew did a nice job keeping our athletes/coaches healthy. They operated very professionally and the location of the polyclinic was located nicely!

We traveled with a medical mission person and she was busy. There were some venues that the medical staff was at best first aid responder. Would like to see more advanced medical at more of the venues for comfort of the injured.

Results Were accurate results produced and disseminated in a timely manner? Provide comments or recommendations.

No complaints on the results side. Appeared that all were updated regularly and ran smoothly.

Security Did the security arm of the Games work effectively? Were the security people helpful? Did you note any security lapses that affected members of your team? Provide comments or recommendations.

The securities at the games were top notch. Brad and his team did a great job and were always one step ahead of the issues.

Social Program Were there sufficient opportunities for your young people to socialize with their peers from other delegations? Were social functions well run and well supervised? Provide comments or recommendations.

There were plenty of opportunities for our athletes to take part in the social activities. We had coaches and athletes enjoy many of them. The talent show was a hit for our athletes and Bill and Doug of NWT.

We would like to see the dance more promoted if you choose to do it. Maybe pick a time in the schedule where everyone can attend. We had many teams not able to make it due to them playing games.

Transportation at the Games Provide comments or recommendations on the internal Games transportation system.

Transportation did a nice job. The ONLY complaint we received was the bus that left West high, went to UAF and back to west high before moving on, causing many delays. One small concern was the wait time at some of the venues

Web Presence/Website Did the Host Society’s website and web presence function in a way that was helpful to you, your team, and parents from your area? Provide comments or recommendations.

The host society website was clean and professional. Very easy to navigate through and find what we needed.

Closing Ceremonies Did the Closing Ceremonies provide a fitting ending to the week? Were they of an approriate length? Did they keep the spirit of the Games going? Provide comments or recommendations.

The closing ceremonies were again orchestrated well with arrival to it (no waiting). Program was good at one hour long. Many of the athletes at this point are concerned with saying there good byes, trading gear, and getting on the road to home. The host society did a nice job of keeping the contingents involved within the closing.

Send Off/Departure Was your team’s departure handled smoothly with a minimum of confusion and hassle? Provide comments or recommendations.

Team Alaska’s departure was chaotic at first as they dismissed the wrong order of contingents. Once we recognized this we were able to get them back into the building. Once they were released Team Alaska handled their own departure of loading the buses with food and departing to Anchorage or locals to Lathrop HS to meet with their guardians.

Section II – Comments and Recommendations Pertaining to the Unit

General Unit Management Provide a brief description of how the Unit was managed. Include any recommendations on changes to previous methods of operation that worked well. Include copies of organizational charts, job descriptions, etc

Team Alaska is managed by the Chef De Mission and the Assistant Chef De Mission and governed by a board of Directors from all over the state of Alaska.

All management decisions are made by the Chef de Mission and the Assistant Chef.

The Chef de Mission develops the general plan of the Games and works with the Assistant Chef and the mission staff to carry out all duties associated with the coaches and athletes. The mission staff assists the team members to deal with issues around all aspects of the games.

During the Games all mission staff focuses on their respective sports and will meet daily after the morning Chefs meetings to talk about issues that arise, schedule changes, meal issues, and any other pertinent items that arise.

Intra-team Communications Describe the system of communications within the team at the Games and provide any comments or recommendations.

Team Alaska has daily meetings to help communicate all pertinent information associated with Team Alaska. All mission staff are required to attend and meet with their assigned sports on a daily basis after the morning meetings.

Cultural Delegation Selection Describe the selection system used by your contingent. Provide comments or recommendations.

The Cultural delegation was selected based on the technical package and the comfort of the Cultural Coordinator.

Finance Describe how the Unit raised the funds necessary to finance its involvement in the Games. Complete the charts provided at the end of this section.

Team Alaska received a state grant from the State of Alaska, and relies on corporate donations.

Forms, Publications, Team Booklets/Manuals/Hadbooks Provide one copy of each form, publication or manual developed and used by this Unit.

Team Alaska does a code of conduct manual, an athlete hand book. Team Alaska also has each athlete, coach and mission staff sign a choose respect campaign as part of a partnership with the State of Alaska to stop domestic violence.

Insurance Describe the insurance obtained for the Games and provide recommendations.

Team Alaska prepared a secondary insurance policy for the athletes, coaches, and staff for the games.

The copy of the insurance policy was sent to the Host Society.

Media Describe the media coverage provided by media located within your Unit for the Games, and describe how you promoted it. Provide comments or recommendations.

Team Alaska had a media mission staff person that did all media to include our daily newspaper, arranging athlete appearances at the morning press conferences, and arranging media appearances. Social media was a huge success for Team Alaska.

Medical Services What sort of medical services did you provide within your team? Provide comments or recommendations.

Team Alaska had a medical mission staff member that focused on the high risk sports. She spent a ton of time wrapping ankles and at the soccer facility due to the wall in place.

Sports Provide a brief summary of the Unit’s involvement in and any comments or recommendations on each sport.

Alpine Skiing Great Venue although far off the path. Made for long days

Arctic Sports A major part of Team Alaska. The event and venue were very well run.

Badminton Was held quite far out. Nice venue. Maybe find something closer to rest of sports and sleeping quarters.

Basketball Great venues. Nicely ran

Biathlon (Ski) Team Alaska carried a full team. A very well run and organized venue was a big part of our success.

Biathlon (Snowshoes) Again a very well-run and organized venue.

Cross Country Skiing Team Alaska carried a full team. Very well run event and course was great.

Curling Nice facility and great venue. Seating was tight

Dene Games Team Alaska carried a full team. One of our strengths. A great week of sportsmanship

Dog Mushing Another great venue. Need to consider dog handlers or other volunteers to help with the dogs

Figure Skating Team Alaska carried a full team. Was some tension between host and Team Alaska due to some history. Athletes had a great time.

Gymnastics Event was well. Seating was an issue and at times very crowded

Ice Hockey Excellent venues and some great games. Consider opening medal rounds up to athletes for free when

Snowshoeing Team Alaska carried a full team and a great venue. No complaints

Indoor Soccer Nice Facility. Early issue with the sharp wood with splinters but quicky fixed. Looking forward to Futsal

Speed skating Nice facilitly and well run

Table Tennis Great venue for this and was enjoyed by all.

Volleyball Team Alaska carried a full team in Female but not male. Competition was great. Would like to see a schedule where each team can spend time cheering on the other teams.

Wrestling Great event and venue. Like , really far away from accommodations.

Transportation Describe the logistics of transporting your team to and from the Games.

Team Alaska bussed into Fairbanks and flew in the off the road kids and coaches. All went fairly smooth.

Team Selection Process Describe the process used to select team members including specifics on the trials process. Complete the attached form.

Team Selection went through tryouts or videos of play. Due to the size of Alaska and the cost of travel It is impossible for all selections to take place in person. Most teams are selected in the fall leading up to the games with the exception of cross country skiing, and alpine, which are done in the months leading up to the games.

Team’s Website Describe your team’s web presence and how you used the Web and the Internet to facilitate your administrative tasks. Complete the attached form.

Team Alaska does most of our communication via our website (www.teamalaska.org) . All tryouts, selections, and pertinent information regarding Team Alaska is posted. Also we utilize social media to include facebook and twitter.

Section III – General Comments and Recommendations Directed to the International Committee

Executive Summary and Recommendations Provide a synopsis of the general observations and recommendations that the Chef has made in the body of the report.

HOST SOCIETY The 2014 Host Society did a great job organizing the games and making them a huge success. I truly believed having a former Assistant Chef (Holly) on staff, played a major part in this.

The volunteers were able and more than happy to assist anything we needed. What a great group to work with.

Arctic Winter Games International Committee Provide any recommendations on how the AWGIC could improve the assistance provided to the Units involved in the Arctic Winter Games.

Team Alaska would like to thank the IC for their support and especially Ian for again running a very smooth set of games and keeping it all together.

Team Alaska believes that the technical meetings are important as we move forward in the future of the Arctic Winter Games and thank you for this and trust the information is being applied.

Section IV – Charts

ARCTIC WINTER GAMES UNIT INVOLVEMENT SUMMARY

2014 GAMES TEAM ALASKA

Participation Summary Regional Trials Jurisdictional Trials Games Athletes 286 Coaches 48 Mission Staff 14 Chaperones 6 Cultural 6 Total 360 Communities Involved 50+

Aboriginal Athletes Involved Male Athletes Involved Female Athletes Involved

Summary by Sport Sport Regional Trials Jurisdictional Trials Games Arctic Sports 232 83 5 Biathlon (Ski) 91 34 8 Biathlon (Snowshoes) 91 34 8 Cross Country Skiing 352 103 16 99 46 8