CHEF DE MISSION FINAL REPORT 2016 ARCTIC WINTER GAMES Team Nunavik-Québec Chef de Mission-Nancianne Grey Section I Evaluation of Performance of the Host Society Registration and Accreditation Overall all communication with the Host Society and our Team coordination was adequate. The communication of the Host Society being available to support the online registration and accreditation was excellent. Only a few discrepancies occurred during the online registration (GEMS) – e.g.: initially there was incorrect designation of rooms unavailable in GEMS for the ‘heads to beds’ ratios. Our particular problem was that we had four male cultural performers which were not accounted for by the participation numbers. Sometimes the GEMS system didn’t reflect the updated anticipated participation list (which changed quite often in the weeks prior to the AWG). Another discrepancy was double matches for table tennis athletes, we could not unmark this option for competition but this was fixed before our arrival. Our coordination enjoyed the freedom of logging in the GEMS system at any given time during the Games – especially for the special guests, mission and athletes because many of these team affiliated participants do not bother with the registration process. They just show up to the event and expect the documentation to be ready for them. The accreditation system at the Games worked well – the only difficulty we faced were when the special guests and their guests arrived and didn’t know where to go or what to expect at the registration table. There were too many guests of special guests for some of TNQ’s special guests – which limited what was available to them. Our team`s coordination personnel appreciated the extra time given for new and ever-changing information about registration of late participants (athletes, coaches and special guests). Our situation was heavily dependent on participant`s acquisition of Canadian passports in time of the deadlines for charters and for Host Society GEMS registration. Welcome/Arrival Services Our teams on the first day (Sunday March 6th, 2016) who arrived in a timely way were greeted well in the hangar. The Host Society volunteers were very welcoming and accommodating – but there were lack of bathroom facilities in the hangar and volunteers were hesitant for athletes to use the airport hangar bathrooms. Only issue was not with Host Society volunteers but with other contingents` guests or affiliated personnel (eg: media) who assumed the Team Nunavik-Québec mission were Host Society Greenlandic volunteers (similar colours: green outerwear) and began demanding duties (valet car services) immediately upon arrival at Nuuk airport. The late arrival of the last chartered flights coming from Kangerlussuaq was a disappointment by many members of TNQ because they missed the opening ceremonies. There was confusion of where the luggage went - sports equipment went missing and in one particular case: a guest did not receive their luggage until the day before departing the country (6 days of lost luggage). The Host Society was helpful only on the main arrival days but not active in supporting our contingent in locating the lost luggage. It turned out to be at one of the sports venue (table tennis) with another contingent. The coordination of the flight bridge was impressive but obviously it had its problems (extreme lateness of many athletes and coaches and mission). Weather and mechanical delays were the cause of these issues. But overall the coordination of the Host Society in the team arrivals were superb considering these issues. Opening Ceremonies It was considered a long uphill walk for some participants (especially the special guests and their guests who complained of lack of transport and commuting coordination from the hotel to the venue). Part of our team was still in Kangerlussuaq with the designated flag bearer. A last minute alternate was asked to fill in a couple of hours before the event started. For the athletes that did arrive on time on Sunday March 6 and were able to locate their luggage and eat before going to the Qassi (main kickoff theatre before the opening ceremonies) – they enjoyed the vibrant welcoming energy of local Nuumiut (people of Nuuk). The performances at the opening ceremonies were impressive. The space of the opening ceremonies was impressive but crowded – maybe not big enough for all the people. Some mission compared the opening to the previous AWG 2014 opening ceremonies in Fairbanks, Alaska – said the American ceremonies were more organized for the team`s introductory walk and designated space for standing. It was crowded and lack of elbow room. Not a fault of the Host Society – but a space issue verses the exceedingly large number of participants. Our TNQ tried to keep their teams together – but in the aftermath of crowd movement from the opening ceremonies, the bus system was very confusing in the parking lot. The signage on the buses were a huge issue – nobody understood the route A or B – communication of this was not clear among contingent members because of the fast pace of arrival from home country-charter- Kangerlussuaq- new country arrival with unfamiliar names and locations – lack of sense of direction and time – and then massive crowd immersion with other contingents in the darkness – created a confusion of who goes where. The buses were not big enough for all participants and two of TNQ athletes were lost with another contingent`s bus for an hour which created tension and worry among TNQ mission. Many athletes ended up at the wrong accommodations. To have prevented this problem – the buses should`ve been labeled by sport or contingent, not by accommodation name since our team was very new to the country and city. Team Accommodations There were no complaints from the TNQ coaches or athletes regarding too crowded or insufficient accommodations. The Arctic Sports athletes had to leave their accommodations building frequently for: eating and showering. This location was not ideal and created stress among athletes and coaches and mission who had to rush for those basic necessities in order to make it in time for the sports events. The Arctic Sports schedule ended late then then curfew at 11pm was not helping their situation for showers. These particular athletes were travelling frequently to the main eating facility downtown near the university – and they had to spend more money for eating more convenient food available at a local corner store. Accommodations for sports: cross-country ski, snowshoe and arctic sports were not close enough to bus stops. The cleaniness and hygiene maintenance were adequate for all participants. The accommodations security were not always consistent in effectiveness because sometimes athletes, coaches and mission staff were allowed to enter without showing their access cards, and athletes coming in after curfew (especially last day of the Games) did not have their card removed. Many coaches complained of lack of coffee at accommodations venues. This needs to be considered – and when requested to have coffee by TNQ mission, nothing came out of the request. Possibly broken communication at `mayor`s` office. In conclusion, for the next AWG – the Team hopes that the Host Society will consider each sport`s accommodations in closer proximity to sports venue as well as shower and cafeteria facilities. Healthy snacks would be nice to have available at accommodations venue for athletes and coaches. Food Service/Village Dining The hours of operation/serving was more than sufficient and convenient – except for the fact that athletes/mission had to travel by bus or foot to get a meal – this was an issue for those who wanted to shower and be ready for their sports but had to take the transport and then eat fast in order to make it to their sports venue in time. The staff serving and cooking food to the athletes and mission were fantastic. Their energy was great when receiving food. Well organized and much selection of foods for various tastes. There was enough food available to meet our team’s needs and appetites but then there are always a few picky eaters who didn’t find it adequate enough. Overall, fantastic food. The snack and lunch box program took some time for our mission to learn the process, but it was efficient once it was understood. Only some of our mission had vehicles, so there was switchover of mission receiving and delivering snacks to various sports venues (especially Arctic Sports) whom appeared to need it the most. Fortunately there were local stores nearby the Arctic Sports venue, which athletes/mission could buy their food, but that was unfortunate for those who couldn’t afford the luxury of purchasing food every day. The venue for eating was simply too far and out of the way for athletes to get meals – “takeout” meals were an everyday aspect for this particular group of athletes. Awards Ceremonies The ceremonies generally ran smoothly. The only issue again was with the Arctic Sports venue, which we felt the ceremonies should have been done right away at the end of the day instead of doing it the next morning. This added to the delay in the overall schedule. Information Technology/Communications/Computer and Network Services The Games’ IT system and staff, communications system and computer and network services performances: The internet at the mission office was slow and much of the time was difficult in connecting. Yet the staff available were helpful and supportive. A functional printer at the main office was always breaking, and didn’t accept paper from out of the country – this was a big issue for us. The cell phone service was terrible – TNQ mission ended up using the cell phones provided by the HS as only facebook messenger phones – it appeared to be the best way of communicating with the mission.