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Carioca Hospitality Programme Operational Guide Version 2 | April 2016

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Carioca Hospitality Programme Operational Guide Version 2 | April 2016 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.
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