2020 Arctic Winter Games International Committee STAGING MANUAL Arctic Winter Games Staging Manual JANUARY 7, 2021 1 | P a g e Table of Contents 1.0 INTRODUCTION ..................................................................................................................................................... 8 1.1 Purpose and Overview ................................................................................................................................... 8 1.2 Arctic Winter Games International Committee ..................................................................................... 9 1.2.1 AWGIC Role and Responsibilities ................................................................................................... 9 1.2.2 Funding - Arctic Winter Games International Committee .................................................. 10 1.2.3 Funding - Arctic Winter Games Host Societies....................................................................... 10 1.2.4 Arctic Winter Games – Organization Flow Chart .................................................................... 11 1.3 The Host Community ...................................................................................................................................... 12 1.4 The Host Society ............................................................................................................................................... 12 1.5 The Participating Contingents .................................................................................................................... 12 1.6 Contingent Chef de Mission ........................................................................................................................ 12 1.7 Contingent Mission Staff ............................................................................................................................... 13 2.0 HOST SOCIETY ORGANIZATION ............................................................................................................. 14 2.1.1 Host Society Board (Governance Structure) ............................................................................. 15 2.1.2 Host Society Staff .................................................................................................................................. 16 3.0 THE GAMES OFFICE (ADMINISTRATION, FINANCE, SPONSOR) ....................................... 16 3.1 General ................................................................................................................................................................. 16 3.1.1 Considerations/Recommendations ............................................................................................... 16 3.1.2 Layout .......................................................................................................................................................... 16 3.1.3 Storage and Warehouse Space ..................................................................................................... 17 3.1.4 Office Equipment .................................................................................................................................... 17 3.2 Management and Planning ......................................................................................................................... 17 3.2.1 Planning Parameters ............................................................................................................................ 17 3.2.2 Roles and Responsibilities ................................................................................................................ 17 3.2.3 Insurance and Risk Management .................................................................................................. 17 3.2.4 Internal Communications and Interdependency Model ...................................................... 18 3.2.5 Finance ....................................................................................................................................................... 19 3.2.5.1 Contingent Financial Responsibilities ........................................................................................... 19 3.2.5.2 Host Society Responsibilities ............................................................................................................ 19 3.2.6 Fundraising/Sponsorship ................................................................................................................... 20 3.2.6.1 Host Society Fundraising Committee ............................................................................................ 20 3.2.6.2 Fundraising – The People ................................................................................................................... 20 3.2.6.3 Fundraising – The Basics.................................................................................................................... 21 Arctic Winter Games Staging Manual JANUARY 7, 2021 2 | P a g e 3.2.6.4 Fundraising – Government Sources .............................................................................................. 21 3.2.6.5 Fundraising – Corporate and Institutional Support ................................................................. 22 3.2.6.6 Fundraising – Fundraising Projects ............................................................................................... 23 3.2.6.7 Fundraising – Sponsor Recognition ............................................................................................... 24 3.3 Interdependencies Administration/Finance and Sponsorship/Fundraising .............. 25 4.0 HOST SOCIETY DOCUMENTS AND PLANS ...................................................................................... 26 4.1.1 Host Society Documents/Plans for AWGIC for Approval .................................................... 26 4.1.2 Host Society Documents/Plans for AWGIC Review and Comment .............................. 27 4.1.3 Host Society Documents/Information to be shared with AWGIC .................................... 27 4.1.5 Host Society must forward to the Next Host Society ............................................................. 28 5.0 MEETINGS .............................................................................................................................................................. 28 5.1.1 AWGIC and Host Society .................................................................................................................. 28 5.1.2 Chefs, AWGIC and Host Society ................................................................................................... 29 5.1.3 AWGIC Technical Directors, Chefs and Host Society Virtual Meetings ..................... 31 5.1.4 AWGIC Technical Director, Chefs and Host Society Meetings at Games ................ 31 5.1.5 AWGIC and Chefs ................................................................................................................................. 33 5.1.6 Other Meetings – Games Week ..................................................................................................... 33 6.0 CARE AND COMFORT ...................................................................................................................................... 34 6.1.1 Accommodations and Mission Offices/Services .................................................................... 34 6.1.1.1 In-Person Meetings in the Host Community prior to Games ............................................. 34 6.1.1.2 Games Time in the Host Community ............................................................................................ 34 6.1.2.1 Room Assignments - Participants’ Village .................................................................................. 35 6.1.2.2 Beds and Bedding – Participant Village ....................................................................................... 35 6.1.2.3 Shower and Toilet Facilities - Participants ................................................................................. 36 6.1.2.4 Participants’ Village and Rooms ...................................................................................................... 36 6.1.2.5 Participants’ Village Security ............................................................................................................. 37 6.1.2.6 Participants’ Village – Village Mayor/Venue Manager .......................................................... 37 6.1.3 Accommodations – Other .................................................................................................................. 37 6.1.4 Mission Offices/Services .................................................................................................................... 38 6.1.5 Interdependencies Accommodations and Mission Offices/Services ........................... 39 6.2.1 Security ....................................................................................................................................................... 40 6.2.1.1 Security Plan .............................................................................................................................................. 40 6.2.1.2 Risk Management Planning ............................................................................................................... 42 6.2.1.3 Critical Incident Plan .............................................................................................................................. 42