CHEF DE MISSION FINAL REPORT 2016 WINTER GAMES

TEAM YAMAL

Aleksandr Mazharov Chef de Mission

May 2016

Section I – Evaluation of Performance of the Host Society

Registration and Accreditation Was pre-Games registration convenient and functional? Did the accreditation system at the Games work well? Provide comments or recommendations.

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

Welcome/Arrival Services Was the arrival of your team handled in a timely manner with a minimum of confusion? Provide comments or recommendations. In 2016 Team Yamal experienced the greatest challenge to reach the place the Games were organized at that was also affected by financial reasons. Due to the weather delays Team Yamal stayed in Kangerlussuaq for several days and had an opportunity to witness the welcome plan of the Host Society in action. Arriving teams were greeted by volunteers, they were accommodated and food was provided. The social program was also organized. Taking in mind the changes of the whole plan provided by the unpredictable weather conditions it is worth to mention good and adequate reaction of the Host Society who were very responsive.

In airport Team Yamal were greeted by volunteers who helped us to get used to a new environment and find the way to the accommodation place and the hotel. The only drawback of the arrival was the lack of the preliminary information on the Host Society’s meeting plan and its changes.

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

Opening Ceremonies Did the Opening Ceremonies do a good job of kicking off the week? Were they well organized and choreographed? Provide comments or recommendations.

The Opening Ceremony was a great start to the 2016 . The stage and screens were placed in a very convenient manner that gave the chance to witness the event from the every single corner of the hall. The Ceremony itself was truly dynamic, inspiring and vivid. The idea of the Host Society to use video addresses at the Ceremony is truly creative and helpful in respect of time management and the whole flow of the event. The most touching and interesting moment of the Ceremony was archive video on the history and the first Arctic Winter Games that was never showed before.

The plan for delivery of the teams to the Opening Ceremony and their marching before the residents of Nuuk and audience was also a worth decision. The only minus was the long-time waiting in the cultural center before the marching.

It is very pleasant to mention that the Host Society took into account the recommendations given after the 2014AWG concerning handing flags to flag bearers and providing ceremonies scenario for translation beforehand.

Team Accommodations Were accommodations sufficiently spacious or too crowded? Well located or too spread out? Were there sufficient washrooms and shower facilities? Was cleaning during the Games adequate for the maintenance of hygiene? Was security in the accommodations area functional and effective? Provide comments or recommendations.

The housing at the 2016AWG was based on gender principle and vicinity to competition venues. It proved to be very useful, convenient and logic.

The rooms provided met all the requirements. The only complain that was received practically from everyone was low temperature level in the rooms due to the excessive work of the air-conditioner system.

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

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

Food Service Were the hours of operation/serving sufficient and convenient? Was the quality of food adequate? Was enough food available to meet your team’s needs and appetites? Did the box lunch program work well? Provide comments or recommendations.

To our mind the cafeteria for the 2016AWG was perfectly organized. The hours of operation were very convenient and anyone had a chance to eat at any time they had such an opportunity. The idea of having the buffet between the main hours is very wise especially when such events are held.

Selections were the best ever. The quality and quantity of food were perfectly balanced. Everything was delicious! Team Yamal would like to thank the cafeteria personnel for their warm welcome and professional work. They were responsive to every single issue and very hospitable.

The lunch-box program could work better if it were not such an early deadline set for collecting order forms.

Awards Ceremonies Provide comments or recommendations on awards ceremonies both at venues and at the main awards venue.

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

Information Technology/Communications/Computer and Network Services Evaluate how the Games’ IT system and staff, communications system and computer and network services performed and provide any comments or recommendations.

The great support to organize the communication of the athletes with their parents and relatives was Wi-Fi Internet in all the 2016AWG venues. We would like to thank the IT Committee members for their good work.

Team Yamal also would like to thank the Host Society and their partners for the cell phones we were given. It was a great help in facilitating communication process. The only drawback was the poor quality of the phones.

Mission Offices/Services/Accommodations Were the Mission Offices located in a place that facilitated the work of the Mission Staff, and were the offices conveniently reached by coaches? Were the Mission Offices sufficiently spacious and adequately furnished? Were the supplies provided adequate for the Mission Staff to do its work? Provide comments or recommendations.

The location of the Mission Offices in vicinity to the dining hall gave opportunity to the Chefs de Mission and mission staff to communicate with each other, to share their experience and expertise, to discuss the events in the framework of the Games, to give their comments and recommendations.

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

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

Cultural Program and Facilities Did your cultural delegation feel that they were an integral part of the Games? Did they have enough performance opportunities? Too many? Did your Unit members attend entertainment events? What is your impression of their

experience? Provide comments or recommendations related to the Cultural program only. See Entertainment Program section below for other comments.

The cultural contingent of Yamal was honored to be an integral part of the Games. Our cultural representative is satisfied with the performance opportunities she was given. She said that cultural groups were very talented. All of them presented the culture and traditions of their in full colors. The shows were vivid and spectacular.

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

The goal of the Games is not only to develop in the Northern but also to share our cultures and traditions, to make our people closer, to be united. To our mind Sport and Culture should be more united during the Games week. In this respect we would like to recommend the Host Society of the AWG 2018 try to plan such out-of-cultural-venues activities for athletes to have the opportunity to learn traditions of the North, to meet the culture of another Northern regions. They can take place in sport venues or in the awards ceremonies venue or in the cafeteria.

Forms and Publications Evaluate the effectiveness of forms provided by the Host Society and any publications of the Host Society; including Ulu News, directories, sport schedules/programs, results, posters, etc.

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

The informative and colorful Ulu News issues once again proved to be nice reading covering all the possible subjects: telling about the events of the day, highlighting the most outstanding competitions and results, telling about the social and cultural life at the Games, the Host Society and the place the Games were held at. Also a lot of attention was paid to the history of the Games. The stories on sponsors and permanent Games’ partners were of great interest to learn.

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

The only recommendation Team Yamal would like to provide concerns the street signage used. It seemed to be very small and very hard to distinguish especially during first days.

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

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

Medical Services/Polyclinic Was the medical staff helpful? Did they provide quality care? Was the location of the polyclinic convenient and the hours it was open sufficient? Provide comments or recommendations.

Fortunately for Team Yamal its representatives had no chance to witness the work of medical staff and to experience their professionalism in practice.

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

According to our coache comments he had no complaints about the work of the results system. He received the results in time and all results were right.

Security Did the security arm of the Games work effectively? Were the security people helpful? Did you note any security lapses that affected members of your team? Provide comments or recommendations.

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

Social Program Were there sufficient opportunities for your young people to socialize with their peers from other delegations? Were social functions well run and well supervised? Provide comments or recommendations.

It is worth to mention that the social program of the 2016 AWG was amazing and full of events that helped the young northerners to make new friends, to look for new opportunities, to learn something new about different northern regions and cultures. The Host Society managed to meet different tastes and interests of the youth as well as to focus on their further personal development (for example, exhibitions held, AWG Got Talent event).

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

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

The transportation system worked well at the Games but there was only one complaint from Team Yamal members: they spent too much time getting from their accommodation and competition venue to the dining hall. The loop of their route was a bit long and it took practically one hour to get to and from the dining hall. Taking into account their competition schedule sometimes it was rather challenging to have breakfast and be back to the venue on time.

The technical quality of the cars provided to Chef de Mission and his assistant was a bit poor and it seemed that the technical check was required. Some confusion occurred with refueling at the assigned gas station where they did not have the cars’ registration numbers in their data and refused to provide the fuel at the AWG Host Society expense.

Web Presence/Website Did the Host Society’s website and web presence function in a way that was helpful to you, your team, and parents from your area? Provide comments or recommendations.

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

Closing Ceremonies Did the Closing Ceremonies provide a fitting ending to the week? Were they of an appropriate length? Did they keep the spirit of the Games going? Provide comments or recommendations. The Closing Ceremony was a dynamic show. The most remarkable thing was the ceremony of passing the AWG Flag to the 2018 Host Society. All speeches were so touching and true. They proved once again that the people who organized the 2016 AWG were people with open hearts.

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

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

Team Yamal departed with zero send off as we left very early in the morning. We used the cars provided. Everything went smoothly.

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

Notwithstanding with the comments provided above we would like to highlight the high level of the Host Society work. The 2016 Host Society proved to be the professionals in all spheres. They did a great job to make the Games be the unforgettable magnificent event.

More than that the communities inspiration, involvement and support were felt every single day, every single moment and at every single Games event. There is no doubt that Nuuk community benefited from the Games from sport, cultural and education perspective and truly achieved the principal goals of the Arctic Winter Games.

Section II – Comments and Recommendations Pertaining to the Unit

General Unit Management Provide a brief description of how the Unit was managed. Include any recommendations on changes to previous methods of operation that worked well. Include copies of organizational charts, job descriptions, etc

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

All management decisions are made by the Chef de Mission, his assistant and the administrative group. Chef de Mission, Mr. Alexander Mazharov, is Deputy Governor, Director of the Yamal-Nenets Department for International and External Economic Relations. The administrative group is presented by the officers of the Yamal-Nenets Department for International and External Economic Relations who know English and do all administrative work during the Games and mass media representative.

Chef de Mission develops the general plan of work at the Games, the scheme of cooperation between sport delegation and the administrative group.

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

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

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

Due to the very convenient accommodation plan it was very easy to organize intra-team communication at the 2016 Games. More than that taking into account the smallest ever Team composition there were zero intra-team communication problems.

The language support provided by the Host Society was of great help to Team Yamal as there was no opportunity for us to bring a translator for our cultural delegate. The Russian speaking volunteer from Nuuk – Alyona Kohler – was very responsive and made it possible for our members to feel homelike in Greenland in every single way.

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

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

Finance Describe how the Unit raised the funds necessary to finance its involvement in the Games. Complete the charts provided at the end of this section.

The participation of the Team Yamal in the 2016 Arctic Winter Games was fully financed by the Yamal-Nenets regional budget.

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

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

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

To participate in the Games the Team Yamal obtained general medical insurance for the travelling abroad. Each member of the Team Yamal was insured to the sum of 100 000 Euro. The object of insurance is the property interest of the Insured or the Insurant associated with the unforeseen expenses to provide emergency medical and medical evacuation assistance incurred while travelling abroad as well as repatriation expenses.

The copy of the insurance policy was sent to the Host Society.

Media Describe the media coverage provided by media located within your Unit for the Games, and describe how you promoted it. Provide comments or recommendations.

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

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

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

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

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

Due to the objective reasons there was no medical staff among the Team Yamal’s mission staff at the 2016 AWG.

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

Arctic Sports We had 3 athletes and 1 coach-athlete in the Arctic Sports. They won 2 gold medals, 5 silver and 1 bronze medals. They had no general comments on the way the competitions were held or the gym. The only recommendation received is to try to be more realistic while making schedule for this sport.

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

Team Yamal used regular flights to get to the place of the 2016AWG. The trip was made through Moscow, Copenhagen and Kangerlussuaq. It proved to be the most convenient, fast, cost effective and safe route.

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

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

Team’s Website Describe your team’s web presence and how you used the Web and the Internet to facilitate your administrative tasks. Complete the attached form.

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

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

Section III – General Comments and Recommendations Directed to the International Committee

Executive Summary and Recommendations Provide a synopsis of the general observations and recommendations that the Chef has made in the body of the report.

HOST SOCIETY The 2016 Host Society did great work to make the 2016 Arctic Winter Games a true success. They did everything possible to meet the requirements of the International Sport Federations as well as the demands of the 2016 AWG contingents. All members of the Host Society and volunteers were friendly, tolerant and ready to help.

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

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

Food Services/Box lunches and Accommodation plan for those sports that have full-day-busy schedule Taking into account the actual practice witnessed at the Games in respect of the sports that have full-day-busy schedule it would be wise to provide on-site food services for them or try to accommodate them or organize (where applicable and possible) competitions as near as possible to the dining hall venue.

Opening Ceremony It would be good to keep the practice of providing the Chefs with more detailed information on the whole plan for the Opening Ceremony and to pay more attention to the flag bearers role including the order the flags are handed to them before the marching.

If it would be possible it would be useful to provide the scenario of the Opening Ceremony to Team Yamal Mission Staff in advance for translation for Yamal’s athletes to understand it in more details.

Arctic Winter Games International Committee Provide any recommendations on how the AWGIC could improve the assistance provided to the Units involved in the Arctic Winter Games.

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

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

Section IV – Charts

ARCTIC WINTER GAMES UNIT INVOLVEMENT SUMMARY

2016 GAMES TEAM YAMAL

Participation Summary Regional Trials Jurisdictional Trials Games Athletes 7 930 1 472 3 Coaches 240 115 1 Mission Staff ------3 Sport Officials ------0 Total 8 170 1 587 7 Communities Involved 13 13 2 Aboriginal Athletes Involved 2 580 370 2 Male Athletes Involved 4 571 856 2 Female Athletes Involved 3 359 616 2

Summary by Sport Sport Regional Trials Jurisdictional Trials Games Arctic Sports 6 455 900 4 (Ski) 79 -- 0 Biathlon () 96 25 0 Cross Skiing 96 25 0 Snowshoeing 736 251 0 468 271 0 Total 7 930 1 472 4

Summary of Revenue and Expenditures* (regional trials)

REVENUE EXPENDITURES

Federal Contribution --- Transportation 43 120

Territorial/Provincial/State Contribution Accommodations 30 260

Donations --- Clothing & Accessories

Athlete Contribution --- Facilities ---

Sales --- Sport Officials ---

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

Other (Please specify) 138 620

Total Total 212 000

* The sums are given in the Canadian dollars. The exchange rate used is 1 Canadian Dollar = 50 rubles

Summary of Revenue and Expenditures (jurisdictional trials)

REVENUE EXPENDITURES

Federal Contribution --- Transportation 6 800

Territorial/Provincial/State Contribution Accommodations ---

Donations --- Clothing & Accessories 8 200

Athlete Contribution --- Facilities 7 060

Sales --- Sport Officials ---

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

Other (Please specify) 70 300

Total Total 92 360

Summary of Revenue and Expenditures (AWG)

REVENUE EXPENDITURES

Federal Contribution -- Transportation 26 570

Territorial/Provincial/State Contribution Accommodations 2 800

Donations -- Clothing & Accessories 7 530

Athlete Contribution -- Facilities --

Sales -- Sport Officials --

Other (Please specify) -- Administration 11 200

Other (Slogan contest, gifts, 2 200 mascot, flags)

Total Total 50 300