1. Special Olympics ATHENS 2011 FA Operating Plans v2 J. Krokodeilou 18/11/2010 1

2. Contents  Terminology / Key Definitions  Operational planning  Games-time period  Games planning process  Functional operational planning stream - Outputs  Venue operational planning stream - Outputs  Functional area operating plans (FAOP) v2 – Updating process  List of FAs to write/update FAOPs  Outputs  Templates  Terms & definitions 16.4.15 2

3. Operational Planning Plan everything that is needed to operate the Games  Services  Staff  Stuff  Space “The Four S’s” (Function Operations) (Workforce) (FF&E, Technology) (Overlay) Functional Operational Planning Venue Operational Planning “2 Major Planning Streams”

4. Games-time Period The period the GOC offers services to external clients 20 June – 6 July 2011 There are exceptions to this rule for a few functions/venues, i.e. Torch Run, UDAC June 20 June 22June 25 4 July Host Town Program begins SOV Opens – Arrival of first delegations Opening Ceremony Closing Ceremony Start End SOV Closes – Last delegations departed 6 July

5. VENUE OPS PLANNING Games Time Period Games Planning Process FUNCTIONAL OPS PLANNING FUNCTIONAL OPERATING PLANs (FAOPs) – V1 TEST EVENTS TEST EVENTS PLANNING MODEL VENUE OPERATING VENUE OPERATING PLANS Replicate Model Venue Ops Plan Draft 1 VENUE OPERATING PLANS Replicate Model Venue Ops Plan Draft 1 FAOPs v2 VENUE OPERATING PLANS - FINAL FAOPs - – FINAL Nov2010Nov2010

6. Dec2010 Functional Operational Planning 16.4.15 6 FAOPs... Content What the functional area is going to do at Games time Where is going to deliver it When it is going to be delivered What is needed from the other functional area Transport operating Plan v1 Sports operating Plan v1 Etc. … operating Plan v1 Jan2010 FAOPs v2... Transport operating Plan v2 Sports operating Plan v2 Etc. … operating Plan v2 Content Update of already defined content and further explain How it is going to happen? Policies & Procedures April 2011 FAOPs Final... Content Update of already defined content and further explain Games time C3 Information structures communication Contingencies Transport operating Plan Final Sports operating Plan Final Etc. … operating Plan Final SOI Reviews at each step already defined!!! Process Outputs

7. Jan2011 Venue Operational Planning 16.4.15 7 Content How a venue will operate at Games time, detailing how each function within a specific venue will operate as an integrated team at Games time March2010 Venue Operating Plans... Olympic Indoor operating Plan v1 Olympic Stadium operating Plan v1 Etc. … operating Plan v1 Content Replicates model venue What, Where, When, How? Operational Drawings & Client Flows Organisational Structure Functions’ operations descriptions/ Services FF&E Technology Overlays Signage April 2011 Venue Operating Plans FINAL... Content Update of already defined content and further explain Workforce Numbers Radio communication Guidelines Contingency Plans Daily Run Sheets Venue Contact Lists Venue Transport Schedules Model Venue Operating Plan Olympic Stadium operating Plan FINAL Olympic Indoor operating Plan FINAL Etc. … operating Plan FINAL SOI Reviews at each step already defined!!!

8. Background Information & Status  Definition of terms & process – Core Planning Team  November 2009  Presented to Senior Management & Heads  November 2009  Functional Area Operating Plans v1  Dec2009 (Drafted)  presented to all FAs  Issues Resolution  January 2010 provided to SOI  Model Venue Operating Plan  March 2010 16.4.15 8

9. Provide d to SOI FAOP updating process – V2  Ongoing Issues resolution / Gaps & Overlaps 18.11 Opening Brief Issues Resolution 13-17/12 FAOP update / compilation of policies & procedures FAOP v2 For Approval to senior management  19/11 – 10/12 FAs writing SOI feedback FAOP v2 FAOP v2 Last Update & Approval  Presentations to be made only for the FAs started in a later than December stage

10. List of FAs to write FAOPs FA AUTHOR Accommodation Games Services Credentialing Games Services Cleaning & Waste Games Services Communications Marketing & Communication Command, Coordination & Communication Sport & Venues Delegations Services Delegation Services Delegation Entertainment Delegations Entertainment & Festival Family Services Food Services Games Services Healthy Athletes Medical & Healthy Athletes Honored Guests Services International Relations Host Town Host Town Program Language Services Logistics Games Services Licensing Marketing & Communication Look of the Games Marketing & Communication

11. List of FAs to write FAOPs FA AUTHOR Media Operations Medical ServicesMedical & Healthy Athletes Non Sport Events (including Receptions, Summits,etc.)GYS Opening & Closing CeremoniesCeremonies Risk Management TBD SecurityGames Services Spectator Services Sponsors ServicingMarketing & Communication SportsSport & Venues Technology TicketingMarketing & Communication Torch Run – Final LegTorch Run Final Leg TransportationGames Services Volunteers Venue Staffing

12. Outputs – FAOPs v2  FAOPs - Scope, FA dependencies – Update document (MS Word track changes)  FA policies & Procedures - Venues - SOV - Central & Other  Other appendices FAOPs v2 Set of Documents that include:

13. Templates  FAOP Template – Scope document (MS Word) NOTE: Available on network space G:\MOC Organisation\Operational Planning\Functional Ops Planning\FAOP v2 G:\MOC Organisation\Operational Planning\Functional Ops Planning\FAOP v2 G:\MOC Organisation\Operational Planning\Functional Ops Planning\FAOP v2  Policies & Procedures template G:\MOC Organisation\Operational Planning\Functional Ops Planning\FAOP v2 G:\MOC Organisation\Operational Planning\Functional Ops Planning\FAOP v2  Existing FAOPs NOTE: Available on network space G:\MOC Organisation\Operational Planning\Functional Ops Planning\FAOP v1\Outputs G:\MOC Organisation\Operational Planning\Functional Ops Planning\FAOP v1\Outputs

14. Terms & Definitions  Key terms and definitions  Codes  List of venues (Comp, Non Comp, Accommodation)  List of clients  List of FAs  List of external stakeholders MOC Organisation\Operational Planning\Games Planning Process - Overview\Key Terms and Codes MOC Organisation\Operational Planning\Games Planning Process - Overview\Key Terms and Codes

15. Thank you! www.athens2011.org 16.4.1515