ATHENS 2011 Special O lympics World Summer Games OBSERVER’s PROGRAM

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

2. Content 1 3 2 Concept Implementation Key Dates & Draft Proposed Schedule ATHENS 2011 Observer’s Program ATHENS 2011 Observer’s Program – Draft Proposal

3. 1 PROGRAM’s OVERVIEW Concept Scope, Format and Collaboration with SOI 16/12/2010, SOI Meeting ATHENS 2011 Observer’s Program – Draft Proposal

4. Observer’s ProgramScope 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 Proposal

5. Observer’sProgramFormat 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 Proposal

6. Observer’s ProgramFormat Support Material • Observer’s Manual • GOC’s Roundtables/Briefings’ Presentations • SOI’s Presentations ATHENS 2011 Observer’s Program – Draft Proposal

7. Observers’ Manual - Content Proposal Proposed ATHENS 2011 Observer’s Program – Draft Proposal

8. Observer’s ProgramRoles & 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 Proposal

9. Observer’s ProgramAssumptions & 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 Proposal

10. 2 KEY DATES & PROPOSED SCHEDULE Key Dates & Draft Proposed Schedule Schedule will be reviewed by the GOC’s FAs, Sport/Venue Managers 16/12/2010, SOI Meeting ATHENS 2011 Observer’s Program – Draft Proposal

11. Observer’s ProgramKey Dates • PreGamesPhase: 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: 2nd 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 Proposal

12. Observer’s ProgramProposed Schedule (21-27 June ’11) ATHENS 2011 Observer’s Program – Draft Proposal

13. Observer’s ProgramProposed Schedule(28 Jun – 4 July ’11) ATHENS 2011 Observer’s Program – Draft Proposal

14. 3 & Readiness Implementation Steps to bring us to the get the Observer’s teams ready 16/12/2010, SOI Meeting ATHENS 2011 Observer’s Program – Draft Proposal

15. Observer’s ProgramCritical 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 Proposal

16. Observer’s ProgramAchievements • 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

17. THANK YOU!!! Q&A ATHENS 2011 Observer’s Program – Draft Proposal

18. 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