Uniform Distribution & Accreditation Center

2009 Special Olympics World Winter Games

Uniform Distribution & Accreditation Center

Operations Plan

Operations Plan
Uniform Distribution & Accreditation Center (UDAC)

Version 2.2 Final POST PROJECT

Contents

I)Purpose

II)Structure

III)Venues

iBoise: Boise State University, Bronco Gym

iiSun Valley: Presbyterian Church of the Big Wood

iiiMcCall: Idaho First Bank

IV)Dates & Times of Operation (Boise)

V)Dates & Times of Operation (Sun Valley)

VI)Dates & Times of Operation (McCall)

VII)Functional Areas By Venue………………………………...

VIII)Uniform Elements/Amounts

IXUDAC Process

X)Attachments

I)Purpose

The Uniform Distribution and Accreditation Center (UDAC) is often the first contact a Volunteer has with the Games. Each volunteer is critical to our operation and as such the primary purpose of the UDAC is to provide a timely, efficient and friendly way to distribute uniforms and credentials providing the Volunteer with the best possible experience.

Only general Volunteers were directed to the UDAC: special groups, Healthy Athlete Volunteers or Police/Fire Volunteers were distributed separately.

II)Structure

The UDAC will take place in three different locations based on the three geographic locations of the Games. Volunteers will be directed by Volunteer Services to the location closest to their home.A volunteer who signs up to work in the McCall or Sun Valley region but lives in Boise will still go to Boise to collect their uniform and credential.

Per Volunteer Services, Volunteers were not specifically directed to a particular UDAC, they were allowed to go to whichever of the three they wanted. Files and Credentials were brought to all three UDACs. They were also not assigned times to pick-up their uniforms giving us no idea of how many people would show up-when or where. I believe a lot of this was due to the lack of communication between volunteer services and the volunteers (they relied heavily on e-mails and the Games website; no instructional letters were mailed out). As a result we had more volunteers then expected who did not pick up their uniforms at any of the UDACs and needed to be taken care of the week of the games at GOC headquarters.

III)Venues

iBoise:Boise State University,Bronco Gym

Kinesiology Building Boise State University

Venue Code: BRG (UDC2)

iiSun Valley: Presbyterian Church of the Big Wood

100 Saddle Ranch Road, Ketchum, Idaho 83340

Venue Code BWC (UDC5)

iiiMcCall: Idaho First Bank

475 E. Deinhrad Lane, McCall, Idaho83638

Venue Code IFB (UDC6)

All of the venues provided an excellent location for the UDACs, convenient for the local volunteers and were the appropriate size for the number of volunteers.

IV)Dates & Times of Operation (Boise)

iLoad-In

Sunday January 11-Wednesday January 14, 2009

12:00pm – 5:00pmThis was the overall load-times give to Logistics.

Due to not having enough trucks/people, we did not use Sunday January 11.

iiLoad-Out

Sunday January 18, 2009; 6:00pm-10:00pm

At the last minute Logistics determined they did not want to load-out on Sunday directly following the closing of the UDAC although we were packed and prepped to go.

Monday January 19, 2009; 8:00am-5:00pm

iiiOperational Hours

Thursday January 15, 2009; 12:00pm-9:00pm

Friday January 16, 2009; 9:00am-9:00pm

Saturday January 17, 2009; 9:00am-9:00pm

Sunday January 18, 2009; 9:00am-6:00pm

Operational hours were busiest on Thursday when we first opened. The varied times allowed for people to go through in less than 10 minutes at their convenience. However, the number of hours open was based on an inflated volunteer estimate obtained in October 2008 from Volunteer Services. Had we had the actual estimate we would have readjusted the number of hours and days the UDAC was open to cut down on the time it needed to be staffed.

V)Dates & Times of Operation (McCall)

iLoad-In

Wednesday January 21, 2009; 8:00pm-6:00 pm

Due to how little we were loading-in (all furniture being provided by the venue) this was not necessary, we loaded in the morning of the UDAC’s first day.

iiLoad-Out

Thursday January 22, 2009, 6:00pm-10:00pm

Friday January 23, 2009, 8:00am-6:00pm (if necessary)

Once again, due to how little we were loading-out this was not necessary; we loaded outvery quickly after we closed the day of January 23, 2009.

iiiOperational Hours

Thursday January 22, 2009, 11:00am-6:00pm

VI)Dates & Times of Operation (Sun Valley)

iLoad-In

Friday January 23, 2009; 3:00 pm-7:00 pm

iiLoad-Out

Sunday January 24, 2009; 6:00pm-10:00pm

Monday, January 25, 2009; 6:00am-10:00am (if necessary)

We did not need this time to load-out

iiiOperational Hours

Saturday January 24, 2009; 10:00am-6:00pm

Sunday January 25, 2009; 12:00pm-6:00pm

VII)Functional Areas By Venue

iFacilities

BRG

The Bronco Gym is a Non-Smoking Facility

The floor of the Gym will be covered in a tarp prior to our load in to protect the Gym flooring

No food or drinks are allowed in the Gym, they must remain upstairs in Room 215 (the volunteer break room)

IFB

Idaho First Bank will remain open for business while we are there

We will occupy the bottom (basement floor) of the bank

BWC

The Church of the Big Wood will be open concurrently for a school during our load-in/out and will have Church services around the time we are operational

We adjusted or operational times so there were no conflicts with the church services, starting on Sunday just after they ended

iiFood & Beverage

BRG

A volunteer break room will be located upstairs in room 215

All working volunteers & staff will be fed snacks and a meal

Meals will be delivered according to the shift schedule and twice on days when there are two shifts

Meals were not always delivered according to the shift schedule. This was an issue in two parts. F&B had my original shift schedule which gave times and number of meals needed that I had submitted to Volunteer Services. Volunteer Services changed all of the shifts I had requested once they took over but did not give me a schedule and I’m assuming did not give that information back toF&B so our meal times and meal counts were always off.

Logistics will deliver all meals to BRG in refrigerated trucks

F&B delivered meals in cars

Aramark is the official food service provider at BSU, however an exception has been made and FSA will provide lunches for volunteers

IFB

A volunteer break area will be provided

All working volunteers & staff will be fed snacks and a meal

BWC

A sectioned off volunteer break area will be provided

All working volunteers & staff will be fed snacks and a meal

iiiLogistics

All Venues

Logistics will load all equipment from the GOC warehouse into the Venue, set it up prior to the event and load it out at the completion of the event.

I had to find most of the supplies myself, box them, and ensure they were loaded onto the truck. Logistics unloaded the truck at the venue and left me to set it up alone. The working staff and volunteers helped me pack everything up. Logistics came and taped some of the boxes shut and loaded it onto the trucks.

A detailed daily & hourly Logistics load-in and out schedule will be developed and used to ensure efficient and timely delivery of all venue items.

This never happened.

ivMarketing

BRG

The Look of the Games will be displayed throughout the Venue with signage and banners

The signage was repurposed from other venues and looked fantastic and made a huge impact on the overall look

Signage & Look will be installed on Ed Peterson Plaza in front of the venue

The digital video sign on above Bronco Stadium on Broadway Avenue will display information about the Games and The UDAC from January 10, 2009 –January 18, 2009

Marketing dropped it so we didn’t hit these exact dates but the signage was up in time for the UDAC.

Music representing the games will be played in-house

IFB

The Look of the Games will be displayed throughout the Venue using pop-up signs

We used sponsor pop-up signage

BWC

The Look of the Games will be displayed throughout the Venue using pop-up signs

Along with sponsor pop-up signage we had repurposed media banners to hang along the gym walls

vMedical

All Venues

No dedicated Medical personnel will be on site

A first aid kit will be available for all minor medical needs

Major medical needs will be escalated to the Venue Manager and 911 will be called as necessary

This worked great, the biggest problem I had was a paper cut

viMerchandising

BRG

BSU will provide a merchandising kit run by the BSU book store

Merchandising will not be staffed or managed by Special Olympics Staff or Volunteers; it will be run by BSU.

In addition to Special Olympics items there will also be Boise State items for sale

Final Placement of the Merchandising Stand will be decided by the Bookstore, Venue Director and BSU/Special Olympics Liaison

The merchandising was a big hit with the volunteers, however it did sell out quickly of the Special Olympics items and as the Bronco items were not selling well, they chose to vacate early.

IFB & BWC

No merchandising will be sold on site in Sun Valley or McCall

viiSecurity/Asset Protection

BRG

BSU Police will provide on call response as needed to any situations during operating hours

The Venue will be locked at night however there are numerous ways to enter the building

Overnight asset protection is needed to secure all electronics, credentials and uniforms.

We used InterMountian Security every night for asset protection and had no incidents

BSU Police will include Bronco Gym on their patrol routes at night

IFB

McCall police will be notified if any security situations arise

The Venue will remain locked over night to secure all assets

BWC

Ketchum/Sun Valley police will be notified if any security situations arise.

The Venue will remain locked over night to secure all assets

The venue was accessible by the janitor and the church pastor but there were no incidents

viiiTechnology

Technology will set-up and test all computers and printers, run all cable and be on call to ensure all technology is working

The on-site IT support at BWC and IFB was for set-up only. We were running wirelessly on the venue’s network and at BWC our internet did go down temporarily. It took about 20 minutes to get back-up. It took about 2 hours before anyone from IT called me back.

We had extensive Technology support at BRG, our largest UDAC.

BRG

Credentialing will require support

o6 computers with web cams

o8 Laminators

oWebcams will be handed over from Volunteer services (Viewpoint) to IT in January for use during the games. After the UDAC the Webcams will be redeployed to Credentialing enters.

Volunteer Services determined they would keep the cameras once the UDACs were completed and we had to purchase our own

Volunteer Services will require support for

o6 computers

o3 Printers

All IT needs began to change once Volunteer Services had taken over as Project Manager for the UDAC. GOC IT and VS repeatedly changed things internally without notifying me despite my requests for them not to. This led to confusion during set-up when I was working with the IT Venue team who had not been notified of the changes either.

IFB

Credentialing will require support for

o6 computers with web cams

o3 Laminators

o2 Printers

This was changed to one computer after we realized we would only have about 50-70 volunteers attending

Volunteer Services will require support for

o2 computers

o1 Printer

BWC

Credentialing will require support for

o6 computers with web cams

o3 Laminators

o2 Printers

Volunteer Services will require support for

o2 computers

o1 Printer

ixTransportation

General parking will be availablefor volunteers attending the UDAC in lots RH1 and RH2

On 1/17 & 1/18 Parking will only be available in lot RH1 due to BSU Student move in

Accessible parking will be made available in the lot directly next to the Kinesiology building

Approximately 300+ spaces will be available at a time

Working Staff and volunteers will park in the Lincoln Garage

oThe BSU Transportation and Parking Department have created a pass code for those parking in the parking structure

oVolunteer Services will distribute the code to volunteers while assigning shifts

GOC Transportation will coordinate with the BSU parking department to obtain permits and allocate parking spaces

All trucks parking in the loading zone must have a parking permit from the BSU parking department and must notify GOC transportation in advance

Parking direction will be provided by BSU parking staff, no GOC parking Staff will be on site

All parking at BSU worked very well, there were no issues

IFB

All staff and volunteers will park in the Idaho First Bank parking lot

No GOC Transportation staff will be on site

BWC

All staff and volunteers will park in the Big Wood Church parking lot

No GOC Transportation staff will be on site

xVolunteer Services

BRG

Volunteer check-in will be located upstairs in room 215

Volunteer Services will staff volunteer check-in

Approximately 50 volunteers & staff will be required during peak hours per shift

The shift schedule and deployment plan I was asked to complete was not used so I don’t know the exact number of volunteers or staff used to fill positions.

IFB

Volunteer Check-in will be located at the Volunteer Services Desk

Approximately 8 volunteers & staff will be required during peak hours

BWC

Volunteer Check-in will be located at the Volunteer Services Desk

Approximately 22 volunteers & staff will be required during peak hours

The shift schedule and deployment plan I was asked to complete was not used so I don’t know the exact number of volunteers or staff used to fill positions.

xiWaste Management

BRG

Trash cans and liners will be provided by GOC

BSU Janitorial Staff will empty the trash as needed through-out the day

BSU Janitorial Staff will clean and restock the restroom facilities as needed

oBSU Janitorial Staff will provide Venue staff with a dispatch number 1 week before the event for any needs

All cardboard boxes from the uniforms will be broken down and stacked for pick-up by Western Recycling

Western Recycling will provided a dumpster on site and personnel for collection of all cardboardThere was some confusion onsite with who collected cardboard and where it went but that was worked out quickly. At all other sites we packed our cardboard and recycling back with us to be recycled at the GOC

IFB

Venue waste facilities and restrooms will be used

BWC

Venue waste facilities and restrooms will be used

GOC will coordinate with Clear Creek disposal for any extra service calls needed

xiiWay Finding

All Venues

Directional signage will be present throughout the venue and parking lot

VIII)Uniform Elements/Amounts

iWinter Jacket (unisex)

Sizes: xs-xxl

Amount: 3000

Jackets will be packaged in plastic sleeves

There will be approximately 169 boxes of Jackets packaged by size all of the same colour

We also distributed Yellow Jackets sizes xs-xxl to Access Control Volunteers

iiLong Sleeved T-Shirt (unisex)

Sizes: xs-xxl

Amount:1500 This was loaded into BRG but not distributed per Kirk

iiiOther elements to be distributed:

3000 Volunteer handbooks

3000 credentials w/ lanyards

3000 Scarves were also distributed as were Red Coke goodie bags containing two pins, a keychain, hand sanitizer and a variety of coupons specific to the volunteers.

The Bags came to us unstuffed, individually wrapped in cellophane three days before we opened. It took two days of manpower to open and stuff 3600 bags

IX)UDAC Process

The process is based on the larger of the three UDACs (Boise) but remains the same for McCall and Sun Valley on a scaled down version to fit the space

iSTATION 1-CHECK IN:

Check-in stations will be divided up alphabetically by last name as follows:

A-G

H-L

M-Q

R-T

U-Z

Volunteers will go to the appropriate line based upon their last name.

Distribution sheets will be preprinted and filed alphabetically by the Volunteer Department in advance.

Volunteers will present their ID and receive their distribution sheet.Acceptable ID is as follows:

Drivers License

Passport

Student ID card if under 16 years of age

Distribution Sheets will note the following:

If the Volunteer has been scheduled for shifts

If they have taken a photo for their credential

If they have completed training

What size uniform they have requested

If they have successfully completed all of the above then they are “GREEN TO GO”, will be given their credential and they may proceed to Station 3- Uniform Distribution

Credentials must be picked up by the owner of the credential; they may not be picked up by friends or family.

For security reasons ID will be checked when the credential is issued. Acceptable ID is as follows:

Drivers License

Passport

Student ID card if under 16 years of age

If they have not completed all of the above they will be sent in one of two directions

If they have not been scheduled for shifts then they will proceed upstairs to Room 215 Station 1½-Volunteer Scheduling and complete their shift assignmentsbefore proceeding further.

If they have not taken a credential photo they will proceed to Station 2 Photo Processing/Troubleshooting.

iiSTATION 1½ - VOLUNTEER SCHEDULING:

All volunteers must be scheduled for shifts before they can pick up their credential and uniform.

Volunteer Services will schedule them on-site if they have not already been assigned shifts.

Once they have been assigned a shift schedule they will they will be sent in one of two directions:

If they have already taken a credential photo they will go to STATION 1- Check-in to pick up their credential