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CHEF DE MISSION FINAL REPORT 2012 ARCTIC WINTER GAMES Team Alberta North, Chef De Mission

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CHEF DE MISSION FINAL REPORT 2012 ARCTIC WINTER GAMES Team Alberta North, Chef De Mission CHEF DE MISSION FINAL REPORT 2012 ARCTIC WINTER GAMES Team Alberta North, Chef de Mission Section I Evaluation of Performance of the Host Society Registration and Accreditation The registration was set up well in advance but again some of the suggested changes were not implemented (i.e. coaches assigned to a team) The system is easy to input information by participants. We really appreciated receiving the accreditation tags in advance to the arrival of our participants so that Mission Staff could distribute them to their assigned sport teams. Recommendations In the future all contingents continue to receive from the Host Society the registration system no later than the beginning of December to assist in ensuring the completeness of the registrations and forms as well as providing an adequate time frame for the participants to register. The Host Society waiver form must accompany the registration system when it is provided to the Chefs. That the contingents be allowed to add their own custom fields on the registration form and attach their own documents, e.g. Team Alberta North Code of Conduct. Continue to receive the accreditation tags in advance of the participants arrival so that the contingents can verify and distribute them to the teams Welcome/Arrival Services Arrival at the airport and transferring of participants to busses for school drop offs was very smooth. Once the luggage and sports equipment was loaded, it appeared that it arrived at the schools and sport venues fairly efficiently. Team Alberta North did not have any lost luggage. Luggage and equipment tags were provided in advance but similarity between luggage and equipment tags caused some confusion. Recommendations The luggage tags utilized by the Host Society need to be sturdy and strong. Only sport equipment that is not stored at the athletes’ village needs to have an identifiable tag otherwise luggage tag can be used Condoms are not an acceptable gift to be provided to all participants as part of a welcome kit, when many are in the 10-14 age range. Host Society has to be careful of the Games image they want to portry (if you sent your 10 year old away for a week, what would you think if they came home with a condom?) Opening Ceremonies It was greatly appreciated that the marshalling period was kept to a minimum prior to Ceremonies. The timing for the Ceremonies was great, Ceremonies at 6:00 PM allowed time for athletes to eat following Ceremonies. It was great that the entertainment for the Ceremonies was athlete centred and very well received by the participants. Providing food at 3 different locations after Ceremonies was greatly appreciated by all teams 1 of 15 CHEF DE MISSION FINAL REPORT 2012 ARCTIC WINTER GAMES Team Alberta North, Chef de Mission Recommendations There needs to be more volunteers to control the exit after Ceremonies so not everyone is attempting to leave at the same time. Items that can be thrown by participants (pens) should not be distributed. These become dangerous projectiles and someone can get seriously injured. Keep the marshalling period brief so there is not extended periods of standing around. Keep Ceremonies to a maximum of 1 hour in length Team Accommodations Overall the coordination of inflatable beds and bunks worked well. Thanks to the Host Society for the quick set up to have rooms ready for our arrival. The inflatable beds, however, take up more space in classrooms than bunk beds, so some rooms end up being very crowded when adding in luggage and in some cases sport equipment. All schools should have showers on site. Recommendations That if inflatable beds are used again, additional space requirements need to be taken into high consideration. There should be a proper orientation done for the accommodation/security volunteers and paid staff working in the schools, including a walk through so that everyone knows the layout of their school as well as what the policies and procedures are, e.g. what is the process if someone misses curfew, when is lights out, when is quiet time, etc. That the contingents continue to assign participants to the class rooms based on the block of rooms allocated by the Host Society. That the number of accommodation sites be kept to a minimum. With so many schools and so few rooms in each schools some sports that are not compatible are forced to stay together. Better communication needs to occur at venues identified as shower facilities. A number of instances occurred that shower plans had to change when venues were not prepared or welcoming participants to use the showers in a timely manner. Food Service/Village Dining The food quality and variety for these Games was exceptional. The options available during grazing were as great as the main courses. Excellent comments from the participants regarding the off site grazing and then the deli boxes. One of the best that we have seen at any Games. Thank you for so easily accommodating late competition meals. Recommendations That the Host Society continues to be flexible to accommodate special requests as issues come up. That the Host Society has adequate food to feed mass quantities immediately following Opening Ceremonies. Providing 3 locations after Ceremonies worked fantastic. Timing for access to the food centre before and after Ceremonies worked very well. As long as the Host Society is flexible with advance notice of teams coming in after 10PM then a soft closing of 10 works, otherwise food centre needs to be open later. That a grazing style of a variety of nutritious food and plenty of water and juices be available at the food centre. That the food centre be located, if possible, in close proximity, i.e. within walking distance, to the 2 of 15 CHEF DE MISSION FINAL REPORT 2012 ARCTIC WINTER GAMES Team Alberta North, Chef de Mission accommodation sites to alleviate the need for transportation. Awards Ceremonies The presentation awards at the sport venues worked well. Information Technology/Communications/Computer and Network Services Team Alberta North appreciated the IT support received from the Host Society for our mission office. Recommendations Provide each contingent an email address that can be used in the mission offices. Provide this email address prior to the Games so the various committees know to use this address and not the Chefs work email address. Continue to provide IT support to the mission offices. Mission Offices, Services and Accommodations We appreciated the classroom that was assigned to Team Alberta North. We had all the supplies and computers that we required as we always bring along extra lap tops. Having additional snack available in the Mission Services room was greatly appreciated by our mission staff. The mission staff accommodations were sufficient. If Chef’s meeting start 2 days prior to athlete arrival then accommodations should be provided as they are for the rest of the Games. Recommendations Mission services closing at 9 PM makes it difficult for printing. Having to track down security to open the office to get access to printer is not adequate. Printers need to be in an accessible location at all times. That the Host Society provides network access for computers brought to the games by the contingents that would supplement the equipment provided by the Host. The mission offices need to be located in a venue that coaches can access. It worked well to be in same venue as food centre and polyclinic. Cultural Program and Facilities The cultural team had an amazing experience and were grateful for the opportunity to represent Alberta’s North in the international festival. It was great that a performance was scheduled for the concourse of the Canada Games Centre, however the stage and available space was too small for many performances. The cultural performers performed at 2 gala performances and also as part of the Closing Ceremonies. Recommendations Our Dancers has a fabulous time interacting with the other performers and performing a group piece as part of Closing Ceremonies. It would be great if our performers had an opportunity to perform for the athletes in a desirable location (i.e. somewhere near the food centre) Consider accommodating all the cultural participants together as their schedule is very different than the sport participants. 3 of 15 CHEF DE MISSION FINAL REPORT 2012 ARCTIC WINTER GAMES Team Alberta North, Chef de Mission Forms and Publications The Ulu News was available throughout the schools, mission office and other locations throughout the city. Use of social media (Facebook) and compete coverage of all sports and contingents was excellent. Recommendation That a results board be posted at the food centre or other central location so that athletes can follow how the contingents are doing. Would be nice particularly at team sport venues to have a sport program with jersey numbers and rosters. Media Team Alberta North had very few media requests during these Games. The local media did a great job of covering the Games. Medical Services/Polyclinic The location of the Polyclinic was excellent. There was no on call Games specific medical services after hours. Each school had a quarantine room. Recommendations That all medical protocols are outlined no later than the second set of Chefs’ meetings including the reporting process to the Chefs de Mission of any medical incidents and notification of athletes being taken to the hospital. Concussion diagnosis should be the responsibility of the Chief Medical Officer and not simply a first responder on site. That ice should be available at both the polyclinic and competition venues, or at the very least ice bags. 48 hour quarantine for flu like symptoms is excessive and relying on Mission Staff for overnight supervision is not sufficient.
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