Carioca Hospitality Programme Operational Guide Version 2 | April 2016
SUMARY
1 | General information ...... 1 1.1 Venues’ addresses ...... 1 1.2 Customer service ...... 1 1.3 Hospitality spaces ...... 2
2 | Decoration and brand activation in hospitality spaces ...... 3 2.1 Full customisation (for all sessions) ...... 3 2.2 Partial customisation ...... 5 2.3 SUMMARY OF CUSTOMISATION OPTIONS (FULL OR PARTIAL) PER PRODUCT ... 6 2.4 No possibility of customisation ...... 6 2.5 Project approval ...... 7 2.6 Assembly ...... 7 2.7 Maintenance ...... 8 2.8 Disassembly ...... 9
3 | Extra hiring ...... 9
4 | Accreditation ...... 11
5 | Access ...... 11
6 | Security ...... 11
7 | Food and beverage ...... 12
8 | Sustainability ...... 12
9 | Cleaning and waste ...... 12
10 | Energy ...... 12
11 | Technology ...... 13
12 | Guests ...... 13
13 | Final considerations ...... 13
14 | Appendices ...... 14
1 | GENERAL INFORMATION
The Carioca Hospitality Programme operations for the Rio 2016 Olympic Games shall be governed by rules of Rio 2016’s functional areas such as Brand Protection (BRP), Workforce (WKF), Accreditation (ACR), and Security (SEC), and by the rules of the Hospitality programme and specific venues’ rules.
Therefore, this guide is designed to organise the most relevant information for Carioca Hospitality customers and reference important documents, attached at the end of this Guide.
1.1 VENUES’ ADDRESSES
ZONE VENUE ADDRESS
Barra Olympic Golf Course Av. das Américas, 10033 - Barra da Tijuca
Barra Olympic Park Av. Emb. Abelardo Bueno, 3401 - Barra da (common domain) Tijuca
Av. Emb. Abelardo Bueno, 3401 - Barra da Rio Olympic Arena Tijuca
Deodoro Olympic Equestrian Centre Av. Duque de Caxias, 2660 - Vila Militar
Maracanã Olympic Stadium Rua José dos Reis, 425 - Engenho de Dentro
Maracanã Avenida Maracanã - Maracanã
Maracanãzinho Rua Prof. Eurico Rabelo - Maracanã Table 1
1.2 CUSTOMER SERVICE The email [email protected] is the customer service channel for issues or questions related to the Carioca Hospitality Programme, such as customisation project, assembly period, maintenance and disassembly of the space.
The project's technical approval process for customised areas, including set design, will take place through the shaRing platform, already used in the approval process of other materials.
RIO 2016 | Carioca Hospitality Programme Operational Guide | April 2016 | Rio de Janeiro 1
1.3 HOSPITALITY SPACES Hospitality spaces are equipped with climate control, wireless internet for mobile access, furniture, landscape and set design with Rio 2016’s Look of the Games, as presented in the references of the Carioca Hospitality Programme brochure (Appendix A).
Our spaces offer a hospitality solution that includes:
• Hostesses for access control1 • Food and beverages service • Spaces decorated with the Rio 2016 standard design • Security service (not private)2 • Cleaning service (not private)3
All hospitality areas must comply with the rules defined in the Brand Protection Guidelines for In Venue Hospitality (Appendix B). The particular features of each product are described below:
• Pedra Bonita (private rooms) ‒ private rooms with exclusive service. This product allows Partners to activate their brands through complete customisation, as long as this has been acquired for the entire period of the Games (all sessions) and there is no brand visible to the field of play • Jardim Botânico (suites) ‒ suites of different sizes and capacities according to the seating bowl in the arena or stadium. This product also allows brand activation through complete customisation, as long as this has been acquired for the entire period of the Games and there is no brand visible to the field of play • Parque da Tijuca (semi-shared lounges) ‒ lounge areas reserved for small groups. The spaces allow activation and limited customisation • Ipanema and Grumari (shared lounges) ‒ lounge areas without reserved spaces. These areas do not allow any customisation or brand activation
1 The access control service is not exclusive for each private room, suite or lounge space. 2 Security service is not exclusive for each private room, suite or lounge space. 3 Cleaning service is not exclusive for each private room, suite or lounge space.
RIO 2016 | Carioca Hospitality Programme Operational Guide | April 2016 | Rio de Janeiro 2
Summary of products
PEDRA JARDIM PARQUE DA IPANEMA GRUMARI BONITA BOTÂNICO TIJUCA
Catering Gourmet Gourmet Sophisticated Sophisticated Finger food
Space type Room Suite Lounge Lounge Lounge
Occupation Private Dedicated Semi-shared Shared Shared type
Non F&B Service Exclusive Non exclusive Non exclusive Non exclusive exclusive
Brand Allowed Allowed Restricted Not allowed Not allowed activation
1.3 to 1.8 to 1.5 to Ratio 0.8m²/per 1.2m²/per pax 1.1m²/per pax pax Table 2
2 | DECORATION AND BRAND ACTIVATION IN HOSPITALITY SPACES
The Hospitality spaces are designed and delivered following unique layouts for each product, and it is not possible to select specific items. However, the Carioca Hospitality Programme provides options for brand activation through space customisations, depending on the type of product, as described below.
2.1 FULL CUSTOMISATION (FOR ALL SESSIONS) In private spaces (Pedra Bonita) and suites (Jardim Botânico), full customisations are allowed observing some brand activation restrictions in spaces that have direct view to the field of play. It is up to the Partner to completely customise their private rooms or suites, as long as they have acquired the space for all sessions.
A full customisation may include specific set design and changing of the furniture and landscaping. By choosing the full customisation, the customer can
RIO 2016 | Carioca Hospitality Programme Operational Guide | April 2016 | Rio de Janeiro 3
receive the hospitality space completely empty or select parts of the Rio 2016 kit to use (Table 3). Customisation-related costs are not included in the projects offered by Rio 2016.
By choosing a full customisation and a different set design project, the customer should observe the following rules:
• The Rio 2016 standard lighting kit should be maintained • It is not allowed to hang anything from the ceiling • It is not allowed to have stickers or any material fixed directly to the windows, walls or canvasses • It is not allowed to drill venues structures
Full customisation projects should be sent to Rio 2016 for approval via the shaRing platform until 8 April 2016. Any project that obstructs pre-established access points or emergency routes will not be approved. The submission and approval of customisation projects is essential for the permission release for the setup phase.
The assembly period for customised areas should respect the schedule informed by Rio 2016 to release the spaces, and all the rules of the venue where the project will be built must be observed.
Venue rules comprise scheduling of delivery vehicles, operation hours, and other procedures to be informed in detail on specific documents for each venue until June 2016.
The responsibility for all costs and actions related to the entire customisation of spaces belongs the Partner or agency contracted to perform the services.
When hospitality spaces are delivered for customisation, they will be inspected in order to generate a receipt report (handover report) and a return report (handback report). All damages reported after handover should be repaired or reimbursed by the Partner, as outlined in the contract.
All documentation required to legalise and regulate customised projects, excluding pre-existing facilities, such as technical responsibility notes (anotações de responsabilidade técnica, or ARTs) for example, should be provided by the company responsible for the project (if applicable) and delivered to the Committee at least one week prior to the assembling date.
The distribution of gifts or brochures can only happen within the private room or suite. The Rio 2016 Committee shall be informed of the intention to distribute these materials and should receive the details and specifications via the shaRing platform for approval until 8 April 2016. Only private rooms and suites can have
RIO 2016 | Carioca Hospitality Programme Operational Guide | April 2016 | Rio de Janeiro 4
this kind of activation. According to rules established in the Brand Protection Guidelines for In Venue Hospitality (Appendix B), the gifts to be distributed in the spaces cannot be excessively visible, such as flags, thunder sticks and t- shirts, among others.
No deposits will be available at the venues for storing materials including brochures, gifts and other customisations materials.
The Rio 2016 venues’ sound system is primarily designed to comply with safety standards, and it is used for emergency announcements. For this reason, the ambient sound of the hospitality spaces is centrally controlled and cannot be customised, except for the private spaces of the Pedra Bonita product.
Special requests concerning customisation of the ambient sound of the Pedra Bonita spaces are subject to approval by the Rio 2016 Committee. The Partner or the agency contracted to perform the customisation services is entirely responsible for payments to Ecad (Escritório Central de Arrecadação e Distribuição, the Brazilian copyright collection agency) and other ambient sound customisation-related costs.
At Pedra Bonita private spaces it will be possible to use existing TVs to show corporate videos, as long as all content is pre-approved by Rio 2016. The content should be delivered in USB sticks, one for each individual TV, thus making it not possible to synchronise the transmission of the content across different devices.
Even though the inclusion of electronic devices as part of the customisation project of a private room is allowed, this should be informed in advance, and the approval is subject to energy availability, thus requiring that customers send a detailed energy plan for the project. If the equipment used in the project belongs to the category of a Rio 2016 Sponsor but is of a different brand, any logos must be covered or taken out entirely.
2.2 PARTIAL CUSTOMISATION In private rooms (Pedra Bonita), suites (Jardim Botânico) and in semi-shared lounges (Parque da Tijuca), customers will be able to partially customise their space. In the case of private rooms and suites acquired for all sessions, partial customisation is an option for Sponsors that will not make a full customisation of their spaces, but still want to activate their brands. In the case of private rooms and suites acquired by session, and also for semi-shared lounges, partial customisation is the only form of customisation allowed. It is at the sponsor's discretion to partially customise private spaces, suites and semi-shared spaces.
Partial customisation includes the maintenance of the Rio 2016 kit (see Table 3) for the product and may comprise: unlit freestanding banners (1.70m x 0.90m),
RIO 2016 | Carioca Hospitality Programme Operational Guide | April 2016 | Rio de Janeiro 5
non-floral table arrangements or table tent cards with logos (20cm x 20cm) and cushions (50cm x 50cm). The inclusion of electronic devices as part of the partial customisation of a semi-shared space is not allowed.
If the space does not belong to a single sponsor for the entire period of the Games (all sessions), the items must be assembled and disassembled for each session or day, complying with the timetable provided in this document. The assembly and disassembly of the customisation items are the responsibility of the sponsor. There are no deposits at the venues to store customisation items.
2.3 SUMMARY OF CUSTOMISATION OPTIONS (FULL OR PARTIAL) PER PRODUCT
PARQUE JARDIM PEDRA BONITA DA IPANEMA GRUMARI BOTÂNICO TIJUCA
Scenography (Look Product pattern Product pattern Product Product Product of the Games) or customised4 or customised4 pattern pattern pattern
Product pattern Product pattern Product Product Product Furniture or customised4 or customised4 pattern pattern pattern
Product pattern Product pattern Product Product Product Landscaping or customised4 or customised4 pattern pattern pattern
Gifts and brochures’ Not Not Not distribution inside Allowed Allowed allowed allowed allowed the space
Partial Not Not Allowed Allowed Allowed customisation items allowed allowed
Product pattern Product Product Product Audio Product pattern or customised pattern pattern pattern
Product pattern Product Product Product Video Product pattern or customised pattern pattern pattern Table 3
2.4 NO POSSIBILITY OF CUSTOMISATION For the shared lounges (Ipanema and Grumari) no customisation or brand activation is allowed.
4 For the Pedra Bonita and Jardim Botânico products, Partners may choose to receive their spaces without scenography, furniture and landscaping (empty space) or to receive some of these decor blocks and customise others. If they wish to customise some of these blocks (scenography, furniture or custom- landscaping), Partners are fully responsible for this customisation, including its cost, and should hire a specialised agency for this operation. Observe the deadlines for the submission of customisation projects and confirmation of the Rio 2016 kit.
RIO 2016 | Carioca Hospitality Programme Operational Guide | April 2016 | Rio de Janeiro 6
2.5 PROJECT APPROVAL Projects with total or partial customisation shall be referred for approval via the shaRing platform until 8 April 2016, accompanied by the completed form (Appendix C). Rio 2016 will have 10 business days to respond with the due considerations as set out in the contract. If adjustments in the material are needed the project should be resubmitted within the same period for a new approval.
For the approval of a customisation project, the following documents must be presented:
• Floor plan (PDF and DWG) • Mood board (PDF) • Layout and number of objects used in the partial customisation
Where applicable, a submission for the approval of a customisation project must also contain the following documents: • Electrical distribution plant • Weight & dimensions of objects, equipment and furniture • Equipment list • Furniture inventory • Uniform layout (see item 3) • Details / mechanics of activation (see item 3)
2.6 ASSEMBLY The period established for assembly will be set per venue after the approval of the customisation projects. The following points must be considered:
ACTION DURATION OBSERVATION
Full customisation of Up to 2 weeks – July Projects should be evaluated to define synergies between private rooms / special 2016 assemblies projects - all sessions
Projects will be evaluated and a schedule will be Full customisation of Up to 1 week – after established considering an average of one week before suites – all sessions 25 July 2016 the opening of the space
Partial customisation of Up to 48 hours before When partially customised for the entire period of the semi-shared lounges – all the opening of the Games, spaces may be assembled up to 48 hours in sessions space advance
The assembly may only be done during off hours, only by Partial customisation of From 30 minutes to 2 accredited persons, immediately before the opening of semi-shared lounges – per hours before the spaces. The time available for the assembly depends on session session the venue and the session schedule for the day. It may be a minimum of 30 minutes and a maximum of 2 hours Table 4
RIO 2016 | Carioca Hospitality Programme Operational Guide | April 2016 | Rio de Janeiro 7
Every employee and/or hired staff of the contractor companies providing services for the Partners must be duly accredited and will only have access to hospitality spaces to perform decorating services and/or installations if they are wearing long pants and shoes, as well the personal protective equipment (PPE) required to execute the function. For more information, carefully read the accreditation rules in Appendix D of this guide.
According to Fire Department rules, it is forbidden to wear shorts and flip-flops during assembly/disassembly. This rule applies to every person present in the room during that period.
It is the responsibility of the contractor hired to deliver the customised projects to provide their employees and/or hired staff with the personal protective equipment (PPE) appropriate for the risks pertinent to the assembly and disassembly work. It is also up to the contractor to require the use of such equipment. These devices must be in perfect condition of conservation, use and operation.
Entering the venues with food will not be allowed.
For security reasons, the presence of minors during assembly and disassembly of the spaces is prohibited.
There will be no closed storage space for assembly materials or promotional materials in the hospitality areas.
2.7 MAINTENANCE Persons accredited for assembly and disassembly of hospitality areas will not be allowed to remain in the venues during sessions. If any maintenance is needed, appropriate times will be informed.
Maintenance and material replacement may be done daily, before and/or after the sessions, only by accredited persons. The time available for maintenance depends on the venue and session schedule for the day, and it may be a minimum of 30 minutes and a maximum of two hours.
Any specific maintenance demand that may require a longer period of time should be informed to Rio 2016 in advance, so the request may be authorised as per the rules of hospitality spaces and competition venues outside of opening hours.
RIO 2016 | Carioca Hospitality Programme Operational Guide | April 2016 | Rio de Janeiro 8
2.8 DISASSEMBLY
General disassembly framework:
ACTION PERIOD OBSERVATION
Disassembly begins on the Full customisation of private After the last day of operation morning of the day after the rooms / special projects - with a maximum duration of operation. Security will be all sessions ten days maintained and must be concluded by 28 August
Disassembly begins on the After the last day of operation morning of the day after Full customisation of suites– with a maximum duration of operation. Security will be all sessions five days maintained and must be concluded by 28 August
The removal of items should Partial customisation of Immediately at the end of the be immediate after the end of semi-shared lounges – all operation the session and be concluded sessions in two hours
The disassembly should be done during off hours, only by accredited persons, immediately after the end of Partial customisation of the session. The time From 30 minutes to 2 hours semi-shared lounges – per available for the disassembly after the session session depends on the venue and the session schedule for the day. It may be a minimum of 30 minutes and a maximum of 2 hours Table 5
3 | EXTRA HIRING
The Partner may hire professionals to provide specific dedicated services in their private rooms and suites (Pedra Bonita and Jardim Botânico), such as hosting, cleaning, security5 and entertainment (subject to approval by Rio 2016), according to the rules established in this document.
5 The hiring of additional cleaning and security services comprises the hiring of a dedicated service for the Partner’s hospitality space, to complement the services supplied by Rio 2016.The hiring of hostess and entertainment services for hospitality spaces is not complementary, as these services are not part of the Rio 2016 kit.
RIO 2016 | Carioca Hospitality Programme Operational Guide | April 2016 | Rio de Janeiro 9
The extra hiring of hostesses and exclusive cleaning or security services should be made through the event agencies appointed by Rio 2016 to serve the Carioca Hospitality Programme. These companies have facilitated accreditation and the right to use the designated Workforce Break Area of the Carioca Hospitality Programme.
Entertainment services must be hired directly by the Partner. All contractors must be properly accredited following the Rio 2016 rules detailed in Appendix D. Furthermore, Rio 2016 must be informed about planned shifts, number of professionals and companies contracted until 8 April 2016 (see form). This information is essential, since in addition to the credential, the professional must use a hospitality service wristband to access the designated area during the sessions.
All cases of extra hiring must comply with Workforce rules established by Rio 2016 (Appendix E). These rules refer to contracts with periods of working hours permitted by law and labour documentation that should be up to date. Proof of proper labour documentation may be required by Rio 2016 and by local authorities at any time.
The contractors must be properly dressed in uniform that does not carry the company logo (see uniform rules: Appendix F). The uniform design must be submitted for approval by Rio 2016 through the shaRing platform until 8 April 2016.
The role of hostesses shall be restricted to the internal area of the private room or suite. They cannot be responsible for checking passes or controlling the access to the Carioca Hospitality Common Area. The private control is optional and its need and operation must be informed to Rio 2016 in advance. The private control cannot prevent Rio 2016 operating staff from accessing the Partner’s space.
In case of entertainment service hiring, the Partner must submit all specifications of the contracted service for approval through form until 8 April 2016. Entertainment services involving music will only be allowed within Pedra Bonita private rooms. All entertainment-related hiring costs should be covered by the Partner including, but not limited to, the hiring of the featured attraction and mandatory fees (eg. ECAD, OMB, etc.). Proof of payment of the fees is mandatory.
If the hiring of an entertainment activity involves the use of electronic equipment, this must be informed and detailed for the verification of power capacity in the space (see form). The Partner is responsible for any expenses related to capacity expansion.
RIO 2016 | Carioca Hospitality Programme Operational Guide | April 2016 | Rio de Janeiro 10
4 | ACCREDITATION
The accreditation process should comply with all guidelines presented in the Workforce Accreditation Manual, in particular with items relating to Rio 2016 outsourced workforce (Appendix D).
Data request for the Olympic Games:
DEADLINE ACTION
22 April 2016 Deadline for the confirmation of 100% of the accreditation requests
Beginning of distribution of the Olympic Identity and Accreditation Card From 9 May 2016 at the Uniform and Accreditation Centre Table 3
Please check accreditation rules, information and training for outsourced workforce with your Partners Service’s focal point.
5 | ACCESS
Access rules for people, materials and vehicles for each venue at any time before, during and after the Olympic Games will be defined in specific documents to be published by June 2016.
6 | SECURITY
All hospitality areas will be served by shared security service provided by Rio 2016. The Partner with a customised space must make a complete inventory, right after assembly, of objects and materials, which will be verified by Rio 2016.
It is recommended that small items are not left unlocked at hospitality areas during off-hour periods. If necessary, customers with spaces that allow complete customisation may place a locked storage cabinet inside their spaces. The size and location of this cabinet must be specified and sent along with the customisation project through the sharing platform.
RIO 2016 | Carioca Hospitality Programme Operational Guide | April 2016 | Rio de Janeiro 11
7 | FOOD AND BEVERAGE
The Carioca Hospitality Programme offers exclusive menus for each product. The menus are pre-determined and the selection of items is not possible.
No outside food or beverages will be allowed into the Hospitality areas.
Rio 2016 will allow minor menu adjustments only for the catering service of private rooms, as long as those changes are accorded with Rio 2016 in advance and do not affect the cost of each meal.
8 | SUSTAINABILITY
Rio 2016 has specific Sustainability rules and procedures to be followed. For more information, please check the Sustainability Guide in Appendix G.
9 | CLEANING AND WASTE
Rio 2016 has specific rules and procedures to be followed. For further information please consult the Cleaning and Waste Guide in Appendix H.
The waste generated by the contracted scenography’s assembly and disassembly needs to be removed and disposed of in a suitable place, out of the Rio 2016 operation area, by the company hired by the Partner.
10 | ENERGY
All spaces have energy scaled to the standard Rio 2016 design, considering the maximum number of guests allowed in each session. There is no provision for extra equipment taken by the Partner in the case of a full space customisation. Thus, for any special needs, the viability and costs involved should be consulted. All equipment must be listed on the form with technical specifications,
RIO 2016 | Carioca Hospitality Programme Operational Guide | April 2016 | Rio de Janeiro 12
positioning plan and estimated kVA, and sent to Rio 2016 for approval via the shaRing platform, respecting the deadline of 8 April 2016.
11 | TECHNOLOGY
• Air conditioning ‒ All hospitality areas will be pre-set with air conditioning between 21oC and 24oC (69oF and 75oF, respectively). The air conditioning control is central to all areas, except for the private spaces of the Pedra Bonita product, which have an individual control • TVs ‒ The hospitality areas will provide official Games TV signal with Olympic content broadcast, without audio. Any unauthorised intervention on the TV sets may impair the live broadcast signal return • Internet ‒ The hospitality areas are equipped with Wi-Fi signal with dedicated bandwidth of 0.1MB/s per person for mobile use only
12 | GUESTS
To access the hospitality areas during the Games, guests must present the hospitality pass, regardless of carrying any other type of credential.
13 | FINAL CONSIDERATIONS
• Cigarette - Federal Law No. 92914/96 prohibits cigarette use in collective areas, either private or public. Disrespecting this law is punishable by a fine. This must be enforced in all hospitality areas • Alcoholic beverages - According to Federal Law No. 13106/15, it is prohibited to sell, supply, serve, give or deliver alcohol to a child or a teenager, even for free, in any way. This must be respected in all hospitality areas • Requests not covered in this manual must be sent to [email protected] for evaluation
RIO 2016 | Carioca Hospitality Programme Operational Guide | April 2016 | Rio de Janeiro 13
14 | APPENDICES
• Appendix A ‒ Carioca Hospitality Programme
• Appendix B ‒ Brand Protection Guidelines for In Venue Hospitality
• Appendix C ‒ Customisation Project Form
• Appendix D ‒ Workforce Accreditation Manual
• Appendix E ‒ Workforce Manual
• Appendix F ‒ IOC Uniform Guidelines for OCOG, Torch Relay and Marketing Partners Workforce at the Olympic Games
• Appendix G ‒ Sustainability Guide
• Appendix H ‒ Cleaning and Waste Guide
RIO 2016 | Carioca Hospitality Programme Operational Guide | April 2016 | Rio de Janeiro 14
02.2016
RIO 2016 | Carioca Hospitality Programme Operational Guide | April 2016 | Rio de Janeiro 15