Foot Orienteering Commission HLES, Warsaw, Poland, 4th February 2017 A structure for event organisation - a proposal Unni Strand Karlsen & Helge Lang Pedersen Foot Orienteering Commission HLES, Warsaw, Poland, 4th February 2017

IOF High Level Event Seminar 2017 Agenda Looking back at the HLES 2016 presentation Breakdown event into activity areas and functional areas Overall milestones Combining Functional areas and Milestones -> Event Overview Tool The work ahead - discussion Goal of the session: Build a common structure for events – to support event advising and experience sharing IOF High Level Event Seminar 2017

Looking back at the HLES 2016 presentation At HLES 2016, we presented an example of how to build event organisations from functional tasks The ideas have been developed further since then By grouping activities for all events the same way we can harmonise guidelines – what is the same and what is different in different HLES (WOC, JWOC, WMOC, World Cup etc.)? it will be easier for Event Advisers to work with different types of events It will be easier to share experience between events This work is far from finished Today we present the status for inspiration and discussion IOF High Level Event Seminar 2017

High level view of an event A High Level Event is complex to organize Complexity may be reduced by starting from the very top level and break down the event into functional areas IOF High Level Event Seminar 2017

High level view of an event – 2 overall areas: 1) Making it happen: A High Level Event is about Organizing Technical activities and handling related Logistics. 2) It is all about people. Handling Relations between stakeholders, Presenting the athletes performances and efficiently manage the Risks IOF High Level Event Seminar 2017

High level view of an event – 2 overall areas: 1) Making it happen: A High Level Event is about Organizing Technical activities and handling related Logistics. 2) It is all about people. Handling Relations between stakeholders, Presenting the athletes performances and efficiently manage the Risks IOF High Level Event Seminar 2017

IOF High Level Event Seminar 2017 1) Making it happen: Organizing is about Planning, building an Organisation, handling Finances, Communicating and handling Administrative tasks Technical activities relate to Terrain, Maps, Courses, Training, and Model Events Logistics is about Event Center, Accomodation, Transport, Quarantine and Start, Finish and Arena design Main area Functional areas Organizing Planning, Organisation, Finances, Communicating, Administrative Technical Terrain, Maps, Courses, Training, Model Events Logistics Event Center, Accomodation, Transport, Quarantine and Start, Finish, Arena design IOF High Level Event Seminar 2017

IOF High Level Event Seminar 2017 2) It is all about people Presentation starts with Marketing and is then delivered by IT, Arena production, TV and Ceremony Building Social Relations between participants and with Media, Sponsors and VIPs And finally handling Risks by reassuring Fair Play, handling Complaints, Protests, Jury work and Safety and Risk Reporting for experience sharing is the last activity Main area Functional areas Presentation Marketing, IT, Arena production, TV, Ceremony Relations Social, Media, Sponsors, VIP Risks Fair Play, Complaints, Protests, Jury, Safety and Risk Final activity: Reporting IOF High Level Event Seminar 2017

Functional area Overview Main area Functional areas Organizing Planning, Organisation, Finances, Communicating, Administrative Technical Terrain, Maps, Courses, Training, Model Events Logistics Event Center, Accomodation, Transport, Quarantine and Start, Finish, Arena design Presentation Marketing, IT, Arena production, TV, Ceremony Relations Social, Media, Sponsors, VIP Risks Fair Play, Complaints, Protests, Jury, Safety and Risk Final activity: Reporting IOF High Level Event Seminar 2017

Functional areas, examples Arena Production, Finish, Arena Design Social, Arena Design Arena Production Administrative Event Center Communication Administrative Event Center Marketing, Sponsors IOF High Level Event Seminar 2017

Overall HLE Milestones The overall planning milestones are linked to the issue of Bulletins: Bulletin 1: Understand the organizers preferences and ambition level Organizer support requirement assessment and final EA team creation Bulletin 2 – 12 months before 6 months before status Bulletin 3 – 3 months before Bulletin 4 - and final preparation The competition day(s) The final report IOF High Level Event Seminar 2017

Combining Functional areas and Milestones At HLES 2016, the allocation of Functional areas to organisation was discussed. We will not get back to this today Instead we will talk about how to build a joint Event Overview Tool for Event management and the Event Advising team: Event Overview Tool Overall HLE Milestones Functional Areas Functional area Milestones IOF High Level Event Seminar 2017

Event Overview Tool – top rows Overall HLE Milestones Functional Areas IOF High Level Event Seminar 2017

The link to the Event Plan The Event Plan is a well established and powerful tool in the early phase of the event development. Hence, the Event Plan is the first key deliverable in the Planning Functional area IOF High Level Event Seminar 2017

Event Overview Tool - total For each functional area, key deliverables are linked to milestones Each Functional Team Lead is asked to develop the relevant plans to reassure the meeting of the milestone deadlines IOF High Level Event Seminar 2017

Event Overview Tool - example Example of how to break down from the overall plan to a specific area: TV cabling IOF High Level Event Seminar 2017

Example: Presentation -> TV -> TV Cabling IOF High Level Event Seminar 2017

Example: TV -> TV Cabling Breakdown of TV area plan The TV- functional area consists of a lot of tasks – one of them is to plan and execute cabling to cameras in the terrain At WOC 2016 Sweden a plan starting in April, 4 months before the event, was made IOF High Level Event Seminar 2017

Example: TV – Cabling planning diagram IOF High Level Event Seminar 2017

IOF High Level Event Seminar 2017 The work ahead The overall goal is to have event manuals structured along the functional areas and have Event Overview Tool, Event Adviser Status Reports and Final Event reports structured along the same headlines. Some event manual sections will have similarities for different event types (JWOC, WOC, WC, etc.). Eg the overall Financial structure. Some event manual sections will be very specific for specific events. Eg. The Social part for JWOC. Some manual sections will have more specific guiding documents attached to them. The couse setting guildelines is an example. The work is in a very early phase. So: Please give us feedback about the idea and let us know of any way you would like to support us in the future work. IOF High Level Event Seminar 2017