CHEF DE MISSION FINAL REPORT 2014 WINTER GAMES

Team Yamal

Aleksandr Eirikh Chef de Mission

May 2014

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 convenient and functional and proved to be effective not only at Games but very useful after the event was over. The technology implemented and the website structure are easy to understand and to navigate. In the whole the process of registration and accreditation worked well. There is nothing to be reprimanded.

Welcome/Arrival Services Was the arrival of your team handled in a timely manner with a minimum of confusion? Provide comments or recommendations. In 2014 Team Yamal experienced zero challenges to reach the place the Games were organized at. It was the first time the charter flight was used. Its itinerary included the following airports “Tyumen – Novy Urengoy – Magadan - Fairbanks”.

The work of the Host Society and volunteers in the Fairbanks airport was very well organized and handled in timely manner. Passport control, customs clearance, luggage delivery to the luggage carrousel and transfer to the athletes village were well directed.

The whole impression of the arrival services is good and we would like to thank everyone who met our team in Fairbanks airport for the warm welcome and hospitality extended upon arrival and during the stay of our delegation in Fairbanks.

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 Ceremony was a great start to the 2014 . The stage and screens were placed in a very convenient manner that gave the chance to witness the event from the every single corner of the hall.

The plan for delivery of the teams to the Opening Ceremony and their marching before the audience was also a worth decisions: athletes did not wait for long; everything was handled in dynamic and logic manner.

The only thing that made Team Yamal truly upset was the mistake of the volunteer who accompanied our flag and sign bearers. Due to the insufficient directions this person had on where to go and excessive interference from other volunteers who hurried up the athletes on their way to the scene our flag and sign bearers turned the wrong side. As a result the flag and the sign were forwarded to the other representatives of Team Yamal.

To our mind to prevent such a situation it would be a good idea to present the plan of the Opening Ceremony in more details not only to volunteers but during the Chefs morning meetings as well for teams’ representatives to have a better understanding of what will be and how to instruct the athletes and coaches. Sometimes it is very difficult to adjust to a new place having minimum information. Or the previous flag bearers plan can be used when they were gathered and delivered to the Opening Ceremony separately from the teams and waited in the meeting point with the flags in hands.

The lack of translation of the Opening Ceremony to Russian language made it impossible for the team members to fully understand what was going on. Unfortunately it effected the whole impression. The consecutive translation was difficult to provide due to the natural noise and sounds of the event.

The changes in the transportation scheme after the Opening Ceremony were also a bit confusing.

Recommendations: 1. to provide the Chefs with more detailed information on the whole plan for the Opening Ceremony and to pay more attention to the flag bearers role including the order the flags are handed to them before the marching; 2. to provide the scenario of the Opening Ceremony to Team Yamal Mission Staff in advance for translation for Yamal’s athletes to understand it in more details; 3. to think over the transportation scheme to deliver the athletes to their venues after the Opening Ceremony as it is very important for them to be “home” as soon as possible and have good rest before the competitions will start; the alternative way is to transport the athletes by teams not by venues.

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.

The housing at the 2014AWG was based on gender principle and vicinity to the main school of the Games (Lathrop High School). It proved to be very useful, convenient and logic.

The rooms provided met all the requirements. The only complain that was received practically from everyone was low temperature level in the rooms due to the excessive work of the air-conditioner system. The issue was not solved but it is important to mention that the Host Society did their best in this regard and was very attentive to other demands.

The shower facilities were not enough and the plan used lead to some confusions.

The cleaning was regular. Security was functional, effective and ready to help every single minute.

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.

To our mind the cafeteria for the 2014AWG was perfectly organized. The hours of operation were very convenient and anyone had a chance to eat at any time they had such an opportunity. The idea of having the buffet between the main hours is very wise especially when such events are held.

Selections were good. Some complaints were received regarding the breakfast menus. Our coaches suggested that it would be better to have more vegetables, fruits, fish, chicken and cereal.

Team Yamal would like to thank the cafeteria personnel for their warm welcome and professional work. The lunch-box program worked well and the selection of food in the lunch-box room was great.

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. The system used to hold the ceremonies right after the competitions were over proved to be effective.

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.

On behalf of the Team Yamal I would like to take this opportunity to thank the IT Committee for having done a great job. They managed to create an integrated system, to provide teams with all equipment, to meet all needs and requirements.

Team Yamal thanks the Host Society and their partners for the cell phones we were given. It was a great help in facilitating communication process with the coaches who stayed at different venues.

The great support to organize the communication of the athletes with their parents and relatives was Wi-Fi Internet in all the 2014AWG venues.

We would like to thank the IT Committee members for their help and good work.

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 in the main Games school gave opportunity to the Chefs de Mission and mission staff to communicate with each other, to share their experience and expertise, to discuss the events in the framework of the Games, to give their comments and recommendations.

The mission offices were sufficiently spacious and adequately furnished. We had all the needed office equipment, access to the Internet, stationary.

The atmosphere in the office was very friendly, first and foremost due to the well coordinated and organized work of thе qualified personnel and volunteers who were ready to assist each time it was needed.

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.

Due to some organizing obstacles practically no one from the Team Yamal had the opportunity to visit cultural events. But the cultural contingent of Yamal was honored to be an integral part of the Games. The artists are satisfied with the performance opportunities they were given. They said that cultural groups were very talented. All of them presented the culture and traditions of their region in full colours. The shows were vivid and spectacular.

We received no complaints from our cultural group regarding their accommodation or schedules or any other organizing issues. The only thing our performers and athletes were upset about is the lack of time in sport schedules to visit the cultural events.

The goal of the Games is not only to develop sports in the Northern regions but also to share our cultures and traditions, to make our people closer, to be united. To our mind Sport and Culture should be more united during the Games week. In this respect we would like to recommend the Host Society of the AWG 2016 try to plan such out-of- cultural-venues activities for athletes to have the opportunity to learn traditions of the North, to meet the culture of another Northern regions. They can take place in sport venues or in the awards ceremonies venue or in the cafeteria.

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 were endless: all media resources were used. To be honest the resources used, the way it was managed were at the high level.

The informative and colorful Ulu News issues once again proved to be nice reading covering all the possible subjects: telling about the events of the day, highlighting the most outstanding competitions and results, telling about the social and cultural life at the Games, the Host Society and the place the Games were held at.

It was a good idea to invite professional photographers to the Games who made amazing photos! To our mind it would be also worth if this people could arrange their photos in sets per team or in any other way and sell as a gift at the end of the Games. Sometimes it is very difficult to make good photos on your own and such a commercial gift could be a good memory of such a great event as the Arctic Winter Games are.

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

In general all journalists were very professional and the coverage of the Games was full and very interesting. To be honest they worked very hard and the results were always perfect.

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 work of the medical personnel was at the high level. They were very supportive, professional and ready to help every single moment. The location of the polyclinic was convenient.

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

According to our coaches comments they had no complaints about the work of the results system. They received the results in time and all results were right.

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 security arm of the Games worked effectively. All security members were professional and operative in deciding on different issues. They were very friendly and always ready to help with any issue.

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.

It is worth to mention that the social program of the 2014 AWG was amazing and full of events that helped the young northerners to make new friends, to look for new opportunities, to learn something new about different northern regions and cultures. The Host Society managed to meet different tastes and interests of the youth as well as to focus on their further personal development (for example, exhibitions held, AWG Got Talent event, UA scholarship program).

The housing principle used at the Games worked effectively from the social point of view: the athletes and coaches had the great opportunity to meet new friends and share their experience not only during the competitions but at any other time of the day. Our Team made friends with Northern , . , and Sapmi.

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

There were zero complaints from Team Yamal members regarding the transportation system at the Games. They found it very useful and logic.

We would like to express our special thanks to the Transportation Committee people for the transportation we had. They were always ready to help and quick to find the way out from every single issue.

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 work of the Website developers were highly professional. The Website of the Games was very logic, informative, functional and colorful. The Website was updated daily. It was a reliable information resource on the Games events not only for the mission staff but also for the athletes friends and relatives, media and guests.

Closing Ceremonies Did the Closing Ceremonies provide a fitting ending to the week? Were they of an appropriate length? Did they keep the spirit of the Games going? Provide comments or recommendations. The Closing Ceremony was a dynamic show. The most remarkable thing was the ceremony of passing the AWG Flag to the 2016 Host Society. All speeches were so touching and true. They proved once again that the people who organized the 2012 AWG were people with open hearts.

Our athletes were very enthusiastic and touched and full of positive impression. They made a lot of new friends. We think that it is the most important thing that meets the main goal of the Games.

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

The Host Society worked effectively and were very operative to organize the departure of our team. The trucks and buses arrived in time. The system of pre-registration in the school gym proved to be effective and very convenient.

We would like to express our sincere thanks to all the volunteers and the Host Society members for their help and good job.

Miscellaneous Provide a summary as outlined above or in other areas where the Host Society established a separate committee or operating unit. Provide any other comments or recommendations that will improve the operation of future Arctic Winter Games

Notwithstanding with the comments provided above we would like to highlight the high level of the Host Society work. The 2014 Host Society proved to be the professionals in all spheres. They did a great job to make the Games be the unforgettable magnificent jubilee event.

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

Two units of Yamal-Nenets Government are responsible for the arrangements of the Team Yamal participation in the Arctic Winter Games: the Yamal-Nenets Department for International and External Economic Relations and the Yamal-Nenets Deaprtment for Physical Culture and Sports.

All management decisions are made by the Chef de Mission, the chief coach and the administrative group. Chef de Mission, Mr. Alexander Eirikh, is Director of the Yamal-Nenets Department for Physical Culture and Sports. The chief coach is the Head of the Mass Sport Sector of the Yamal-Nenets Department for Physical Culture and Sports. The administrative group is presented by the officers of the Yamal-Nenets Department for International and External Economic Relations who know English and do all administrative work during the Games, the Team’s doctor and mass media representative.

Chef de Mission develops the general plan of work at the Games, the scheme of cooperation between coaches and the administrative group. The task of the chief coach is to coordinate the work of the coaches and help them to deal with sport issues.

The administrative group help the team members to cope with care and comfort issues, arranging social and cultural activities of the team, cooperate with mass media representatives, translate papers and prepare summaries of morning meetings for Chef de Mission.

During the Games Chef de Mission and mission staff visit all venues twice a day in the morning and in the evening to hold meetings with coaches and athletes. They also visit sport competitions to cheer up team members.

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

Due to the very convenient accommodation plan it was very easy to organize intra-team communication at the 2014 Games.

The great help for the Team Yamal was the support provided by the chaperones-translators who worked with each sport group and culture group on 24/7 principle. All these translators were hired by the Team. Translation expenses were covered by the regional budget. It helped greatly to arrange the participation of the Team in the Games and to decide more operatively on different organizing issues including the most important one – communication between Yamal members and other contingents.

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

The cultural delegation was selected under the technical package requirements set by the Host Society. The main aspects were the age of the participants and the show they could present.

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.

The participation of the Team Yamal in the 2014 Arctic Winter Games was fully financed by the Yamal-Nenets regional budget.

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

The mission staff traditionally prepared a handbook for the athletes and coaches to familiarize them with the history of the Games, logo, mascot and mission of the Games, itinerary, the system of accreditation, accommodation plans, medical information and the rules of living.

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

To participate in the Games the Team Yamal obtained general medical insurance for the travelling abroad. Each member of the Team Yamal was insured to the sum of 50 000 US dollars. The object of insurance is the property interest of the Insured or the Insurant associated with the unforeseen expenses to provide emergency medical and medical evacuation assistance incurred while travelling abroad as well as repatriation expenses.

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.

The media coverage was provided by one media company “Yamal” that is the branch of the All Russian State Broadcasting Company “Rossiya”.

All expenses were covered by the company. The administrative group of the Team Yamal provided only some consultations on visa application, route of the Team, customs clearance and accreditation system. They also translated some papers for the media person, helped him the interview the guests of the Games, athletes from another contingents. The media person was an integral part of the mission staff of the Team and helped in return in deciding on some organizing issues.

The media representatives sent interviews and reports to their office daily. The entire region had the opportunity to be a part of the Games and support their athletes every day of the Games by reading the news and watching the TV reports.

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

The Team doctor who is a part of our Mission Staff is a specialist in sport medicine. He had the necessary set for providing the first aid services and special sport needs help. His primarily task is to provide medical services on the way of the Team to the place where the Games are held and on the way back home.

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

Arctic Sports We had 5 athletes and 1 coach-athlete in the Arctic Sports. They won 6 gold medals, 7 silver and 1 bronze medals. They had no general comments on the way the competitions were held or the gym.

Biathlon (Ski) The Ski team was presented by 8 athletes and 2 coaches. They won 10 gold medals, 5 silver medals and 6 bronze medals. The coaches gave high marks to the conditions of the trails and shooting range.

Biathlon (Snowshoes) The Snowshoe Biathlon team was presented by 8 athletes and 2 coaches. They won 12 gold medals, 10 silver medals and 1 bronze medals. The coaches gave high marks to the conditions of the trails and shooting range.

Cross Country Skiing Team Yamal was presented by 16 athletes and 3 coaches. They won 6 gold medals, 11 silver medals and 6 bronze medals. The coaches express their special thanks to the organizers of the competitions for their professional work, perfect trails, very convenient tents. The judges were real experts.

Figure Skating The Team Yamal was presented by 8 ladies and 1 coach who won 10 gold medals, 6 silver medals and 1 bronze medals. The coach was satisfied with the high level the competition was organized and gave the highest marks to the judges work.

Snowshoeing The Team Yamal was presented by 8 sportsmen and 1 coach. The snowshoers won 1 gold medals, 7 silver medals and 3 bronze medals. The coaches express their special thanks to the organizers of the competitions for their professional work.

Table Tennis We had 8 athletes and 1 coach to participate in the events. They won 10 gold medals, 11 silver medals and 1 bronze. The coaches express their special thanks to the organizers of the competitions for their professional work/

Volleyball The Team Yamal was presented by one female team of 8 athletes and 1 coach. They became the silver medal winners. The coach gave the positive marks to the whole organization of the competitions but also would like to share some recommendations. To her mind the quantity of the balls teams have the access to during the training sessions should be more. The system of double round games is thought to be ineffective as it was very tiresome for the athletes who had very little time to communicate with their peers and enjoy other events of the Games. More than that it is quite an opposite experience if compared to the international practice. It is recommended to use an international system of one round of the games including five sets.

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

For the first time in the history of Yamal participation in the Arctic Winter Games the charter flight was organized to transport the team to the place where the Games were held.

The itinerary of the charter flight was as follows: “Tyumen – Novy Urengoy – Magadan - Fairbanks”. The way back home was vice versa.

The cost of the charter flight was practically the same Team Yamal would spend if the regular flights had been chosen. From the logistics point of view the charter flight helped to reduce the overall time in route that in its turn had a positive effect on the athletes adaptation to the time difference between Yamal and Alaska.

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

The selection process includes two levels: 1st level is local competitions held in towns and areas of the Yamal-Nenets autonomous district; 2nd level is all-region competitions. To become a member of the Team Yamal an athlete should win all-region competitions.

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.

Since 2011 Team Yamal launched its own website located at www.teamyamal.com. This is the place where the main news is presented as well as the information on the history of the Arctic Winter Games, the upcoming Arctic Winter Games, the photos and other relevant information. There is a special section to exchange the documents with the coaches, athletes and their parents on the website.

Some information on the Games and Team Yamal participation is located on the websites of the the Yamal-Nenets Government (правительство.янао.рф), the Yamal-Nenets Department for International Relations (www.interyamal.ru) and the Yamal-Nenets Department for Physical Culture and Sports (www.yamal-sport.ru).

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 great work to make the 2014 Arctic Winter Games a true success. They did everything possible to meet the requirements of the International Sport Federations as well as the demands of the 2014 AWG contingents. All members of the Host Society and volunteers were friendly, tolerant and ready to help.

The reports of the committees were informative and helped a lot in arranging the participation of our team. They were cooperative in finding solutions to different dilemmas. We greatly appreciate their help and cooperation. It was very pleasant to work with them from the beginning to the end of the Games.

GENERAL COMMENTS Care and Comfort The only complain that was received practically from everyone was low temperature level in the rooms due to the excessive work of the air-conditioner system.

Opening Ceremony It would be a good practice to provide the Chefs with more detailed information on the whole plan for the Opening Ceremony and to pay more attention to the flag bearers role including the order the flags are handed to them before the marching. If it would be possible it would be useful to provide the scenario of the Opening Ceremony to Team Yamal Mission Staff in advance for translation for Yamal’s athletes to understand it in more details.

Sport : The system of double round games is thought to be ineffective as it was very tiresome for the athletes who had very little time to communicate with their peers and enjoy other events of the Games. More than that it is quite an opposite experience if compared to the international practice. It is recommended to use an international system of one round of the games including five sets.

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 Yamal would like to express their gratitude and appreciation to the Arctic Winter Games International Committee for the opportunity provided to Yamal to participate in such great and important sport and culture event as the Arctic Winter Games. It is a true honor for us to be an integral part of the world of friendship and cooperation and fair play calling the Arctic Winter Games.

To be honest it is pleasure to work with professionals who give always clear recommendations. The Arctic Winter Games International Committee are always fair to everyone and strictly follow the AWG Staging Manual.

Section IV – Charts

ARCTIC WINTER GAMES UNIT INVOLVEMENT SUMMARY

2014 GAMES TEAM YAMAL

Participation Summary Regional Trials Jurisdictional Trials Games Athletes 1119 463 69 Coaches 72 27 12 Mission Staff ------7 Sport Officials ------0 Total 1191 490 88 Communities Involved 13 13 9 Aboriginal Athletes Involved 250 150 3 Male Athletes Involved 752 301 25 Female Athletes Involved 367 162 44

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 Snowshoeing 0 0 8 Table Tennis 125 81 8 Volleyball 129 82 8

Total 1119 463 69

Summary of Revenue and Expenditures* (regional trials)

REVENUE EXPENDITURES

Federal Contribution --- Transportation 18 121

Territorial/Provincial/State Contribution 205 548 Accommodations 5 670

Donations --- Clothing & Accessories 181 757

Athlete Contribution --- Facilities ---

Sales --- Sport Officials ---

Other (Please specify) --- Administration ---

Other (Please specify) ---

Total 205 548 Total 205 548

* The sums are given in the Canadian dollars. The exchange rate used is 1 Canadian Dollar = 33 rubles

Summary of Revenue and Expenditures (jurisdictional trials)

REVENUE EXPENDITURES

Federal Contribution --- Transportation 10 300

Territorial/Provincial/State Contribution 70 320 Accommodations ---

Donations --- Clothing & Accessories 12 420

Athlete Contribution --- Facilities 7 800

Sales --- Sport Officials ---

Other (Please specify) --- Administration ---

Other (Please specify) 39 800

Total 70 320 Total 70 320

Summary of Revenue and Expenditures (AWG)

REVENUE EXPENDITURES

Federal Contribution -- Transportation 397 000

Territorial/Provincial/State Contribution 701 500 Accommodations 7 500

Donations -- Clothing & Accessories 182 000

Athlete Contribution -- Facilities --

Sales -- Sport Officials --

Other (Please specify) -- Administration ---

Other (Slogan contest, 115 000 gifts, mascot, flags)

Total 701 500 Total 701 500