_________________________________________________ CHEF DE MISSION FINAL REPORT 2012 ARCTIC WINTER GAMES Team Yukon, Chef de Mission ________________________________________________________ Section I Evaluation of Performance of the Host Society Registration and Accreditation___________________________________ o Online registration worked well, very little confusion for participants o Kimik functions are helpful for creation of rosters, accurate numbers, etc, but helpful for KIMIK to create a “how to” pull those reports o Registration system was open for input/registration well in advance of Games o We appreciated receiving the accreditation tags and lanyards days in advance of our team pep rally for organization and distribution per team o The process to replace missing tags was convenient Recommendations: . That we continue to receive accreditation tags in advance of team arrival . That a process exists where the contingents and host can include their own required forms with a verify/signature button, within the registration system. Continue to allocate heads to beds through the Kimik system . Continue to open registration approximately 4 months before Games . A quick and easy registration guide can be included to assist those who have questions regarding registration. Welcome/Arrival Services_______________________________________ o As the host team we were happy to assist in checking into our accommodation venues a day later than was planned and communicated. We appreciated being able to check in those two teams that included a variety of athletes from outside of Whitehorse, on the original date o Athletes were welcomed into their accommodation units with smiles, bags and sleeping bags. Thank you for the enthusiasm of the volunteers. Recommendations: . That bags/sleeping bags, be given to the athletes at the accommodation venues . I know the athletes always appreciate the media there to welcome them, along with cheery volunteers. Opening Ceremony____________________________________________ o This ceremony was brilliant in that: o it was 1 hour in duration o included entertainment that was appropriate for the age group o had the participants walk across a stage with view of the audience o athletes were marched in early on in the program, and did not miss out on the entertainment o all the necessary protocol elements were present o the ceremony was visible to all with a raised and large main stage and side stages as well. o Video speeches were appreciated o Standing for the duration of the ceremony was fine for most of our participants. We appreciated the volunteers finding a chair for our mission staff on crutches. o The marshalling was done very well. First off, it was presented very clearly and precisely at the Chef’s meeting, there was no question what was going to happen and was accompanied with hard copies of the plan. Even so, participant arrival was still early. Although we knew we would be marshaled inside, we pay too much for our ceremonial uniform than to not wear them in the ceremony. Being marshaled from outside is always an option. o Volunteers and production staff were placed appropriately to keep the participants moving while walking into the ceremony. It kept the flow going. Recommendations: . Continue to transport and organize athletes for marshalling in a manner where they are taken directly from their accommodation venue and walk directly into the ceremony, without a long gathering time. Continue to march the athletes in to the ceremony early on in the program. Continue to keep the show an hour long, include age appropriate entertainment, march the athletes in early on in the program and continue with video speeches as a time saver Team Accommodations_________________________________________ o Overall the accommodations were fine. It’s difficult for host communities to find large enough schools to keep the number of venues low. o We appreciated the ability to work with Games staff on allocating bunks in higher density rooms and air mattresses in those with less people. o There were concerns regarding the showers not being open early enough in the morning for the athletes to get to food services and sport venues on time o Security in the accommodation venues was very well done and created peace of mind from day one. o Because the schools were to house particular sports, it was difficult to allocate rooms to those with similar schedules. That was the most common complaint for Yukon teams. They were staying with fellow athletes who had different schedules than them. o Dog mushers appreciated being able to stay together in one room of females and one room of males o Brilliant that the dog mushers were housed in the same venue/area as their dogs. This makes logistical sense, and should be followed for future Games if possible o The timeline the accommodation staff and volunteers had to work within (only receiving the schools on Friday afternoon with the bulk of athletes arriving 18 hours after that, made set up stressful and rushed. They did well within that. Recommendations: . Suggestion to create a mock up of a classroom with units set up at M2 to ensure adequate square footage is planned for . Enable the dog mushers, and cultural participants to be housed together. Both situations have now been provided at Games, and nothing but positive feedback was received after. In fact, more groups, including speed skating, have requested this as well. Cultural exchange is inevitable with situations such as this. Continue to ensure security at the accommodation venues is first priority . Ensure the showers are open by at least 5:30 a.m. for those with early schedules . Provide enough rooms to enable contingents the ability to house athletes with similar schedules together. Again, another bonus in housing dog mushing, culture, and speed skating in mixed contingent rooms. Continue to enforce no smoking outside the doors of the accommodation venues . For the sake of the accommodation volunteers, try to secure accommodation venues as early as possible . If air mattresses are provided, they should be tested for their ability to hold air overnight – done pre-Games Food Service/Village Dining_____________________________________ o One of the best food service operations around…exceptional quality, options, and special dietary consideration. o Food service was open from morning to night, with zero complaints about the service being closed or empty o The hosts planned well for late night matches and games, and teams were not left on their own to find food after scheduled sport competition. o Providing food service at the sport venues is difficult if the sport schedule does not allow for all participants to break over the lunch hour. The host tried their very best to allow for participants to eat at their sport venues if they could not return to the cafeteria over their break, but sport schedules, weather, etc., played some havoc. Deli boxes ended up being just fine for the athletes. Recommendations: . With Gene Batten of Yukon College proving his system and skills provide exceptional Games food provision (2007 Canada Winter Games and 2012 AWG), I would recommend he be used as a mentor/source for future hosts, and the AWGIC for food provision planning . Continue to study sport schedules when determining whether athletes and coaches can return to the main cafeteria(s) over their lunch hour . Continue to provide the variety, quality, and special dietary consideration as was provided at 2012 Awards Ceremonies____________________________________________ o Awarding the speed skating medals in the public area in the Canada Games Centre drew a lot of attention, well done. o There was feedback that the curling medal presentations, which were done on the ice surface, did not allow for parents and spectators to cheer, etc, as they were not permitted on the ice. Suggestion to present medals after the sport competition, but in an area in the clubs where the athletes can be recognized. Recommendations: . The AWGIC change in protocol from awarding gold, silver, and bronze ulus to the customary bronze, silver, and last Gold, was appreciated. Recommend continuing with this process. Continue to award ulus at the sport venue, after competition, but in an area where spectators/parents can cheer the athletes on. Continue to stay away from awarding all ulus at a central medal awarding location. Information Technology/Communications/Computer and Network Services o the IT services provided by the host were great, everything needed was provided o More information is needed from the auto-generated Kimik emails regarding athlete removal from play – name, sport, division, injury. o We used our own cell phones, so no problems there Recommendations: . KIMIK o To provide a “how to” document of instructions on generating reports from the system o to provide more information on the auto-generated email regarding ‘out of play and return to play” – name, sport, division, injury o with the advancement of technology, especially with this age group, can Kimik consider an automatic ticker feed for sport results that could be linked to the AWG Facebook and Twitter feed. Since many Chefs bring their own laptops to the Games, which in some cases can offset the need for more than one desktop in the mission offices, it would be appreciated if the services were available to link those laptops to the printers, etc. Mission Offices, Services and Accommodations_____________________ o location of the mission offices was fantastic, as it was a natural stop for coaches, which made it convenient for mission to meet them during meal times o The Mission office chairperson and volunteers were exceptional o the ability to print missing accreditation tags in the mission office was appreciated o Although we agreed to an earlier closing time for mission office, in hindsight, 10 pm is more appropriate and convenient for mission staff o We appreciated the coffee and snacks provided in the mission main office o The dissemination of AWG Host and AWGIC information through the mission chair by email was also convenient o We did not stay in mission accommodation Recommendations: .