1. 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

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

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

14. 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

15. 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

16. 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

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

18. 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

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

20. 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