R 2010 December 2009 VANCOUVE NOC Chefs de Mission Manual Mission de Chefs NOC

NOC CHEFS DE MISSION MANUAL

TABLE OF CONTENTS

1 Pre-Arrival Preparation ...... 10 1.1 Entry into Canada...... 10 1.1.1 Entry Process for Participants not in Possession of an OIAC...... 10 1.1.2 Arrivals and Departures Information ...... 10 1.2 Recommended Vaccinations for Athletes, Officials and Visitors to the Games ...... 11 2 Freight Arrival...... 12 2.1 Load-in Period...... 12 2.2 Load-in Dates...... 12 2.3 Summary Table of Freight Responsibilities...... 13 2.4 Receipt and Storage of Freight ...... 14 2.5 Freight Forwarder Access to Olympic Villages...... 14 2.5.1 Load-in Period ...... 14 2.5.2 Lockdown period...... 14 2.6 Bobsleighs...... 16 3 Chef de Mission Arrival ...... 17 3.1 Delegation Registration Meeting Arrival Services ...... 17 3.2 Delegation Registration Meetings ...... 17 3.2.1 Scheduling ...... 17 3.2.2 DRM Agenda ...... 17 3.2.3 Accreditation Policies...... 18 3.3 Arrival Inspection of Inventory...... 22 3.4 NOC Assistants...... 22 3.4.1 NOC Assistants Quota...... 23 3.4.2 Management and Scheduling ...... 23 3.4.3 Accommodation ...... 23 3.4.4 Meals ...... 24 3.4.5 Venue Access...... 24 3.4.6 Mobile Phones for NOC Assistants ...... 24 3.5 Support Grants...... 24 3.5.1 Criteria for Distribution of Grants ...... 24 3.5.2 Grant Calculation ...... 25 3.5.3 Payment Details...... 25 3.6 Olympic Villages Pre-Opening ...... 26 3.6.1 Pre-Opening Accommodation...... 26 3.6.2 Pre-Opening Food Services ...... 26 3.6.3 Pre-Opening Transportation Services ...... 27 3.6.4 Pre-Opening Resident Services ...... 27 3.6.5 Pre-Opening Guest Pass Services ...... 27 3.6.6 Pre-Opening Retail Services ...... 27 4 Delegation Arrival...... 28 4.1 Arrivals at Vancouver International Airport...... 28 4.1.1 Private Aircraft Arrivals ...... 28 4.1.2 Dates and Frequency of VANOC Transportation Service ...... 28 4.1.3 International/US Arrivals ...... 29 4.1.4 Arrivals to Vancouver via another Canadian Airport...... 29 4.1.5 Validation of the OIAC at Vancouver International Airport...... 30 4.1.6 NOC Access to Baggage Claim Area ...... 30 4.1.7 Baggage Claim and Assistance...... 30

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4.1.8 Baggage Mishandled by the Airline ...... 31 4.1.9 Transfer of Accompanying Baggage to the Olympic Villages...... 31 4.1.10 Transfer of Sport Equipment to Venues ...... 31 4.1.11 Airport Parking ...... 32 4.2 Arrivals at the Olympic Villages...... 32 4.2.1 Arrivals from the Airport in VANOC Transportation ...... 32 4.2.2 Self-Drive Arrivals ...... 33 4.3 Olympic Village Welcome Centres...... 33 4.3.1 Baggage Handling and Security Screening ...... 33 4.3.2 Accreditation Procedures...... 33 4.3.3 Transfer from the Welcome Centre to the Residential Zone...... 34 4.3.4 Welcome Centre Operations Specific to Whistler...... 34 4.3.5 Biathlon Rifles and Ammunition...... 34 4.4 Accreditation Centres and Services ...... 38 5 Olympic Villages...... 39 5.1 Introduction...... 39 5.1.1 Olympic Villages Timeline...... 39 5.1.2 Village Zones and Access Control Points...... 39 5.2 Access to the Villages ...... 40 5.2.1 Vehicle Access Control Points and Screening...... 40 5.2.2 Designated Entrances ...... 41 5.2.3 NOC Guest Passes ...... 41 5.2.4 NOC Guest Passes for Dignitaries ...... 42 5.2.5 Media Access ...... 43 5.2.6 Valley Trail Access at Olympic Village Whistler...... 43 5.3 Allotted Space for NOCs ...... 44 5.3.1 Housing...... 44 5.3.2 Bedroom Furnishings...... 46 5.3.3 Additional Team Officials (ATO) Housing ...... 47 5.3.4 NOC Administrative and Medical Spaces...... 49 5.3.5 NOC Storage and Workshop Spaces ...... 54 5.4 Residential Zone Services and Facilities...... 56 5.4.1 The Service One Concept of Customer Service...... 56 5.4.2 Resident Centres ...... 56 5.4.3 Resident Centre Headquarters Services ...... 57 5.4.4 Laundry Services ...... 57 5.4.5 Housekeeping Services ...... 57 5.4.6 Coca-Cola Complimentary Beverages ...... 58 5.4.7 Ice Supply ...... 58 5.4.8 Waste Management...... 58 5.4.9 Maintenance ...... 58 5.4.10 Logistical Support ...... 58 5.4.11 Food Services...... 59 5.4.12 Residential Zone Facilities...... 61 5.5 NOC Services Centres...... 63 5.5.1 Hours of Operation ...... 63 5.5.2 NOC Services Centre Diagram – Vancouver ...... 64 5.5.3 NOC Services Centre Diagram - Whistler ...... 65 5.5.4 NOC Relations...... 66 5.5.5 Chef de Mission Proxy...... 66 5.5.6 Service Desks...... 67

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5.5.7 Mail Deliveries ...... 68 5.5.8 Distribution of Gift Bags ...... 69 5.5.9 Distribution of Sport and Victory Ceremony Complimentary Tickets ...... 69 5.5.10 Distribution of Olympic Medal Pouches, Diplomas, Participation Certificates and Participation Medals ...... 70 5.5.11 Meal Coupons for the Olympic Villages Dining Halls...... 70 5.5.12 Meeting Room Scheduling...... 70 5.5.13 Catering orders ...... 70 5.5.14 Translation Services ...... 71 5.5.15 NOC Businese Centres ...... 71 5.5.16 NOC Dedicated Workstations...... 71 5.6 Chefs de Mission Meetings ...... 71 5.6.1 Communications to NOCs ...... 72 5.7 Medical Services in the Olympic Villages...... 73 5.7.1 Polyclinic Operating Dates and Scope of Services...... 73 5.7.2 Bookable Medical Rooms ...... 74 5.7.3 Therapy Services...... 74 5.7.4 Regeneration and Recovery Centre ...... 75 5.7.5 Mobile First Aid Services ...... 75 5.7.6 Language Services ...... 76 5.8 Village Plaza...... 76 5.8.1 Village Café ...... 76 5.8.2 Retail Services...... 76 5.8.3 Team Welcome Ceremonies ...... 77 5.8.4 Media Centre ...... 78 5.8.5 Protocol Office ...... 78 5.9 Other Village Services and Policies ...... 78 5.9.1 Olympic Village Internal Shuttles ...... 78 5.9.2 Language Services ...... 79 5.9.3 Non-Smoking Policy ...... 79 5.9.4 Alcohol Policy ...... 79 5.9.5 Law Enforcement — Public Safety Services ...... 79 5.9.6 Ambulance and Fire Services...... 79 5.9.7 Evacuation Procedure Information ...... 80 5.9.8 Lost and Found...... 80 5.9.9 Village News Publication ...... 80 6 Transportation...... 80 6.1 Olympic Routes Network...... 80 6.1.1 Olympic Routes Network - Vancouver...... 80 6.1.2 Olympic Routes Network – Whistler and Sea-to-Sky Corridor...... 80 6.1.3 Sea-to-Sky Checkpoint: ...... 81 6.1.4 Whistler Local Vehicle Permits ...... 81 6.2 NOC Dedicated Vehicles...... 82 6.2.1 NOC Dedicated Vehicles Features...... 82 6.2.2 Use of NOC Dedicated Vehicles...... 83 6.2.3 Eligibility to Drive ...... 83 6.3 Team Sport Vehicles...... 83 6.3.1 Ice Hockey - IH ...... 84 6.3.2 Curling - CU ...... 84 6.3.3 Rate Card Vehicle Pick-up and Return...... 85 6.3.4 Motor Vehicle Insurance ...... 85

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6.4 Vehicle Access and/or Parking Permits (VAPPs)...... 86 6.4.1 Lost, Damaged or Stolen VAPPs...... 86 6.4.2 VAPP Table ...... 87 6.4.3 Team Sport Vehicle VAPPs...... 87 6.4.4 Whistler Olympic Park Access...... 88 6.4.5 Parking at the Whistler Media Centre ...... 89 6.4.6 Parking at Olympic Family Hotels...... 89 6.5 Athletes and Team Officials’ Transportation (TA) ...... 90 6.5.1 TA System Vehicles...... 90 6.5.2 TA System Load Zones ...... 91 6.5.3 TA System Bus Operations ...... 91 6.5.4 Village to Village TA Service...... 91 6.5.5 TA from Villages to Competition and Training Venues ...... 92 6.5.6 Wax Facilities Access ...... 93 6.5.7 Spectating Athletes Transportation...... 94 6.5.8 Main Media Centre / Whistler Media Centre...... 95 6.6 T3 Transportation System...... 95 6.6.1 NOC Delegation Members Eligible for T3...... 95 6.6.2 T3 Service Guidelines...... 96 6.6.3 T3 Call Centre...... 96 6.6.4 T3 Car Dates and Hours of Service...... 96 6.6.5 T3 Car Service to Cypress Mountain...... 97 6.6.6 T3 Olympic Family Mountain Express to Whistler ...... 97 6.6.7 Shuttles from T3 Load Zones at Whister Competition Venues...... 97 6.7 Public Transportation ...... 98 6.7.1 Public Transportation from/to Vancouver International Airport ...... 98 6.7.2 Vancouver...... 98 6.7.3 Whistler...... 99 6.7.4 The Olympic Bus Network ...... 99 7 Venue Access and Ticketing ...... 100 7.1 Access Codes and Symbols...... 100 7.2 Accreditation Categories and Access Entitlements...... 101 7.3 Prime Events Access ...... 102 7.4 Access to Competition Venues ...... 102 7.4.1 Athletes and Officials Access ...... 102 7.4.2 Complimentary Ticket Request System For Different-Discipline Athletes and Officials ...... 104 7.4.3 Tickets for Purchase by NOCs – Curling and Ice Hockey Playoff Games...... 105 7.5 Access to Victory Ceremonies at BC Place and Whistler Medals Plaza...... 105 7.5.1 Athletes, Officials and Olympic Family Access...... 105 8 International Dignitary Program...... 107 8.1 International Dignitaries...... 107 8.2 Visit Officers and the Protocol Operations Centre...... 107 8.3 Transportation ...... 107 8.4 Accredited Dignitary Arrivals and Departures ...... 108 8.5 OIAC Validation...... 109 8.6 Accommodation...... 109 8.7 Opening and Closing Ceremonies ...... 110 8.8 Venue Access and Ticketing...... 110 9 Olympic Family Hotels ...... 111 9.1 Designated Hotels...... 111

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9.2 VANOC Services at Olympic Family Hotels ...... 112 9.2.1 Olympic Information Desk...... 112 9.2.2 Transportation Information Desk ...... 112 9.2.3 Ticket Office at Westin Bayshore Hotel ...... 113 10 Services for NOC Presidents and Secretaries General ...... 113 10.1 Arrival of NOC Presidents and Secretaries General ...... 113 10.2 Transportation Services ...... 113 10.2.1 T1 – Dedicated Vehicle and Driver ...... 113 10.2.2 T2 – Shared Vehicles and Drivers ...... 113 10.2.3 Activation of Olympic Family Assistant, T1 and T2 Service...... 114 10.2.4 Parking at the Olympic Family Hotels...... 114 10.2.5 T3 / Olympic Family Mountain Express ...... 115 10.2.6 Opening and Closing Ceremonies Transportation...... 115 10.3 Opening and Closing Ceremonies Tickets...... 115 11 Sport ...... 116 11.1 Training at the Olympic Competition and Training Venues ...... 116 11.1.1 General Training ...... 116 11.1.2 Official Training...... 116 11.1.3 Training After the End of Competition...... 119 11.2 Late Athlete Replacement...... 119 11.3 Competition Venue Services...... 120 11.3.1 Athlete Food and Beverage Services ...... 120 11.3.2 Venue Language Services...... 120 11.4 Team Captains’ Manuals...... 121 12 Ceremonies...... 122 12.1 Opening Ceremony ...... 122 12.1.1 Marching Passes and Tickets...... 122 12.1.2 Transportation...... 122 12.1.3 Staging and Parade of Athletes ...... 124 12.1.4 Food Services...... 125 12.2 Closing Ceremony...... 126 12.3 Flower and Victory Ceremonies ...... 126 12.3.1 Flower Ceremonies...... 126 12.3.2 In-Venue Victory Ceremonies...... 126 12.3.3 Nightly Victory Ceremonies at BC Place and Whistler Medals Plaza...... 126 12.3.4 Medallist Transfer ...... 127 12.3.5 Uniform Guidelines for Ceremonies...... 128 12.3.6 Victory Ceremony Schedule ...... 128 13 Medical Services ...... 129 13.1 Games-Time Medical Services ...... 129 13.1.1 Medical Headquarters...... 129 13.1.2 Medical Services in the Venues...... 129 13.1.3 Medical Transportation ...... 130 13.1.4 Hospitals ...... 130 13.1.5 Access to Medical Services Outside of VANOC Venues...... 131 13.2 NOC Health Care ...... 132 13.2.1 Medical Practitioner Declaration Form...... 132 13.2.2 NOC Team Physician Access and Privileges ...... 132 13.2.3 Sharing Agreement...... 133 13.2.4 VANOC-Provided Medical Furnishings...... 133

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13.3 Public Health ...... 133 13.3.1 H1N1 (Swine Flu) ...... 134 13.4 Insurance...... 134 13.4.1 Olympic Family Medical Insurance ...... 134 13.4.2 Private Health Insurance ...... 134 13.4.3 Repatriation Insurance...... 134 14 Anti-Doping...... 135 14.1 Transportation following the completion of doping control ...... 135 14.2 Transportation for medallists who have not completed doping control ...... 135 14.3 Interpreters during the doping control process...... 136 15 Press Services and Facilities ...... 136 15.1 Main Media Centre...... 136 15.1.1 Main Press Centre Key Dates ...... 136 15.1.2 Press Conferences at the Main Press Centre ...... 136 15.1.3 MMC Transportation and Parking...... 137 15.2 Whistler Media Centre...... 137 15.2.1 Whistler Media Centre Key Dates:...... 137 15.2.2 Press Conferences at the Whistler Media Centre...... 137 15.2.3 WMC Transportation and Parking ...... 137 15.3 Athlete and Official Access to Main Press Centre and Whistler Media Centre ...... 138 15.4 Media Centre Guest Passes ...... 138 15.4.1 MPC Guest Pass ...... 138 15.4.2 WMC Guest Pass ...... 139 15.5 Venue Media Centres – Competition Venues ...... 139 15.6 Mixed Zones Operations for the Vancouver 2010 Olympic Winter Games...... 139 15.7 High Demand Events Tickets for Press...... 139 15.8 Olympic News Service ...... 139 15.9 Info2010 ...... 140 15.9.1 Remote access to Info2010 ...... 140 15.9.2 Messageboards ...... 140 15.9.3 Use of French Language on Info2010 ...... 141 16 Brand Protection ...... 141 16.1 Clean Venue Obligations...... 141 16.2 Field of Play...... 141 16.2.1 Prohibited Items on Field of Play ...... 141 16.2.2 Uniforms ...... 141 16.2.3 Victory Ceremonies and Press Interview Areas ...... 142 16.2.4 Parading Athletes and Officials...... 142 16.3 NOC Vehicles...... 142 16.4 Promotional Activities of the NOCs and their Sponsors...... 143 16.5 Hospitality Houses...... 143 16.6 Give-away Items...... 143 17 Technology ...... 144 17.1 CATV...... 144 17.2 Olympic Telephone Network ...... 144 17.2.1 Mobile Phone Service...... 145 17.2.2 Using Non-VANOC Mobile Phones ...... 145 17.3 Internet ...... 146 17.3.1 Internet Access in the Olympic Villages...... 146 17.3.2 NET Zone ...... 146

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17.3.3 NOC Wireless Networks ...... 147 17.4 Radio Frequencies ...... 147 17.4.1 Spectrum Management ...... 147 17.4.2 Equipment Authorization...... 147 18 Security ...... 148 18.1 Venue Security...... 148 18.2 Security at the Olympic Villages...... 148 18.3 Secure Access Program...... 149 18.4 Prohibited Items ...... 149 18.5 Restricted Items and Actions...... 149 18.6 Security at Dignitary Accommodations...... 149 18.7 In-Transit Security ...... 150 18.8 Request for Emergency Assistance ...... 150 18.9 Security Communications...... 150 19 Lost and Found Procedures ...... 151 19.1 Olympic Villages...... 151 19.2 Transportation – TA, T1/2/3 Systems...... 151 19.3 Competition and Training Venues – Blue Zone...... 151 19.4 Spectator Zones and Olympic Bus Network...... 152 19.5 Public Transportation Systems...... 152 20 Departures ...... 153 20.1 Departure Inspection of Inventory ...... 153 20.2 Leaving Behind Materials for the NPC ...... 153 20.3 Freight Load-out Period...... 153 20.4 Delegation Departures ...... 154 20.4.1 Departures Transportation Services – Summary...... 154 20.4.2 Flight Departure Check-in at the Villages ...... 154 20.4.3 Standard and Online Flight Check-in...... 155 21 Tables and Maps ...... 156

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Vancouver, December 2009

Dear Chef de Mission,

We are pleased to present to you the NOC Chefs de Mission Manual for the Vancouver 2010 Olympic Winter Games. It provides comprehensive operational information to assist you with your final preparations before travelling to Vancouver. In addition, we hope that the manual will be a useful reference during the Games.

Several years in the making, the operations described in the manual reflect VANOC’s objective of providing an extraordinary experience for athletes. The operations are the result of careful planning and close collaboration among many VANOC functional areas. The NOC Working Group of the IOC Coordination Commission, the IOC NOC Relations department, the Canadian Olympic Committee and other NOCs also made valuable contributions.

We strongly encourage you to review the manual in detail before travelling to Vancouver for the Delegation Registration Meeting. As always, please do not hesitate to contact your NOC Relations representative if you have any questions.

We look forward to welcoming you and your delegation to Vancouver for the celebration of the XXI Olympic Winter Games, and wish you and your athletes much success!

Sincerely,

Andreja McQuarrie Director, NOC and NPC Services

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1 Pre-Arrival Preparation

1.1 Entry into Canada

An Olympic Identity and Accreditation Card (OIAC) holder may enter Canada from December 12, 2009 to March 28, 2010 upon presentation of their OIAC and a valid passport, without requiring a separate entry visa.

Individuals using their OIAC as a travel document to enter Canada must ensure that their passport is valid until at least September 28, 2010 and that the details on their passport match the information provided on their application for accreditation.

The OIAC will facilitate entry into Canada only. Accredited participants coming to Canada via the United States or any other country are responsible for obtaining any necessary visas for entry into those countries.

1.1.1 Entry Process for Participants not in Possession of an OIAC

Applicants who require entry visa to Canada, and whose information was submitted after October 1, 2009, will need to make their own arrangements to obtain entry visa.

After leaving the airport, a delegation member without an OIAC must visit an accreditation centre to get their card issued.

Please see www.cic.gc.ca for the latest information regarding entry requirements to Canada.

1.1.2 Arrivals and Departures Information

To ensure a high level of service when arriving in and departing from the Vancouver area, each NOC will be required to provide complete and accurate information to VANOC.

VANOC will transport all arriving NOC delegations from the Vancouver International Airport (YVR) to either the appropriate Olympic Village or Olympic Family hotel. To do this effectively, the Arrivals and Departures team requires travel details for each arriving delegate or group.

Data Submission Forms and templates for arrivals and departures data submission were provided to all NOCs on a compact disc (CD) as part of the accreditation mailing in June 2009.

Three methods: 1) Arrivals and Departures online system (ADS) (request form to access ADS was provided in June), or 2) MS Excel spreadsheet, or 2) Arrivals and Departures Form

These documents are also available to download from SNOW, VANOC’s NOC extranet.

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All arrivals and departures fields were designed to capture necessary information required by VANOC to adequately prepare to welcome and transport NOC delegations.

Deadline for initial information submission was December 15, 2009.

Hard copy documents can be faxed to + 1.778.328.6662 or mailed to 400-3585 Graveley Street, Vancouver, BC, V5K 5J5, Canada. Electronic copies can be emailed to [email protected].

Changes to Information VANOC recognizes that arrival and departure information may change after December 15 or following a delegation’s arrival. However, the information provided to VANOC regarding arrivals and departures should be completed as early and as accurately as possible.

Changes to information prior to arrival at Vancouver/Whistler must be submitted by email to [email protected] or entered directly into the Arrivals and Departures online system (ADS) at least 48 hours prior to transportation needs. During the Games, changes to departure information must be submitted to the Arrivals and Departures desk in the NOC Services Centre in either Olympic Village.

The Arrivals and Departures team will provide reports for each NOC directly following their DRM, and upon request throughout the Games, at the Arrivals and Departures desks in the NOC Services Centres.

1.2 Recommended Vaccinations for Athletes, Officials and Visitors to the Games

It is recommended that athletes, officials and visitors to the Vancouver 2010 Olympic Winter Games ensure that they have the following vaccinations prior to arriving in Vancouver:

1. Influenza vaccines including a) pH1N1 influenza vaccine b) Trivalent influenza vaccine containing the following components as recommended by the World Health Organization for the 2009–10 northern hemisphere influenza season: ƒ An A/Brisbane/59/2007 (H1N1)-like virus ƒ An A/Brisbane/10/2007 (H3N2)-like virus ƒ A B/Brisbane/60/2008-like virus

Influenza vaccines should be administered at least two weeks prior to arrival in Vancouver.

2. Two doses of measles, mumps and rubella vaccine (MMR) (or equivalent single-antigen vaccines), administered after age one and at least one month apart.

3. Varicella vaccine for those who have not had varicella disease (chickenpox). For full protection, two doses of varicella vaccine administered at least one month apart are recommended for those who were immunized on or after 13 years of age.

4. Hepatitis B vaccination series usually consisting of any approved series of 2 or 3 doses of hepatitis B vaccine.

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5. Up-to-date tetanus and diphtheria vaccination. After a primary series, booster doses every 10 years are recommended.

6. Meningococcal C conjugate vaccine. A single dose of vaccine on or after age 12 months is recommended.

2 Freight Arrival

2.1 Load-in Period

The load-in period occurs prior to the implementation of Olympic level security protocols, allowing the goods to move more freely into the venues. NOCs are strongly encouraged to arrange all freight to arrive during the load-in period for the destination venue.

Once the freight shipment is ready to be sent to Canada, NOCs or their designated freight forwarder should complete an Inbound Freight Notification Form (available on SNOW under Logistics and submit it to [email protected].

Once the freight shipment has cleared customs in Canada, VANOC Logistics will provide the appropriate venue logistics manager contact details directly to the NOC’s designated freight forwarders. By noon the day before the delivery date, the freight forwarder must request a delivery time through the appropriate venue logistics manager.

All delivery vehicles must meet certain criteria to access a venue during the load-in period. The vehicle must appear on VANOC’s load-in schedule. Also, the driver and occupants must have a load-in pass issued by VANOC Logistics upon arrival at the venue.

2.2 Load-in Dates

Due to operational and security constraints, all freight containers must arrive during the load-in dates. No freight containers will be accepted after the security lockdown/operational period begins.

Venue Load-In Dates Olympic Village Vancouver 2010 Athletes Way January 4 to 24, 2010 Vancouver, BC V5Y 0A8 Olympic Village Whistler 2010 Legacy Way January 4 to 22, 2010 Whistler, BC V0N 2T0 The Whistler Sliding Centre Bobsleighs: 4910 Glacier Lane February 7 to 10, 2010 Whistler, BC V0N 1B4

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2.3 Summary Table of Freight Responsibilities

NOC Responsibility VANOC Responsibility Packing, marking, labelling and palletizing of goods for shipment Freight transportation from the point of origin to the Olympic Villages/venues, including preparation of all customs and shipping documents Freight insurance Customs clearance, including payment of any applicable duties and taxes (on commercial or consumable goods not covered under the remission order) Receive and unload the delivery vehicle at the Logistics compound in each Village Transfer of freight from the Logistics compound to the NOC’s allocated storage space at each Village Storage of NOC freight, including ocean containers, at each Village (based on allocation) Transfer of freight from the NOC’s allocated storage space at each Village to the NOC’s office and residential areas Notes 1 & 2 unpacking of NOC freight Note 2 Transfer of any NOC goods within the same Village/venue Notes 1 & 2 Inter-Village/venue transfer of freight which is larger Inter-Village/venue transfer of single pallet loads or than one pallet load smaller Packing, marking, labelling and palletizing of goods for return Note 2 Transfer of freight from the NOC’s office and residential areas to the NOC’s allocated storage space at each Village Notes 1 & 2 Transfer of freight from an NOC’s allocated storage space in each Village to the Logistics compound for pick up by their freight forwarder Return freight transportation from the Olympic Villages/venues to the point of origin

Note 1: VANOC Logistics may provide, free of charge, additional resources based on advance booking and availability.

Note 2: Alternatively, the Pacific Group will have stand-by and bookable resources on site. These services and rates, effective immediately and throughout the Games, are listed at: www.pcb.ca/shipto2010 (password: “shipto2010”), under Service Fees.

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2.4 Receipt and Storage of Freight

The NOC should sign for their own goods upon delivery. If the NOC is not present, VANOC Logistics can sign for delivered goods in their “as arrived” condition. No opening or unpacking of goods will occur without the NOC representative being present. However, NOC goods stored in the Olympic Villages prior to the lockdown period may be subject to search by the Vancouver 2010 Integrated Security Unit (V2010-ISU) during the security sweep.

If the NOC is not present when the goods arrive and the NOC storage space has not yet been established, VANOC will store NOC goods in a secure location inside the Village or venue where it was received. VANOC will provide the necessary resources to move NOC freight from the point of arrival at each Village to their allocated storage space.

2.5 Freight Forwarder Access to Olympic Villages

2.5.1 Load-in Period

As Games accreditation is not required during the load-in period (January 4-24 for Vancouver, January 4-22 for Whistler), all freight forwarders should deliver NOC freight to the Olympic Villages during this period.

Once the freight shipment is ready to be sent to Canada, NOCs or their designated freight forwarder should complete an Inbound Freight Notification Form (available on SNOW under Logistics) and submit it to [email protected]. This information will help VANOC Logistics to facilitate customs clearance and to contact the NOC freight forwarder.

Deliveries by the Pacific Group, VANOC’s designated customs broker and freight forwarder, will be scheduled automatically. The Pacific Group will have load-in passes issued in advance by VANOC Logistics.

Once the freight shipment has cleared customs in Canada, VANOC Logistics will provide the contact details of the appropriate venue logistics manager directly to the NOC’s designated freight forwarder. To schedule the delivery, the freight forwarders must contact the Village logistics manager no later than noon on the day prior to the delivery date. Once the delivery has been scheduled and verified, the freight forwarders will be issued load-in passes upon arrival at the Village.

2.5.2 Lockdown period

Due to the security sweeps, no freight forwarder access to the Olympic Villages will be possible from January 25 to 28 in Vancouver, and from January 23 to26 in Whistler.

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Villages cannot receive freight containers during the lockdown period due to space restrictions, and operational and security screening difficulties. Non-containerized freight can be delivered to Villages between January 30 and March 3, provided the following security protocols are followed:

Olympic Village Olympic Olympic Village Olympic Village Whistler Villages Vancouver Vancouver Logistics Residential Material Transfer Logistics Compound Zones Freight Area Compound Freight Forwarder Freight Deliveries Freight Deliveries Deliveries Staff Access Clearance through the Remote Not Required Required Required Not Applicable Vehicle Screening Site (RVSS) Delivery indicated on the Master Required Required Required Not Applicable Delivery Schedule (MDS) Possession of an appropriate Vehicle Access Not Required Required Required Not Applicable and/or Parking Permit (VAPP) Freight forwarder staff possession of Not Required Required Required Required OIAC, or a management pass

During the lockdown period, the Pacific Group will have accredited staff to access the Olympic Villages to deliver and pick up NOC freight.

From January 30 to March 2, access by other freight forwarders must be requested by the NOC no later than noon on the day prior to the delivery or pick up. These requests must be made at the Logistics desk in the NOC Services Centre, and in some cases must also include driver/passenger security screening information. These forms must be submitted by the Chef de Mission or any proxy card holder. The Logistics desk will confirm the Master Delivery Schedule delivery time slot to the NOC at the time of the request. After passing the security screening at the RVSS, freight forwarders’ vehicles will be sealed and will be issued a delivery VAPP. They will then be able to drive to the Village. Pre-approved management passes for drivers/passengers of freight forwarder vehicles entering the Olympic Village Whistler will be issued at the permit check point in front of the VSA.

From January 30 to March 2, NOCs will also be able to request access to the Olympic Village Residential Zone for freight forwarder staff to provide services such as packing/unpacking and palletizing of goods. Such requests, including access to use VANOC’s on-site material handling equipment, must also be made at the Logistics desk by noon the day before. Pre-approved management passes for these freight forwarders will be issued at the Welcome Centre.

When receiving a management pass, freight forwarders must leave a valid photo identification document in exchange. This identification document must be the same as the one provided when making the request at the Logistics desk.

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2.6 Bobsleighs

Bobsleighs are to be delivered to the Whistler Sliding Centre between February 7 and 10, 2010, according to the following schedule.

Sunday, February 7 Sled delivery to venue: 09:00 – 19:00 Team transfer of equipment and sleds to sled compound: 09:00 – 19:00

Monday, February 8 Sled delivery to venue: 09:00 – 19:00 Team transfer of equipment and sleds to sled compound: 09:00 – 19:00

Tuesday, February 9 Sled delivery to venue: 07:00 – 21:00 Team transfer of equipment and sleds to sled compound: 07:00 – 21:00

Wednesday, February 10 Sled delivery to venue: 07:00 – 11:00 Team transfer of equipment and sleds to sled compound: 07:00 – 11:00

AND/OR

Sled delivery to venue: 22:30 – 02:30 Team transfer of equipment and sleds to sled compound: 22:30 – 02:30

All bobsleighs transferred into the venue will be subject to a full security sweep and escort. During training and competition, the bobsleighs will be kept in a designated storage area inside the venue.

After competition, NOCs should plan to have their freight forwarders pick up the sleds at the Whistler Sliding Centre on February 28 and March 1 from 10:00 to 17:00. This pick up should be arranged in advance through the Logistics desk at the NOC Services Centre. After March 1, all bobsleighs remaining at the Whistler Sliding Centre will be stored at a secure location by VANOC. Expenses incurred in storing or moving bobsleighs after this date may be charged to the NOC and payable before pickup.

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3 Chef de Mission Arrival

3.1 Delegation Registration Meeting Arrival Services

Dedicated transportation will be provided from Vancouver International Airport (YVR) to the Olympic Village Vancouver for Delegation Registration Meetings (DRM) from January 28 to February 11, 2010.

3.2 Delegation Registration Meetings

Delegation Registration Meetings (DRM) will take place from January 29 to February 11 at the Olympic Village Vancouver Welcome Centre. DRMs can start as early as 8:00, and generally, no DRM will be scheduled to begin later than 20:00. Each Chef de Mission or designee must complete their NOC’s DRM before the delegation can access the Olympic Villages and competition venues. No OIAC will be validated until the DRM has been completed.

NOCs will have wireless internet access in their DRM room.

3.2.1 Scheduling

It is strongly recommended that NOCs schedule and complete their DRM at least two days in advance of their delegation’s arrival.

3.2.2 DRM Agenda

Each DRM will be conducted by a VANOC NOC Relations staff member. During the meeting, the following topics will be addressed, in order:

Sport Entries Sport entries of eligible athletes to Olympic Winter Games events will be verified.

Sport entries information as well as an Eligibility Condition form for each athlete and team official must be completed and received by VANOC before midnight, Pacific Time on February 1, 2010. NOCs who scheduled their DRM prior to the February 1, 2010 deadline must submit their Sport Entries 48 hours prior to the scheduled day of their DRM.

To facilitate NOC operations, the NOC representative must sign and return to VANOC a form (the ‘NOC Delegation Eligibility Validation Form’) at the time of the Delegation Registration Meeting, attached to which will be the final list of accredited athletes and officials. In such a case, the NOC will not need to sign the Entry Form – Eligibility Conditions document when the participants arrive at the Accreditation desk, only the signature of the participants will be required. However, for NOCs which have not submitted a completed NOC Delegation Eligibility Validation Form, for late entries, or changes after the DRM, the signature of both the NOC and the participants will be required on the Entry Form Eligibility Conditions document at the Accreditation desk.

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Accreditation Following the calculation of delegation size based on Rule 39 of the Olympic Charter, the VANOC Accreditation team will finalize a number of issues including; • number of team officials and outstanding access privileges assignment • transferrable accreditation • dignitary accreditation • allocation of upgrade cards

Allotment VANOC will confirm the allotment of NOC housing in each Olympic Village, including the number of Village bed spaces.

VANOC will confirm the date and time of the NOC’s inspection of inventory. The Chef de Mission must provide the names of individuals authorized to sign all arrival and departure inspection of inventory documents on behalf of the delegation.

Other Topics Several other topics will be addressed by NOC Relations during the DRM, including confirmation of other NOC entitlements, delegation arrivals and departures, ceremonies participation, and distribution of various materials.

DRM Accommodation If the DRM cannot be completed by the end of the day, or is scheduled to start the following morning, DRM participants will have the option of staying overnight in the Olympic Village Vancouver, starting January 29.

3.2.3 Accreditation Policies

Primary and Additional Team Officials Rule 39 of the 2007 Olympic Charter determines the number of NOC team officials who may accompany the athletes to the Olympic Winter Games. VANOC will strictly follow Rule 39 to determine the number of team officials to be accredited for each NOC, as outlined below (fractional numbers are rounded up to the next number).

Primary team officials: • One (1) Chef de Mission (Ac) • One (1) Olympic Attaché (Ac) • One (1) deputy Chef de Mission (Ac) for delegations comprising more than 40 athletes • A second deputy Chef de Mission (Ac) for delegations comprising more than 80 athletes • Team officials (Ao) based on the participating athletes referring to the Olympic Winter Games Rule 39 Calculation Table • One team official (Ao) for each discipline in which male competitors have been duly entered (maximum 15) • One team official (Ao) for each discipline in which female competitors have been duly entered (maximum 13)

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• There are no limits placed on the number of medical and/or security personnel in the team delegation as long as the total number of Ao officials remains within the Rule 39 calculation.

• If the number of primary team officials entered according to the above rules does not reach 100 per cent of the number of athletes, the NOC may request accreditation for additional officials until this figure equals the number of athletes.

• The number of these additional accreditations will not be counted as part of the overall quota for bed spaces granted to each NOC in the Olympic Villages.

• Additional team officials will be assigned beds (if purchased) within their NOC’s core allotment in the Olympic Village Vancouver. In Whistler, Additional Team Officials’ beds will be allocated in temporary housing buildings in areas apart from the NOC core allotment, but within the security perimeter of the Olympic Village.

• Additional Team Officials for whom the NOCs have purchased beds in the Olympic Villages will have their dining privilege included on their OIAC. NOCs are also able to purchase Olympic Village dining privileges for any of their Additional Team Officials who do not otherwise have the dining privileges included on their OIAC. The purchase of these privileges must be finalized at the DRM. All Additional Team Officials who have had dining privileges added at the DRM will be required to visit one of the Olympic Village accreditation centres to have their OIAC re-issued. However, they will not be able to have their OIAC validated at the airport.

• NOCs may also transfer accreditations in Ao category. Fifty percent of the total number of all Ao accreditations are transferable once. The number of transferable Ao accreditations will be determined at the DRM.

Venue access rights are granted to Ao officials in accordance with the following ratio (fractional numbers will be rounded up):

• 10 per cent: all sport venues where the NOC has participating athletes • 25 per cent: up to three disciplines where the NOC has participating athletes • 65 per cent: one discipline where the NOC has participating athletes

Nominative Transferable Accreditations Transferable accreditation allows an accreditation to be transferred from one participant to another during the course of the Games, while maintaining the set quota in that category for the organization.

The application for participants who receive transferable accreditation must be made and submitted in exactly the same manner, and with the same deadlines, as for other accreditation categories.

At the DRM, the NOC must specify which participants will be accredited upon initial team arrival. During the DRM, the NOC will be asked to nominate each transfer and determine when the previous accreditation should be cancelled.

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Accreditation will not be transferred to a second person until the Chef de Mission of the delegation has communicated the change and the previous accreditation card has been cancelled in the system.

Transferable Accreditations:

• Presidents, Secretaries-General and their guests (one each) o Each of these accreditations can be transferred once. • Sport Ministers and their guest (one guest only) o Can be transferred once, only if this responsibility is shared by two or more Ministers. • Team officials accreditation: o An NOC can transfer up to 50 percent of all Ao category accreditations across the Ao category of their delegation. o One Ao accreditation is transferable once. o Access entitlement: the number of sports/disciplines remains the same for the official to whom the accreditation is transferred. o No transfer is allowed to any sport/discipline in which the NOC does not have competing athletes and/or in which their athletes have finished competition. • NOC Transferable Guest category: o One NOC Transferable Guest accreditation will be allocated for every 10 athletes in an NOC’s delegation. o Each NOC Transferable Guest accreditation is transferable twice.

Upgrade Cards ‘U’ category cards enable NOCs to grant broader venue access privileges to their accredited delegation members.

The rules for the Upgrade Card for the Vancouver 2010 Olympic Winter Games are:

• Each NOC is entitled to one ‘U’ Upgrade Card for every 25 athletes. • The NOC is responsible for distributing Upgrade Cards to their delegation. Lost Upgrade Cards will not be replaced. • Upgrade Cards must be used along with a valid nominative accreditation card; an Upgrade Card will not grant access to a venue or zone by itself. • NOC ‘U’ category Upgrade Cards grant access to zone 6 (Olympic Family areas) and the Stand of Honour at competition venues, but do not provide access to Prime Events Access (PEA) events.

Promotion of Ao to Ac In order to facilitate the NOCs’ operations across multiple Olympic Villages, the IOC has updated section 8.5 of the IOC Accreditation and Entries at the Olympic Games Users’ Guide (March 2009) regarding Multi Village Delegation Leadership.

The IOC has determined that all NOCs will be able to promote an Ao category accreditation to Ac if they have athletes residing in both Vancouver and Whistler Olympic Villages, regardless of the number of athletes.

It should be noted that this promoted Ao will come from within the NOC’s Rule 39 quota and will have the following entitlements:

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• All mountain venues (all outdoor venues) • All zones • Whistler Media Centre • Olympic Villages • Knife and Fork (if the promoted person is an Additional Team Official, the NOC will have to purchase this dining privilege) • TA Transport • Athletes Stand

‘All mountain venues’ access will not be counted in the 10%, 25% and 65% access rule calculation, and will be granted regardless of the sports/disciplines in which the NOC’s athletes will participate.

If they wish, NOCs may give this promoted Ao ‘All sport venues’ access instead of ‘All mountain venues’. In that case, ‘All sport venues’ will be taken from the delegation’s 10% allocation.

Substitution and Multiple Roles Individuals are entitled to accreditation according to their role at the Olympic Games. If the individual does not attend the Olympic Games, his/her right to accreditation cannot be given to another person.

However, there can be exceptions in the case of an NOC’s President and/or Secretary General (with athletes participating in the Games) under the following conditions:

• The President and/or Secretary General is also an IOC member. • The President and/or Secretary General also performs the function of Chef de Mission for his/her NOC. • The President and/or Secretary General is not present at the Games.

In any of these cases, the NOC may request accreditation for an NOC executive board member, in the appropriate accreditation category (NOC) and with the same rights and privileges.

Any person with multiple official functions at the Games may receive only one accreditation but will have all access privileges combined to fulfill all legitimate roles.

Lost/Damaged and Stolen Card Processes If an OIAC is lost or damaged (for example, torn or water-damaged) after validation, an OIAC can be reissued. • The individual concerned must make a written, signed declaration countersigned by an authorized representative from the NOC. • A lost or damaged OIAC will be cancelled in the accreditation system, and a lost OIAC will not be reactivated even if found at a later date. • A lost OIAC will be reissued no sooner than 24 hours after notification has been submitted. Reissuance will take place only at designated accreditation facilities. A day pass will be issued at competition venues while the new OIAC is processed.

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3.3 Arrival Inspection of Inventory

At the DRM, the NOC will confirm with VANOC the date and time of the arrival inspection of inventory in each Olympic Village of residence. At the appointed time, the NOC’s Chef de Mission or another designated person will inspect, along with VANOC staff, the space and property in the delegation’s allotment to ensure it is in place and in good condition. This inspection will include all spaces, fixtures, furniture and equipment provided at no cost by VANOC, and all Rate Card items ordered by the NOC.

For Rate Card items, NOCs must inspect and ensure that they are in place as ordered before signing and accepting responsibility for them. NOCs will be able to report any malfunctioning equipment at the Rate Card Desk.

For space and items provided at no cost by VANOC, NOCs will have two options:

a) Inspect every single space allotted to their team to ensure that all is in place and in good condition; or b) Accept and sign VANOC’s room data sheets without inspecting their space.

NOCs choosing the second option will have 24 hours to report any missing equipment or damage to their space that had not been previously recorded.

Following inspection, the NOC will sign documents accepting responsibility for the space and property provided to the delegation. If damage occurs to either property or spaces within the allotment during the Games, the NOC will be held responsible for damage charges. During the DRM, VANOC will provide a list of non-standard service, non-standard cleaning and damage costs to the NOC.

Distribution of Room Keys During the inventory inspection, VANOC staff will give the NOC the room keys for its allotment. Each resident will receive one key which will provide access to the apartment and bedroom. No key will be needed to access the lobbies of buildings. The keys will have a tag identifying the building, apartment, and bedroom numbers, and will be distributed in a numbered box for each apartment. The NOC will be expected to keep the key boxes and return the keys in the same way they were received.

3.4 NOC Assistants

NOC Assistants have been trained to help with delegation arrivals and departures, Villages check-in and check-out, support the transfer of athletes to the team welcome, Opening and Closing Ceremonies, provide administrative and linguistic support in NOC offices, drive NOC dedicated and Rate Card vehicles, and perform other duties requested by NOCs. Each NOC Chef de Mission will determine the specific responsibilities and duties of NOC Assistants in accordance with policies and procedures outlined by VANOC.

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3.4.1 NOC Assistants Quota

NOCs will be assigned a number of NOC Assistants according to the following table:

Delegation Size Allocation of NOC Assistants

5 or fewer 3 6 to 20 4 21 to 40 6 41 to 60 9 61 to 80 11 81 to 100 14 101 to 140 16 141 to 160 18 161 or more 19 Delegation size is determined by the total number of accredited athletes and Primary Team Officials (Aa, Ac, Ao) according to Rule 39 of the Olympic Charter The calculation does not include Additional Team Officials (Ao).

3.4.2 Management and Scheduling

Each NOC will manage its NOC Assistants and schedule their shifts.

NOC Assistants will be available to each NOC from the delegation’s arrival (including the Olympic Villages pre-opening period) until the delegation’s departure (latest March 3).

Shifts may be eight to ten hours in length, and in each seven day period every NOC Assistant will require at least one day of rest. For the small number of NOC Assistants travelling from Vancouver to Whistler by bus every day, NOCs should schedule these volunteers for three days and then provide a day of rest.

NOCs should remember that NOC Assistants are volunteering their time to support the delegation and the Olympic Winter Games.

3.4.3 Accommodation

The majority of the NOC Assistants who will work in Whistler will have accommodation in the Whistler area. The NOC Assistants of NOCs with athletes only in Whistler will all have accommodation in the Whistler area.

Each NOC with delegations in Vancouver and Whistler will have between one and four NOC Assistants who will be transported by VANOC bus from Vancouver to Whistler. These NOC Assistants will work on a ‘three days on, one day off’ schedule, and can be scheduled for no

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more than an 8-hour shift. Their earliest possible shift start time in Whistler will be 09:00, and their shift must end by 21:00 so that they can take the VANOC bus back to Vancouver.

3.4.4 Meals

VANOC will provide meals for NOC Assistants at workforce dining facilities at each Olympic Village as follows:

• January 29–February 3 (Villages pre-opening period) — limited hours of service will be available at the Olympic Villages. • February 4–March 3 (Villages opening period) — regular service at the Olympic Villages. • NOC Assistants may enter the main dining hall if accompanying an NOC representative. In this case, the NOC should purchase a meal coupon for the NOC Assistant.

3.4.5 Venue Access

NOC Assistants will have access to enter all competition and training venues, but only the general circulation areas and not the blue zone, spectator areas or Olympic Family lounge. They will have access to the workforce break area at each venue.

3.4.6 Mobile Phones for NOC Assistants

VANOC will provide each NOC Assistant with a mobile phone for Games-time use. NOC Assistants will be able to make calls to Canadian and United States phone numbers free of charge. NOCs wishing to have their NOC Assistants use their VANOC mobile phones to make calls to phone numbers elsewhere in the world will have to purchase pre-paid phone cards for them. These cards will be available for sale at the Rate Card desk in the NOC Services Centres and in the Village Plaza Zone.

3.5 Support Grants

VANOC will provide support grants to participating NOCs for all their eligible athletes and officials according to the program criteria. These grants are a contribution to help offset NOC costs associated with participation in the Vancouver Games. Support grants will be paid to NOCs in Canadian dollars. The support grant rate per individual, per NOC, is not negotiable.

The grants are calculated by using the lowest published economy round-trip airfare for travel between the capital of each NOC’s country and Vancouver. As a reminder, the airfares were used only for calculating the grant amounts per person and are not intended to cover NOCs’ costs of travelling to the Games.

3.5.1 Criteria for Distribution of Grants

Only accredited athletes and Primary Team Officials will be eligible to receive support grants.

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Eligible categories: • Accredited athletes (Aa) • Accredited Chefs de Mission and Deputy Chefs de Mission (Ac) • Number of accredited officials calculated under Rule 39 (equals the number of Olympic Village beds given to each NOC for their Ao – Primary Team Officials)

Non-eligible categories: • Additional Team Officials (Ao) • Olympic Attachés (Ac) • NOC Presidents and Secretaries General (if they also have the role of Chef de Mission, they are eligible in the Chef de Mission category) • Replacement for injured athletes (after the replaced athlete has already travelled to Vancouver) • Any athletes or officials disqualified for doping or removed from the Games for disciplinary reasons • Any athlete or official registered at the Delegation Registration Meeting (DRM) who has not activated their accreditation • Alternate athletes • Personal coaches • The Canadian NOC • All categories covered by Olympic Solidarity (Rule 3 + 1)

3.5.2 Grant Calculation

The grants per person per NOC have been calculated following these criteria:

• Economy class airfare • Lowest published round-trip airfare • Based on airfare dated for travel to Vancouver on February 4, 2010 and return on March 3, 2010 (Olympic Villages opening and closing dates) as calculated and finalized during the airfare lockdown period (March 2009) • Calculated and paid in Canadian dollars ($CAD) • Most direct route • Between the capital of the country and Vancouver • Airline commission, airport and other taxes not included • Transit expenses not included • Promotional airfares excluded

3.5.3 Payment Details

Each grant will be paid directly to a bank account under the name of the NOC (no payments to third parties). Bank accounts must be in Canada or the territory of the NOC. Payment will be made in two instalments.

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Initial Payment Initial payment (60%) of the total amount was distributed on October 31, 2009. The total amount was based on the estimated team size, determined by the data received from each NOC and confirmed by Sport Entries, NOC Services and the IOC.

Final Payment The balance (40%) will be calculated on the basis of the final team size and paid 60 days after the Games (April 30, 2010).

Any damages incurred in the Villages, and any other outstanding payments to VANOC, will be deducted. In the event that the number of athletes and officials who activated their accreditation is lower than the number registered at the DRM, the amount of the grant paid to the NOC will be adjusted to cover only those who actually participated in the Vancouver 2010 Olympic Winter Games.

For NOCs that have never participated in an Olympic Winter Games, or that have less than three athletes qualified at the time of the first payment, the support grants will be paid in total in April 2010. No prepayment of 60% will occur.

3.6 Olympic Villages Pre-Opening

During the pre-opening period, beginning at 08:00 on January 29, a limited number of NOC officials may access both Villages in advance of the official opening. VANOC will provide accredited access and accommodation for each NOC’s officials as follows:

NOC allotment in one Village only Up to 4 NOC officials in the corresponding Village NOC allotment combined in both Villages Up to 8 NOC officials

VANOC strongly encourages NOCs to take advantage of the pre-opening period. Arriving early will give NOCs a head start on Delegation Registration Meetings (DRM) and other administrative tasks prior to the arrival of their delegations. Participating NOCs will have access to allotted housing, office, workshop and storage space in both Villages so that they may begin their Games-time operations.

3.6.1 Pre-Opening Accommodation

Eligible accredited NOC officials will have access to overnight housing in the Villages at no charge. Housekeeping services will be provided.

3.6.2 Pre-Opening Food Services

During the pre-opening period, food services will be provided in the workforce dining halls at a price per person of $12.50 for one entry. This is 50% of the cost of a guest meal coupon for the athlete dining halls during the Village opening period.

At the Resident Centre Headquarters, these coupons may be purchased using cash or Visa.

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At the NOC Services Centres Front desk, only Chefs de Mission or finance proxies may obtain meal coupons. Coupon purchases at the NOC Services Centres will be made on the NOC’s finance account only. No Visa or cash transactions will take place at the NOC Services Centre Front desk.

Dining hall operating hours and menus will be reduced from regular Olympic operations.

Hours of operation for dining halls in both Villages during the pre-opening period:

• Breakfast 06:00–09:00 • Lunch 11:00–15:00 • Dinner 17:00–21:00

3.6.3 Pre-Opening Transportation Services

After the completion of their DRM, NOCs will have access to their dedicated and Rate Card vehicles. The athlete transport system (TA) will be available when the Villages open on February 4.

3.6.4 Pre-Opening Resident Services

During pre-opening, NOCs will receive support from Village Resident Centres. The operating hours will be from 09:00 – 17:00. The Resident Centre Headquarters will be in operation 24 hours per day in each Village. Resident services will be accessible by telephone 24 hours a day. Please see section 5.4 for a description of services.

3.6.5 Pre-Opening Guest Pass Services

During the pre-opening period, NOCs can use guest passes to bring additional accredited or unaccredited guests to the Olympic Villages. The daily guest pass quota per NOC for the pre- opening period will be a combined total of 10 guest passes for the two Villages.

NOCs must follow the regular guest pass procedure which requires the submission of a request the day before the intended visit (see section 5.2.3). Note that no guest passes will be issued for use on January 29. Following completion of their DRM, NOCs will be able to make their first guest pass request on January 29 for use on January 30, 2010.

NOC guests may access the Villages from 09:00 to 21:00. Meal coupons will be available for purchase for these guests at a price of $12.50 each.

3.6.6 Pre-Opening Retail Services

Retail services will be limited during the pre-opening period and will operate in both Villages from 09:00–17:00. The following services will be available: • banking • postal services • courier services • Village store

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• information booth • ATM (VISA)

4 Delegation Arrival

4.1 Arrivals at Vancouver International Airport

The Vancouver International Airport (YVR) will serve as the official Host Country airport for the arrival and departure of NOC delegation members. YVR’s main terminal consists of two connected terminals, one for international/US flights and one for Canadian domestic flights.

Arrivals and Departures desks will be located in both terminals at the Vancouver International Airport as well as at the NOC Services Centre in both Olympic Villages.

4.1.1 Private Aircraft Arrivals

Many corporate and private aircraft will use YVR’s Airport South. Airport South will not provide regular transportation services due to its distance from the main terminal. As a result, delegations arriving on charter aircraft will be required to reserve transportation services through VANOC’s Arrivals and Departures team a minimum of seven days in advance of arrival at [email protected]. Transportation services will be confirmed by the Arrivals and Departures team based on availability.

VANOC Arrival and Departure services will be provided only at the Vancouver International Airport.

4.1.2 Dates and Frequency of VANOC Transportation Service

Dedicated transportation will be provided from Vancouver International Airport (YVR) to the Olympic Village Vancouver for Delegation Registration Meetings (DRM) from January 28 to February 11, 2010.

Standard arrival transportation services for NOC delegations will be provided between February 4 and 26, 2010 from YVR directly to each Olympic Village. NOCs will be required to provide arrival information at the Arrivals and Departures desk located inside the NOC Services Centre of each Olympic Village a minimum of 48 hours in advance of services required.

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Transportation frequency from YVR to Olympic Village Vancouver (VVL) and Olympic Village Whistler (WVL):

Date Service Level YVR to VVL – Direct Service (every 60 minutes) February 4-7 YVR to WVL – Direct Service (every 60 minutes)

YVR to VVL – Direct Service (every 30 minutes) February 8-11 YVR to WVL – Direct Service (every 30 minutes)

YVR to VVL – Direct Service (every 60 minutes) February 12-28 YVR to WVL – Direct Service (every 60 minutes)

4.1.3 International/US Arrivals

Athletes and officials arriving in Vancouver directly from an international or US origin (without connecting through another Canadian airport) will be required to complete Canadian entry formalities with the Canada Border Services Agency (CBSA) — the federal agency responsible for customs, immigration and agriculture related to the access of people and goods to Canada. NOCs driving across the Canada/USA land border are also subject to Canadian entry formalities.

Wherever possible, Olympic clients should have their Olympic Identity and Accreditation Card (OIAC) available when passing through customs and immigration entry points. The OIAC will expedite the customs and immigration process upon entry into Canada.

Olympic Lanes through Canada Border Services Special lanes, indicated by Olympic Lane signage, will direct athletes and officials, as well as other Olympic Family, to designated customs and immigration counters within the International Terminal at YVR to facilitate Canadian entry formalities.

NOC delegations in transit will also be able to use the Olympic Lanes at customs and immigration entry points at the Montreal Pierre Elliott Trudeau International Airport, Toronto Lester B. Pearson International Airport and Calgary International Airport.

NOCs arriving to Vancouver from the United States by car will have access to an Olympic Lane at the Peace Arch/Douglas border crossing (along Interstate 5, south of Vancouver). For more information on this and other Canada/US border crossing locations please see http://www.th.gov.bc.ca/atis/index.htm.

4.1.4 Arrivals to Vancouver via another Canadian Airport

Those travelling to Vancouver through another airport within Canada, either originating their journey at a Canadian airport or travelling to Vancouver via a Canadian airport, are directed to

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the baggage claim area in the YVR Domestic Terminal without passing through a customs and immigration point of entry.

All passengers entering Canada from another country must claim their own baggage and equipment and complete Canadian entry formalities (customs and immigration), before taking their connecting domestic flight to YVR.

Any items purchased at the originating or connecting airports that do not meet pre-board security requirements (for example, liquids, gels or aerosols with a capacity of 100 ml/100 g (3.4 oz. or more) will have to be placed in checked baggage.

4.1.5 Validation of the OIAC at Vancouver International Airport

Once the DRM is completed, OIAC holders from the NOC’s delegation will be able to get their OIAC validated at Vancouver International Airport (YVR) upon arrival. Subject to completion of the NOC’s DRM, the OIAC will grant athletes and officials access to Olympic Villages only after the Villages opening at noon on February 4, 2010.

OIAC holders whose privileges and/or information on the card have changed after the OIAC has been printed will be required to go to a primary accreditation centre to get their OIAC re-issued.

Athletes and officials who are not in possession of their OIAC for validation, or those who do not validate their OIAC at the airport, must go to an Accreditation Centre (see section 4.4). However, they will still be able to access the Olympic transportation system to reach the Olympic Villages.

4.1.6 NOC Access to Baggage Claim Area

International Terminal Chefs de Mission or their designees will be able to access the baggage claim area and accreditation validation area at the International Terminal to assist with the arrival of their delegation. Two transferrable passes will be supplied to each NOC during their DRM. These passes must be worn together with a validated OIAC at all times when accessing and within the arrivals hall. All details of access and regulations while within the controlled areas at Vancouver International Airport will be supplied with the passes at the DRM.

Domestic Terminal The baggage claim area at the Domestic Terminal is accessible to the public. To assist with delegation arrivals, each NOC will also receive two passes for the Domestic Terminal. These passes will allow Chefs de Mission or their designees to access the accreditation validation desk, which is located in a restricted zone of the terminal.

4.1.7 Baggage Claim and Assistance

NOC delegations are responsible for claiming their own baggage upon arrival, ensuring that they have the correct number of bags and that they are in good condition prior to departing the airport. Oversized baggage can be picked up in a controlled location beside the baggage carousels, indicated by signage.

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Individual baggage carts (trolleys), as well as baggage assistance, will be available free of charge in the baggage claim areas of both terminals.

4.1.8 Baggage Mishandled by the Airline

The airline will be responsible for locating mishandled (lost, delayed or damaged) baggage and arranging for its repair and/or return to the owner. Athletes and officials whose baggage has been mishandled by an airline should report it to the airline’s baggage service counter in the baggage claim area immediately upon arrival.

VANOC Arrivals and Departures representatives will be available at YVR to support the efforts to reunite the baggage and owner. Mishandled baggage will be forwarded by the responsible airline to the appropriate Olympic Village using a designated courier company. Olympic Village residents should request that the recovered baggage be sent to:

Name of the Village resident Name of the Village resident NOC NOC Olympic Village Vancouver Olympic Village Whistler 2010 Athletes Way 2010 Legacy Way Vancouver, BC V5Y 0A8 Whistler, BC V0N 2T0

4.1.9 Transfer of Accompanying Baggage to the Olympic Villages

All accompanying baggage and equipment will be transported on the same vehicle as the passenger. If additional capacity is required, VANOC trucks will accompany the buses to the respective Olympic Village.

Upon arrival at the Village, all individuals will be responsible for reclaiming their own baggage and equipment from the bus or logistics truck before going into the Village Welcome Centre.

Please see section 4.3.5 for details on biathlon rifles and ammunition.

4.1.10 Transfer of Sport Equipment to Venues

Upon request, VANOC will transfer accompanying sport equipment from YVR directly to the following venues: • Canada Hockey Place • Cypress Mountain • UBC Thunderbird Arena • Whistler Creekside • Whistler Olympic Park

NOCs should schedule this service with the Arrivals and Departures team in advance of their delegation’s arrival to Vancouver at [email protected].

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Any sport equipment destined for transport from YVR directly to competition venues must first be claimed by the owner, checked for damage and then tagged. At the baggage claim area, Arrivals and Departures representatives will supply the athletes and team officials with a colored tag corresponding to the venue destination and with their NOC code written on it. NOCs will attach these tags to the sport equipment and take it to the Athletes and Team Officials transportation load zones where it will be loaded into a truck destined for the venue. Before leaving YVR, the sport equipment owner will receive a confirmation of receipt which will indicate the approximate time of arrival at the venue.

NOCs will be responsible for receiving their sport equipment when it arrives at the venue and for storing it in their wax cabin/ice hockey team locker room. If NOC representatives are not present when the truck arrives, VANOC will unload the equipment and store it in a secure location until the NOC claims it. NOCs should contact the competition management office to pick up equipment stored by VANOC.

4.1.11 Airport Parking

Airport Parking Outside of the VANOC Transportation Operational Period NOCs picking up or dropping off their athletes or officials at YVR outside of the VANOC transportation operational period (prior to January 28, 2010 or after March 3, 2010) will be able to use any of the four public parking facilities available at the airport and will be responsible for any parking fees. Further details on parking locations and fees can be found at http://www.yvr.ca/guide/parking/index.asp.

Airport Parking During the VANOC Transportation Operational Period NOCs picking up and dropping off athletes or officials at YVR during the VANOC transportation operational period (from January 28, 2010 through March 3, 2010) will be able to park their car with the NOC dedicated vehicle VAPP in a designated parking area.

The number of airport parking stalls managed by VANOC will be very limited and will be assigned on a first-come, first-served basis. If stalls are not available upon arrival at the airport, NOCs will need to use one of the pay parking facilities located at the airport and will be responsible for any parking fees.

4.2 Arrivals at the Olympic Villages

4.2.1 Arrivals from the Airport in VANOC Transportation

All athletes and officials arriving at either Olympic Village will first arrive at the Welcome Centre. Those requiring accreditation validation or issue resolution will obtain assistance at the Accreditation Centre inside the Welcome Centre. After the athletes and officials and their baggage have been screened, they will board an internal Village shuttle to the stop closest to their NOC office, where they will be further directed to their residence.

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4.2.2 Self-Drive Arrivals

NOCs are advised not to self-drive to either Olympic Village without a Vehicle Access and/or Parking Permit (VAPP). For more information on VAPPs please see section 6.4.

Delegation members arriving at Olympic Village Vancouver in a vehicle without a VAPP will be directed to a temporary parking area located near the Welcome Centre. After bringing their luggage into the Welcome Centre, delegation members will then have to move the vehicle to another location. If there is no parking available near the Welcome Centre, delegations will be responsible for parking their vehicles in another location outside the Villages perimeter and paying any applicable parking fees.

Delegations arriving on their own at Olympic Village Whistler without a VAPP will be able to unload vehicles at the Welcome Centre, however there will be no temporary parking available. Vehicles will be required to exit the Welcome Centre area immediately after drop off.

4.3 Olympic Village Welcome Centres

Each Olympic Village will have a Welcome Centre, which all resident athletes and officials will have to pass through upon first arrival. At the Welcome Centre, baggage handling, security screening and accreditation procedures will take place, followed by transfer to the residential zone.

4.3.1 Baggage Handling and Security Screening

NOCs will be expected to handle most of their own baggage. VANOC will, however, provide carts and personnel to assist with the transfer of baggage through the Welcome Centre. At the Welcome Centre, all athletes and officials will be security screened by walking through a magnetometer (metal detector). All baggage will be subject to x-ray security screening.

VANOC will require the baggage owners or an NOC representative to be present during the baggage screening process. Baggage owners must be available, if needed, for resolution of any problems that may arise during the screening of their bags.

4.3.2 Accreditation Procedures

Athletes and officials who validate their OIAC at Vancouver International Airport will be able to pass directly through the Welcome Centre to the Residential Zone shuttle.

Athletes and officials who have not received or validated their OIAC will first have to go to the full-service accreditation centre inside the Welcome Centre for pass production, validation and/or issue resolution. Baggage storage will be available for those who will stop at the accreditation centre in Vancouver and Whistler.

At the Olympic Village Whistler Welcome Centre, accreditation procedures will take place before baggage screening.

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4.3.3 Transfer from the Welcome Centre to the Residential Zone

After completing the screening and accreditation procedures, athletes and officials will go with their baggage to the shuttle load zone. From there, a shuttle will take them to a drop-off area near their residence.

4.3.4 Welcome Centre Operations Specific to Whistler

First-time arriving athletes with rifles will have to leave their rifles at the Welcome Centre after passing through security screening. These rifles will be transferred separately to the Rifle Storage Area within an hour. Ammunition will also have to be left at the Welcome Centre, and will be transferred to the Biathlon Ammunition Storage Facility at Whistler Olympic Park the following day. See section 4.3.5 for more details.

First-time arrivals with a validated OIAC who come in a VAPPed vehicle will be able to drive directly to the NOC parking areas without stopping at the Welcome Centre. However, all vehicle occupants must have validated accreditation that includes access to the Olympic Village Whistler. Note also that VANOC will not provide baggage transfer services from NOC parking areas to the Residential Zone shuttle.

4.3.5 Biathlon Rifles and Ammunition

Entry into Canada All firearms that are being imported into Canada must be declared in writing. Undeclared firearms may be seized at the port of entry.

Athletes bringing firearms into Canada must complete the Non-Resident Firearm Declaration form. A coach cannot sign this form on behalf of an athlete. To assist athletes, the Government of Canada has waived the $25 fee for the processing of non-resident firearms for use in connection with the Olympic Winter Games.

The Non-Resident Firearm Declaration form can be found at http://www.rcmp-grc.gc.ca/cfp-pcaf/form-formulaire/num-nom/909-eng.htm.

To expedite processing at the port of entry, athletes should submit the Non-Resident Firearm Declaration form in advance of their arrival to Canada. The Firearm Pre-processing – Supplementary Information Form, and instructions, are available on SNOW under Logistics. These forms may be submitted to the Canada Border Services Agency by e-mail, fax or mail. Approved declarations will be returned in a similar manner.

If there is insufficient time for pre-processing, athletes should still complete the Non-Resident Firearm Declaration form and bring three unsigned copies to be presented to a border services officer at the port of entry into Canada. Forms are also available at the port of entry.

This form, once confirmed by a customs officer, serves as the athlete’s temporary license and registration certificate for all firearms in their possession. The license is valid for 60 days and may be extended at no charge.

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Up to 1,500 rounds of ammunition accompanying each athlete who is a non-resident of Canada may be imported duty-free. A maximum of 5,000 rounds of ammunition of a kind used in biathlon competition may be shipped as freight without requiring an import permit. To ship larger quantities, arrangements should be made through a customs broker.

Athletes arriving by air may bring biathlon rifles and up to 5 kilograms of ammunition in passenger-checked baggage only. The rifle must be unloaded and must be in its designated transportation box. The ammunition must be packaged separately from the firearm. Please check with the airline to make necessary arrangements.

Transport of Rifles and Ammunition Canadian law states that all firearms must be transported unloaded. During transport, rifles and ammunition must be stored in separate containers and rifles must be kept in an appropriate case. When being transported by vehicle, firearms must be kept out of sight in a locked vehicle compartment if the vehicle is unattended.

Athletes and officials are not permitted to bring rifles and ammunition with them on the Village- to-Village athletes transport (TA) shuttle. The best way for a person with a rifle to transfer between Villages is in their NOC dedicated vehicle.

Rifles and Ammunition in the Olympic Villages Biathlon rifles and ammunition are not permitted inside the Residential Zone or the Village Plaza of either Olympic Village (as per the Olympic Charter). Biathlon rifles can be stored at the biathlon rifle storage facilities at each Olympic Village. The Rifle Storage Centre at Olympic Village Whistler is located next to the Daily Arrivals Entry.

Arrival at the Olympic Village Whistler All Initial Arrivals

Those entering Olympic Village Whistler for the first time and in a vehicle with a VAPP may take their rifle directly to the daily entry. All persons arriving by bus and carrying biathlon rifles must deposit their rifle and ammunition at the Welcome Centre, because they cannot bring the rifle on the shuttle which will take them to their residence.

• The athletes will be transported to their accommodation area directly, while VANOC will transfer their rifles to the Rifle Storage Centre. The athletes will be able to go to the Rifle Storage Centre one hour later to unpack their rifles from the travel cases, receive their locker assignments and lock combinations, and lock their rifles in the lockers. Athletes should store their travel cases in their own residences.

• All ammunition must be deposited in a dedicated temporary storage area at the Welcome Centre. VANOC will transport the ammunition directly to Whistler Olympic Park, so that athletes and officials will be able to pick it up at the Biathlon Ammunition Storage Facility the following day.

• VANOC recommends that athletes arrive at the Village with their rifles on the dedicated athlete transportation (TA) system bus or in an NOC dedicated vehicle. Athletes arriving by other means of transportation will likely face delays at the Welcome Centre in Whistler and may be temporarily separated from their rifles.

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Daily Arrivals in an NOC Vehicle with a VAPP

No ammunition will be allowed past the Vehicle Screening Area; all ammunition should be transported directly to the Biathlon Ammunition Storage Facility at Whistler Olympic Park, or checked in at the Welcome Centre for transfer to the venue by VANOC.

Athletes arriving with their biathlon rifles in a vehicle with a VAPP can go to the NOC parking lot (P3), next to the transportation mall, and enter through the Daily Arrivals Entry.

Athletes with rifles will not be permitted on the internal shuttle from the additional NOC overflow parking lot (P3); they can be dropped off at the NOC parking load zone beside the transportation mall.

Arrival on the TA System from Whistler Olympic Park

The TA system will transport athletes and officials from inside the biathlon venue directly to the Daily Arrivals Entry, where the Rifle Storage Centre is located. Athletes may carry their rifles onto the bus, but no ammunition will be allowed. Upon arrival at Olympic Village Whistler, the athletes will pass through the Daily Arrivals Entry security screening area with their rifle, and then go directly to the Rifle Storage Centre. Any ammunition that inadvertently ends up at the Daily Arrivals Entry security screening area must be surrendered to security personnel.

Other Arrivals at Olympic Village Whistler with a Rifle

All other rifle arrivals to the Village not described above will need to pass through the Welcome Centre. If athletes are carrying ammunition, they will have to deposit it in a dedicated temporary storage area at the Welcome Centre, and VANOC will transport it to Whistler Olympic Park the following day. Athletes carrying rifles will be transferred, with their rifle, to the Rifle Storage Centre. This method of arrival will not be as quick as arrival by vehicle with a VAPP, or on the TA system.

Daily Arrivals Entry When an athlete arrives at the Daily Arrivals Entry with a rifle, VANOC security staff will ask the individual to remove the rifle from its case to see that the firing bolt is open, that there are no rounds in the chamber and that no magazine has been inserted into the rifle. After this visual check, both the rifle and its case will be passed through an X-ray machine. The athlete/official carrying the rifle will then take it directly to the Rifle Storage Centre.

Rifle Storage Centre All biathlon rifles must be deposited at the Rifle Storage Centre next to the Daily Arrivals Entry at the transportation mall. This secure facility includes lockers for rifle storage as well as space for cleaning, maintenance and dry firing. To enter the Rifle Storage Centre, athletes and officials must have with them a valid, activated Olympic Identity and Accreditation Card with the following:

• access rights to the biathlon venue or • infinity venue access that includes the biathlon venue

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Athletes and officials will have 24-hour access to the Rifle Storage Centre. VANOC team members will be at the Rifle Storage Centre during peak times, in particular the initial arrival period. If access is required and a VANOC team member is not present, athletes should contact the Resident Centre Headquarters located next door.

Arrival at the Olympic Village Vancouver At Olympic Village Vancouver, any persons arriving with biathlon rifles and/or ammunition must go directly to the Welcome Centre located on the west side of the Village to deposit these items before entering the Village. Law enforcement officers will store the rifles and ammunition in lockable cabinets in the Welcome Centre.

Biathlon Venue at Whistler Olympic Park Strict protocol exists for the use of rifles at the biathlon venue. The rifle must always be carried with the bolt open, except when being used for training and/or competition.

Rifles can be carried only in the following areas within the biathlon venue: • athletes’ compound • team wax cabins • field of play

Prior to leaving the field of play, those carrying rifles must ensure that no ammunition remains in the chamber of the rifle and that the bolt is open. Any surplus ammunition must be returned to the biathlon ammunition storage facility prior to the individual’s departure from the venue.

Biathlon Ammunition Storage Facility The biathlon ammunition storage facility (BASF), located at the Whistler Olympic Park biathlon stadium, provides a secure facility for storage and distribution of biathlon ammunition during the Games. All NOC ammunition will be stored in the BASF.

VANOC Logistics will transfer to the BASF ammunition that has been deposited at the Welcome Centre at Olympic Village Whistler. Starting on February 4, 2010, NOCs may also transport ammunition directly to the BASF in vehicles with the appropriate vehicle access and parking permit (VAPP).

To prevent the unauthorized removal of ammunition from the BASF, athletes and team officials may be screened when they leave the venue. Any ammunition found on athletes and team officials, or in their baggage, must be returned to the BASF prior to departure from the venue.

Departure Process When arranging the transfer of ammunition out of Whistler Olympic Park, NOCs should remember that ammunition cannot be stored inside the Olympic Villages, including at the Welcome Centre, and that ammunition cannot be transported on the Village-to-Village and Village-to-YVR buses.

NOCs will have the following options for departure transfer of ammunition:

• NOC transfers ammunition from Whistler Olympic Park to Vancouver International Airport using its own NOC dedicated or other vehicles

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• through the Logistics desk, Purolator will be able to assist the NOC with ammunition transfer from Whistler Olympic Park.

When shipping, or travelling with ammunition, the NOC or its freight forwarder should check with the customs officials in the country to which the goods are exported, as well as any countries of transit, to verify these goods are admissible.

• the NOC can also donate ammunition to Whistler Olympic Park.

4.4 Accreditation Centres and Services

Accreditation centres at the Olympic Villages in Vancouver and Whistler will serve as primary accreditation locations for NOC delegations. DRMs will be held at the Olympic Village Vancouver only.

NOC Accreditation Centre, Olympic Village Vancouver (validation, card production, issue resolution) • January 29, 2010 – February 28, 2010

NOC Accreditation Centre, Olympic Village Whistler (validation, card production, issue resolution) • January 29, 2010 – February 28, 2010

Accreditation Validation Desk (validation only): • Vancouver International Airport (YVR); January 25, 2010 – February 28, 2010 • Competition venues; according to the venue competition and training schedule

Olympic Family Accreditation Centre, Vancouver — Westin Bayshore Hotel (validation, card production, issue resolution) • January 30, 2010 – February 28, 2010

Main Media Accreditation Centre, Vancouver — Main Media Centre • January 12, 2010 – February 28, 2010

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5 Olympic Villages

5.1 Introduction

The Vancouver 2010 Olympic Winter Games will operate two Olympic Villages: one in Vancouver and one in Whistler. The table below shows the sport disciplines served by each Olympic Village.

Olympic Village Vancouver Olympic Village Whistler Curling Alpine skiing Figure skating Biathlon Freestyle skiing Bobsleigh Ice hockey Cross-country skiing Short track speed skating Luge Snowboard Nordic combined Speed skating Skeleton Ski jumping

All athletes with an Aa accreditation are eligible for a bed in the Olympic Villages. The number of available beds in the Villages for each NOC’s Primary Team Officials, accredited as Ao, is determined by a calculation of Rule 39 of the Olympic Charter. In addition to the eligible Village residents as calculated by Rule 39, NOCs have reserved and purchased rooms in the Olympic Villages for their Additional Team Officials (Ao). All persons accredited in A categories may freely access the Olympic Villages even if a bed is not available to them.

Eligible athletes and officials may stay in the two Olympic Villages during the opening period from 12:00 (noon), February 4, 2010 through 12:00 (noon), March 3, 2010. For the pre-opening period (January 29 to February 4, 2010), access will be limited to a certain number of delegation members (see section 3.5).

5.1.1 Olympic Villages Timeline

Activity Date and Time Freight deliveries to Olympic Villages January 4–22, 2010 (Whistler) (see section 2) January 4-24, 2010 (Vancouver) Olympic Villages pre-opening 08:00, January 29, 2010 Olympic Villages opening 12:00, February 4, 2010 Olympic Villages closing 12:00, March 3, 2010 Transition to Paralympic Village operations 12:00, March 3 to 12:00, March 6, 2010

5.1.2 Village Zones and Access Control Points

Each Olympic Village will have a Village Plaza (formerly known as the International Zone) and a Residential Zone. The two zones will be separated by internal fencing and access control.

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Entrance to either zone will require an appropriate accreditation or compliance with established policies.

To ensure the safety of resident athletes and officials, entrance to the Villages through any exterior access control points will require appropriate accreditation and a security check of both people and personal items.

Both Olympic Villages will be secured by the Vancouver 2010 Integrated Security Unit (V2010- ISU) led by the Royal Canadian Mounted Police (RCMP), Canada’s national police agency. VANOC and V2010-ISU are working closely together to ensure that the security needs unique to the Olympic Villages are met. See also section 18.2 on Olympic Villages security.

5.2 Access to the Villages

5.2.1 Vehicle Access Control Points and Screening

The Olympic Villages will have standard access control points, including vehicle access and/or parking permit (VAPP) checks as well as vehicle screening. All vehicles entering the perimeter of an Olympic Village must pass through controls. Depending on the vehicle’s origin, type and final destination inside the venue, different access control and security measures apply. These measures include:

Permit Check Points (PCP) At the PCP, the vehicle’s VAPP will be checked to ensure that only authorized vehicles can access the Olympic Villages. Eligible vehicles will proceed to the Vehicle Screening Area.

Vehicle Screening Areas (VSA) VSAs are located on the secure perimeter of the Olympic Villages. At VSAs, law enforcement personnel will inspect and screen all vehicles, drivers and occupants. No one may go through the VSA without proper accreditation.

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5.2.2 Designated Entrances

The main entrance points to the Villages for each client group are as follows:

Category Designated Entrance First-time Welcome Centre arriving Vancouver Village – at west end of the Village residents Whistler Village – beside the vehicle screening area (VSA) on the Village access road. Athletes Primary access through the NOC dedicated vehicle parking area and Village and officials transportation mall. Athletes and officials may enter the Village through any entrance.

There will be three additional pedestrian entrances in the Olympic Village Vancouver: two on First Avenue and one under the Cambie Street bridge. Olympic • Vancouver Village: guest pass entrance to the Village Plaza at the northeast Family, corner of the Village. media and • Whistler Village: guest pass entrance near the Welcome Centre, then shuttle to guests the Guest Pass Centre at the Village Plaza Entrance.

Workforce An assigned entrance will be available for workforce in each Village. NOC Assistants will be able to use any entrance when on duty. Material An assigned entrance will be provided for material deliveries in each Village. deliveries • In Vancouver, material deliveries to the Village will be made through an entrance at the west end of the Village • In Whistler, material deliveries will have to pass through the vehicle screening area to access the Logistics compound

5.2.3 NOC Guest Passes

Each NOC will receive a fixed daily quota of guest passes. Regular guest pass operations are between February 4 and March 3, 2010, with the exception of the Opening and Closing Ceremonies days (February 12 and February 28, 2010) when no passes will be distributed. For guest pass operations during pre-opening, see section 3.6.5.

Guest Pass Requests NOCs will be able to request guest passes online through a dedicated VANOC website. To access this site, each NOC will receive a login and password. The website will allow NOCs to see their delegation’s requests in both Villages and optimize distribution according to need. The system will not allow users to exceed their allotted quota.

NOCs may place their first guest pass request once their Delegation Registration Meeting has been completed. Users must fill out an online form for each guest before 18:00 on the day prior to the visit. The earliest requests can be placed on January 29 for visit on January 30, 2010 (maximum 10 guest passes per day during the pre-opening period). Regular guest pass quota per NOC will be applied for requests starting on February 3 for visits beginning on February 4, 2010.

Before a guest pass can be issued, each guest will be subject to a security background check. In the event of a background check failure, the Village guest pass administrator will inform the

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NOC’s guest pass contact person by telephone no later than 08:00 on the day of the planned visit.

Distribution and Use Guest passes will be distributed between 09:00 and 20:30 at the Guest Pass Centre in each Village. NOC guests must leave a valid photo identification document in exchange for their guest pass. The identification document must be the same as the one entered into the guest pass website. Guests must return to the Guest Pass Centre before exiting the Village to retrieve their identification.

The following should be taken into account:

• Guests travelling in vehicles without a VAPP will have to be dropped off at the intersection of Highway 99 and Cheakamus Lake Road. From there, they will walk approximately 200m to the guest pass entry near the Welcome Centre and take the shuttle to the Village Plaza Entry • Guests travelling in vehicles with a VAPP will have to exit the vehicle before the VSA, walk through the guest pass entry near the Welcome Centre and take the shuttle to the Village Plaza Entry • Guest passes will be available for pick up only at the Guest Pass Centre of the Village for which they have been requested. • Guests may not enter the Village before 09:00 and must leave by 21:00. • Guest passes are not transferable between persons or between Villages (for example, each pass will be valid only in the Olympic Village for which it is requested). • Guest passes will be valid for multiple entries into the same Village on the day of issue. • No guest passes will be available on February 12 (Opening Ceremony) and February 28 (Closing Ceremony). • Guest passes must be visible at all times during the visit. • Guests under the age of 14 must be accompanied by an adult. • Guest passes will provide access to the Village Plaza Zone; guest access to the Residential Zone will only be permitted if the guest is escorted at all times by a properly accredited person. • The applicant NOC will be responsible for the guest’s conduct while in the Village.

5.2.4 NOC Guest Passes for Dignitaries

Dignitaries accredited in the NOC category will be granted access to the Olympic Villages through their NOC. Chefs de Mission should request passes for dignitaries using the guest pass website, following the regular guest pass procedures. Guest passes for dignitaries, up to a maximum of eight per visit (for accredited dignitaries in the NOC category plus their entourage), will not be counted as part of the daily NOC guest pass quota.

Passes for dignitaries will be distributed by the Village protocol office in the respective Olympic Village from February 4 to March 3, 2010. Again, no guest passes will be issued for the days of the Opening and Closing Ceremonies. Visiting dignitaries will be received by protocol staff at the Village Plaza entrance.

Please see section 5.8.5 for Olympic Village protocol offices.

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5.2.5 Media Access

Media access to the Residential Zone of the Olympic Village will be strictly controlled. Media guest passes will permit direct access to the Village Plaza only. In accordance with IOC guidelines, a total of 400 media guest passes for the two Olympic Villages will be made available daily to accredited members of the media. This will be comprised of 200 for press and 200 for rights-holding broadcasters. Both groups will have a fixed quota of 100 passes for each Olympic Village at one time. Media access to the Villages will be permitted only to those who have valid Olympic media accreditation. Media will receive their media guest passes in exchange for their Olympic accreditation at the Village Guest Pass Centre between 08:45 and 20:30. (Feb. 4 to 27, except on Feb. 12 and 28). All media must leave the Village before 21:00.

Guest passes for the Olympic Villages will not be available on the days of the Opening and Closing Ceremonies.

In order to accommodate increased demand for media access to the Team Welcome Ceremonies at the Olympic Village Vancouver, the NOC may reserve media guest passes from those allotted to media in each Village through the Guest Pass office and venue press manager.

5.2.6 Valley Trail Access at Olympic Village Whistler

All accredited athletes and officials can use the walking path between the Welcome Centre and Plaza entry between 09:00 – 21:00. This path is called the Valley Trail.

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5.3 Allotted Space for NOCs

5.3.1 Housing

Olympic Village Vancouver In Vancouver, Village residences will be situated in newly-constructed multi-level apartment buildings. Most apartments will have multiple bedrooms. All apartments will have a ratio of bathrooms to residents which meets or exceeds IOC Olympic Village guidelines of four residents per bathroom. Bedrooms will have a minimum area of 9 m2 for single occupancy and 12 m2 for double occupancy. Kitchen area and countertops will be sealed off to protect surfaces from wear and will not be available for NOCs’ use.

With the exception of the tiled bathrooms, all flooring will be carpeted.

entrance

bedroom common space bedroom

balcony

Example of a typical apartment unit in Olympic Village Vancouver, composed of two double-occupancy bedrooms, one bathroom and one common space. This unit would house four residents.

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Olympic Village Whistler Housing in the Whistler Village is primarily a mixture of townhomes and apartments with multiple bedrooms. All bedrooms will have a minimum area of 9 m2 for single occupancy and 12 m2 for double occupancy.

The flooring in most units will consist of a mix of carpet, wood and tiles.

Townhome - examples

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Typical Apartment

balcony

common space

bedroom

bedroom

entrance

In the Olympic Village Whistler, typical examples of housing will include:

• Townhome-style housing units with two or three levels, three to six double-occupancy bedrooms, and a ratio of bathrooms to residents which meets or exceeds IOC Olympic Village guidelines of four residents per bathroom.

• Apartment-style units with one or two double occupancy bedrooms, and a ratio of bathrooms to residents which meets or exceeds IOC Olympic Village guidelines of four residents per bathroom.

5.3.2 Bedroom Furnishings

Each bedroom will be furnished with the following:

Athletes and Officials — Bedroom Furnishings Double Occupancy Bed with mattress (200 cm) 2 Folding chair 1 Closet or wardrobe yes Clothes hangers 10 Shelves 6 Drying rack 1 Nightstand 1 or 2, depending on room layout Desk lamp 2 Locking drawer 2 Waste basket 1 Window coverings yes

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Chef de Mission’s Bedroom Each delegation, regardless of its size, will be provided with a single occupancy bedroom within its housing allotment for the use of the Chef de Mission. Each Chef de Mission room will be equipped with the following:

Chef de Mission Bedroom Furnishings Single Occupancy Bed with mattress (200 cm) 1 Folding chair 1 Closet or wardrobe space yes Clothes hangers 5 Shelves 3 Drying rack 1 Nightstand 1 Desk lamp 1 Locking drawer 1 Waste basket 1 Window coverings yes 26” television with Olympic feed* 1 Telephone (Olympic Network)* 1 1 in Chef’s bedroom if delegation size is 1-12 Small Refrigerator* or 1 in Chef’s office if delegation size is 13 or more *these items are included in the VANOC-provided administrative furnishings table in section 5.3.4.

5.3.3 Additional Team Officials (ATO) Housing

Additional Team Officials (ATO) have the opportunity to be housed inside the two Olympic Villages. They will need valid Ao accreditation to stay in this housing located inside the security perimeter of each Olympic Village.

Beds purchased for Additional Team Officials are for a specific Olympic Village (Vancouver and/or Whistler) and cannot be exchanged for beds in the other Olympic Village once the accommodation allocation agreement has been signed.

The $4,000 CAD rate for Additional Team Officials’ housing in the Olympic Villages includes a bed and the dining privilege symbol (knife and fork) printed on the accreditation card. If the Ao accreditation is transferred, the dining privilege is also transferred.

Starting on January 29, 2010, NOCs will have access to their ATO housing upon completion of their DRM.

Olympic Village Vancouver Additional Team Officials will be assigned beds within their NOC’s core allotment. The number of beds purchased for Additional Team Officials will be combined with the number of beds for

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the NOC’s athletes and Primary Team Officials and will be allotted together in the same buildings.

Olympic Village Whistler Additional Team Officials’ beds will be allocated in temporary housing buildings in areas apart from the NOC core allotment but within the security perimeter of the Olympic Village. This housing will be on the internal shuttle route and in close proximity to Resident Centres and laundry centres. Each housing building will be single-level and house between 32 and 48 officials.

The following is a description of Additional Team Officials rooms in the Olympic Village Whistler:

• Double occupancy bedrooms • Meet the minimum size outlined in the IOC Technical Manual on Olympic Village • Ratio of two beds to one washroom • Shower, toilet and sink • Individual room thermostat control • Operable windows with coverings • Acoustic separation equivalent to an apartment building • Same quality of furnishings and bed linens as in the rest of the Village • Vinyl flooring, no carpet

Typical Additional Team Officials room (Olympic Village Whistler) featuring two beds and in-suite bathroom.

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5.3.4 NOC Administrative and Medical Spaces

NOCs will be eligible for administrative and medical space based on their delegation size. These spaces will be located within the NOC housing units or in adjacent structures.

The total allocation of NOC administrative and medical space across both Villages is as follows:

NOC Dedicated Administrative and Medical Space

Delegation Chef de Mission Team Meeting Room Medical Space Size Office Office Combined with Dedicated Bookable in 1-6 Chef de Mission workstation in the Bookable Polyclinic bedroom business centre Combined with Bookable in 7-12 Chef de Mission 1 (12 m2) Bookable Polyclinic bedroom 13-25 1 (8 m2) 1 (12 m2) Bookable 1 (10m2) 26-50 1 (8 m2) 1 (12 m2) Bookable 2 (10m2) 51-75 1 (8 m2) 1 (12 m2) 1 (15 m2) 2 (10m2) 76-100 1 (8 m2) 1 (12 m2) 1 (15 m2) 4 (10m2) 101-150 1 (8 m2) 2 (12 m2) 1 (15 m2) 4 (10m2) 151-200 1 (8 m2) 2 (12 m2) 1 (15 m2) 5 (10m2) 201+ 1 (8 m2) 2 (12 m2) 2 (15 m2) 7 (10m2)

Delegation size is determined by the total number of accredited athletes and Primary Team Officials (Aa, Ac, Ao) according to Rule 39 of the Olympic Charter. The calculation does not include Additional Team Officials (Ao).

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VANOC-Provided Administrative Furnishings Each delegation will receive, free of charge, an allocation of furniture, fixtures and equipment in the NOC’s administrative spaces according to the size of their delegation.

The total standard allocation of administrative furniture, fixtures and equipment is described below. Quantity per Delegation Size Administrative 7- 13- 26- 51- 76- 101- 151- Furnishings 1-6 201+ 12 25 50 75 100 150 200 Cork board 1 1 1 1 2 2 4 4 Dry erase board, medium 1 1 1 1 1 1 1 2 Small bookcase (3-shelf) 1 1 1 1 1 2 2 2 Large bookcase (4-shelf) 1 1 1 Small file cabinet 1 1 1 1 1 2 2 3 3 (2-drawer) Large file cabinet 1 1 1 4 4 5 (4-drawer) Large storage cabinet 1 2 2 3 Small storage cabinet 1 2 2 2 2 2 2 2 Folding chair 5 7 7 14 26 34 40 47 69 Office chair with arms 2 2 2 3 3 4 5 5 6 Coat stand 2 2 2 4 4 8 9 12 13 Desk 2 2 2 3 3 4 5 5 6 Electric kettle 1 2 2 2 2 2 2 4 4 Small folding table 1 3 3 3 3 3 7 7 7 (120x75 cm) Large folding table 2 2 2 2 4 (180x75 cm) Desk lamp 2 2 2 3 3 4 5 5 6 Small refrigerator* 1 1 1 1 1 1 1 1 1 Office supply kit 1 1 1 1 1 1 2 2 2 Waste basket 2 2 2 4 4 8 9 12 13 Multi-function office printer 1 1 1 1 1 1 1 1 1 (fax, printer, copier) Info2010 with printer 1 1 1 1 1 1 Olympic mobile phone: 2 2 2 2 2 2 2 2 2 CDMA cellular Personal computer with 1 1 1 1 1 1 1 1 1 internet connection Telephone (Olympic network, see section 2 2 2 2 2 2 2 2 2 17.2)* 26” television with Olympic 1 2 2 2 2 2 2 2 2 feed* Delegation size is determined by the total number of accredited athletes and Primary Team Officials (Aa, Ac, Ao) according to Rule 39 of the Olympic Charter. The calculation does not include Additional Team Officials (Ao). *the refrigerator, telephone and television provided in the Chefs de Mission bedroom/office are included in this list

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Printers installed as part of the NOC allotment will include the initial toner cartridge and 1,000 sheets of 8.5” x 11” (216 mm x 279 mm) paper. Supplementary toner cartridges may be ordered through the Rate Card system.

Diagrams of Sample Administrative Spaces Layout The diagrams below are examples of typical NOC office spaces. Each NOC’s actual allotment is determined by its delegation size. The furnishings indicated in the diagrams below represent typical furnishing of these spaces and should not be used for planning purposes.

Typical Chef De Mission Office Typical Team Office

Typical NOC Dedicated Workstation Typical Team Meeting Room

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Bookable Meeting Rooms NOCs can book rooms through any Resident Centre or NOC Services Centre Front desk.

NOC Business Centres Located adjacent to the NOC Services Centre in each Village, the business centres are a shared administrative resource primarily for the NOCs who will not have dedicated administrative space in that Village. The business centres will be equipped with shared personal computers and printers, fax and copy machines, telephones, internet connection and Info2010 stations.

NOC Business Centres are open 24 hours per day.

NOC Dedicated Workstations

NOCs with a total delegation size of six persons or fewer will not be provided their own dedicated administrative space in the Villages. Instead, they will be allocated their own dedicated workstations in shared administrative space near the NOC Services Centres.

Workstations will consist of a work desk, computer with internet access and printer access. Each workstation will also have a lockable two-drawer file cabinet. An office supply kit will be provided with each workstation. There will also be some common-use office tools.

NOCs will have access to their dedicated workstations 24 hours per day.

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VANOC-Provided Medical Furnishings The furnishings and their quantities listed below are specific to medical spaces (doctors’ offices, examination/treatment rooms, therapy rooms). The quantities will be distributed across each NOC’s allocated medical rooms according to delegation size. Other useful guest items (for example, blanket and pillows) can be requested from the Resident Centres.

Quantity per Delegation Size

Medical Furnishings 7- 13- 26- 51- 76- 101- 151- 1-6 201+ 12 25 50 75 100 150 200 Biohazard waste/sharps 1 1 1 2 2 2 3 receptacle Drug cabinet 1 1 1 2 2 2 3 Examination lamp 1 2 2 4 4 5 7 Exam/massage table 1 2 2 4 4 5 7 Exam table paper 1 2 2 4 4 5 7 Ice container 1 1 1 1 1 2 2 2 3 Small refrigerator 1 1 2 2 2 3 Medical cart 1 2 2 4 4 5 7 Stool 1 2 2 4 4 5 7 Ice supply (nearby) yes yes yes yes yes yes yes yes yes Towel supply (nearby) yes yes yes yes yes yes yes yes yes Washbasin (nearby) yes yes yes yes yes yes yes Delegation size is determined by the total number of accredited athletes and Primary Team Officials (Aa, Ac, Ao) according to Rule 39 of the Olympic Charter. The calculation does not include Additional Team Officials (Ao).

Typical Medical Space Layout

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Bookable Medical Rooms NOCs may book medical rooms inside each Village’s Polyclinic. NOCs that do not have dedicated medical rooms of their own will receive priority. Bookings can be arranged through the Polyclinic reception or through a Resident Centre.

5.3.5 NOC Storage and Workshop Spaces

NOC Storage

Secure storage space will be provided, free of charge, to NOCs in each Village where they reside. The size of the NOC’s storage space in each Village will be determined by the number of athletes the NOC has in that Village. NOC dedicated storage spaces will be lockable, lit and, wherever possible, in close vicinity to the NOC’s accommodations and offices. The location of these spaces will be determined during the Village allotment process. Please see section 2 for more details on shipment and receipt of freight at the Olympic Villages.

NOC Workshops In both the Vancouver and Whistler Villages, NOCs will have space for minor sport equipment maintenance and repair. All workshops have ventilation and are equipped with lighting and electricity.

In Olympic Village Whistler, NOCs with six or fewer athletes will have priority access to bookable workshop spaces located near the NOC Services Centre.

Sport equipment maintenance and repairs are prohibited inside residential units.

Bookable Workshops In Olympic Village Whistler, NOCs with six or fewer athletes will have priority access to bookable workshop spaces located near the NOC Services Centre.

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Workshop and Storage Spaces Table Workshop and storage space – Olympic Village Whistler Number of athletes in 16 - 26 - 36 - 51 - 66 - Olympic Village 1 - 3 4 - 6 7 - 15 81+ 25 35 50 65 80 Whistler Storage m2 3 6 18 24 30 36 42 54 60

Workshop space bookable included in space above Whistler Village workshop space is intended for minor repairs and maintenance. All storage space allotted is separate from living space. Additional storage space may be available inside some residences. Workshop and storage space – Olympic Village Vancouver Number of athletes in 16 - 26 - 36 - 51 - 66 - Olympic Village 1 - 3 4 - 6 7 - 15 81+ 25 35 50 65 80 Vancouver Storage m2 18 18 24 30 36 42 48 54 60

Workshop space included in space above Vancouver Village workshop space is intended only for minor repairs and maintenance. Hot work is prohibited (e.g. waxing, power grinding, soldering, welding). Smoke in these areas will activate the smoke alarm system and will mobilize emergency services.

Electrical Power Standards Each bedroom and office will include a minimum of two double-plug electrical outlets which operate on 120-volt alternating current (120V/AC) — the power standard for all equipment supplied by VANOC.

Below are images of the North American power plug and outlet types in the Olympic Villages:

Outlet Plugs

Delegations bringing electronics or appliances should also bring any required adapters or converters.

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5.4 Residential Zone Services and Facilities

5.4.1 The Service One Concept of Customer Service

VANOC is committed to providing a high level of customer service to NOCs residing in the Olympic Villages. The Service One concept for service delivery allows the resident to access most Village services in one stop at the Resident Centres, with one phone call, or with one contact with our resident services staff. VANOC staff is dedicated to serving the needs of individual NOCs using the Service One approach. Each Resident Centre’s staff will become familiar with the preferences of the particular NOCs they serve, in order to provide faster, customized service.

5.4.2 Resident Centres

Resident Centres will be located throughout each Olympic Village Residential Zone and will be operated by resident hosts. Each Resident Centre will serve approximately 350 residents and will operate from 07:00 to 23:00. In each Village, one location, the Resident Centre Headquarters, will operate 24 hours daily. Each NOC will be given the telephone number to their assigned Resident Centre. Calls will be answered by resident hosts in the order they are received. After 23:00, calls will be automatically routed to the 24-hour Resident Centre. Residents will have overnight access to the TV lounge and wireless internet at some of the Resident Centres.

Each Resident Centre will have the following: • Info2010 terminal and printer • computer with internet access • wireless internet access • television • lounge area

NOCs should contact their Resident Centre for these services:

Service Description Village information Information on Village services and directions to requested locations. Lockout assistance Assistance when resident has lost or misplaced their key. Key replacement cost is $25. Towel exchange One for one exchange of used towels. Laundry assistance Provision of laundry soap, and loan of irons and ironing boards for use at laundry facilities only. Response to various Assistance for a variety of requests such as housekeeping, building resident requests maintenance, technology, Rate Card and logistical support. When necessary, representatives from these functions will be sent to fulfil requests. Resident hosts will track each request until resolution. The Chef de Mission or finance proxy must be present to approve work that has a cost to the NOC.

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5.4.3 Resident Centre Headquarters Services

Each Village will operate one Resident Centre Headquarters, adjacent to the Daily Arrivals Entry and the dining hall. In addition to the services provided at the other Resident Centres, the Resident Centre Headquarters will provide the following:

• 24-hours a day service provided by resident hosts • Meal coupons and other catering services available for purchase with Visa or cash • Management and storage of all Village lost and found items • Dry cleaning/tailoring pick up/drop off services for a fee • Long distance phone calling cards available for purchase using VISA or cash.

5.4.4 Laundry Services

• Self- serve washers and dryers will be available free of charge throughout the Residential Zone of each Olympic Village. • In Olympic Village Vancouver, laundry machines are at the Resident Centres • In Olympic Village Whistler, laundry machines are located in separate facilities, laundry centres, throughout the Village Residential Zone and open 24 hours • Laundry soap will be available free of charge at laundry centres in Whistler and at Resident Centres in Vancouver. • Staff will be available at all locations between 07:00-23:00, and 24 hours in select locations.

5.4.5 Housekeeping Services

Daily: • waste/recycling bins emptied • beds made in each room • bathrooms cleaned • toilet paper and other resident amenities replenished

Every two days: • towels replaced (towels may also be exchanged at a Resident Centre when desired)

Every four days: • sheets changed • rooms dusted/vacuumed (if needed)

NOC personnel may exchange dirty linen for clean linen free of charge at any Resident Centre. Additional room cleaning or linen changes on-demand can be arranged through any Resident Centre. These additional services are subject to a $40 linen change fee (to cover contractor costs), payable by Visa card at any Resident Centre. Notice is required by midnight, prior to the day the service is desired. All efforts will be made to accommodate requests received after this time, but service is not guaranteed.

Daily waste removal and scheduled cleaning will be provided for the NOC administrative, medical and workshop spaces.

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Each room will have a Do Not Disturb hanger. If the hanger is attached to a resident’s door, housekeeping will return once before 16:00 to check whether it has been removed. If the hanger has not been removed, housekeeping services will not be provided for that day.

5.4.6 Coca-Cola Complimentary Beverages

Coca-Cola devices will provide access to free Coca-Cola beverages from distribution machines throughout each Village and at other Vancouver 2010 venues. Each NOC will receive a quantity of Coca-Cola devices equal to the number of all accredited athletes and officials (Aa, Ac, Ao), including Additional Team Officials and transferred Ao registered at the Delegation Registration Meeting. These devices will be distributed at the DRM.

5.4.7 Ice Supply

Ice will be delivered daily to Resident Centres. Ice storage containers will be provided to each NOC delegation (the number of containers will depend on delegation size according to the medical furnishings chart). NOCs will be able to pick up ice at the Resident Centre closest to the NOC’s allotment, as well as from the laundry centres in Whistler.

5.4.8 Waste Management

NOC cooperation will be essential in ensuring the successful management of separate disposal streams for general waste, medical waste and recyclable materials — plastic and paper in particular. NOCs will be encouraged to divide waste into the appropriate containers. Containers for the separate waste streams will be provided in the common areas of residences.

Special containers and bags for medical waste will be provided in all NOC medical spaces. For safety reasons, it will be important that medical waste be disposed of only in the special containers provided, and strictly in accordance with procedures established by VANOC. As soon as containers are filled, medical personnel must close them for removal by housekeeping staff.

5.4.9 Maintenance

NOC staff members should contact their Resident Centre for all needs related to the maintenance of equipment and furniture and/or for technical support related to utilities (for example, power and plumbing).

5.4.10 Logistical Support

See section 2 for freight arrival.

In-Village Logistics Support In each Village, VANOC will provide the necessary resources, free of charge, to receive NOC freight at the Logistics compound, unload the delivery vehicle and transfer NOC freight from the Logistics compound to the NOC’s allocated storage space.

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NOCs are responsible for the transfer of freight from their storage space to their office and residential areas. VANOC Logistics may provide, free of charge, additional resources based on advance booking and availability.The Pacific Group will have stand-by and bookable services available on site on a user-pay basis. Rates for these services are available at www.pcb.ca/shipto2010 (password: shipto2010).

Village to Village and Venue Deliveries From January 29 and March 3, VANOC Logistics will transfer single pallet loads or smaller between Villages and venues. This service is intended to assist NOCs with the transfer of small scale items such as boxes, sport equipment and supplies, etc.

VANOC Logistics will transfer NOC materials using the utmost care and control. This will be done with the ultimate goal of having all materials arrive in good condition, at the correct time, and at the correct venue. Purolator Courier Ltd., Official Courier Services Supplier to the 2010 Olympic Winter Games, will support the operation of inter-venue transfers with their fleet of cargo vans and box trucks.

NOCs can obtain assistance with inter-venue transfers from the Logistics desk at the NOC Services Centre in each Olympic Village. NOCs with inter-venue freight requirements larger than a single pallet load may arrange services on a user-pay basis at the Logistics desk.

5.4.11 Food Services

Dining Privileges with Accreditation Athletes and Primary Team Officials (Ao), as well as Additional Team Officials (Ao) with pre- purchased dining privileges printed on their OIAC, will have unlimited access to the Villages’ dining halls.

Meal Coupons for Guests Guest meal coupons cost $25 for one entry per person. They may be purchased at the Resident Centre Headquarters using cash or VISA. Guest meal coupons are transferrable and can be used in either Olympic Village at any time or any day during the Villages opening period. A Chef de Mission or a finance proxy may also obtain guest meal coupons at the NOC Services Centres Front desk. Purchases of these coupons will be tracked on the NOC’s finance account up to a pre-determined dollar amount. No cash or VISA transactions will take place at the NOC Services Centres Front desk.

Main Dining Halls and Menus The main dining hall is near the Daily Arrivals Entry in the Residential Zone of each Olympic Village. The dining halls will be open 24 hours a day from February 4, 2010 to March 3, 2010. The main dining hall mealtimes are as follows: Breakfast 05:30 to 10:00 Lunch 10:00 to 16:00 Dinner 16:00 to 00:00 (midnight) Overnight 00:00 to 05:30

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The menus in both Villages will be identical and will rotate every 10 days. Each main dining hall will have a nutritional information station. The station will include an online database (http://sodexo.webnutrient.com/2010/Login.aspx, password: 2010) where all menu items will be listed with their corresponding nutritional information, including the categories: vegan, lacto- vegetarian, allergies (seafood, nuts/peanuts, gluten/wheat, and lactose/dairy) and spicy food. Nutritional content documentation will also be available at each food station.

Each main dining hall will have the following food stations: • Continental Cuisine and The Grill: beef, lamb, fish and chicken on a rotating basis, and a range of side dishes (potatoes, rice, vegetables) • Pizza and Pasta: fresh-baked pizza and pasta with a variety of toppings and sauces • Asian Station: meats and/or vegetables prepared in a wok, noodles and rice • Deli and Salad: Assorted sliced meats, cheeses, fresh fruits, breads, salads, gourmet condiments, pre-made sandwiches and sweets • Halal: foods prepared according to Islamic Law • Beverages: cold and hot selections.

At the Olympic Village Vancouver, in cases when ice hockey games finish late, dinner service will be extended beyond midnight to accommodate late team returns.

A full-service McDonald’s Restaurant will be in each Olympic Village to serve its traditional menu as well as fruit smoothies and specialty coffees.

To maintain the health, safety and cleanliness of the Olympic Villages, residents and guests may not remove food from the main dining hall. Exception are one beverage, one piece of whole fruit, one ice cream or a McDonald’s Restaurant product that is in the process of being eaten.

Special Dietary Requests Athletes and officials who require kosher meals will be able to request this service. The meals will be prepared by an off-site supplier. Village residents may obtain a Special Meal Request form at a Resident Centre or from the main dining hall. Completed forms must be submitted to the main dining hall at least 72 hours in advance of each requested meal.

Remote Meals for Medical Reasons A meal and bottled drink can be brought out of the main dining hall to an athlete or official if the person is: 1. Being held in an NOC medical area or the Polyclinic for treatment, or 2. Confined to a residence within the Olympic Village for medical reasons. NOC and VANOC medical practitioners can request this service by completing a Remote Meal Request form. Forms will be available at the NOC Services Centres Front desk. One form must be submitted per athlete per meal – multiple requests may not be submitted on a single form.

Food Deliveries to the Olympic Villages Village residents may bring take-out meals into the Village from outside restaurants. However, non-accredited persons delivering fast foods such as pizzas will not be able to access or approach Village entry points. Villages will not receive these deliveries.

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5.4.12 Residential Zone Facilities

The Olympic Villages will offer entertainment programming designed for the athletes and available to all residents. Residents may listen to live and recorded music, and enjoy performances, dancing and other activities.

Village Living Room The Living Room in each Village will provide an intimate gathering place where athletes and officials can relax, watch television and socialize. Each day, VANOC will schedule one or two performances by musicians/singers to take place in the Living Room. These performances will be for small audiences and relatively quiet.

Wireless internet will also be available in the Village Living Room.

The Village Living Room will operate from 08:00 to 22:00

Fitness Centres The fitness centre in each Olympic Village will offer residents a place to exercise. Modern fitness and weight training equipment will be available, as well as space for stretching.

Fitness Centre hours: 24 Hours

The 2010 Fitness Facilities Guide, which lists non-VANOC fitness facilities in the Vancouver and Whistler areas, is posted on SNOW. A copy will also be available at the NOC Services Centre Front desk.

DVD Lounges Residents will be able to choose from a library of DVDs for viewing in lounges located in the Residential Zones of both Villages. The DVD lounges will operate from 10:00 to 23:00.

Acer PC Lounges There will be two Acer PC lounges in each Village Residential Zone. These lounges will provide computers, printers, internet access, and user assistance to athletes and officials. These lounges will be available from 12:00 on February 4 until 12:00 on March 3, during the following hours: • Acer Lounge 1: 24 Hours • Acer Lounge 2: 08:00 – 00:00

An additional Acer PC lounge will be located in the Plaza Zone of the Olympic Village Whistler, and will be available from 09:00 to 21:00.

Wireless internet access will be available in the Acer PC lounges.

Internet Access Points Each Resident Centre will have one computer with internet access, and there will be additional internet access points in each Village Plaza.

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There will also be a limited number of wireless internet access points in various common areas in each Village, including: the Village café, Resident Centres, Village Living Room and Acer PC lounges. In Whistler, the laundry centres will also have wireless internet access.

No usernames or passwords will be needed in order to access wireless internet through these ‘hot spots’ in the Olympic Villages.

Games Centres Located in the heart of the Residential Zones of both Villages, these centres will have video games, table games and other popular games.

Olympic Village Vancouver hours: 08:00 – 22:00 Olympic Village Whistler hours: 10:00 – 22:00

Phone Lounge These lounges will be provided for making long distance calls. Telephone centre staff will be available to provide assistance if required.

The phone lounges will be staffed from 08:00 to 21:00 and open to residents 24 hours.

IOC Athletes Commission Election Voting Athletes participating at the Vancouver 2010 Olympic Winter Games will be eligible to elect athlete representatives to the IOC Athletes Commission. Voting stations will be conveniently located in each Village main dining hall. Staff from the IOC Athletes Commission will manage these elections and be available to address the questions of the athletes.

Multi-Faith Centres VANOC will provide a place for worship and meditation in each Village. Each Village’s multi-faith centre will have separate rooms that may be used for formal religious services and ceremonies as well as for individual meditation and counselling. All faiths will be welcome, although planning and resources will be focused on five major faiths: Buddhism, Christianity, Hinduism, Islam and Judaism. Other faiths may apply to the multi-faith centre to book meeting rooms. In addition to the centre’s regular hours of operation, representatives from a variety of faiths will be available to athletes by phone 24 hours a day. A religious services directory will be available to residents indentifying places of worship close to the Villages.

The Multi-Faith Centre will be open from 08:00 to 20:00.

Bookable Meeting and Celebration Rooms Each Village will offer a small number of bookable rooms for NOCs to hold meetings, gatherings or celebrations that cannot be accommodated in their dedicated spaces. NOCs can book rooms through any Resident Centre or at the NOC Services Centre Front desk. Room sizes will vary in capacity from 12 to 120 people. Associated services such as technology, media and catering are available by prior arrangement. A catalogue of rooms and services are available at any Resident Centre and NOC Services Centre Front desk.

To ensure availability for all NOCs, meeting rooms can only be booked 48 hours in advance.

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Bookable Workshops In Olympic Village Whistler, NOCs with six or fewer athletes will have priority access to bookable workshop spaces located near the NOC Services Centre.

5.5 NOC Services Centres

The NOC Services Centres will be located in the Residential Zone of each Olympic Village and are designed to centralize and facilitate communication and services between VANOC and each NOC. Trained staff will be available to provide information and coordinate issue resolution.

The VANOC NOC Relations, NOC Assistants Program, and NOC Communications offices, as well as the IOC’s NOC Relations office, will be located within the NOC Services Centres. In addition, service desks by specific VANOC departments will offer specialized information to NOCs.

Service desks represented within each NOC Services Centre are:

• NOC Services Front Desk • Arrivals and Departures Desk • Transportation Desk • Sport Information Desk • Logistics / Customs and Freight Forwarding Desk • Rate Card and Telecom Services Desk • Radio Frequency Desk • Rule 51 Submission Desk

5.5.1 Hours of Operation

Villages pre-opening period January 29–February 3, 2010 08:00 to 20:00 Villages opening period February 4–March 2, 2010 07:00 to 23:00 Villages closing March 3, 2010 07:00 to 12:00

Operations During the Pre-Opening Period The NOC Services Centres will be fully operational during the pre-opening period, but with reduced hours of operation as indicated above.

Services During Off-Hours In the case of urgent matters during the off-hour emergencies (23:00 to 07:00), NOCs may call the regular NOC Services Centre Front desk telephone number to reach the NOC Services night duty staff.

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5.5.2 NOC Services Centre Diagram – Vancouver

A - IOC Office B - Rate Card and Technology Desk C - NOC Relations Office F - Function Desks G - Break Room H - NOC Assistants Workroom I - Meeting Room J - NOC Services Centre Management Office K - NOC Services Centre Front Desk L - NOC Business Centre M - NOC Dedicated Workstations

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5.5.3 NOC Services Centre Diagram - Whistler

A - IOC NOC Relations Office B - Rate Card and Technology Desk C - NOC Relations Office D - NOC Communications Office E - NOC Director’s Office F - Function Desks G - Break Room H - NOC Assistants Workroom I - Meeting Room J - NOC Services Centre Management Office K - NOC Services Centre Front Desk L - NOC Business Centre M - NOC Dedicated Workstations

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5.5.4 NOC Relations

Both before and during the Games, the NOC Relations team members will be responsible for working with the NOCs to ensure issue resolution.

Following the completion of Delegation Registration Meetings, NOC Relations staff members will move to the NOC Services Centre in one of the two Olympic Villages. The pre-Games dedicated NOC Relations representative who worked with an NOC until the NOC’s DRM may be based in a different Olympic Village than the NOC or its Chef de Mission.

NOCs that require the assistance of NOC Relations staff should first contact the NOC Relations office in the Olympic Village of residence. The NOC Relations staff assigned to this office will support all NOCs accommodated in that Olympic Village. Pre-Games dedicated NOC Relations representatives will still respond to issues that cannot be resolved by other VANOC staff operating inside the Olympic Villages, or to issues affecting the entire delegation of an NOC across the two Olympic Villages.

NOC Relations Team NOC Relations Team Olympic Village Vancouver Olympic Village Whistler Andre Bourgeois - Manager Myriam Berry - Manager Sari Rimpilainen - Deputy Manager Francesca Lamberto - Deputy Manager Amy Barnett - Deputy Manager Eva Vujacic - Deputy Manager Mark Heilig - Deputy Manager Anush Arakelyan - Deputy Manager Tautvydas Jokubauskas - NOC Relations Mark Heilig - Deputy Manager Coordinator

5.5.5 Chef de Mission Proxy

The Chefs de Mission can delegate authority for some of the activities performed at the NOC Services Centres. During the Delegation Registration Meeting, proxy cards will be issued for a number of designees to be selected among the delegation members and the NOC Assistants. NOC proxies with proper accreditation will be authorized to conduct business on behalf of their Chef de Mission through a proxy card, which will specify the extent of the authorization for certain tasks.

Unlike designated delegation members, NOC Assistants may not be appointed to handle financial transactions or perform Village departure inspection of inventory on behalf of their Chef de Mission.

Proxy types are as follows: • Finance – the holder can make financial transactions such as buying meal coupons, etc.). • Mail – the holder may collect NOC’s mail at the NOC Services Centre Front desk. • Ticketing – the holder may pick up complimentary sport and victory ceremonies tickets at the NOC Services Centre Front desk, as well as delegation marching passes used in the Opening and Closing Ceremonies.

Additional proxy cards may be requested after the DRM at the NOC Services Centre by the Chef de Mission only.

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5.5.6 Service Desks

The following service desks are in each NOC Services Centre:

NOC Services Centre Front Desk • general information and issue resolution • mail and information distribution • deposit of mail and small packages for Village to Village delivery • reservation of bookable meeting rooms • meal coupon sales on NOC account (no cash or VISA transactions) • distribution of ceremonies marching passes and complimentary sport tickets • medal pouch and diploma distribution • translation services (for a fee) • catering orders

Arrivals and Departures Desk • arrivals and departures scheduling, information and issue resolution • issue resolution for misplaced or delayed baggage • information and coordination of flight departure check-in at the Villages

Transportation Desk • schedule and service information • distribution and collection of NOC dedicated vehicle keys and VAPPs – Olympic Village Vancouver only • Rate Card VAPP distribution – Olympic Village Vancouver only • T3 vehicle reservation • public transportation information • issue resolution

Sport Information Desk • general sport information • competition and training information • distribution of start lists • distribution of IF and competition management communiqués • scheduling updates • results • weather updates

Logistics / Customs and Freight Forwarding Desk • facilitation of receipt, storage, delivery and shipping of NOC freight • customs brokerage and freight forwarding services • scheduling of inter-venue (including Village to Village and Village to venues) transfer of NOC freight of single pallet loads or smaller • scheduling the transfer of NOC freight to the Logistics compound and loading onto the pick- up vehicle for departures from the Village. • booking of freight concierge services provided by Pacific Group (material handling, labour, packing, etc. for a fee) • tracking inbound Games freight to facilitate customs clearance

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• scheduling the unloading and transfer of arriving NOC freight to the allocated storage space

Rate Card and Telecom Services • rate card customer service • check-in/check-out of Rate Card items • delivery of portable Rate Card items • Games-time orders and payment • telecommunications in–person customer service • self-serve kiosk for purchases of calling cards

Radio Frequency Desk • inspection of NOC radios and wireless devices to ensure compliance with frequency registration • validation and coding of wireless devices for each venue • radio frequencies information and issue resolution

Rule 51 Submission Desk • inspection of marks on NOC uniforms

5.5.7 Mail Deliveries

The mailboxes at NOC Services Centre Front desk serve as the central distribution area for NOC mail. This includes mail delivered by Canada Post and mail delivered via Village to Village shuttle.

All mail sent to NOCs in the Olympic Villages should be addressed in the following way:

Olympic Village Vancouver Olympic Village Whistler Recipient name Recipient name NOC name NOC name Olympic Village Vancouver Olympic Village Whistler 2010 Athletes Way 2010 Legacy Way Vancouver BC V5Y 0A8 Whistler BC V0N 2T0 CANADA CANADA

Mail addressed to Village residents will be available at NOC Services Centres for pick-up by the Chef de Mission or proxy.

Village to Village Mail Service

To deliver mail and small packages between the Villages, NOCs will be able to use the Village to Village mail service. Mail will be collected twice per day at the NOC Services Centres and transferred to the other Village where it will be available for pickup from the NOC mailbox in the NOC Services Centre.

Mail will be transferred at 9:30 and 16:30 daily from both Villages. Village to Village mail should be addressed appropriately (as identified above) and will be distributed through the NOC Services Centre Front desk mailboxes.

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Courier Deliveries to Olympic Villages

Packages sent to the Olympic Villages by courier should be addressed as follows:

Olympic Village Vancouver Olympic Village Whistler Recipient Name Recipient name c/o NOC Services Centre Manager c/o NOC Services Centre Manager NOC name NOC name Olympic Village Vancouver Olympic Village Whistler 2010 Athletes Way 2010 Legacy Way Vancouver BC V5Y 0A8 Whistler BC V0N 2T0 CANADA CANADA

Any NOC expecting to receive courier packages in the Olympic Villages will have to provide authorization for the NOC Services Centre manager to receive packages at the NOC Services Centre Front desk on their behalf. NOCs can get the authorization form at the NOC Services Centre Front desk.

The NOC Services Centres staff will place a notification card in the NOC’s mailbox, indicating that a courier package is available for pick up.

NOCs who do not wish to provide such authorization for the NOC Services Center manager to sign for courier packages on their behalf will receive notification that a courier package is being held at the courier’s warehouse location for pick-up.

C,O.D deliveries (cash on delivery) will not be accepted at the Olympic Village. C.O.D. deliveries will be returned to the courier’s warehouse for pick-up by the NOC. The courier may leave a pick-up card for the NOC, which will be placed in the NOC mailbox in the NOC Services Centre.

5.5.8 Distribution of Gift Bags

VANOC will present gift bags to all athletes and officials accredited in the A category (Aa, Ac, Ao). During the DRM, Chefs de Mission will determine a time and location within each Olympic Village where gift bags should be delivered by VANOC (e.g., NOC offices, Chef de Mission office, etc.), as well as the individual who will receive the bags. After the delivery, the NOC will be responsible for further distribution to individual delegation members.

5.5.9 Distribution of Sport and Victory Ceremony Complimentary Tickets

Chefs de Mission may request complimentary tickets for sport events (for accredited athletes and officials) and Victory Ceremonies (for non-accredited guests) beginning at 17:00 two days prior to the event. All requests must be received by 11:00 the day before the event. Ticket allocations will be available to view on the ticket request website at 17:00 on the day prior to the event. Tickets will be available for pick-up by the Chef de Mission or ticket proxy at the NOC Services Centre of the Village indicated in the request. The tickets will be available for pick up between 19:00 and 22:00 the day before the event. For details on complimentary tickets for NOCs with medalists, see section 7.5.1.

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5.5.10 Distribution of Olympic Medal Pouches, Diplomas, Participation Certificates and Participation Medals

VANOC will provide Olympic medalists with a pouch which will hold their medal. Athletes placing from first to eighth place will also receive a personalized diploma. Athletes’ medal pouches and diplomas will be available for pick-up at the NOC Services Centre Front desk.

VANOC will also distribute participation medals and certificates for all accredited athletes and officials (Aa, Ac, and Ao). Participation medals will be distributed to NOCs in each Village at the time of gift bag distribution. Participation certificates will be delivered to NOCs in one Village of their choice at a time and location agreed to at the DRM.

5.5.11 Meal Coupons for the Olympic Villages Dining Halls

Guest meal coupons cost $25 for one entry per person. They may be purchased at the Resident Centre Headquarters using cash or VISA. Guest meal coupons are transferrable and can be used in either Olympic Village at any time or any day during the Villages opening period. A Chef de Mission or a finance proxy may also obtain guest meal coupons at the NOC Services Centres Front desk. Purchases of these coupons will be tracked on the NOC’s finance account up to a pre-determined dollar amount. The limit will be confirmed to each NOC during the DRM. If an NOC wishes to return meal coupons, VANOC will provide reimbursement under the following conditions: • Meal coupons may only be returned to the NOC Services Centre Front desk in either Village. • The number of returned coupons may not exceed the total combined number of coupons that have been charged to the NOC finance account at NOC Services Centre Front desk in both Villages. The maximum number of returned coupons does not include the number of coupons purchased at the Resident Centre Headquarters. • The full purchase value of the returned coupons will be deducted from the NOC’s finance account – there will be no cash refunds. • Any returns must be completed no later than at the time of the NOC check-out.

5.5.12 Meeting Room Scheduling

Meeting rooms throughout the Villages may be booked by phone call or in person at the Resident Centres and NOC Services Front desk no earlier than 48 hours in advance of a meeting.

5.5.13 Catering orders

Requests for catering in the Villages can be made by filling out a Catering Request form available at Resident Centres and the NOC Services Centres. Catering requests must be made a minimum of 48 hours in advance, or 72 hours in advance for events hosting over 100 people. Copies of the available menus, services, prices and catering policies will be available at the NOC Services desks. For special catering services such as lunches or dinners in the Villages,

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the NOC will be able to schedule an appointment with a Food and Beverage representative through the NOC Services Centre Front desk.

5.5.14 Translation Services

The NOC Services Centre Front desk can provide NOCs with a list of VANOC-approved for-hire translation agencies, and facilitate translation requests.

5.5.15 NOC Businese Centres

Located adjacent to the NOC Services Centre in each Village, the NOC business centres are a shared administrative resource primarily for the NOCs who will not have a dedicated administrative space in that Village. The business centres will be equipped with shared personal computers and printers, fax and copy machines, telephones, internet connection and Info2010 stations.

NOC Business Centres are open 24 hours per day.

5.5.16 NOC Dedicated Workstations

NOCs with a total delegation size of six persons or fewer will not be provided their own dedicated administrative space in the Villages. Instead, they will be allocated their own dedicated workstations in shared administrative space near the NOC Services Centres.

Workstations will consist of a work desk, computer with internet access and printer access. Each workstation will also have a lockable two-drawer file cabinet. An office supply kit will be provided with each workstation. There will also be some common-use office tools.

NOCs will have access to their dedicated workstations 24 hours per day.

5.6 Chefs de Mission Meetings

Chefs de Mission meetings will be the principal forum for VANOC and NOCs to exchange information and raise issues related to Games-time operations.

The first two meetings will be held during the Villages pre-opening on February 1 and 3, 2010 at 08:00. The other meetings will take place every other day and will start at 07:30. All meetings will last approximately one hour, with the exception of the meeting of the Chefs de Mission with the IOC on February 10, which will last two hours.

NOC Services will schedule additional meetings if necessary.

Meetings will be conducted in the Chefs de Mission Meeting Hall at the Olympic Village Vancouver. Chefs de Mission operating in Whistler will be able to participate via a video conference link to the Chefs de Mission Meeting Hall located in the NOC Services Centre in the Olympic Village Whistler. Simultaneous interpretation in English and French will be provided for participants at both locations.

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Because space in the Chefs de Mission Meeting Halls will be limited, no more than two NOC representatives from each NOC may attend Chefs de Mission meetings in each Village.

Following each meeting, and on the same day, NOC Services will distribute a report to NOCs describing how VANOC has resolved issues raised during the meeting.

5.6.1 Communications to NOCs

NOC Services will send official communications to the NOCs by email, using the email addresses provided by the NOC at their delegation registration meeting. Paper copies of these email messages will be distributed in the mailboxes at the NOC Services Centre, and the messages will also be posted on SNOW. At the DRM, each NOC will be able to advise VANOC if they do not wish to receive paper copies of VANOC’s email messages.

In its direct communications to the NOCs, VANOC will always use the mobile phone number provided by the NOC at the DRM. This can be the number of the VANOC-provided mobile phone or any other preferred by the NOC. However, in case of urgent mass communications, VANOC can send brief text messages only to the VANOC-provided phones and to mobile phones for which a roaming agreement exists with Bell Canada. NOCs should keep this in mind when deciding how to allocate the phones within their delegation. These urgent mass communications will also be distributed by email and paper copy.

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5.7 Medical Services in the Olympic Villages

5.7.1 Polyclinic Operating Dates and Scope of Services

The Polyclinics in both Olympic Villages will operate with full services between 07:00 and 23:00 from February 4, 2010 to March 1, 2010, inclusive. First aid and emergency services will be available overnight from 23:00 – 07:00. Emergency and essential services will be provided during the Villages pre-opening (January 29 – February 3) and post-Closing Ceremony (March 2 and March 3) periods. Additional services may be coordinated on a case-by-case basis during this time.

There will be 24-hour ambulance coverage in both Villages from January 29 to March 3, 2010, inclusive.

POLYCLINIC SERVICES IN BOTH OLYMPIC VILLAGES

SERVICES HOURS OF OPERATION Emergency Medicine and Trauma Services Emergency Medicine 24 hours Trauma Services 24 hours (Mobile Medical Unit in Olympic Village Whistler Only*) Sports Medicine and Therapy Services Sports Medicine 07:00 – 23:00 Physiotherapy 07:00 – 23:00 Massage Therapy 07:00 – 23:00 Chiropractic 07:00 – 23:00 Athletic Therapy 07:00 – 23:00 Acupuncture By appointment Outpatient Services Dental 07:00 – 23:00 On-Call 23:00 – 07:00 Eye 07:00 – 23:00 Orthopedics On-Call On Call Services Cardiology Dermatology ENT (Otolaryngology) Gastroenterology General Surgery Internal Medicine Neurology Neurosurgery Nutrition Gynecology Ophthalmology Orthotics

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Plastics and Hand Surgery Podiatry Psychiatry Psychology Ancillary Services Diagnostic Imaging 07:00 – 23:00 On-Call ‐ X-ray 23:00 – 07:00 ‐ MRI For emergencies only ‐ CT scan ‐ Ultrasound Diagnostic Medical 07:00 – 23:00 On-Call Laboratory 23:00 – 07:00 For emergencies only Pharmacy 07:00 – 23:00 On-Call 23:00 – 07:00 For emergencies only Public Health 07:00 – 23:00 Regeneration and 07:00 – 23:00 Recovery Centre

*A Mobile Medical Unit will support the Olympic Village Whistler Polyclinic Trauma Service. It will be used in the event of a life, limb or organ threatened event, a mass casualty incident, or in case Whistler is cut off from Lower Mainland hospitals by land and air and normal rapid transport is not possible.

5.7.2 Bookable Medical Rooms

There are bookable rooms available in the Village Polyclinics. These rooms may be used by NOC medical personnel to perform assessments, treatments and minor procedures. These rooms can be accessed by calling the Polyclinic or by going to the Polyclinic reception desk.

5.7.3 Therapy Services

All members of VANOC’s therapy team have extensive experience and specialization in the treatment of athletes and sports-related conditions. Further information regarding the qualifications and scope of practice of these services are available upon request.

Olympic Family members wishing to access therapy services through VANOC can book an appointment by phone or in person at the Polyclinic reception desk. Patients are encouraged to book in advance, but walk-in patients will be seen as soon as a therapist is available.

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The following equipment is available at each of the Olympic Villages Polyclinics:

Exercise Equipment Available 1 Treadmill 2 Upright Bikes 1 Recumbent Bike 1 Arm Ergometer 1 Cable System 1 Shuttle MVP (leg press machine) Various balance boards, exercise balls, medicine balls, trampolines, rebounders and weights Electrophysical Agents Available NMES (Neuromuscular Electrical Stimulation) TENS (Transcutaneous Electrical Nerve Stimulation) Ultrasound IFC(Interferential)/HVPC (High Voltage) /Russian Current LLLT (Low Level Laser Therapy) ESWT / RSWT (Shock Wave Therapy) Short Wave Diathermy Other 1 Hot Whirlpool 1 Cold Whirlpool Cold Compression Systems Cyro Therapy Systems Vibration Therapy Systems Hot Packs IMS Deep Muscle Stimulator Iontophoresis

5.7.4 Regeneration and Recovery Centre

Regeneration and recovery will be a new service offered to athletes during the Vancouver 2010 Olympic Winter Games. A Regeneration and Recovery Centre will be located within the fitness centres of each Olympic Village and managed by the VANOC therapy team. Each centre will consist of one hot and one cold four to six-person whirlpool, four stationary bikes, four massage tables, and a stretch area with stretch cords and foam rollers. This space may be reserved for use by teams or individuals by phone or in person at the Polyclinic reception desk. NOCs can also book the services of VANOC sport massage therapists, physiotherapists or chiropractors to assist with their athletes in this area. Please note that this area is for performance and recovery strategies for healthy athletes. All injured athletes should be treated at the Polyclinic therapy clinic where appropriate equipment and supplies are available.

5.7.5 Mobile First Aid Services

Mobile first-aid services will be available 24-hours a day throughout each Village, including in the Village Plaza, and can be accessed by calling the Polyclinic directly or by notifying any VANOC staff in the Village.

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5.7.6 Language Services

Interpretation will be provided in the Polyclinic by language services personnel or by a telephone service accessible through VANOC staff.

5.8 Village Plaza

The Village Plaza (formerly known as the International Zone) will be the common gathering area in each Olympic Village, with recreation and leisure, retail and other facilities for residents and guests.

5.8.1 Village Café

The Village café will provide a comfortable and relaxed atmosphere where residents can socialize with their guests and enjoy coffee, light food and snacks, beverages, music and television. There will be wireless internet access in the Village café. Special entertainment and other events will also be offered.

5.8.2 Retail Services

A variety of retail services will be provided in each Village Plaza. Payment will be accepted in cash in Canadian dollars or by Visa credit cards. With the exception of the courier services, all retail services will operate daily from 09:00 to 21:00. Hours will be reduced during the Village pre-opening and closing periods. Services will include:

Bank The Royal Bank of Canada (RBC) will operate a bank in each Village. The banks will provide general banking services including currency exchange, national and international transaction services, cashing of traveller cheques, safety deposit boxes and account services. Please note that cash withdrawals will only be possible through the Visa automated teller machine.

Visa Automated Teller Machine A 24-hour automated teller machine (ATM) will be located in each Village Plaza. These machines will accept Visa only.

Post Office Post office is located in the Village store and will provide sales and services for outgoing domestic and international mail and packages as well as postal information.

Village Store The Village store will offer a variety of items including hygiene and household products, snacks and beverages, first aid supplies, floral products, Vancouver 2010 merchandise, hair supplies, gifts and newspapers.

Ticket Sales Offices Any available tickets may be purchased for sport competitions, ceremonies, Cultural Olympiad and other events.

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Tourism Information Centres Trained agents will operate a tourist information centre in each Village. Residents and guests will be able to obtain details about the Village, the Vancouver 2010 Olympic Winter Games, sport and cultural events, public and commercial transportation, the Host City, host communities and the region.

Courier Services Purolator will provide courier sales and services for outbound priority mail and packages to domestic and international destinations for a cost. Their offices will be located in the Village Plaza. Purolator courier services will be available from 10:00 to 19:00.

Hair Salon Services No hair salon services will be provided inside the Olympic Villages. Instead, Village residents will be able to get hair salon services at discounted rates at locations close to the Olympic Villages. VANOC will provide coupons to the residents for use at the designated hair salons in order to receive the discount. These coupons will be distributed at the NOC Services Centres and Resident Centres.

5.8.3 Team Welcome Ceremonies

The team welcome ceremonies (TWC) will take place in the Village Plaza of the Olympic Village Vancouver from February 6 to 11, 2010, between 10:00 and 19:00.

There will be a maximum of eight team welcome ceremonies per day. Each ceremony will welcome up to five NOCs.

Each ceremony will last between 20 and 30 minutes and will include: • a welcome video • a brief welcome speech by the Olympic Village Mayor • raising of the IOC flag and playing of IOC anthem • a gift exchange between the Village Mayor and the Chef de Mission (or pre-determined NOC representative) for each delegation • raising of each participating NOC’s flag and playing of national anthem • an interactive entertainment and ceremonial component

The team welcome ceremonies will be broadcast live to a screen at the main stage in the Olympic Village Whistler Plaza.

At the DRM, VANOC will confirm the following with the NOC: • NOC’s scheduled TWC date and time • the total number of delegation members who will participate • the number of delegation members who will use the Village to Village shuttle to travel from the Olympic Village Whistler to the TWC. This will help VANOC with bus scheduling. • the dignitaries who will attend • instruction on when and where in the Olympic Village Vancouver to meet the NOC Assistants who will coordinate transfer and marshalling to the TWC area

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On the day of their TWC, each NOC will be able to request up to 40 additional guest passes for the Olympic Village Vancouver.

5.8.4 Media Centre

The Olympic Villages will each have a media centre with a press workroom and two press conference/interview rooms. The venue media centres in each Village open on February 4, 2010.

NOCs will be able to schedule press conferences at the press conference rooms by contacting the venue press manager in each Village.

5.8.5 Protocol Office

A protocol office will be located in the Village Plaza near the main entrance of each Olympic Village. The offices will handle Olympic Village protocol issues and operate as welcome points for all accredited dignitaries visiting the Olympic Villages. Each protocol office will facilitate the distribution of guest passes for dignitaries for the respective Olympic Village and organize Olympic Village protocol tours. The offices operate daily from February 4 to February 28, between 9:00 and 21:00.

5.9 Other Village Services and Policies

5.9.1 Olympic Village Internal Shuttles

The Village shuttle routes are indicated on the Village transportation maps in the appendix.

Olympic Village Vancouver The internal Village shuttle will operate from the Welcome Centre at the west end of the Olympic Village and make several stops inside the Residential Zone. The Village shuttle will operate on a continuous basis from 06:00 to 23:00. From 23:00 to 06:00, the shuttle will be stationed at the Welcome Centre and will operate on an on-call basis. To request the shuttle, residents should call the Transportation office at the transportation mall.

Olympic Village Whistler A resident shuttle service will operate on a loop inside the Residential Zone.

A shuttle service will also operate from the Welcome Centre to Village entries as follows: • 09:00 to 21:00 between the Welcome Centre and the Village Plaza entry for guests and residents • 21:00 to 09:00 between the Welcome Centre and the daily entry at the transportation mall for residents only

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Workforce members, including NOC Assistants, will be transported from the Welcome Centre to the assigned workforce entry in a dedicated shuttle.

Between February 4 and March 3 accredited athletes and team officials may choose to walk between the Welcome Centre and Village Plaza on the Valley Trail. For traffic safety reasons, this option is available from 09:00-20:00 only.

5.9.2 Language Services

From February 4 to 28, 2010, a limited number of VANOC volunteers will be available in the Olympic Villages to provide interpretation services in person as follows:

Languages Hours Olympic Village Vancouver French, German, Japanese, Korean, 9:00 to Mandarin, Russian, Spanish 21:00 Olympic Village Whistler French, German, Japanese, 9:00 to Mandarin, Russian 17:00

VANOC staff in the Villages will be able to access this language service if they are having difficulty communicating with a Village resident or guest. If an NOC wants to request language assistance in advance (for example for a reception in the Olympic Village), they should contact the NOC Services Centre Front desk. If a language volunteer is not available, and if appropriate, VANOC will provide language assistance through a 24-hour over-the-phone service.

5.9.3 Non-Smoking Policy

In accordance with IOC policy, the Olympic Village will be a non-smoking venue. It will be forbidden to smoke in any building in the Olympic Village. Limited outdoor smoking areas, located at least three metres from building doorways, will be clearly marked. No tobacco products will be sold or distributed within the Villages.

5.9.4 Alcohol Policy

VANOC or its suppliers will not sell or serve alcoholic beverages inside the Olympic Villages.

5.9.5 Law Enforcement — Public Safety Services

Police officers will be available in the Olympic Villages to assist residents and guests with any concerns and questions while also providing direct, dedicated service.

5.9.6 Ambulance and Fire Services

Ambulances and fire service vehicles will have direct, expedited access to all areas of the Village when required.

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5.9.7 Evacuation Procedure Information

Chefs de Mission will be provided with site evacuation plans at each NOC’s Delegation Registration Meeting.

5.9.8 Lost and Found

All found items and reports of lost items within the Village should be delivered to a Resident Centre. VANOC will transfer all items found within the Village to the Resident Centre Headquarters where they will be stored and managed. Positive identification will be required to claim lost and found items. Please see section 19 for more information on lost and found procedures.

5.9.9 Village News Publication

VANOC will publish a daily Village news publication.

6 Transportation

6.1 Olympic Routes Network

In order to ensure efficient movement of Olympic-related traffic and reliable travel times for the Olympic clients, a network of Olympic routes are designated by VANOC, City of Vancouver and the BC Ministry of Transportation and Infrastructure. The network covers both city and mountain areas.

Please see the Olympic lanes maps in the appendix.

6.1.1 Olympic Routes Network - Vancouver

Olympic routes in Vancouver comprise streets with:

• dedicated 24-hour Olympic lanes • 24-hour parking and left-turn restrictions

Within the City of Vancouver there are 65 kilometres of dedicated Olympic lanes to be shared by Olympic vehicles and public transit buses.

6.1.2 Olympic Routes Network – Whistler and Sea-to-Sky Corridor

There are eight kilometres of Olympic lanes in the north-bound direction of Highway 99 starting at the intersection of Function Junction and Highway 99 in front of the Olympic Village Whistler entrance up to the intersection of Highway 99 and Lorimer Road (Whistler Resort). These lanes facilitate access to the Whistler Sliding Centre, Whistler Creekside and Whistler Medals Plaza.

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6.1.3 Sea-to-Sky Checkpoint:

To manage traffic volume into and through Whistler, a checkpoint will be in place on the Sea to Sky highway (Hwy 99) just north of Squamish near the Alice Lake turnoff. The checkpoint will be in effect from February 11 to 28 during the peak traffic hours of 06:00 to 18:00. All vehicles will need a permit to pass through the checkpoint. Permits are NOT needed for the following:

• vehicles travelling outside the peak hours of 06:00 to 18:00 • vehicles coming from Whistler • vehicles with a VAPP • emergency and health-care vehicles • road service vehicles • buses and taxis. Sea to Sky checkpoint permits (two per household) have been mailed to Whistler residential property owners and distributed to hotels. The permits are fully transferable between vehicles, tenants and/or guests. Clients that have rented a private property are required to make arrangements with the property owners for receipt of these permits for their own use. NOCs that have rented hotel accommodation should contact the hotels to secure parking, and the corresponding Sea to Sky checkpoint permits.

6.1.4 Whistler Local Vehicle Permits

Some Whistler neighbourhoods will only be accessible with a Local Vehicle Permit (LVP). The LVP has been created in order to ensure that residents and guests can easily access their properties; decrease congestion and traffic in these neighbourhoods and minimize the chance of having non-residents attempting to park in unauthorized locations.

The Localized Vehicle Permit for the 2010 Olympic Winter Games will be in effect from February 4, to February 28, 2010.

For LVP areas, the permit checkpoint will only be in operation for 10-12 hours a day, as follows:

• Creekside East: Lake Placid Road, Gondola Way & Sarajevo Drive - 6:00. - 16:00 • Creekside East: London Lane - 6:00 - 16:00 • Creekside West: Taylor Way & Lake Placid Road to Alpha Lake Park - 6:00 - 16:00 • Taluswood: Nordic Drive above Whistler Road - 6:00 - 16:00. • Whistler Sliding Centre: Glacier Drive & Glacier Lane - 10:00 - 22:00 • Whistler Village: Gateway Drive - 7:00 - 19:00 Clients that have rented a private property are required to make arrangements with the property owners for receipt of the applicable residential permits for the client’s use. NOCs that have rented hotel accommodation should contact the hotels to secure parking, and the corresponding Sea to Sky checkpoint permits.

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6.2 NOC Dedicated Vehicles

Each NOC will be provided a number of dedicated vehicles based on the size of its delegation for the use of its Chef de Mission and delegation.

NOC Delegation Size Total NOC-Dedicated Vehicles

5 or fewer 1 6-20 2 21-40 3 41-60 5 61-80 6 81-100 8 101-140 9 141-160 10 161+ 11

The NOC delegation size is calculated as the total of all accredited athletes and Primary Team Officials (Aa, Ac, Ao) according to Rule 39 of the Olympic Charter. The calculation does not include Additional Team Officials (Ao).

After the Delegation Registration Meeting is complete, NOCs may go to the Transportation desk in the NOC Services Centre in the Olympic Village Vancouver to get the keys for their dedicated vehicles. Once receiving the keys, NOC dedicated vehicles are managed by the NOC.

Dedicated vehicles must be returned to the Olympic Village Vancouver prior to the delegation’s departure and no later than 12:00 noon on March 3, 2010. The keys must be returned to the Transportation desk in the NOC Services Centre at Olympic Village Vancouver.

6.2.1 NOC Dedicated Vehicles Features

OnStar in-vehicle GPS safety and security system created to provide: • GPS with directions and connections plan, including turn-by-turn navigation • 24-hour access to expertly trained advisors (English language only) • Emergency assistance Each vehicle will have: • Insurance for vehicle and occupants • Petro-Canada fuel card, addresses and maps of the fuel stations in the Vancouver and Whistler areas. • First aid kit • Snow brush/scraper • Vehicle information kit

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The vehicle information kit is a complete user guide for drivers of VANOC vehicles and consists of: • Map books of the Vancouver and Whistler areas • Competition and non-competition venue maps showing entry, exit, load zone and parking information • Emergency contact information • User manuals for the vehicle, communications equipment and Global Positioning System (GPS) • Driver policies and procedures

6.2.2 Use of NOC Dedicated Vehicles

NOC dedicated vehicles are intended for travel between the training and competition venues, the Olympic Villages, and other meetings and/or events. Vehicles should not to be taken outside the Olympic Territory (see map in appendix).

6.2.3 Eligibility to Drive

NOC Assistants and accredited NOC delegation members that have met the criteria below are eligible to drive NOC dedicated vehicles:

• they must be at least 21 years old • they must carry a valid driver’s license from the driver’s own country

The Motor Vehicle Act of British Columbia exempts non-resident drivers from having a BC driver’s license for three months, provided they have a driver’s license valid in their own country.

VANOC advises that delegation members should have an International Driving Permit (IDP), to act as a translation of the driver’s license. IDPs are issued by national/territorial automobile associations.

In addition, to drive a VANOC vehicle, all drivers must provide/complete the documentation listed below. These documents should be submitted to the Olympic Villages NOC Services Centre Transportation desk at the time of vehicle collection or at any time before driving the vehicle:

• Photocopies of the drivers’ license • Signed VANOC/GM Driver Agreement Form

6.3 Team Sport Vehicles

VANOC will provide additional dedicated vehicles to NOCs with ice hockey and/or curling teams.

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6.3.1 Ice Hockey - IH

As part of the TA system, each ice hockey team will have the dedicated use of one 55- passenger highway bus/coach and two drivers to transfer the team between the Olympic Village Vancouver and the official ice hockey competition and training venues.

Team buses will wait for the teams at each session and will be managed by one Ao-accredited member of the team or by the designated ice hockey team host who will be in direct contact with the bus driver and the team. The bus will become available to a team when six or more team members have arrived in Vancouver and their accreditation is validated. The ice hockey transportation service will be available until the end of the second driver’s shift on the second day after the team’s last game. For ice hockey team buses that require a second driver shift, shift changes will take place at the Olympic Village Vancouver. The dedicated ice hockey buses will have to return to the Olympic Village Vancouver within ten hours of initial departure to ensure sufficient time for the driver shift change. Each NOC with ice hockey team will also receive one 7-passenger vehicle for use by its ice hockey team.

Non-Sport Related Use of Ice Hockey Team Buses Ice hockey team buses can be used within the Olympic territory only and for a maximum of 10 hours a day, which corresponds to the maximum length of a driver shift. An additional driver can be scheduled to meet the team’s additional requirements. This driver should be booked 24 hours in advance at the Transportation desk in the NOC Services Centre in the Olympic Village Vancouver. It is the team’s responsibility to inform the team host about where they want to go, and when.

6.3.2 Curling - CU

As part of the TA system, curling teams with have the dedicated use of one 8-passenger van and a volunteer driver (curling team host). The management of the vehicle is the responsibility of the NOC. Curling team vehicles will be available upon completion of the NOC’s DRM.

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NOCs that wish to self-drive the vehicle may do so as long as they comply with VANOC’s car usage regulations.

Non-Sport Related Use of Curling Team Vehicles Curling team vans can be used within the Olympic territory only and for a maximum of 10 hours a day if driven by the curling team host.

If curling athletes wish to travel to Whistler, VANOC recommends they use the TA shuttle connecting the two Olympic Villages on a 24 hours basis.

6.3.3 Rate Card Vehicle Pick-up and Return

Rate Card vehicles can be picked up from the Rate Card office at the Main Commissioning and Decommissioning Centre (MCDC) at 16280 Portside Road in Richmond, BC.

To get to the MCDC, NOCs can take the Canada Line rapid train transit from the Olympic Village station, approximately 550 metres from the western end of the Olympic Village Vancouver perimeter, to Lansdowne Station. VANOC will operate a shuttle service from Lansdowne Station directly to the MCDC from January 29 to February 22, 2010 during the hours of 07:00 and 19:00 daily.

NOC Assistants may pick-up the Rate Card vehicles on the NOC’s behalf if they bring the following documents with them to the MCDC: 1. a copy of the Rental Agreement(s) signed by the Chef de Mission 2. clear, legible photocopies of the drivers licenses for all drivers of the vehicle(s) 3. the driver agreement form signed by each driver of the vehicle(s), if not already supplied to the Transportation desk at the NOC Services Centre

The NOC Assistant would need to perform the vehicle inspection with a VANOC Rate Card team member and receive a copy of the Vehicle Inspection Form. Once the NOC Assistant picks up the vehicle, the NOC will be responsible for the vehicle’s condition.

From February 23, 2010 to March 5, 2010, Rate Card will have an office at the Vancouver International Airport (YVR) for vehicle returns. VANOC will provide on-demand shuttle service from the Rate Card return lot at YVR to the airport terminal building.

NOCs must return their Rate Card vehicles to one of the above locations (MCDC or Rate Card return lot at YVR) on the dates listed above.

Upon return to VANOC, the condition of the vehicle will be compared to its original state, as indicated on the Vehicle Inspection Form and signed by the NOC or NOC Assistant.

6.3.4 Motor Vehicle Insurance

All motor vehicles supplied by VANOC, including Rate Card and NOC dedicated vehicles, will be provided with adequate vehicle insurance. Vehicle insurance coverage, provided by the Insurance Corporation of British Columbia (ICBC) will cover the cost of damage to a VANOC vehicle. In case of an “at-fault” incident, as determined by ICBC, where the driver of the VANOC

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vehicle is found to be responsible for the damage to the vehicle they are driving or another vehicle, the driver will be liable for the insurance deductible amount of $300 CAD per incident.

All traffic or parking violations incurred on a VANOC vehicle will be the responsibility of the driver.

At each change of driver, VANOC recommends that a vehicle Sign In/Sign Out form be completed. This passes the responsibility for any damage or parking violations to the current driver. Failure to do this will leave responsibility with the previous driver or the NOC. Sign In/Sign Out forms will be supplied in each vehicle and additional copies are available at the Transportation desks in both Villages. Insurance for personal effects and baggage will not be included. The VANOC-provided insurance covers only persons who have been registered as drivers with VANOC. Each NOC must provide the following for all persons who will be driving NOC dedicated vehicles and Rate Card vehicles:

• Photocopies of the drivers’ license • Signed VANOC/GM Driver Agreement Form

6.4 Vehicle Access and/or Parking Permits (VAPPs)

Each NOC dedicated vehicle will be provided an All-Venues VAPP granting access to all competition and training venues, the Olympic Villages, and the Main Media Centre (MMC).

All VAPPS can be picked up at the Transportation Desk in the Olympic Village Vancouver NOC Services Centre.

All VAPPs provide access to the Olympic Lanes and passage through the Sea to Sky Checkpoint. They are transferrable to any vehicle with a maximum capacity for seven passengers.

6.4.1 Lost, Damaged or Stolen VAPPs

VANOC will not replace lost or damaged VAPPs. Lost/damaged/stolen VAPPs will be cancelled in the system.

If a VAPP is found, it should be returned to the Transportation desk in the NOC Services Centre in either Village.

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6.4.2 VAPP Table

Olympic Winter Games Code Code Code Client Group Permit Access Parking

T1 (NOC with 50 or more athletes) Grey ∞ P2 T1/T2 T2 (NOC with 49 or less athletes) Grey ∞ P2 T1/T2 NOC Dedicated Vehicles Blue AVL P3 NOC 12-passenger Curling Team Vans Blue HIL P3 NOC Ice Hockey Team Buses Blue CHP* SYS NOC Ice Hockey Teams Blue CHP* P3 NOC (additional 7-passenger vehicle)

Cross-Country Skiing Athlete Compound Blue WOP P3 Specific VAPP

Ski Jumping Athlete Compound Blue WOP P3 Specific VAPP

Nordic Combined Athlete Compound Blue WOP P3 Specific VAPP

Biathlon Athlete Compound Blue WOP P3 Specific VAPP

Whister Olympic Park VAPP Blue WOP P3 NOC Rate Card Whistler Venues VAPP Blue WHS P3 NOC Rate Card WCR Venue Specific VAPP Blue WCR P3 NOC Rate Card WSC Venue Specific VAPP Blue WSC P3 NOC Rate Card WVL Venue Specific VAPP Blue WVL P3 NOC Rate Card City Venues VAPP Blue CTY P3 NOC

*CHP access code will provide access to Canada Hockey Place, UBC Thunderbird Arena and Britannia Centre.

6.4.3 Team Sport Vehicle VAPPs

Ice Hockey The ice hockey team buses and 7-passenger vehicles will be provided with a VAPP for the ice hockey competition and training venues (Canada Hockey Place, UBC Thunderbird Arena, and Britannia Centre), as well as for the Olympic Village Vancouver.

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Curling Curling vans will be provided with a VAPP for the Vancouver Olympic Centre, and for the Olympic Village Vancouver. Every team will have one reserved parking spot at Vancouver Olympic Centre and one at the Olympic Village Vancouver.

6.4.4 Whistler Olympic Park Access

At the Whistler Olympic Park, parking at the three different stadiums, as well as road capacity will be very limited. The All-Venues VAPP provided with NOC dedicated vehicles does not allow parking at the P3 parking lots at any of the stadiums. However, VANOC has developed the following plan to ensure smooth operations at this venue.

Stadium-Specific VAPPs With stadium-specific Vehicle Access and/or Parking Permits (VAPP), the vehicles of NOCs with athletes competing at Whistler Olympic Park will be able to access the parking areas closest to the wax cabins 24 hours per day. Most of the participating nations in the specific discipline (ski jumping, cross-country skiing, nordic combined and biathlon) will receive dedicated parking at the relevant compound. NOCs will receive their entitlement of these free VAPPs during the Delegation Registration Meeting (sample below).

NOCs that receive a WOP P3 VAPP that is not stadium-specific will be able to park in the P3 parking lot approximately 2 km from the compound, inside the venue fence line. This VAPP will also enable 24-hour drop-off and pick-up next to the relevant athlete compound (sample below).

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Access Pass In addition to the stadium-specific VAPPs, access-only passes will enable NOCs to access the sport compounds 24 hours per day for pick-up and drop-off services (no parking). NOCs using this access pass along with an All-Venues or Whistler Competition Venues Rate Card VAPP will be able to park at the lower P3 parking lot just outside the venue fence line (subject to available parking space) and take the internal venue shuttle to the specific athlete compound (sample below).

Access Restrictions NOC dedicated vehicles with an All-Venues or Whistler Competition Venues Rate Card VAPP will be able to access the wax cabins of each stadium for drop-off and pick-up from 17:00 to 6:00 daily. During the hours of 6:00 to 17:00, access to the stadiums will not be allowed, unless the vehicle has an access pass or a stadium specific VAPP. NOC vehicles without an access pass will only be able to park at the lower P3 parking lot just outside of the fence line (subject to available parking space) and the occupants will be able take the internal venue shuttle to the specific athlete compound.

6.4.5 Parking at the Whistler Media Centre

VAPPs do not include parking at the Whistler Medica Centre.

NOCs can request parking at the Whistler Media Centre (for media related purposes only) in one of the following ways: • At the Transportation Desk in the NOC Services Centre in either Olympic Village • Through Venue Press Operations representatives at the competition venues • At the Whistler Media Centre directly

6.4.6 Parking at Olympic Family Hotels

NOC dedicated vehicles will have parking available on a first come, first serve basis at the Marriott Pinnacle hotel. However, to park their dedicated vehicles at the Westin Bayshore, NOCs will have to request a parking day pass at the Transportation Desk at the Olympic Village or at the Olympic Information Desk at the Marriott Pinnacle, with a minimum of 4 hours notice.

NOC dedicated vehicles will not have access to the parking areas at any of the Olympic Family Hotels on Opening and Closing Ceremony days.

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6.5 Athletes and Team Officials’ Transportation (TA)

The dedicated Athletes and Team Officials’ Transportation System (TA) provides scheduled service between both Olympic Villages beginning on February 4 and ending March 3, 2010. Transportation to the official training and competition venues starts on the first day of training or competition at the venue. Start and end dates for this service vary by venue. Please refer to the tables included in this section. The transportation malls at each Olympic Village serve as transport hubs for all athletes and team officials staying at or connecting through the Olympic Villages. The Olympic Village Vancouver is the transportation hub for all city-based venues, including Cypress Mountain, while the Olympic Village Whistler serves as the hub for Whistler venues. Each Olympic Village has a direct transportation link to the following venues:

From To

Britannia Centre Canada Hockey Place Cypress Mountain Killarney Centre Olympic Village Whistler Olympic Village Vancouver Pacific Coliseum Richmond Olympic Oval Trout Lake Centre UBC Thunderbird Arena Vancouver Olympic Centre

Olympic Village Vancouver Whistler Creekside Olympic Village Whistler Whistler Medals Plaza Whistler Olympic Park Whistler Sliding Centre

Athletes and team officials are strongly encouraged to take advantage of the TA transportation system because TA vehicles have priority access and optimal drop-off zones at the venues. The TA system is for accredited athletes and team officials only. To support an NOC’s operations, NOC Assistants may also ride in a TA system vehicle. Official TA schedules will be available at the Transportation desk in the NOC Services Centre as well as on Info2010 terminals.

6.5.1 TA System Vehicles

A combination of large buses (highway coaches with 50/55-passenger capacity), 20 or 24- passenger minibuses, public transit-style buses and 12 or 15-passenger vans will service the competition and training venues.

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6.5.2 TA System Load Zones

At the Olympic Villages, the TA system load zones will be located at the transportation mall. At the venues, the TA system load zones will be located as close as possible to the athlete compound entry points. TA system supervisors and load zone attendants will manage bus operations at venues. For information on TA load zones at venues for spectating athletes, please see the Transportation desk at the NOC Services Centre. The TA load zones for the arrivals and departures buses at the Olympic Villages will be at the Welcome Centres.

6.5.3 TA System Bus Operations

TA buses will depart on schedule. If a bus becomes full before the scheduled departure time, the bus will depart for the venue ahead of schedule. Another bus will still leave at the scheduled time.

Transportation services will be adjusted in response to changes in training and competition session times.

6.5.4 Village to Village TA Service

A shuttle service connecting the Vancouver and Whistler Villages will operate from the transportation malls at each Village.

Dates Hours of Service Frequency 120 minutes February 4 to 11, 2010 24 hours (service begins at 14:00 on February 4) Final bus departure from each Village at 08:00 February 12, 2010 Reduced hours Regular schedule resumes at 02:00 on February 13. February 13 to 27, 2010 24 hours 120 minutes Final bus departure from each Village at 08:00 February 28, 2010 Reduced hours Regular schedule resumes at 02:00 on March 1. March 1 to 2, 2010 24 hours 120 minutes Service concludes at March 2, 2010 120 minutes midnight

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6.5.5 TA from Villages to Competition and Training Venues

City Venues

Competition Venues

From Olympic Village Service Service Distance Travel Time* Sport - Discipline Vancouver to: Start End (km) (h:mm) Canada Hockey Place Ice Hockey Team dedicated 2.4 0:15 Vancouver Olympic Centre Curling vehicle 3.7 0:15 Figure Skating Feb-04 Feb-27 Pacific Coliseum Short Track 6.2 0:35 Feb-05 Feb-26 Speed Skating Richmond Olympic Oval Speed Skating Feb-04 Feb-27** 14 0:55 Team dedicated UBC Thunderbird Arena Ice Hockey 12 0:45 vehicle Snowboard Feb-05 Feb-27 Cypress Mountain 30 1:10 Freestyle Skiing Feb-05 Feb-25

Training Venues

From Olympic Village Service Service Distance Travel Time* Sport - Discipline Vancouver to: Start End (km) (h:mm) Team dedicated Britannia Centre (via CHP) Ice Hockey 3.6 0:30 vehicle Trout Lake Centre Figure Skating Feb-04 Feb-26 4.4 0:30 Short Track Killarney Centre Feb-04 Feb-26 7.6 0:35 Speed Skating

Non-Competition Venues

From Olympic Village Service Service Distance Travel Time* Sport - Discipline Vancouver to: Start End (km) (h:mm) Vancouver International - Feb-04 Mar-03 13 0:45 Airport Olympic Village Whistler - Feb-04 Mar-03 117 2:30 Opening/Closing/Victory BC Place Stadium 1.6 0:15 Ceremonies Main Media Centre - 3 0:20

* Note: Travel times include passenger load and unload times. ** Transportation services will be provided for the Exhibition Gala

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Mountain Venues

Competition Venues

From Olympic Village Service Service Distance Travel Time* Sport - Discipline Whistler to: Start End (km) (h:mm) Whistler Creekside Alpine Skiing Feb-05 Feb-27 4.7 0:15 Bobsleigh Feb-09 Feb-27 Whistler Sliding Centre Luge Feb-09** Feb-17 10 0:40 Skeleton Feb-09 Feb-19 Biathlon Feb-05 Feb-28*** Cross-Country Skiing Feb-05 Feb-28 Whistler Olympic Park 15 0:40 Ski Jumping Feb-10 Feb-22 Nordic Combined Feb-05 Feb-25

Non-Competition Venues

From Olympic Village Service Service Distance Travel Time* Sport - Discipline Whistler to: Start End (km) (h:mm) Vancouver International - Feb-04 Mar-03 128 3:00 Airport Olympic Village - Feb-04 Mar-03 117 2:30 Whistler Whistler Victory Plaza Victory Ceremonies BC Transit 8.2 0:20 BC Place Stadium Opening/Closing Ceremonies - 115 2:30

* Note: Travel times include passenger load and unload times. ** Transportation service will operate on Feb-09 for the FIL and FIBT Track Walks *** Transportation services will continue to Feb-28 for training in advance of the Biathlon World Cup event following the Games.

6.5.6 Wax Facilities Access

Wax Technician Transportation Service - Whistler Olympic Park In addition to the regular TA services, a shuttle for wax techicians will operate from the Olympic Village Whistler to Whistler Olympic Park Schedules will be available at the Transportation desk in the NOC Services Centre.

Cypress Mountain Inside the venue, the snowboard and ski cross wax rooms are located by the athletes lounge, and the moguls and aerials waxing area is next to the field of play. Access is guaranteed at any time by parking in the P3 lot and taking the shuttle to the venue gate. This shuttle will operate on a frequency of 10 minutes during the day and 20 minutes during off hours, 24-hours per day. Due to the limited space at the venue, no cars will be allowed to access wax cabins during the venue peak hours, three hours prior to the competition/training session and two hours after the session. Please refer to the table in the appendix indicating the vehicle access to Cypress

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Mountain wax cabins. Outside of these hours, cars with proper VAPPs will be able to access the venue for pick-up or drop-off and parking will only be permitted in the P3 lot.

As part of the TA system, a dedicated shuttle will operate specifically for wax technicians between the Olympic Village Vancouver and Cypress Mountain. Up-to-date schedules for this service will be available at the Transportation desk in the NOC Services Centre.

Whistler Creekside The wax spaces at Whistler Creekside are located on level 1 of the multi-level parkade. Access to the wax cabins is 24-hours daily. As there is no parking on level 1, NOC dedicated vehicle parking will be on level 2 of the parkade. NOC vehicles with an AVL, WHS or WCR VAPP will be able to access the wax cabins on level 1 for pick up and drop off after passing through the remote Vehicle Screening Area (VSA). Vehicles going to Level 2, 3 and 4 of the parkade will not require security screening at the VSA.

Outside of TA operating hours, wax technicians can reach Whistler Creekside by taking BC Transit service directly from the Welcome Centre at the Olympic Village Whistler. This service will be available on a 10-15 minute frequency 24-hours a day.

Whistler Sliding Centre Outside of TA operating hours, technicians can reach the Whistler Sliding Centre by taking BC Transit service from the Welcome Centre at the Olympic Village Whistler. This service will be available on a 10-15 minute frequency 24-hours a day.

6.5.7 Spectating Athletes Transportation

Spectating athletes and team officials will have various transportation options, depending on the venue they want to reach.

TA system from the Villages Spectating athletes and team officials will share the TA transportation with competing/training athletes and officials at the following two venues: • Pacific Coliseum • Whistler Olympic Park – Cross-Country Skiing Stadium(spectating athletes for ski jumping must disembark and re-embark at the cross-country skiing TA load zone) • Whistler Olympic Park – Biathlon Stadium

VANOC Transportation will prioritize passenger access as follows:

1. Competing athletes 2. Team officials accompanying competing athletes 3. Training athletes 4. Team officials accompanying training athletes 5. Spectating athletes (where applicable)

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Dedicated TA transportation A dedicated transportation service will be provided for spectating athletes and officials from each Village Welcome Centre to: • Cypress Mountain • Richmond Olympic Oval • UBC Thunderbird Arena • Vancouver Olympic Centre • Whistler Sliding Centre

Public transportation • BC Place / Canada Hockey Place • Whistler Creekside (from the Olympic Village Whistler Welcome Centre) • Whistler Medals Plaza (from the Olympic Village Whistler Welcome Centre)

6.5.8 Main Media Centre / Whistler Media Centre

No TA transportation will be provided to these venues. Every NOC dedicated vehicle with a proper VAPP is entitled to access and park at the Main Media Centre (MMC). NOC dedicated vehicles with an NOC VAPP (RC or AVL) will be prioritized at the Vehicle Screening Area (VSA) to access the MMC. Please note that curling vans will not be able to park at the MMC parkade due to its low entrance. For information on parking access at the Whistler Media Centre, please see section 6.4.5.

6.6 T3 Transportation System

The T3 service consists of a shared car service and the Olympic Family Mountain Express (OFME) motor coach service. T3 car services will be available for all destinations within the Vancouver area and the Whistler area. T3 cars in Vancouver will serve Vancouver destinations only, and T3 cars in Whistler will serve Whistler destination only. The T3 Car Official Destination List is included in the appendix.

T3 cars will not operate between Vancouver and Whistler. The Olympic Family Mountain Express will connect Vancouver to Whistler from February 13 to 28. Limited service will be offered prior to February 13. Please refer to the Transportation desks for more information and to the map in the appendix.

6.6.1 NOC Delegation Members Eligible for T3

All T1, T2 and T3 accredited persons are eligible to use T3 system, including: • NOC President, Secretary General and their accompanying guests • Head of State/Government /Sport Ministers and accompanying guests • NOC Chef de Mission and Deputies

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6.6.2 T3 Service Guidelines

• No reservation is required for T3 car departures from on-demand venues: Olympic Family Hotels, Olympic Villages, competition venues during competition days, BC Place Stadium (Victory Ceremonies only) and Whistler Transportation Mall (WTM) to serve the Olympic Family Mountain Express. T3 vehicles will be staged and ready for departure from the T3 load zone. • The venues that require a reservation are listed in the T3 Car Official Destination List (see appendix). VANOC recommends that reservations be made at least 4 hours in advance • Service is for one-way travel.

6.6.3 T3 Call Centre

Operating period January 29 – March 5 Operating hours 24 hours a day To make a reservation Tel. +1 604 403 5555 or in person at the Transportation desk.

6.6.4 T3 Car