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Kadena Special Olympics 2009

Kadena Special Olympics 2009. Volunteer Briefing Volunteer Coordinator: Capt Susan Vlahos (18 DS ) – 630-4981.

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Kadena Special Olympics 2009

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  1. Kadena Special Olympics 2009 Volunteer Briefing Volunteer Coordinator: Capt Susan Vlahos (18 DS) – 630-4981

  2. When: 14 November 2009 **Rain out day: 21 Nov** Where:Risner Fitness Center (Kadena Air Base)Who: Approx 850 Athletes from 62 Local schools, Workshops and DoDDS 10th Anniversary Game Day

  3. General Information Times/All Volunteers Show Times/Locations (other than Huggers): 1. Tent Volunteers – 0600 @ Athlete Tents 2. Crisis Action Team – 0645 @ Nerve Center 3. Traffic Control – 0500 @ Bldg 705 for Guardmount 4. Lunch Packers – 0700 @ NCO Club 5. Sports – check with Event POC 6. Logistics – Risner Parking Lot (Time TBA) 7. Entertainment – sign in at Stage Area (shifts) 8. Art Show - Risner Aerobics Room (shifts) 9. Medical – Medical Tent (shifts) Shuttle Start Time: 0600 Hugger Registration: 0615 @ Risner B-ball Court

  4. General Information All Volunteers • Weather • Heat – It might be hot! • Hydrate, avoid heat-related injuries • Rain – KSO is a rain or shine event! If it is raining on game day, you still need to show up. If the event is postponed, it will be announced on AFN Radio/TV and on the KSO Website www.kadenaspecialolympics.com • In case of lightning, don’t leave your athlete! • Move into Risner, O’Connor Gym, Pro shop, etc.

  5. General Information All Volunteers • What to wear – • Athletic attire recommended – PT Gear or Unit T-shirts • Comfortable clothes and shoes • Conservative/in good taste • No inappropriate language/graphics, no short shorts/skirts, no exposed stomachs • What to bring - sunscreen, hat, sunglasses, rain gear • Food/Drink – Hot dogs provided for lunch, water available all day • Plan to eat breakfast before you come • Parking- Extremely limited – carpool, walk, bike, use shuttles

  6. General Information Logistics Volunteers • Meet at Risner • Back Parking Lot where Athlete Tents will be • Times TBA for Set-up & Tear-down • Safety Tips • No flip flops or open-toed shoes! • Bring Gloves (recommended) • Have rain gear available…this is Okinawa…we will not stop working except in the case of lightning POC: MSgt Lee Samelak

  7. General Information Huggers • What is a Hugger? • A Hugger is an escort for the athletes/family • Ambassador for the military • Escort athletes/family to events • Pick up lunch/water • Cheer on your athlete • Be a friend!

  8. General Information Huggers • Sign In • Begins at 0615 @ Risner Fitness Center Basketball Court • Enter Risner through side doors next to track • Don’t go in the front! One Entrance/One Exit • Sign-in arranged alphabetically – Please Follow Signs • Pick up Volunteer Bifold, nametag, event booklet • Wait for further instruction from Tent Reps (sapphire blue shirts)…someone will direct you to the Athlete Tents. • PLEASE BE FLEXIBLE!

  9. Hugger Responsibilities • Tent Reps will escort Hugger groups to Athlete Tents • Exit Registration & wait for Tent Rep to come get you • Follow their instructions & be patient! • May be directed to wait in grassy area behind Risner • Review your Bifold with map/schedules for the day • Do not plan to leave • Tent Supervisors will again brief Huggers on responsibilities • Once all Huggers are present in each individual tent • Each hugger will be paired up with one athlete • CHEER when the athletes arrive on buses • Gift Bags and Balloons will be at tents for athletes • 1 Balloon per Athlete for opening ceremony • Tent Reps/Interpreters present to facilitate/help • Respect Interpreters – Athletes are like family to them

  10. Hugger Responsibilities • Stay with your athlete/family the entire day • Escort to events/entertainment/ceremonies • Events ID by code, i.e. T1, F1 • Schedule in Bifold • Allow frequent bathrooombreaks for athletes • Lunch for your athlete/family & for yourself • Distributed at the Athlete Tents (1100-1400) • Hot dogs for everyone! Athletes will receive full meal • Make sure you and your athlete get plenty of Water • Don’t leave until your Athlete leaves • Escort them to the bus (bus pick-up @ tents) • Sign out with Tent Monitor before you leave

  11. Athlete Number Tag

  12. Sports Schedule

  13. Hugger Registration DoDDS/ teens Wait Here for Tent Rep (Sapphire Blue T-shirt) Exit U-Z S-T Inside of Risner Gym Risner Basketball Courts Track Side of Risner P-R M-O J-L G-I Look for Volunteer Registration Signs D-F Enter A-C

  14. Volunteer Sign-in All Volunteers Except Huggers • Sign-in at your designated check in area! • If you are working a specific time shift • (i.e. Entertainment, Art Show, Medical) please check-in 15 minutes prior to your start time • Be sure to allow time for travel to destination (shuttle pick-up every 30 minutes)

  15. Working with Special Needs Individuals • Be a cheerleader, smile, have fun, relax and be calm • Be aware that athletes need constant direction/assistance/supervision • Acknowledge accomplishments and speak clearly (to the interpreters) • Communicate with gestures like high fives, thumbs up and words: “Sugoi” or “Gambatte” • Remember, the athletes are unique individuals • RESPECT THEM! • Understand that they may be teenagers, but mentally age 2 • Make sure your athletes are comfortable • Bathroom breaks, food, water, health • How would you feel if you could not communicate?

  16. Opening/Closing Ceremonies • Opening Ceremony Overview • Parade of Athletes • Torch Run • Closing Ceremony POCs: Capt Greg Gaudet Capt Chris Erlewine

  17. OPENING CEREMONY Cauldron Stage DVs Band Volunteers Chalk Lines A B Bleachers Tents Procession Torch Run

  18. CLOSING CEREMONY Cauldron Stage Band Trained Volunteers Chalk Lines Bleachers Tents Circle of Friendship Torch Run

  19. Medical Tent All Volunteers • Medical Tent • First Aid and Triage • Privacy/changing area for special needs cases • Location: between Risner & Track • Emergency Services • Japanese and US Medical Support • Support from Kadena Fire Department as needed • Roaming Medical Teams • Golf Carts and on foot • 18 AES, 18 MDG, USNHO POC: Capt Anne Dixon

  20. Safety All Volunteers • Top concern for you and the athlete • Maintain situational awareness at all times • Protection from the heat/rain • Wear a hat and use sunscreen • Drink plenty of water – avoid caffeine/soda • Encourage athlete to drink plenty of water • Report unsafe conditions immediately!! • Yellow Shirts – Nerve Center/Crisis Action Team

  21. Transportation All Volunteers • Carpool/Walk/Bike/Run • Thousands of people will be in a small area! • US Volunteer Parking • OClub • NCO Club • 18 MDG (Bldg 626) • Shuttle Route • OClub • NCO Club • Signs for Volunteer Pick-up

  22. Transportation All Volunteers • Gates 1, 2, 3 – open 24 hours as usual • Shuttles will begin running at 0600 • Continuous every 30 minutes until 1730 • Arrive early – buses will be scarce after 0730

  23. Nerve Center All Volunteers • Support and contingency coordination • Direct Link with Command Post • Translators at main Nerve Center and Info booth • Lost and Found for objects and people • Maps and Schedule of Events • Crisis Team • Wearing Yellow Shirts POC: Capt Dave Erpelding

  24. Security Forces Topics All Volunteers • Anti-terrorism/Force Protection • Not recommended to bring backpacks or personal baggage • Report unattended bags/packages to • Security Forces or KSO Command Center • Evacuation Procedures • Stay with Athlete/Assist with Evacuation • Go to evacuation area, account for everyone

  25. Security Forces Topics All Volunteers • Evacuation Areas • Primary evacuation point – Marek Park • Secondary evacuation point – Post office • Tertiary evacuation point -- Dorm Parking lot- Bldg 138 • If evacuated, report to your tent monitors

  26. CONTINGENCY OPERATIONS Primary Evacuation Point 11/2/2009

  27. CONTINGENCY OPERATIONS Secondary Evacuation Point Tertiary Evacuation Point 11/2/2009

  28. Rules to Follow Huggers Have FUN! Sign in at the RisnerBasketball Court (track side) NEVER leave your athlete and their family If the need arises, return to Athlete’s Tent and Tent Supervisor will assist you to find a replacement ISSUES or PROBLEMS contact: Nerve Center Team (Yellow t-shirts) KSO Committee members (Blue polo shirts) Someone with a radio When your athlete goes home, check out at your tent

  29. Rules to Follow All Volunteers • Keep safety in mind at all times • Don’t take anyone outside Risner perimeter unless they show proper ID or visitors pass • PLEASE don’t sign up – and not show up! • This is a commitment…we need each of you to make this event successful • Don’t leave to eat at Chili’s/Bowling Alley/etc until you are finished • Food & Water Provided

  30. Questions?

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