PLANNING MEETINGS CHEFS, AWGIC AND HOST SOCIETY

Transcription

1 Planning Meetings PLANNING MEETINGS CHEFS, AWGIC AND HOST SOCIETY The Arctic Winter Games Internatinal Cmmittee (AWGIC) establishes a series f planning meetings with each Hst Sciety and Chefs de Missin fr each Cntingent in advance f the Games. These include: Chefs, AWGIC and Hst Sciety meetings AWGIC and Hst Sciety meetings AWGIC Technical Directr, Chefs and Hst Sciety Cnference Calls AWGIC Technical Directr, Chefs and Hst Sciety in persn meetings at the Games. The purpse and frmat f each f these is utlined belw. Purpse Prcess Chefs, AWGIC and Hst Sciety The AWGIC schedules planning meetings with the Hst Sciety and Chefs de Missin apprximately 18 mnths and 6 mnths befre the Games 1, usually in the third week in Octber. These are cmmnly referred t as the M1 and M2 meetings. The purpse f these meetings is t give the Hst Sciety an pprtunity t update the Chefs de Missin fr each Cntingent and the AWGIC n the activities it has undertaken in preparing fr the Games and t receive input frm bth grups n this wrk. The AWGIC will establish the dates f the M1 and M2 meetings in cnsultatin with the Hst Sciety and advise the Chefs f these. 1 When the Games are hsted in Greenland nly ne Missin Meeting is held. Octber 6,

2 The Hst Sciety will prepare a reprt n its prgress in all majr areas using the fllwing template (with examples). Area Prjected Status Actual Status Future Activities Accmmdatins Frm the AWG Staging Manual, summarize the Prvide a summary f wrk cmpleted If Actual Status is in line r ahead f the activities that shuld and cnfirmed Staging Manual have been cmpleted by the date f the elements f the plan in this area. timeline prvide a summary f future meeting, i..e. (fr 18 actins. If Actual mnths ut) Status is behind the Accmmdatin Staging Manual plans fr bth timeline, indicate the participant/cach crrective actin quarters and missin headquarters in prgress being taken t catch up and prvide a summary f future actins. Security Htel plan develped fr nnvillage accmmdatin requirements Frm the AWG Staging Manual, summarize the activities that shuld have been cmpleted by the date f the meeting, i..e. (fr 18 mnths ut) Security ffice and check statins identified in draft accmmdatin plans fr bth participant/cach quarters and missin headquarters Security and critical incident plan under develpment fr review by AWGIC and Chefs de Missin Prvide a summary f wrk cmpleted and cnfirmed elements f the plan in this area. If Actual Status is in line r ahead f the Staging Manual timeline prvide a summary f future actins. If Actual Status is behind the Staging Manual timeline, indicate the crrective actin being taken t catch up and prvide a summary f future actins. Octber 6,

3 Security ffice and check statin plans t be reviewed as part f draft accmmdatin plans fr bth participant/cach quarters and missin headquarters Security screening prcess in prgress fr bth vlunteers (including Hst Sciety members) and security cntractrs The Hst Sciety may include ther infrmatin in its reprt that it deems apprpriate, i.e. schematic diagrams f the venues, services in the cmmunity etc. The reprt is t be prvided electrnically t Chefs and the AWGIC at least three weeks prir t the start f the meetings. The Hst Sciety shuld the review the Perfrmance Standards identified in this manual and reprt n each at the apprpriate pint in the meetings, fr example, Chefs must be prvided with Hst Sciety health and safety prmtin plans at M2. The M1 and M2 meetings will be scheduled as fllws: Day 1 Venue tur (It may be apprpriate t have Sprt Chairs and r ther venue specific cmmittee chairs present t Chefs / AWGIC during this tur. Day 2 Participant Care and Cmfrt Review (Chapters 7.03 t 7.10, 7.13 t 7.28) Day 3 Administratin and Other Matters fr Hst Sciety and AWGIC Only (Finance, Fund Raising and ther matters) Nte: The AWGIC President and Technical Directr will review the agenda with the Games President and General Manager prir t its apprval and distributin. Octber 6,

4 All meetings will be chaired by the President f the AWGIC with assistance frm the President f the Hst Sciety. During the meetings the Hst Sciety Cmmittee Chair fr each area shuld make a shrt presentatin (5 minutes) n their activities and future actins. They may als ask questins f the Chefs and AWGIC if they are nt clear n varius matters. The Chefs and AWGIC may have questins fr the Cmmittee Chair. The AWGIC President will prvide a letter t the Hst Sciety fllwing up n each f these meetings. Imprtant Nte Issues related t Arctic Winter Games Plicy are ften raised during M1 and M2 meetings. While Chefs may have advice in these areas, the AWGIC will prvide final decisins n all plicy related matters. Once a plicy decisin has been made, further discussin n it will nly be cnsidered if the Hst Sciety President makes a frmal request t the AWGIC President. The Arctic Winter Games Staging Manual and Technical Packages are the surce f advice and plicy n the Games. Hst Sciety persnnel are encuraged t cntinually refer t these dcuments and / r request clarificatin frm the AWGIC Technical Directr r President if they need additinal infrmatin r clarificatin n varius matters. AWGIC and Hst Sciety Purpse Prcess The AWGIC schedules separate planning meetings with the Hst Sciety apprximately 12 mnths and 2 mnths befre the Games. The purpse f these meetings is t give the Hst Sciety an pprtunity t update the AWGIC n the activities it has undertaken in preparing fr the Games and t receive input n this wrk. The AWGIC will establish the dates f these meetings in cnsultatin with the Hst Sciety. Additinal meetings may als be scheduled with the Hst Sciety as and when required by the AWGIC r the President f the Hst Sciety. Octber 6,

5 The Hst Sciety will prepare a reprt n its prgress in all majr areas using the template utlined in the previus sectin. The Hst Sciety may include ther infrmatin in its reprt that it deems apprpriate. The reprt is t be prvided electrnically t the AWGIC at least three weeks prir t the start f the meetings. These meetings will be scheduled as fllws: Day 1 Participant Care and Cmfrt Review (Chapters 7.03 t 7.10, 7.13 t 7.28) Day 2 Administratin and Other Matters fr Hst Sciety and AWGIC Only (Finance, Fund Raising and ther matters) Nte: The AWGIC President and Technical Directr will review the agenda with the Games President and General Manager prir t its apprval and distributin. All meetings will be chaired by the President f the AWGIC with assistance frm the President f the Hst Sciety. During the meetings the Hst Sciety Cmmittee Chair fr each area shuld make a shrt presentatin (5 minutes) n their activities and future actins. They may als ask questins f the Chefs and AWGIC if they are nt clear n varius matters. The Chefs and AWGIC may have questins fr the Cmmittee Chair. The AWGIC President will prvide a letter t the Hst Sciety fllwing up n each f these meetings. The Arctic Winter Games Staging Manual and Technical Packages are the surce f advice and plicy n the Games. Hst Sciety persnnel are encuraged t cntinually refer t these dcuments and / r request clarificatin frm the AWGIC Technical Directr r President if they need additinal infrmatin r clarificatin n varius matters. Octber 6,

6 Purpse Prcess AWGIC Technical Directr, Chefs and Hst Sciety Cnference Calls The AWGIC Technical Directr schedules mnthly cnference call meetings with the Hst Sciety and Chefs beginning apprximately 21 mnths prir t the Games. The frequency f these increase t bi-weekly in the January befre the Games. The purpse f these meetings is t give the Hst Sciety an pprtunity t update the Chefs n the activities it has undertaken in preparing fr the Games and t receive input n this wrk. The Technical Directr als uses these meetings t prvide Chefs and the Hst Sciety with updates and receive input n the develpment f the Games Technical Packages and updates t the Staging Manual. A pst Games evaluatin cnference call will als be scheduled apprximately ne mnth after the Games fr immediate feedback frm the Chefs. The Technical Directr will establish the dates f these meetings in cnsultatin with the Hst Sciety and Chefs. The Technical Directr will chair these meetings. The Hst Sciety will prepare a verbal reprt n its prgress fr these meetings. The Technical Directr will distribute meeting ntes after each call. Octber 6,

7 Purpse AWGIC Technical Directr, Chefs and Hst Sciety Meetings at the Games The AWGIC Technical Directr schedules daily in persn meetings with the Hst Sciety and Chefs beginning n the Thursday prir t the Games and cntinuing thrugh t the day f the Clsing Ceremnies. The purpse f these meetings is t review imprtant issues and activities that may arise n a daily basis at the Games. The Technical Directr will chair these meetings. Prcess The Technical Directr will establish the time and lcatin f these meetings in cnsultatin with the Hst Sciety. The Technical Directr will establish the agenda fr these meetings. Typically it includes the fllwing items: Arrival / Departure Infrmatin Registratin/Accreditatin (prblems and slutins) Security Reprt (prblems and slutins) Medical Reprt (majr issues and slutins) Accmmdatins Reprt (beds, shwers and ther, majr issues and slutins) Fd Services Reprt (prblems, schedule, quality, quantity, slutins) Transprtatin Reprt (prblems, slutins) Culture and Ceremnies (schedule, lgistics, slutins) Sprt Technical (venues and cmpetitins, schedules, issues, slutins) Hst Sciety Other Chefs Other AWGIC - Other The Technical Directr will chair these meetings. The Hst Sciety Cmmittee Chair r Bard Member in charge f these areas shall attend and deliver the reprt. The Hst Sciety President and General Manager shall als attend and reprt as apprpriate. Octber 6,

8 Others attending these meetings include: Hst Sciety persnnel supprting the abve vlunteers and staff, ther AWGIC members, Chefs de Missin and their Assistants, future Hst Sciety representatives. These meetings are nt pen t the public r media. The fllwing sub-grup meetings will be held immediately fllwing these daily meetings: Fd Services Hst Sciety Fd Services liaisn and Cntingent Fd Services representatives. Medical Services Hst Sciety Medical Services liaisn and Cntingent Medical Services representatives. Opening Ceremnies and Arrivals Hst Sciety Opening Ceremnies and Arrivals persnnel and the apprpriate Cntingent Persnnel (fr each f the 3/4 days prir t Arrivals and Opening Ceremnies). Clsing Ceremnies and Departures Hst Sciety Clsing Ceremnies and Departures persnnel and the apprpriate Cntingent Persnnel (fr each f 3 days prir t the Clsing Ceremnies and Departures). The purpse f these meetings is share infrmatin; discuss lgistical arrangements in greater detail than is required at the main mrning meetings. Octber 6,