Draft Proposal for Discussion ATHENS 2011 Special Olympics World Summer Games OBSERVER’s PROGRAM Meeting with SOI, 16 December 2010

Content ATHENS 2011 Observer’s Program 1Concept 2 Key Dates & Draft Proposed Schedule 3 Implementati on ATHENS 2011 Observer’s Program – Draft Proposal216/12/2010, SOI Meeting

PROGRAM’S OVERVIEW Scope, Format and Collaboration with SOI 1Concept ATHENS 2011 Observer’s Program – Draft Proposal316/12/2010, SOI Meeting

Observer’s Program Scope A set of scheduled activities for around 60 Observers (coming from games organizing committees and bid committees of future Special Olympics World and Regional Games) that provide an opportunity to observe and learn from the organization and operation of the Games. ATHENS 2011 Observer’s Program – Draft Proposal416/12/2010, SOI Meeting

Observer’s Program Format Activities Program’s Registration – confirmation of the attendance of the tours and sessions Roundtables – for functional areas that do not require a visit to a specific venue or site. Presentation by SOI to outline specific points Presentation by the ATHENS 2011 GOC Observe the operations during Venue visits. The visits will have a structured approach: Briefing Venue tour that targets to identify differences in operations and points of attention Debriefing of the day ATHENS 2011 Observer’s Program – Draft Proposal516/12/2010, SOI Meeting

Observer’s Program Format Support Material Observer’s Manual GOC’s Roundtables/Briefings’ Presentations SOI’s Presentations ATHENS 2011 Observer’s Program – Draft Proposal616/12/2010, SOI Meeting

Observers’ Manual - Content Proposal Proposed ATHENS 2011 Observer’s Program – Draft Proposal716/12/2010, SOI Meeting

Observer’s Program Roles & Responsibilities Participants Future Special Olympics GOCs; Bid Committee members; Special Olympics global staff if deemed appropriate by the Regional Managing Director; and Staff of other global sporting events such as the Olympics and Paralympics Special Olympics Observer’s Program World Games Guide GOC Presenters Present roundtables & Venue Tour Briefings Conduct venue tours SOI Provides guidance and rules on the Special Olympics Movement Evaluates Games GOC & SOI Observer’s Project Team Program Organisers Logistics & Operational Demands ATHENS 2011 Observer’s Program – Draft Proposal816/12/2010, SOI Meeting

Observer’s Program Assumptions & Principles Observers Program Fee No late Registrations Maximum 60 Observers + 10 ASFs per day (if ASFs wish to participate) – Visit vs Full Participation English will be the official language of the Observer’s program Scheduled Activities Participants fill in report to provide to SOI No extra material requests to be made during the Games to GOC staff ATHENS 2011 Observer’s Program – Draft Proposal916/12/2010, SOI Meeting

KEY DATES & PROPOSED SCHEDULE Schedule will be reviewed by the GOC’s FAs, Sport/Venue Managers 2 Key Dates & Draft Proposed Schedule ATHENS 2011 Observer’s Program – Draft Proposal1016/12/2010, SOI Meeting

Observer’s Program Key Dates PreGames Phase: Preparation period – Mon, 17 January 2011: Program’s presentation (including proposed schedule) to the GOC FAs / Venue Mgrs / Sport Mgrs – Mon, 31 January 2011: Schedule confirmation by the GOC – Tue, 1 Feb 2011: Registration starts – Fri, 15 April 2011: Registration closes/ All Fees paid – Fri, 15 May 2011: Manual published – e-format – Tue, 31 May 2011: Manual printed Registration Phase: Observers’ confirmation of participation to the scheduled activities – Tue, 21 June 2011: Registration opens – Wed, 22 June 2011: 2 nd Day of Registration Operations Phase: Run scheduled activities – Wed, 22 June 2011: Program starts – Mon, 4 July 2011: Program finishes Post Games Phase: Reports collection – Tue, 5 July 2011 to Fri, 15 July 2011 ATHENS 2011 Observer’s Program – Draft Proposal1116/12/2010, SOI Meeting

Observer’s Program Proposed Sched ule (21-27 June ’11) ATHENS 2011 Observer’s Program – Draft Proposal1216/12/2010, SOI Meeting 1st day2nd day3rd day4th day5th day6th day7th day Date Tue, 21 June 2011Wed, 22 June 2011 Thursday, 23 June 2011Friday, 24 June 2011Saturday, 25 June 2011 Sunday, 26 June 2011 Monday, 27 June 2011 ACTIVITIES OBSERVER'S PROGRAM REGISTRATI ON HOST TOWN - ERETRIA Lunch Break OBSERVER's REGISTRATI ON (cont.) MEETING WITH SOI/Observers Coordinators FINANCE Roundtable HCM (BK) GOLF GLYFADA Venue Tour PLANNING Roundtable AIRPORT OPS - A&D Venue Tour LICENSING Roundtable OLYMPIC TENNIS CENTRE (USE) Venue Tour AGHIOS KOSMAS FB 11-ASIDE Venue Tour VOLUNTEERS Roundtable FAMILY SERVICES Roundtable & Family Centre Venue Tour Travel to Panathinaikon Stadium OLYMPIC STADIUM (AT, VB) Venue Tour HELLENIKON VENUE TOUR GY, HB, BD Venue Tours LANGUAGE SERVICES Roundtable DELEGATIONS ENTERTAINMENT & FESTIVAL- Roundtable & Festival's visit CREDENTIAL Roundtable & UDAC Venue Tour LOGISTICS Roundtable MEDIA OPERATIONS Roundtable & Venue Tour CEREMONIES DRESS REHEARSAL OPENING CEREMONY GLOBAL POLICY SUMMIT

Observer’s Program Proposed Schedule (28 Jun – 4 July ’11) 8th day9th day10th day11th day12th day13th day14th day Tuesday, 28 June 2011Wednesday, 29 June 2011Thursday, 30 June 2011Friday, 1 July 2011Saturday, 2 July 2011Sunday, 3 July 2011Monday, 4 July 2011 SAILING ACADEMY (SA) Venue Tour HOD Meeting DAY OFF VENUE TOUR (OW)YOUNG ATHLETES MARKOPOYLO VENUE TOUR (EQ) MOC OPERATIONS Roundtable & Venue Tour HEALTHY ATHLETES & MEDICAL SERVICES Roundtable VENUE TOUR (KA) - competition and APB DELEGATION SERVICES Roundtable SOV Ops Roundtable ( Golden Coast) MAC & HEATHY ATHLETES CENTRE Venue Tour TRANSPORT Roundtable & Depot Tour HONORED GUESTS & SOI HOTEL TOUR MATP TECHNOLOGY & TOC Roundtable & Venue Tour SOV OPERATIONS Venue Tour MAC & HEATHY ATHLETES CENTRE Venue Tour VENUE TOUR OAKA (AQ, PL) CEREMONIES DRESS REHEARSAL SPECTATOR SERVICES Roundtable & BK Tour CLOSING MEETING WITH SOI & OBSERVERS BLANOS (BO) Venue Tour CEREMONIES Roundtable CLOSING MEETING WITH SOI/Observers Coordinators DEREE COLLEGE (JU) Venue Tour HELLENIKON (SO, CY, FB 5-side, 7-aside) Venue Tour YOUTH RALLYCLOSING CEREMONY ATHENS 2011 Observer’s Program – Draft Proposal1316/12/2010, SOI Meeting

& READINESS Steps to bring us to the get the Observer’s teams ready 3 Implementati on ATHENS 2011 Observer’s Program – Draft Proposal1416/12/2010, SOI Meeting

Observer’s Program Critical Steps Gain approval by the GOC’s senior management & SOI Agree with SOI/GOC counterparts contribution to the program Brief and continuously update GOC& SOI counterparts Define & implement registration process with SOI Ensure minimum number of participants (45 Observers) Agree on Observer’s Program fee & options Finalise table of content of the Observer’s Manual Train the Workforce ATHENS 2011 Observer’s Program – Draft Proposal1516/12/2010, SOI Meeting

Observer’s Program Achievements Proposal developed – Initial schedule drafted Fee calculated Space at the Olympic Indoor Hall secured (office, meeting room) Needed Resources identified – No of Workforce (P, V) – Technology Equipment – FF&E – Upgrade passes – Transport needs Manual scope & content defined Implementation schedule drafted

ATHENS 2011 Observer’s Program – Draft Proposal1716/12/2010, SOI Meeting

Main actions/outcomes of meeting with SOI Work with SOI to ensure minimum participation numbers (30 observers). With less participants program could be cancelled or changed format SOI evaluation team (max 5 people) not to pay the observers fee – GOC is concerned only for the ceremonies tickets cost - if there is a gap in the budget List of publications to be added in the Observers’ manual cost If an observers group brings in translators (1 per 10 people) they translators will not be a fee With regards to the HTP visit consider the shortest and quickest visit